Counseling, Psychological, and Psychiatric Case Records

Records that document all clients who are provided counseling, psychological,and psychiatric services by Emory's counseling center. Clinicians provide treatment concerning personal problems, academic concerns, and career concerns. The psychiatric consultant provides psychiatric care to some student clients. Records may include extensive notes made by providers concerning the assessment, diagnosis, treatment and contacts (written, telephone, or in person) with each client; referral letters; release of inrecordation agreements; letters to agencies or others concerning the clients; and other related records.

Category

Student Affairs

Maintainer

Campus Life

Retention Period

Retain adult medical records for ten years from last discharge or contact that resulted in a record then dispose of. Retain minor medical records until the patient's 27th birthday then dispose of

Citations

42 C.F.R. 482.24(b); O.C.G.A. 9-3-71; O.C.G.A. 9-3-72; O.C.G.A. 9-3-90; O.C.G.A. 9-3-91; O.C.G.A. 51-1-11;

Disposition Instructions

Confidential destruction is required. Paper must be shredded, pulped, or incinerated; electronic records must be overwritten or the storage media physically destroyed. Deletion of information in computer files or on electronic storage media is not sufficient.

Last Updated: December 31, 2008