To: Board of Supervisors
From: DHHS: Social Services
Agenda Section: Consent
SUBJECT:
title
Authorize the Destruction of County Medical Services Program (CMSP) Case Records Pursuant to CMSP Eligibility Manual Criteria
end
RECOMMENDATION(S):
Recommendation
That the Board of Supervisors:
1. Approve, and authorize the Department of Health and Human Services - Social Services to destroy CMSP case records when they meet the criteria outlined in the CMSP Eligibility Manual.
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SOURCE OF FUNDING:
Social Services Fund - Fund 1160
DISCUSSION:
Section 3-037 of the CMSP Eligibility Manual requires the Department of Health and Human Services - Social Services (DHHS - Social Services) to retain case records and ensure confidentiality. Destruction of case records may be authorized by the Board of Supervisors if they meet the following criteria:
1. Narrative portions of a case record, which are over 3 years old, in any case file, active or inactive, after an audit by the county department.
2. Case files, which have remained inactive for a period of 3 years providing the program has not notified the county department that unresolved issues or pending civil or criminal actions, exist.
3. Fiscal records, which are over 3 years old from the date that the county department has submitted the last CMSP expenditure, report to the Program.
4. Budget records that are over 3 1/2 years old from the date of the last budget month document.
DHHS - Social Services has determined that certain CMSP records meet these requirements and are thus eligible to be destroyed.
Accordingly, DHHS - Social Services recommends that the Board of Supervisors authorizes the destruction of CMSP records pursuant to the CMSP Eligibility Manual in order to facilitate a smoother data transition with the upcoming switch to a new statewide automated eligibility system. Additionally, the recommended action will allow for the safe destruction of confidential customer records that are no longer needed going forward.
FINANCIAL IMPACT:
There is no financial impact to this request. There is no negative impact to the county General Fund.
STRATEGIC FRAMEWORK:
This action supports your Board’s Strategic Framework by providing for and maintaining infrastructure.
OTHER AGENCY INVOLVEMENT:
None.
ALTERNATIVES TO STAFF RECOMMENDATIONS:
Board discretion.
ATTACHMENTS:
1. CMSP Eligibility Manual
PREVIOUS ACTION/REFERRAL:
Board Order No.: N/A
Meeting of: N/A
File No.: 20-1264