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Patient Financial Files

RDA Number
11283
Effective Date
Record Series Abstract
Records include but are not limited to: proper identification and billing for patients. Various information on each patient including detailed personal identification, health Insurance information, financial information and protected health information (PHI). Including form titles: Exparte order to hold defendant for emergency diagnosis evaluation and treatment.
Record Series Active
Yes
Cut Off at End of
Other
If Other, Explain
Patient Discharge/Age of Majority (18)
Total Retention Years
10
Total Retention Months
0
Retention End Action
Destroy
Disposition Notes
Maintain for ten years after the discharge date or age of majority, whichever occurs later, and then destroy. Records are generated and maintained on both paper and electronic. Paper records may be destroyed once scanned and verified for completeness and accuracy.
Allotment Code
339
Record Location
At each of the Regional Mental Health Institutes: Middle MHI - 221 Stewarts Ferry Pk, Nashville, TN 37214. Western MHI - 11100 Hwy 64, Bolivar, TN 38008. Moccasin Bend MHI - 100 Moccasin Bend Rd, Chattanooga, TN 37405. Memphis MHI - 951 Court Ave, Memphis, TN 38103.
File Arrangement
Date
Date Range
2008 - current
Annual Accumulation
net zero 1 gigabyte
Current Volume
210 cu. ft. 2 gigabytes
Record Value
Fiscal
Audit Requirements
Both
Information Shared Outside the State
No
Essential Record
Yes - Original
Essential Record Stored
Regional Mental Health Institutes @ Nashville, Chattanooga, Bolivar and Memphis.
Essential Record Media Type
Paper
Confidential
No
Confidential Legal Citation
TCA: 33-3-103
Does this Record Series Contain Sensitive Information?
No
Agency Retention
10 years
Records Center Retention Period
0
Record Sample PDF
2404.sample.pdf153.85 KB
System Name
Oracle file servers
IT-ABC Number
N/A
Hardware Description
The electronic records are stored in folders on a strategic technology solutions (STS) server. All hardware for maintaining the record series shall be maintained in accordance with the current standards of STS.
Software Description
Documents and metadata are captured by using multi-function devices and scanning the document by pressing the appropriate button on the multi-function device using Lexmark document distributor software.
System Location
The electronic records are kept on a server maintained and supported by STS at their Data Center, 901 5th Ave N, Nashville, TN. 37243.
Backup Procedures
Backup procedures shall be maintained in accordance with the current standards of STS, located in the 901 5th Ave N, STS Building, Nashville, TN. 37243. Backup procedures shall be reviewed and tested annually.
Disaster Recovery
The agency shall have a detailed disaster recovery plan for the system in accordance with the current standards of STS. The disaster recovery plans shall be reviewed annually.
Data Migration Description
Documents are scanned to the state network to a folder on a STS server. The metadata captured at the time of scan is stored in a Microsoft SQL server database and is deleted at the 10 year retention disposition.
Legacy Revision UUID
2404