This regulation requires licensed Community Mental Health Centers in Kansas to establish and follow written policies and procedures for maintaining a written, consolidated, and current clinical record for each consumer served. Records must be created contemporaneously, stored securely with access limited to treating staff and other authorized individuals, and managed according to policies covering retention, destruction, duplication, and release of records. Compliance staff should ensure their CMHC has documented policies addressing all four records-management requirements.
View official sourceKansas Administrative Regulations Kansas Department for Children and Families Article 60.—Licensing of Community Mental Health Centers 30-60-46. Clinical records. (a) Each licensee shall adopt and adhere to written policies and procedures providing for a written, consolidated, and current clinical record for each consumer to whom the licensee provides any service. (b) This record shall meet the following criteria: (1) Be contemporaneously created during the course of services, in accordance with the policies and procedures of the licensee concerning the format, organization, and content of these records; (2) be stored in a secured location with access limited to staff providing treatment to that consumer, and to other individuals only as specified in the policies and procedures of the licensee; and (3) be maintained in accordance with policies and procedures of the licensee that provide for the following: (A) The retention of inactive records; (B) the destruction of obsolete records; (C) the duplication of records; and (D) the release of copies of records. (Authorized by K.S.A. 75-3307b ; implementing K.S.A. 39-1603 , 39-1604 (d), 39-1608 (a) and (c), 65-4434 (f), and 75-3304a ; effective Oct. 28, 1991; amended July 7, 2003.) ***** Authenticated Kansas Administrative Regulation *****