AMBULANCE SERVICE
AMBULATORY SURGICAL TREATMENT CENTERS
BEDDING, ARTICLES OF
BIRDS OF THE PSITTACINE FAMILY, IMPORTATION, PURCHASE, BREEDING,
GIVING AWAY, SALE OR OFFER OF SALE OF
BIRTH CENTERS
BLOOD
EMERGENCY MEDICAL SERVICES
EYE BANKS
FUNERAL DIRECTORS
HOSPICES
HOSPITALS
DISASTER PREPAREDNESS PLANS
MEDICAL RECORDS
RESIDENTIAL INTENSIVE TREATMENT
FACILITIES
INTERMEDIATE CARE HOMES
NURSING HOMES
PERSONAL CARE HOMES
RADIATION CONTROL AND RADIOACTIVE MATERIALS
TRAUMATIC BRAIN INJURY FACILITIES
Citation: Rule 290-5-30-.05 Records of
Ambulance Service Providers. Amended.
Regulating Agency: The Department of Human
Resources.
Requirement: (1) to make records of each
ambulance response in a manner, frequency, and on such printed
or electronic prehospital care report forms as may be approved by
the department, which reports must be signed by the emergency
medical technicians and the licensed physician or licensed
professional nurse or paramedic receiving the patient; (2) to maintain
training records for each employee containing pertinent
information regarding licensing as a medic, and any other department
required courses; (3) to maintain a dispatch record of all calls
received, including but not limited to the date and
time call was received, patient's name (or source of call if
patient's name is unknown), call back telephone number, location
of patient, apparent problem(s), unit dispatched and time of
dispatch, time arrived at scene, time left scene, destination of patient,
and time arrived at patient's destination.
Persons Affected: Persons operating ambulance
services in the State of Georgia.
Retention Period: With respect to prehospital care report,
permanently (in patient's medical records); with respect to dispatch
report, three years; with
respect to other records, not specified.
Related Code Sections: O.C.G.A. Sections
31-11-5 and 31-11-6.
Citation: Rule 290-5-33-.12 Records.
Regulating Agency: Department of Human
Resources.
Requirement: (1) to maintain medical records on
each patient containing sufficient information to validate the
diagnosis and to establish the basis upon which treatment is
given (The minimum requirements for such records are extensive;
see the text of the Rule for details); and (2) to collect,
retrieve, and annually summarize data from the medical records,
including number of visits by patients, number of patients seen,
basis of treatment (clinical diagnosis and/or problem for which
the patient was treated), types and number of operative
procedures performed, age distribution of patients, complications
and emergencies, number of times a patient was transferred from
the center to a hospital, and pathological diagnosis.
Persons Affected: Ambulatory surgical treatment
centers.
Retention Period: With respect to all medical
records, at least until the sixth anniversary of the patient's
discharge; with respect to patients who have not attained
majority at the time of discharge, at least six years after the
patient reaches the age of majority. With respect to the
statistical data, until the data is turned over to the Department
of Human Resources (which is done on an annual basis).
Related Code Sections: O.C.G.A. Sections
31-6-2, 31-7-2, 31-7-2.1, and 31-7-280.
Citation: Rule 40-19-1-.06(4)(a)
Sterilization.
Regulating Agency: Commissioner of Agriculture.
Requirement: To keep carefully filed recording
thermometer charts on which operators of the sterilizing chamber
shall initial and date each sterilization period.
Persons Affected: Manufacturers, renovators, and
reupholsterers using previously-used materials and persons
selling secondhand articles of bedding.
Retention Period: One year.
Related Code Sections: O.C.G.A. Section
31-25-8.
Citation: Rule 290-5-1-.07 Records. Amended.
Regulating Agency: Department of Human
Resources.
Requirement: To keep a permanent record of all
purchases, sales, and transfers of birds, which record must
include the identifying number of the band of each bird, the full
name and address of each person or persons receiving a bird from
the permit holder by sale, transfer, or gift.
Persons Affected: Each breeder and dealer of
birds of the psittacine family.
Retention Period: Permanent.
Related Code Sections: O.C.G.A. Section
31-12-9.
Citation: Rule 290-5-41-.06 Organization and
Administration.
Regulating Agency: Department of Human
Resources.
Requirement: To have: (1) written policies and
procedures for antepartum, intrapartum, postpartum, and newborn
care, including physician consultation, referral, transfer and
transport to the hospital and registration of vital records; (2)
a written procedure maintain the written policies and procedures;
and (3) a written policy regarding visitation or attendance
during the birth process.
Persons Affected: Birth centers.
Retention Period: Not stated.
Related Code Sections: O.C.G.A. Sections
31-2-4 and 31-7-1.
Citation: Rule 290-5-41-.08 Professional
Services.
Regulating Agency: Department of Human
Resources.
Requirement: To have: (1) written policies and
procedures for emergency services to patients; and (2) written
policies and procedures to ensure (a) metabolic screening of all
newborns within one week of age, (b) assessment of newborn
status, including Apgar score at one and five minutes, (c)
prevention of eye infection, (d) umbilical cord care, and (e)
periodic observation and assessment after birth until the
infant;s condition is stable.
Persons Affected: Birth centers.
Retention Period: Not stated.
Related Code Sections: O.C.G.A. Sections
31-2-4 and 31-7-1.
Citation: Rule 290-5-41-.09 Personnel.
Regulating Agency: Department of Human
Resources.
Requirement: To maintain a separate personnel
folder for each employee containing all pertinent information
concerning the employee, including: (1) the application for
employment and qualifications for employment; (2) verifications
of physical examinations; (3) job description; and (4) a copy of
current Georgia license for those required to be licensed.
Persons Affected: Birth centers.
Retention Period: Not stated.
Related Code Sections: O.C.G.A. Sections
31-2-4 and 31-7-1.
Citation: Rule 290-5-41-.10 Health Services
Information System.
Regulating Agency: Department of Human
Resources.
Requirement: (1) To establish and maintain an
organized health services information system for the collection,
processing, maintenance, storage, and retrieval of information
concerning health services received by patients, with each
individual record, at the minimum, including: (a) identification
(name, address, identifying number, date of first visit, age or
birthdate, sex, marital status, occupation, telephone number, and
name and telephone number of person to contact in event of an
emergency); (b) an initial health evaluation including a
chronological record of past medical history, drug use profile,
personal and family history, and results of physical
examinations, including laboratory and x-ray reports; (c) a
health care plan which includes information regarding each visit;
(d) clinical diagnosis or impression; studies ordered; treatment
given; disposition, recommendations, and instruction to patient;
and a progress note for each follow-up visit; and (2) to have and
implement written policies and procedures to assure organization
and continuous maintenance of the health services information
system.
Persons Affected: Birth centers.
Retention Period: With respect to adult
patients, for a period of six (6) years after the last patient
encounter; with respect to patients who are minors, for six (6)
years after a minor reaches the age of majority.
Related Code Sections: O.C.G.A. Sections
31-2-4 and 31-7-1.
Citation: O.C.G.A. Section 31-24-5(b)
Transfusion of unlabeled blood; identification of blood
administered by transfusion.
Regulating Agency: Department of Human
Resources.
Requirement: To record in a patient's medical
record the identification number of the unit of blood when blood
is administered by transfusion.
Persons Affected: Any person administering blood
by transfusion in the State of Georgia.
Retention Period: Not stated.
Related Code Sections: O.C.G.A. Section
31-24-1 and the sections following.
Citation: Rule 290-5-34-.04 Unlabeled Blood,
Medical Record, Removal of Label.
Regulating Agency: Department of Human
Resources.
Requirement: (1) To maintain in the blood bank
accepting blood a record to identify the source of each unit as
by "donation" or "purchase"; and (2) to
record (by a person authorized to administer blood) in a
patient's medical record the identification numbers of the
unit(s) of blood transfused, with records accompanying each unit
of blood or blood products leaving a blood bank to indicate
whether such unit was acquired by donation or purchase.
Persons Affected: Blood banks and any person
administered blood by transfusion in the State of Georgia.
Retention Period: Not stated.
Related Code Sections: O.C.G.A. Section
31-24-1 and the sections following.
Citation: O.C.G.A. Section 31-11-6 Records.
Regulating Agency: Department of Human
Resources.
Requirement: To make records of each ambulance
trip in a manner and on such forms as may be prescribed by the
Department of Human Resources through regulations.
Persons Affected: Agencies or companies
providing ambulance service which are operating under a valid
license from the Emergency Health Section of the Division of
Physical Health of the Department of Human Resources.
Retention Period: Not specified.
Citation: Rule 290-5-7-.07 Records. Amended.
Regulating Agency: Department of Human
Resources.
Requirement: To keep: (1) donor record,
containing the signed and witnessed duplicate donor card of every
intended donor and the consent form (witnessed by two persons of
legal majority) for every eye received in the eye bank; and (2)
history record of the enucleation, identification, and condition
of the eye or eyes, including a full medical history, cause of
death, time of death, record time of enucleation, and, when
available, gross and slit lamp examination of the enucleated eye.
Persons Affected: Eye banks.
Retention Period: A minimum of six years.
Related Code Sections: O.C.G.A. Section
31-2-4.
Citation: Rule 290-1-3-.36 Funeral Directors'
Records.
Regulating Agency: Department of Human
Resources.
Requirement: To keep a record containing, as a
minimum, the following information about each dead body or fetus
the funeral director disposes of: (1) the date, place, and time
of receipt; (2) the date, place, and manner of disposition; (3),
if the dead body or fetus is delivered to another funeral
director, the date of such delivery and the name and address of
the funeral director to whom delivered; (4) the items required by
the certificate of death for those deaths for which the funeral
director was required to file the certificate.
Persons Affected: Funeral directors.
Citation: Rule 290-5-43-.15 Records.
Regulating Agency: Department of Human
Resources.
Requirement: To keep: a clinical record including (1) identification
data; (2) the initial and subsequent assessments; (3) the plan of care;
(4) consent and authorization forms; (5) pertinent medical and psychosocial
history; (5) complete documentation of all services and events; and
(6) transfer and discharge records.
Persons Affected: Hospices.
Retention Period: Sixth anniversary of patient's death or discharge.
Related Code Sections: O.C.G.A. Section
31-7-8.
Citation: Rule 290-9-7-.18 Medical Records.
Regulating Agency: Department of Human
Resources.
Requirement: To keep medical records for inpatients and
outpatients. Requirements are extensive; refer to rule for
specifics.
Persons Affected: Hospitals.
Retention Period: Not specified.
Related Code Sections: O.C.G.A. Section
31-7-2.1.
Citation: Rule 290-9-7-.15 Disaster Preparedness.
Regulating Agency: Department of Human
Resources.
Requirement: To keep: an effective disaster preparedness plan
that identifies emergency situations and outlines an appropriate course
of action.
Persons Affected: Hospitals.
Retention Period: Must be reviewed and revised annually.
Related Code Sections: O.C.G.A. Section
31-7-2.1.
Citation: O.C.G.A. 31-33-2
Regulating Agency: Department of Human Resources
Requirement: To retain patient evaluations, diagnoses, prognoses,
laboratory reports, or biopsy slides.
Persons Affected: Health care providers.
Retention Period: Not less than ten years.
Related Code Sections: O.C.G.A. Section 31-33-1.
Citation: Rule 290-4-2-.20 Residential Intensive Treatment Programs.
Regulating Agency: Department of Human
Resources.
Requirement: To keep a written agreement with a physician for the provision
of medical care.
Persons Affected: Residential Intensive Treatment Facilities.
Retention Period: Not specified.
Related Code Sections: O.C.G.A. Section
31-7-2.1.
Citation: Rule 290-5-9-.03 Administration.
Regulating Agency: Department of Human
Resources.
Requirement: To keep: (1) a written transfer agreement one or more hospitals
or nursing homes; (2) a separate personnel file for each employee containing all
personal information including application and qualifications for employment,
physical examination, and job title assigned; (3) a current job description for
each classification of employee.
Persons Affected: Intermediate Care Homes.
Retention Period: Not specified.
Citation: Rule 290-5-8-.03 Administration.
Regulating Agency: Department of Human
Resources.
Requirement: To keep: (1) a written transfer agreement one or more hospitals;
(2) a separate personnel file for each employee containing all
personal information including application and qualifications for employment,
physical examination, and job title assigned; (3) a current job description for
each classification of employee; (4) documentation of successful completion of
the dining assistant training program for each dining assistant.
Persons Affected: Nursing Homes.
Retention Period: Not specified.
Related Code Sections: O.C.G.A. Section
31-7-1.
Citation: Rule 290-5-35-.17 Resident Files.
Regulating Agency: Department of Human
Resources.
Requirement: To keep an individual resident file. Requirements are extensive;
please refer to text of the rule.
Persons Affected: Personal Care Homes.
Retention Period: Three years after resident's discharge.
Related Code Sections: O.C.G.A. Section
31-7-2.1.
Citation: Rule 290-5-22-.07 Records, Reports and Notification. Amended.
Regulating Agency: Department of Human
Resources.
Requirement: To retain records: (1) showing the radiation exposures of all
individuals for whom personnel monitoring is required; these records shall be for
periods of time not exceeding one calendar quarter; (2) showing the results of
surveys, saftey checks, and calibrations; (3) showing the receipt, transfer, or disposal
of radiation machines; (4) of all major maintenance and/or modifications performed
on each radiation machines including but not limited to tube housing or x-ray tube
insert replacement, any reorientation of the machine, repair or change of the
console or high-voltage supply, or collimator repair.
Persons Affected: Registered users of radiation machines.
Retention Period: For (1), five years after termination of the individual's
employment or association with registrant or such other time as the Department
may determine; for (2), (3), and (4), retention period not specified.
Related Code Sections: O.C.G.A. Section
31-13.
Citation: Rule 290-5-53-.10 Recordkeeping.
Regulating Agency: Department of Human
Resources.
Requirement: To keep an individual care record for each client containing:
(1) case identification information; (2) names, addresses, and telephone numbers of
responsible family members, guardians, or representatives; (3) name, addresses, and
telephone numbers of emergency contacts to include the client's physicians;
(4) admissions documentation; (5) client's complete written assessment;
(6) client's written program plan, including the designation of a case manager;
and (7) signed and dated progress reports, notes, or similar documentation related to
the mental and physical health, treatment, and rehabilitation of the client to
include current drug regimens, treatment, and dietary needs.
Persons Affected: Traumatic Brain Injury Facilities.
Retention Period: Not specified.
Related Code Sections: O.C.G.A. Section
31-7-2.1.