Policy: All mental health and AODA clinical records of clients serviced by the county or county designated provider will be assigned to a "Keeper of the Record." Formal releases of information will be required for any unauthorized individual to access the information in the record. Records kept by the county will be stored for 10 years from the date of case closure, unless otherwise specified by WI administrative codes and statutes.

Purpose: Ownership, storage, handling, disposal and release of information from the behavioral health record shall be in accordance with WI Stat. 51.30, HFS 92, and HFS 61.97

Procedure: All mental health and AODA open clinical records are records of individuals who are actively being treated for their diagnosable illness. The agency that is providing the primary care for the individual shall be designated the keeper of the clinical record, whether that agency is Rusk County Health and Human Services or a contracted agency of this department.

Clients who choose to access services with a county contracted agency or agency of their choosing will be asked to sign an informed consent releasing information to that agency, entitling that agency to be keeper of their clinical record. (See attached form) If an agency becomes the keeper of the record, Rusk County Health and Human Services will issue a statement to be signed by a designee of the agency, indicating this agency's new responsibility, at the request of the client, to be keeper of the record. (See attached form)

Clients may choose to transfer their clinical records to another provider who will be providing care for them if their relationship with the agency that is keeping their record is terminated. In this case, the agency keeping the record will maintain custody of the original record, now closed, and the new provider may receive photocopies of the necessary clinical information at the written request of the client. The procedure will be in accordance with the agency's policy and procedure manual with regard to clinical records.

Closed records maintained by Rusk County Health and Human Services will be stored in a locked, metal file cabinet within a locked room and will be kept for a minimum of 10 years from the date of closure. Records for minors will be kept for 10 years or until the person turns 19 years of age, whichever is longer. Records relating to legal actions shall be maintained until completion of the legal action.