N.H. Admin. Code § He-P 830.19

Current through Register No. 45, November 7, 2024

Section He-P 830.19 - Client Records

(a) The licensee shall maintain a legible, current, and accurate record for each client based on services provided at the PRTP.

(b) At a minimum, client records shall contain the following:

(1) A copy of the client's service agreement and/or admission contract and all documents required by He-P 830.16(d);

(2) Identification data, including:

a. Vital information including the client's name, date of birth, and marital status;

b. Client's religious preference, if known;

c. Client's veteran status, if known;

d. Name, address, and telephone number of an emergency contact person;

(3) The name and telephone number of the client's licensed practitioner(s);

(4) The client's health insurance information;

(5) Copies of any executed legal orders and directives, such as guardianship orders issued under RSA 464-A, a durable power of attorney for healthcare, or a living will and DNR or DNAR orders, if applicable;

(6) A record of medical clearance in accordance with He-P 830.16(n);

(7) Written, dated and signed orders for the following:

a. All medications, treatments, and special diets, as applicable; and

b. Laboratory services and consultations performed at the PRTP;

(8) Results of any laboratory tests, X-rays, or consultations performed at the PRTP;

(9) All assessments and treatment plans, including documentation that the client and the guardian or agent, if any, has participated in the development of the treatment plans;

(10) All admission and progress notes, including any use of restraints;

(11) If services are provided at the PRTP by individuals not employed by the licensee, documentation that includes the name of the agency providing the services, the date services were provided, the name of the person providing services, and a brief summary of the services provided;

(12) Documentation of any alteration in the client's daily functioning such as:

a. Signs and symptoms of illness; and

b. Any action that was taken including practitioner notification;

(13) Documentation of any medical or specialized care;

(14) Documentation of unusual incidents;

(15) The consent for release of information signed by the client, guardian, or agent, if any;

(16) Discharge planning and referrals;

(17) Transfer or discharge documentation, including notification to the client, guardian, or agent, if any, of involuntary room change, transfer or discharge, if applicable;

(18) The information required by He-P 830.17(ad) as applicable;

(19) The information data sheet required by He-P 830.16(o) and (p);

(20) Documentation of nurse delegation of medications as required by the nurse practice act, as applicable;

(21) Documentation of a client's refusal of any care or services; and

(22) The licensee shall arrange for and document the immunization of all consenting clients for pneumococcal disease, as applicable, and all consenting clients for influenza in accordance with RSA 151:9-b and report immunization data to the department's immunization program.

(c) Client records and client information shall be kept confidential and only provided in accordance with law.

(d) The licensee shall develop and implement a written policy and procedure document that specifies the method by which release of information from a client's record shall occur. For all substance abuse rehabilitation facilities, this shall include compliance with 42 CFR Subpart 2C of the Centers for Medicare and Medicaid Services regulations.

(e) When not being used by authorized personnel, client records shall be safeguarded against loss or unauthorized use or access.

(f) Any licensee that maintains electronic records shall develop written policies and procedures designed to protect the privacy of clients and personnel that, at a minimum, include:

(1) Procedures for backing up files to prevent loss of data;

(2) Safeguards for maintaining the confidentiality of information pertaining to clients and staff; and

(3) Systems to prevent tampering with information pertaining to clients and staff.

(g) Records shall be retained for at least 7 years after discharge, except that when the client is a minor, records shall be retained for at least 7 years after the minor reaches the age of majority.

(h) The licensee shall arrange for storage of, and access to, client records as required by (g) above in the event the PRTP ceases operation.

N.H. Admin. Code § He-P 830.19

#10059, eff 12-23-11

Amended by Volume XL Number 2, Filed January 9, 2020, Proposed by #12952, Effective 12/21/2019, Expires 6/18/2020.

Amended by Volume XLI Number 19, Filed May 13, 2021, Proposed by #13195, Effective 4/24/2021, Expires 4/24/2031.