An official State of Texas website.
Revision 11-1; Effective June 13, 2011
The provider agency must maintain financial and supporting documents, statistical records and any other records pertinent to the services for which a claim or cost report was submitted to the department or its agent. If a provider agreement or contract has no specific termination date in effect, the records and documents must be kept for a minimum of three years and 90 days after the end of the federal fiscal year in which services were provided. If any litigation, claim or audit involving these records begins before the three-year period expires, the provider agency must keep the records and documents for at least three years and 90 days or until all litigation, claims or audit findings are resolved. The case is considered resolved when a final order is issued in litigation or the department and provider agency enter into a written agreement. The provider agency must keep records of non-expendable property acquired under the contract for three years after the final disposition of the property. In this section, contract period means the begin date through the end date specified in the original contract; extensions are considered separate contract periods.
The provider agency must maintain medical records for five years from the date the last services were delivered to the individual by the provider agency.
Medical records include:
- Form 8578, Intellectual Disability/Related Condition Assessment;
- assessments and evaluations containing individual medical information;
- any other records containing individual medical information;
- physician orders; and
- Individual Plan of Care/Individual Program Plan.