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					                                                                         HCA
                                     Record Retention Schedule - Medical/Facility Records

                                                                State of Florida


For general accounting and payroll records, please reference Accounting Retention Schedule.
For general personnel records, please reference Human Resources Retention Schedule.
For general administrative records, please reference Administrative Retention Schedule.
For general legal records, please reference Legal Retention Schedule.
For general information systems records, please reference Information Systems Retention Schedule.
For patient accounting records, please reference Patient Account Services Schedule.


The record retention listed is for the official record copy. Duplicates should be retained until obsolete, superseded, or
administrative value is lost. The official record copy may be in hardcopy, electronic, and/or microform format. If the hardcopy is
the original record and is scanned into an imaging system, the hardcopy should be retained for the duration of the retention until
further notice.


Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention



FL-MED-10-01         Administrative Offices
                     Annual Reports to State Departments of Health                                                                          Permanent


FL-MED-10-02         Administrative Offices
                     Birth Records to Local Government                                                                   GS-4               Permanent
                                                                                                                        ITEM 6
                     Records consist of copies of vital birth records and certificates filed with state
                     registrar of vital statistics.

FL-MED-10-04         Administrative Offices
                     Daily Census                                                                                                           CY+5 years

                     Daily patient census data.




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                          1 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-10-05         Administrative Offices
                     Hospital Permits                                                                                                      Retain Until
                                                                                                                                           Suspended or
                     Required permits to operate a hospital.                                                                                 Revoked

FL-MED-10-06         Administrative Offices
                     Communicable Disease Reports                                                                                           CY+3 years

                     Reports related to communicable diseases.

FL-MED-10-07         Administrative Offices
                     Medical Staff Files                                                                                                      Life of
                                                                                                                                              Hospital
                     Medical staff files including certification, credentials, complaints and
                     continuing education records.

FL-MED-10-08         Administrative Offices
                     Constitution and Medical Staff Bylaws                                                                                    Life of
                                                                                                                                              Hospital
                     Records documenting the terms, conditions, and procedures by which the
                     facility will operate.

FL-MED-10-09         Administrative Offices
                     Minutes of Board of Directors, Executive Committee, Medical Staff                                                        Life of
                                                                                                                                              Hospital
                     Records detailing the proceedings of board of directors, executive committee,
                     and medical staff meetings. For department, committee, or project meetings
                     use ADM-90-09.

FL-MED-10-10         Administrative Offices
                     Death Records to Local Government                                                                    GS-4               Permanent
                                                                                                                        ITEM 22
                     Copies of death records required by local government.

FL-MED-10-11         Administrative Offices
                     Death Records                                                                                                          CY+3 years

                     Records that track the transfer of corpses from the hospital to outside
                     locations.

FL-MED-10-12         Administrative Offices
                     Statistics on Admissions, Services, and Discharges                                                 GS-4                CY+6 years
                                                                                                                   ITEM 2; 42 USC
                     Statistical data compiled into various reports detailing patient admissions,                   1395cc(a)(1)(I)
                     services rendered, transfers, leave of absences, and discharges.                                    (ii)




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                          2 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-10-14         Administrative Offices
                     Admissions/Discharges Register                                                                                         CY+6 years

                     Official register of all patient admissions and discharges.

FL-MED-10-16         Administrative Offices
                     Medical Equipment Logs                                                                                                 CY+3 years

                     Records detailing the type, model, location, and usage of medical equipment.
                     Includes maintenance, scheduled function checks, and instrument calibration
                     performed in accordance with the manufacturer’s instructions.

FL-MED-10-20         Administrative Offices
                     Accreditation Surveys and Reports                                                                    GS-4             5 years After
                                                                                                                         ITEM 1                Next
                     Records related to accreditation surveys and results. Includes inspection                                             Accreditation
                     reports by accrediting institutions, notices of corrections, correction reports,                                        is Issued
                     activity calendars, in-house surveys, and testing done prior to the actual
                     accreditation survey.

FL-MED-10-22         Administrative Offices
                     Medical Directives, Policies and Procedures                                                         GS-4               7 years After
                                                                                                                       ITEM 120                 SUP
                     Directives, policies, and procedures for facility operations. Includes
                     emergency code procedures and cards.

FL-MED-10-24         Administrative Offices
                     Training Programs                                                                                                     ACT+3 years

                     Records related to classes and training programs provided to patients and
                     customers by clinical staff. Includes Lamaze, CPR, and first aid.

FL-MED-10-25         Administrative Offices
                     Employee Training                                                                                                         2 years

                     Records related to employee training provided on hazards and use of
                     pesticides.

FL-MED-10-26         Administrative Offices
                     Volunteer Records                                                                                                      2 years After
                                                                                                                                            Termination
                     Records related to work activities of volunteers at facilities. Includes work
                     schedules, location, and duties performed.




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                          3 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-10-28         Administrative Offices
                     Deceased Patients Property Disposition                                                                                 CY+3 years

                     Records relating to the disposition of deceased patient’s personal property.

FL-MED-10-29         Administrative Office
                     Patient Personal Property Inventory                                                                                    3 years After
                                                                                                                                             Discharge
FL-MED-10-30         Administrative Offices
                     Inspection Reports                                                                              10 CFR 30.51           CY+5 years

                     Reports of inspection by local, state, or federal agents.

FL-MED-10-32         Administrative Offices
                     OSHA Records                                                                                    29 CFR 1904.6          CY+5 years

                     Records include logs, summaries, and OSHA forms 102/102a.

FL-MED-10-34         Administrative Offices
                     Pastoral Visitation Log                                                                                                CY+3 years

FL-MED-12-02         Housekeeping Records
                     Autoclave Records                                                                                                         2 years

FL-MED-12-04         Housekeeping Records
                     Checkout, Transfer, Isolation Records                                                                                     2 years

FL-MED-12-06         Housekeeping Records
                     Cleaning Records                                                                                                          2 years

FL-MED-12-08         Housekeeping Records
                     Linen Poundage Report                                                                                                     2 years

FL-MED-12-10         Housekeeping Records
                     Exterminator Records                                                                                                      2 years

FL-MED-30-02         Dietary Records
                     Food Costs                                                                                                             CY+5 years

                     Records related to food and food service costs.




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                          4 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-30-04         Dietary Records
                     Menus                                                                                                GS-4              CY+2 years
                                                                                                                        ITEM 54
                     Records related to food service that include menus, food lists, name of
                     dietitian, date, average portion size, schedule of time, and length of food
                     service.

FL-MED-30-05         Dietary Records
                     Inspection Reports                                                                                                    Retain 1 year
                                                                                                                                            After SUP

FL-MED-30-06         Dietary Records
                     Dietary Recipe Records                                                                               GS-4                   AV
                                                                                                                        ITEM 28
                     Standardized dietary recipe records used in the preparation of patient meals
                     by the kitchen staff. Includes a nutritional analysis, ingredients list, and
                     serving size notation.

FL-MED-30-08         Dietary Records
                     Dietician Counseling Summaries                                                                      GS-4                  2 years
                                                                                                                       ITEM 111
                     Annual summaries provided by a nutritionist or dietitian that evaluate the
                     menus, sanitation, policies and procedures, and recommend modifications for
                     the food preparation and service.

FL-MED-30-10         Dietary Records
                     Inservice Training Records                                                                                               ACT +3
                                                                                                                                               years
FL-MED-30-12         Dietary Records
                     Bacteriological Testing of Ice                                                                                            2 years

FL-MED-30-14         Dietary Records
                     Meal Counts                                                                                                               2 years

FL-MED-40-02         Clinic Records
                     Appointment Books                                                                                                      CY+3 years

                     Patient appointment books that record the appointment time and patient name.

FL-MED-40-04         Clinic Records
                     Encounter Statistics                                                                                                   CY+5 years

                     Statistical data for clinic encounters.




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                          5 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-40-06A        Clinic Records
                     Social Service Confidential Case Histories-Adults                                                   GS-4                 Adults 7
                                                                                                                       ITEMS 80              years After
                     Clinic patients social service case histories.                                                                          Last Entry

FL-MED-40-06B        Clinic Records
                     Social Service Confidential Case Histories-Minors                                                                      Minors Age
                                                                                                                                            of Majority
                     Clinic patients social service case histories.                                                                         Plus 7 years

FL-MED-40-08A        Clinic Records
                     Welfare Agency Records-Adults                                                                       GS-4                 Adults 7
                                                                                                                       ITEMS 80              years After
                     Clinic records related to welfare agencies.                                                                             Last Entry


FL-MED-40-08B        Clinic Records
                     Welfare Agency Records-Minors                                                                                          Minors Age
                                                                                                                                            of Majority
                     Clinic records related to welfare agencies.                                                                            Plus 7 years

 FL-MED-50-02        Laboratory, Therapy, and Imaging
                     Blood Bank – Adverse Reactions to Transfusions                                                      GS-4                  5 years
                                                                                                                     ITEM 121; 21
                     Records related to adverse reactions to blood transfusions.                                      CFR 606.160

 FL-MED-50-03        Laboratory, Therapy, and Imaging
                     Blood Bank – General Records                                                                        GS-4               5 years After
                                                                                                                     ITEM 122; 21          Processing or
                     Records related to information concerning sterilization of supplies and                          CFR 606.160             6 Months
                     reagents, responsible personnel, errors and accidents, maintenance of                                                    After the
                     equipment and the physical plant, expiration dates of supplies and reagents,                                               Latest
                     and logs which indicate on-hand inventory and notices of emergency                                                      Expiration
                     shortages.                                                                                                                 Date
                                                                                                                                           If There is No
                                                                                                                                             Expiration
                                                                                                                                           Date, Records
                                                                                                                                            are Retained
                                                                                                                                            Permanently




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                          6 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


 FL-MED-50-04        Laboratory, Therapy, and Imaging
                     Blood Bank – Blood Donor Records                                                                    GS-4               5 years After
                                                                                                                     ITEM 122; 21          Processing or
                     Records related to blood donors including histories, examinations, consent,                      CFR 606.160             6 Months
                     reactions, donor selection, results of required tests performed on                                                       After the
                     plasmpheresis and cytopheresis donors, permanent and temporary deferrals,                                                  Latest
                     investigation and follow-up, therapeutic bleedings, immunization, and blood                                             Expiration
                     collection.                                                                                                                Date
                                                                                                                                           If There is No
                                                                                                                                             Expiration
                                                                                                                                           Date, Records
                                                                                                                                            are Retained
                                                                                                                                            Permanently
 FL-MED-50-06        Laboratory, Therapy, and Imaging
                     Blood Bank – ABO and RH Types                                                                       GS-4                  5 years
                                                                                                                     ITEM 121; 21
                     Records related to type testing of blood.                                                        CFR 606.160

 FL-MED-50-07        Laboratory, Therapy, and Imaging
                     Blood Bank - Quality Control                                                                        GS-4                  5 years
                                                                                                                     ITEM 122; 21               After
                     Records related to the calibration and standardization of equipment,                             CFR 606.160          Processing or
                     performance checks, periodic check of sterile technique, and periodic tests of                                           6 Months
                     the capacity of shipping containers to maintain the proper temperature.                                                  After the
                                                                                                                                                Latest
                                                                                                                                             Expiration
                                                                                                                                                Date
                                                                                                                                           If There is No
                                                                                                                                             Expiration
                                                                                                                                           Date, Records
                                                                                                                                            are Retained
                                                                                                                                            Permanently
FL-MED-50-08         Laboratory, Therapy, and Imaging
                     Blood Bank – Blood Test Results                                                                     GS-4                  5 years
                                                                                                                     ITEM 121; 21
                     Records related to blood test results including interpretations and release data                 CFR 606.160
                     for compatibility testing.


 FL-MED-50-10        Laboratory, Therapy, and Imaging
                     Blood Bank - Final Disposition of Blood and Components                                              GS-4                  5 years
                                                                                                                     ITEM 121; 21
                     Records related to the final disposition of blood and blood components.                          CFR 606.160




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                          7 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-50-12         Laboratory, Therapy, and Imaging
                     Blood Bank - Refrigeration and Blood Inspection Records                                             GS-4               5 years After
                                                                                                                     ITEM 122; 21          Processing or
                     Records detailing blood inspection and refrigeration.                                            CFR 606.160             6 Months
                                                                                                                                              After the
                                                                                                                                                Latest
                                                                                                                                             Expiration
                                                                                                                                                Date
                                                                                                                                           If There is No
                                                                                                                                             Expiration
                                                                                                                                           Date, Records
                                                                                                                                            are Retained
                                                                                                                                            Permanently
FL-MED-50-14         Laboratory, Therapy, and Imaging
                     Blood Bank – Transfusion Request Records                                                            GS-4               5 years After
                                                                                                                     ITEM 122; 21          Processing or
                     Transfusion requests received by the blood bank.                                                 CFR 606.160             6 Months
                                                                                                                                              After the
                                                                                                                                                Latest
                                                                                                                                             Expiration
                                                                                                                                                Date
                                                                                                                                           If There is No
                                                                                                                                             Expiration
                                                                                                                                           Date, Records
                                                                                                                                            are Retained
                                                                                                                                            Permanently
 FL-MED-50-15        Laboratory, Therapy, and Imaging
                     Echocardiogram Tracings                                                                             GS-4              30 Days After
                                                                                                                       ITEM 118               Report is
                     Patient echocardiogram tracing. Includes actual strips generated by                                                      Filed, If a
                     echocardiogram monitors and testing devices where a report or interpretation                                           Report is not
                     has been recorded in the patient medical record.                                                                       Filed, Strips
                                                                                                                                              have the
                                                                                                                                                Same
                                                                                                                                            Retention as
                                                                                                                                             the Patient
                                                                                                                                            Medical File




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                          8 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


 FL-MED-50-16        Laboratory, Therapy, and Imaging
                     Electrocardiogram Tracings                                                                          GS-4              30 Days After
                                                                                                                       ITEM 118               Report is
                     Patient electrocardiogram tracings. Includes actual strips generated by                                                  Filed If a
                     electrocardiogram monitors and testing devices where a report or                                                       Report is not
                     interpretation has been recorded in the patient medical record.                                                        Filed, Strips
                                                                                                                                              have the
                                                                                                                                                Same
                                                                                                                                            Retention as
                                                                                                                                             the Patient
                                                                                                                                            Medical File



FL-MED-50-18         Laboratory, Therapy, and Imaging
                     Electroencephalogram Tracings                                                                       GS-4              30 Days After
                                                                                                                       ITEM 118               Report is
                     Patient electroencephalogram tracings. Includes actual strips generated by                                               Filed, If a
                     electroencephalogram monitors and testing devices where a report or                                                    Report is not
                     interpretation has been recorded in the patient medical record.                                                        Filed, Strips
                                                                                                                                              have the
                                                                                                                                                Same
                                                                                                                                            Retention as
                                                                                                                                             the Patient
                                                                                                                                            Medical File


FL-MED-50-19         Laboratory, Therapy, and Imaging                                                                                      30 Days After
                     Electromyogram Tracings                                                                                                  Report is
                                                                                                                                              Filed, If a
                     Patient electromyogram tracings. Includes actual strips generated by                                                   Report is not
                     electroencephalogram monitors and testing devices where a report or                                                    Filed, Strips
                     interpretation has been recorded in the patient medical record.                                                          have the
                                                                                                                                                Same
                                                                                                                                            Retention as
                                                                                                                                             the Patient
                                                                                                                                            Medical File
FL-MED-50-20         Laboratory, Therapy, and Imaging
                     Radioisotopes                                                                                   10 CFR 30.51              5 years

                     Records related to the receipt, transfer, use, storage, delivery, disposal, and
                     overexposure of radioisotopes.




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                          9 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-50-21         Laboratory, Therapy, and Imaging
                     Laboratory Test Requisitions                                                                       GS-4                   2 years
                                                                                                                     ITEM 95; 42
                     Requisitions authorizing a laboratory to perform tests on a sample.                             CFR 493.1105

FL-MED-50-22         Laboratory, Therapy, and Imaging
                     Therapy Treatment Records                                                                                                10 years

                     Records related to therapy treatments that are not duplicated in the patient
                     health records. May include occupational, physical, speech, and inhalation
                     therapy.

FL-MED-50-23         Laboratory, Therapy, and Imaging
                     Final Test Reports – Pathology/Histology/Cytology                                                  GS-4                 10 years
                                                                                                                     ITEM 85; 42           After Date of
                     Laboratory copies of test results and preliminary reports specific to                           CFR 493.1109           Reporting
                     pathology, histology and cytology.

FL-MED-50-24         Laboratory, Therapy, and Imaging
                     Autoclave/Sterile Supply Records                                                                                         2 years

                     Records related to autoclave/sterile supply.

FL-MED-50-25         Laboratory, Therapy, and Imaging                                                                                          3 years
                     Sterilizers/Monthly Bacteriological Tests

                     Records related to sterilizers and monthly bacteriological tests.

FL-MED-50-26         Laboratory, Therapy, and Imaging
                     Patient Testing Reports - Immunohematology/Histocompatibility                                      GS-4                   5 years
                                                                                                                     ITEM 84; 42
                     Immunohematology and histocompatibility specific reports related to the                         CFR 493.1109
                     processing, testing, and reporting of patient specimens to assure the accuracy
                     of the testing.

FL-MED-50-28         Laboratory, Therapy, and Imaging
                     Laboratory Reports - Complete                                                                       42 CFR                5 years
                                                                                                                        493.1109
                     Reports documenting each step in the processing, testing, and reporting of
                     patient specimens to assure the accuracy of the testing.




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                         10 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-50-30         Laboratory, Therapy, and Imaging
                     Patient Testing Reports– Laboratory Copies                                                         GS-4                   2 years
                                                                                                                     ITEM 83; 42
                     Reports documenting each step in the processing, testing, reporting of patient                  CFR 493.1101
                     specimens to assure the accuracy of testing, and the loan or referral of slides
                     to another laboratory.

FL-MED-50-32         Laboratory, Therapy, and Imaging
                     Tissue Tracking System Records                                                                       GS-4               Permanent
                                                                                                                        ITEM 99
                     Records related to the receipt and disposition of all organs and tissues
                     transplanted within the hospital.

FL-MED-50-33A        Laboratory, Therapy, and Imaging
                     Specimens-Wet Tissue                                                                               42 CFR              Wet Tissue 7
                                                                                                                      493.1259 (b)           days After
                                                                                                                                              Sign Out
FL-MED-50-33B        Laboratory, Therapy, and Imaging
                     Specimens-Paraffin Blocks                                                                          42 CFR                 2 years
                                                                                                                      493.1259 (b)

FL-MED-50-33C        Laboratory, Therapy, and Imaging                                                                   42 CFR                 5 years
                     Specimens-Slides                                                                                 493.1257(g);

FL-MED-50-33D        Laboratory, Therapy, and Imaging
                     Specimens-Histopathology Slides                                                                    42 CFR                10 years
                                                                                                                      493.1259 (b)

FL-MED-50-34         Laboratory, Therapy, and Imaging
                     Specimen Logs                                                                                                            10 years

                     Individual department specimen logs documenting the receipt of specimens to
                     the lab, procedures performed, results obtained, and the disposition of the
                     specimen. It does not become part of the patient’s medical file or the tissue
                     tracking system records.

FL-MED-50-35A        Laboratory, Therapy, and Imaging
                     Bone Marrow Test Reports-Adults                                                                     GS-4                 Adults 7
                                                                                                                       ITEMS 80              years After
                     Records related to the testing of bone marrow.                                                                          Last Entry

FL-MED-50-35B        Laboratory, Therapy, and Imaging
                     Bone Marrow Test Reports-Minors                                                                                        Minors Age
                                                                                                                                            of Majority
                     Records related to the testing of bone marrow.                                                                         Plus 7 years




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                         11 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-50-36         Laboratory, Therapy, and Imaging
                     Test Procedures                                                                                                           5 years

                     Copies of each test procedure with the date of its initial use. May include the
                     test methodology and results, who performed the test, possible side effects,
                     and any necessary equipment.

FL-MED-50-37         Laboratory, Therapy, and Imaging
                     Requests for Tests                                                                                  42 CFR                2 years
                                                                                                                        493.1105
                     Includes oral, written, and electronic requests for tests.

FL-MED-50-38         Laboratory, Therapy, and Imaging
                     Test Procedures - Discontinued                                                                      GS-4              4 years After
                                                                                                                       ITEM 103            Procedure is
                     Records of each test procedure with the dates of its initial use and                                                  Discontinued
                     discontinuance. May include the test methodology and results, who
                     performed the test, possible side effects, and any necessary equipment.

FL-MED-50-39         Laboratory, Therapy, and Imaging
                     Test Procedures - Errors                                                                           42 CFR                 2 years
                                                                                                                     493.1219(d)(3)
                     Records include original and corrected reports.

FL-MED-50-40         Laboratory, Therapy, and Imaging
                     Echocardiogram Video Tapes                                                                                                5 years

                     Videotapes created during an echocardiogram.


FL-MED-50-41         Laboratory, Therapy, and Imaging                                                                                          5 years
                     Video Tapes of Diagnostic Tests

                     Videotapes created for other diagnostic tests not listed elsewhere.

FL-MED-50-42A        Laboratory, Therapy, and Imaging
                     Screening Procedures-Adults                                                                         GS-4                 Adults 7
                                                                                                                       ITEMS 80              years After
                     Records relating to screening procedures for health risk appraisal, blood                                               Last Entry
                     pressure, blood pressure referral, vision, hearing and speech, diabetics
                     screening, syphilis serology, gonorrhea, and other laboratory screenings and
                     tests.




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                         12 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-50-42B        Laboratory, Therapy, and Imaging
                     Screening Procedures-Minors                                                                                            Minors Age
                                                                                                                                            of Majority
                     Records relating to screening procedures for health risk appraisal, blood                                              Plus 7 years
                     pressure, blood pressure referral, vision, hearing and speech, diabetics
                     screening, syphilis serology, gonorrhea, and other laboratory screenings and
                     tests.

FL-MED-50-44         Laboratory, Therapy, and Imaging
                     HIV Test Results                                                                                    42 CFR             2 years After
                                                                                                                        493.1109               Date of
                     Records consist of anonymous test results for HIV.                                                                      Reporting

FL-MED-50-46A        Laboratory, Therapy, and Imaging                                                                                         Adults 7
                     HIV Test Results-Adults                                                                             GS-4                years After
                                                                                                                       ITEMS 80              Last Entry
                     Records consist of seropositive and seronegative confidential test results for
                     HIV.

FL-MED-50-46B        Laboratory, Therapy, and Imaging
                     HIV Test Results-Minors                                                                                                Minors Age
                                                                                                                                            of Majority
                     Records consist of seropositive and seronegative confidential test results for                                         Plus 7 years
                     HIV.

FL-MED-50-48A        Laboratory, Therapy, and Imaging
                     Screenings for Infant Genetic or Metabolic Disorders-Copies                                                           Copies CY+7
                                                                                                                                              years
                     Copies of test results for infant genetic or metabolic disorders. Originals are
                     part of the patient’s medical record.

FL-MED-50-48B        Laboratory, Therapy, and Imaging                                                                                      Originals Age
                     Screenings for Infant Genetic or Metabolic Disorders-Originals                                                         of Majority
                                                                                                                                            Plus 7 years
                     Original test results for infant genetic or metabolic disorders. Originals are
                     part of the patient’s medical record.

FL-MED-50-50         Laboratory, Therapy, and Imaging
                     Radiology Utilization Logs                                                                          GS-4                  2 years
                                                                                                                       ITEM 117
                     Logs documenting each source of radiation, the make and model number,
                     storage container, identity of the radiographer, location, and date of its use.




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                         13 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-50-52         Laboratory, Therapy, and Imaging
                     Performance Records                                                                                 GS-4                  5 years
                                                                                                                      ITEM 94; 42
                     Reports issued on each laboratory's performances for the individual Medicare,                    CFR 493.903
                     Medicaid, and CLIA-licensed specialty or sub-specialty of service after a
                     proficiency test is performed.

FL-MED-50-54         Laboratory, Therapy, and Imaging
                     Radiation Equipment – Minor Maintenance                                                              GS-4                 2 years
                                                                                                                        ITEM 87
                     Records related to the minor maintenance, daily function checks, routine and
                     package surveys, and instrument calibration performed in accordance with the
                     manufacturer's instructions on a Facility’s testing equipment.

FL-MED-50-55         Laboratory, Therapy, and Imaging
                     Testing - Unsealed Sources                                                                          GS-4                  3 years
                                                                                                                       ITEM 105
                     Records related to the testing of unsealed sources of radiation by radiology
                     for leaks or contamination.


FL-MED-50-56         Laboratory, Therapy, and Imaging
                     Testing - Sealed Sources                                                                            GS-4                  3 years
                                                                                                                       ITEM 105
                     Records related to the testing of sealed sources of radiation by radiology for
                     leaks or contamination.


FL-MED-50-58         Laboratory, Therapy, and Imaging
                     Sealed Radiation Sources – Inventory                                                                GS-4                  2 years
                                                                                                                       ITEM 115
                     Records related to staff conducting physical inventories to account for all
                     sealed radiation sources received or possessed under an appropriate license.


FL-MED-50-60         Laboratory, Therapy, and Imaging
                     Inspections – Radiology                                                                             GS-4               2 years After
                                                                                                                       ITEM 101             Compliance
                     Records related to federal, state, and/or consulting physicist's inspections of
                     the radiological services area. Includes tests on protective equipment such as
                     aprons, gloves, and shields, and any actions taken to correct the identified
                     deficiencies.




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                         14 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-50-62         Laboratory, Therapy, and Imaging
                     Testing Entry Control Devices                                                                       GS-4                  3 years
                                                                                                                       ITEM 114
                     Records related to the testing of the entry control devices to secured areas,
                     housing high levels of radiation. Includes date, time and results of each test.


FL-MED-50-64         Laboratory, Therapy, and Imaging
                     Radiation Protection Program – Audits                                                               GS-4                  3 years
                                                                                                                       ITEM 108
                     Records related to the audits or reviews on the Radiation Protection Program.

FL-MED-50-66         Laboratory, Therapy, and Imaging
                     Radiation Protection Program                                                                        GS-4              1 year After
                                                                                                                       ITEM 124            Termination
                     Records documenting the prevention of unnecessary radiological exposure to                                            or Expiration
                     humans and the environment.                                                                                            of License

FL-MED-50-67         Laboratory, Therapy, and Imaging
                     Radiation Protection Program – Misadministration                                                                          5 years

                     Records documenting the misadministration of dosages including wrong
                     patient, dosage differences from prescribed dosages, and wrong mode of
                     treatment.

FL-MED-50-68         Laboratory, Therapy, and Imaging
                     Credential License and Certification Records                                                        GS-4              7 years After
                                                                                                                       ITEM 100            Separation or
                     Credentials, licenses, and certifications of each person providing diagnostic                                         Termination
                     and therapeutic radiation, imaging, and nuclear medicine services including                                                of
                     formal training, on the job education, and continuing educational credits.                                            Employment


FL-MED-50-70         Laboratory, Therapy, and Imaging
                     Planned Special Exposure                                                                            GS-4              1 year After
                                                                                                                       ITEM 112            Termination
                     Records documenting planned and authorized radiological exposure.                                                     or Expiration
                                                                                                                                            of License


FL-MED-50-72         Laboratory, Therapy, and Imaging
                     Environmental Exposure                                                                              GS-4              1 year After
                                                                                                                       ITEM 123            Termination
                     Records documenting the results of measurements and calculations used to                                              or Expiration
                     evaluate the release of radioactive effluents into the environment.                                                    of License




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                         15 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-50-74         Laboratory, Therapy, and Imaging
                     Radiation Monitoring Records – Human Exposure                                                        GS-4             1 year After
                                                                                                                        ITEM 88            Termination
                     Records related to the monitoring of annual doses received by individuals, the                                        or Expiration
                     doses received during planned special exposures, accidents, and emergency                                              of License
                     conditions. Includes adults and minors who receive in excess of their
                     limitations in a single year and individuals entering a high or very high
                     radiation area. May include surveys of radiation for determining an
                     individual’s dose from external sources.


FL-MED-50-76         Laboratory, Therapy, and Imaging
                     Radiation Detection Instrumentation                                                                  GS-4                 3 years
                                                                                                                        ITEM 86
                     Records related to the calibration of radiation detection instruments that
                     measure the radiation levels in the environment, on humans, and objects.
                     Includes dates and times of inspections, repairs, and dates in and out of
                     service.

FL-MED-50-78         Laboratory, Therapy, and Imaging
                     Radiation Monitoring Records – Radioactive Materials                                                GS-4                  3 years
                                                                                                                       ITEM 104
                     Records documenting the results of calibrations for packages received that
                     contain radioactive materials. Includes the date and time a package was
                     received, the time and date of calibration, the results and levels of the test, the
                     name of the person who performed the test.

FL-MED-50-80         Laboratory, Therapy, and Imaging
                     Radiology Surveys                                                                                   GS-4                  3 years
                                                                                                                       ITEM 106
                     Records related to surveys to evaluate radiation levels, concentrations or
                     quantities of radioactive materials, and potential radioactive hazards that
                     could be present. Includes surveys of physical radiation for the purpose of
                     determining whether each sealed source is in its shielded position prior to
                     securing the radiographic device, storage container, or source changes in a
                     storage area. The entire device is surveyed including the source guide tube.

FL-MED-50-81         Laboratory, Therapy, and Imaging
                     Nuclear Medicine Reports                                                                                                 10 years

                     Includes nuclear medicine interpretations, consultations, and procedures.

FL-MED-50-82         Laboratory, Therapy, and Imaging
                     Images of Computed Tomography                                                                                         Until a New
                                                                                                                                               Dose
                     Images of spot checks for computed tomography x-ray systems.                                                          Measurement
                                                                                                                                           is Performed

NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                         16 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-50-84         Laboratory, Therapy, and Imaging
                     Therapeutic X-Ray Systems of less than 1MeV                                                                               2 years

                     Records of the calibrations of the therapy system.

FL-MED-50-86         Laboratory, Therapy, and Imaging
                     Therapeutic X-Ray Systems of more than 1MeV                                                                               2 years

                     Records of the calibrations of the therapy system and of the dosimetry
                     system.

FL-MED-50-88         Laboratory, Therapy, and Imaging
                     Mammograms                                                                                                               10 years

                     Original mammograms.

FL-MED-50-90         Laboratory, Therapy, and Imaging
                     Mammogram File – Single Visit                                                                        GS-4                10 years
                                                                                                                        ITEM 90
                     X-ray film that is the ONLY mammogram taken. Retention is for the actual
                     film not the radiologist's interpretation of film. The interpretation is part of
                     the Patient Medical Record. For more than one mammogram see FL-MED-
                     60-06.


FL-MED-50-92         Laboratory, Therapy, and Imaging
                     Mammography - Quality Assurance                                                                                           3 years

                     Records related to the quality assurance for mammography systems. Includes
                     annual review of quality assurance program, documentation of equipment
                     monitoring, checks of quality control items, and any necessary corrections.

FL-MED-50-94         Laboratory, Therapy, and Imaging
                     Mammography Facility – Complaint Records                                                             GS-4              7 years After
                                                                                                                        ITEM 91             Investigation
                     Complaints filed by employees or patients against a mammography provider
                     and the results of the accrediting body's investigations.

FL-MED-50-96         Laboratory, Therapy, and Imaging
                     Mammography – Quality Control Surveys                                                                GS-4               1 calendar
                                                                                                                        ITEM 92                 year
                     Survey reports conducted annually to assure that the facility meets specified
                     quality control and equipment standards.




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                         17 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-55-02         Facility/Departmental Records
                     Administrative Files                                                                                                   CY+3 years

                     Administrative records for individual facility records.

FL-MED-55-03         Facility/Departmental Records
                     Inventory and Orders                                                                                                      2 years

                     Includes records of inventories of supplies ordered, maintained, and used by
                     individual departments. For controlled substances see FL-MED-80-02.

FL-MED-55-04         Facility/Department Records
                     Department Log Books                                                                                                   CY+3 years

                     Log books for individual facility departments not listed elsewhere.

FL-MED-55-06         Facility/Department Records
                     QC Reports                                                                                                                5 years

                     Quality control reports for individual facility departments.

FL-MED-55-08         Facility/Department Records
                     Medical Procedure Manuals                                                                           GS-4               7 years After
                                                                                                                       ITEM 120                 SUP
                     Manuals for medical equipment and procedures that are kept within specific
                     facility departments.


FL-MED-55-10         Facility/Department Records
                     Infection Control Program Records                                                                    GS-4              CY+5 years
                                                                                                                        ITEM 74
                     Records include surgical infection investigation reports, training course
                     content and the review and evaluation of all septic isolation, and sanitation
                     techniques used in the medical facility. Includes reports on employees who
                     may have been exposed to a communicable disease, their work restrictions,
                     and estimated date of reinstatement.

FL-MED-55-12         Facility/Department Records
                     Respiratory Protection Program                                                                      GS-4              1 year After
                                                                                                                       ITEM 107            Termination
                     Records related to Respiratory Protection Programs.                                                                   or Expiration
                                                                                                                                            of License




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                         18 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-55-14         Facility/Department Records
                     Training and Education Records                                                                                        ACT+3 years

                     Records related to training and certification of employees, which does not
                     include radiological, diagnostic imaging, nuclear medicine training, or
                     nursing.

FL-MED-55-16         Facility/Department Records
                     Immunohematology - Quality Control Records                                                          GS-4                  5 years
                                                                                                                     ITEM 82; 42
                     Records related to the quality control of immunohematology sample                              CFR 493.1221;
                     processing and testing to assure that the samples were tested in the same exact                21 CFR 606.160
                     manner as the regular patient samples.

FL-MED-55-18         Facility/Department Records
                     Laboratory - Quality Control Records                                                               GS-4                   2 years
                                                                                                                    ITEM 81; 42
                     Records related to the quality control of laboratory sample processing and                    CFR 493.1221(a)
                     testing to assure that the samples were tested in the same exact manner as the
                     regular patient samples.

FL-MED-55-20         Facility/Department Records
                     Chart Audits                                                                                                               1 year

                     Internal audits and related work-papers performed on patient charts.

FL-MED-55-22         Facility/Department Records
                     Intensive Care Unit Logs                                                                                                 10 years

                     Log created and maintained by the Intensive Care Unit of a facility.

FL-MED-55-24         Facility/Department Records
                     Implant Logs                                                                                                             10 years

                     Implant logs listing items implanted into patients during surgical procedures.

FL-MED-55-26         Facility/Department Records
                     Delivery Room Logs                                                                                   GS-4                10 years
                                                                                                                        ITEM 23
                     Logs detailing the names of who utilized the delivery room and when.
                     Includes cross-references with a patient identification number for tracking or
                     billing purposes.




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                         19 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-55-28         Facility/Department Records
                     Operating Room Schedules                                                                                                  3 years

                     Schedules of procedures performed in an operating room.

FL-MED-55-30         Facility/Department Records
                     X-Ray Logs                                                                                           GS-4                10 years
                                                                                                                        ITEM 98
                     X-ray logs include name of patient, type of examination, date of the exam,
                     and technician performing the service.

FL-MED-55-32         Facility/Department Records
                     Ambulance Records                                                                                                         2 years

                     Records related to the use of an ambulance in transporting patients.

FL-MED-55-34         Facility/Department Records
                     Air Ambulance Safety Committee Meeting Minutes                                                      GS-4                  2 years
                                                                                                                       ITEM 125
                     Records detailing the proceedings of the Air Ambulance Safety Committee.

FL-MED-55-38         Facility/Department Records
                     Special Procedures Unit                                                                                                CY+ 3 years

                     Records related to endoscopies, and other outpatient surgeries. Include
                     patient arrival and departure times and is documented in the patient’s medical
                     file.

FL-MED-58-02         Medical Research Records
                     Research Papers – Published                                                                                             Permanent

                     Published papers from medical staff.

FL-MED-58-04         Medical Research Records
                     Human Experimentation Records                                                                                            30 years
                                                                                                                                              Beyond
                     Records related to experimental drugs and devices.                                                                     Experiment,
                                                                                                                                               Patient
                                                                                                                                              Medical
                                                                                                                                              Records
                                                                                                                                             Should be
                                                                                                                                            Retained for
                                                                                                                                            Same Period




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                         20 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-58-06         Medical Research Records
                     Research Reports                                                                                                         10 years

                     Reports related to medical research.

FL-MED-60-01         Health Records
                     Patient Medical Records – Nursing Home Minors                                                       GS-4              Retain Until
                                                                                                                       ITEM 133            24 years of
                     Complete health records for patients seeking care or service from a nursing                                            Age or 7
                     home provider.                                                                                                        years After
                                                                                                                                           Last Entry,
                                                                                                                                           Whichever is
                                                                                                                                             Longer
FL-MED-60-02         Health Records
                     Patient Medical Records – Adults                                                                     GS-4              7 years After
                                                                                                                        ITEM 80              Last Entry
                     Complete health records for adult patients.



FL-MED-60-03         Health Records
                     Patient Medical Records – Children Under One Year Of Age                                                               Minors Age
                                                                                                                                            of Majority
                     Complete health records for children under one year of age.                                                            Plus 7 years

FL-MED-60-04         Health Records
                     Patient Medical Records – Minors Over One Year of Age                                                GS-4              Minors Age
                                                                                                                        ITEM 80             of Majority
                     Complete health records for minors.                                                                                    Plus 7 years

FL-MED-60-05A        Health Records
                     Psychiatric Records-Adults                                                                           GS-4                Adults 7
                                                                                                                        ITEM 80              years After
                     Psychiatric evaluations and treatment provided to patients.                                                             Last Entry

FL-MED-60-05B        Health Records
                     Psychiatric Records-Minors                                                                                             Minors Age
                                                                                                                                            of Majority
                     Psychiatric evaluations and treatment provided to patients.                                                            Plus 7 years




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                         21 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-60-06A        Health Records
                     Diagnostic Images                                                                                    GS-4                 7 years
                                                                                                                        ITEM 78
                     Diagnostic images such as x-rays. Interpretations of films are found in the
                     Patient Medical Record. Films may cover any disease or injury and includes
                     mammograms of returning patients.

FL-MED-60-07         Health Records
                     Patient Transfer Records                                                                           42 USC              5 years From
                                                                                                                     1395cc(a)(1)(I)           Date of
                     Records related to the patient transfer to and from the hospital. Information is                     (ii)                Transfer
                     in the Patient Medical Record.

FL-MED-60-08         Health Records
                     Fetal Heart Monitor Records                                                                         GS-4               Minors Age
                                                                                                                       ITEM 130             of Majority
                     Records related to fetal heart monitoring. Includes actual strips generated by                                         Plus 7 years
                     fetal heart monitors and testing devices.

FL-MED-60-10         Health Records
                     Disease Index, Operative Index, Physician’s Index, Diagnostic Index,                                 GS-4               Permanent
                     Number Index                                                                                       ITEM 60

                     Health records indexes for disease, operations, and physicians.

FL-MED-60-12         Health Records
                     Master Patient Index                                                                                 GS-4               Permanent
                                                                                                                        ITEM 49
                     Master index to patient health records.

FL-MED-60-14         Health Records
                     Register of Births                                                                                                      Permanent

                     Register detailing all births including still births occurring at the facility.

FL-MED-60-16         Health Records
                     Register of Deaths                                                                                                      Permanent

                     Register detailing all deaths occurring at the facility.

FL-MED-60-18         Health Records
                     Register of Surgical Procedures                                                                                         Permanent

                     Register detailing all surgical procedures performed at the facility.




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                         22 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-60-19         Health Records
                     Physicians On-Call Records                                                                         42 USC                 5 years
                                                                                                                    1395(a)(1)(I)(iii)
                     Includes lists of physicians, specialists and sub-specialists, on call for duty to
                     stabilize individuals with emergency medical conditions.

FL-MED-60-20         Health Records
                     Emergency Run Reports                                                                                GS-4                10 years
                                                                                                                        ITEM 70
                     Reports on patients revived, and/or attempted to be revived, by the
                     administration of drugs, both inter-cardiac and intravenously, and by using
                     counter-shock treatment. Includes all other patients who accepted service
                     from an EMT, EMS or Air-Medical Provider, or a paramedic.

FL-MED-60-21         Health Records
                     Emergency Room Logs                                                                                                      10 years

                     Records related to the emergency room.
FL-MED-60-22         Health Records
                     Records of Sexually Transmitted Diseases                                                                                  7 years

                     Records related to the identification and treatment of sexually transmitted
                     diseases, which are not included in the patient’s medical record.

FL-MED-60-24         Health Records
                     Records of Tuberculosis                                                                                                   7 years

                     Records related to the identification and treatment of tuberculosis, including
                     x-rays, which are not included in the patient’s medical record.

FL-MED-60-26         Health Records
                     Records of Hansen’s Disease                                                                                               7 years

                     Records related to the identification and treatment of Hansen’s Disease,
                     which are not included in the patient’s medical record.

FL-MED-60-28         Health Records
                     Cardiac Catherization Films                                                                                               7 years

                     Films taken before, during, and after a heart catherization procedure.

FL-MED-60-30         Health Records
                     Immunization Record and Consent Form                                                                                      2 years

                     Signed consent forms and records noting the type of immunization performed
                     which are not included in the patient’s medical record.


NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                         23 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-60-32         Health Records
                     Tumor Registry Files                                                                                 GS-4              75 Calendar
                                                                                                                        ITEM 10             years After
                     Records related to the identification and treatment of tumors that are not                                              Last Entry
                     included in the patient’s medical record.


FL-MED-60-34         Health Records
                     Child Abuse Reports                                                                                  GS-4              Minors Age
                                                                                                                       ITEMS 130            of Majority
                     Records related the identification and treatment of child abuse victims.                                               Plus 7 years

FL-MED-60-36A        Health Records
                     Dialysis Records-Adults                                                                             GS-4                 Adults 7
                                                                                                                       ITEMS 80              years After
                     Records related to dialysis treatments.                                                                                 Last Entry

FL-MED-60-36B        Health Records
                     Dialysis Records-Minors                                                                                                Minors Age
                                                                                                                                            of Majority
                     Records related to dialysis treatments.                                                                                Plus 7 years

FL-MED-60-38A        Health Records
                     Anesthesia Records-Adults                                                                           GS-4                 Adults 7
                                                                                                                       ITEMS 80              years After
                     Records related to the administering of anesthesia.                                                                     Last Entry

FL-MED-60-38B        Health Records
                     Anesthesia Records-Minors                                                                                              Minors Age
                                                                                                                                            of Majority
                     Records related to the administering of anesthesia.                                                                    Plus 7 years

FL-MED-60-40         Health Records
                     Autopsy Records                                                                                                        7 years After
                                                                                                                                              Autopsy
                     Records related to autopsies.

FL-MED-70-02         Nursing Records
                     Staffing Records                                                                                    GS-4                  7 years
                                                                                                                       ITEM 126
                     Daily, weekly, monthly, and bimonthly work schedules and assignment
                     sheets for medical personnel. Includes nursing staff, medical aides, and
                     support staff who provide medical treatment including phlebotomists.




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                         24 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-70-04         Nursing Records
                     Training Records                                                                                                      ACT+3 years

                     Records related to nurses training and certification.


FL-MED-70-06         Nursing Records
                     Visit Notes                                                                                                            CY+3 years

                     Records consist of observations and notes concerning patients, which do not
                     become part of the patient medical record.

FL-MED-70-07         Nursing Records                                                                                                             AV
                     Reference Cards

                     Includes duplicate copies of nursing reference notes.

FL-MED-70-08         Nursing Records
                     Nursing Care Plans                                                                                  GS-4                  7 years
                                                                                                                       ITEM 126
                     Records related to daily care provided by nurses.

FL-MED-70-10         Nursing Records
                     Nursing Care Plans Manuals                                                                          GS-4               7 years After
                                                                                                                       ITEM 120                 SUP
                     Documentation manuals detailing nursing care procedures.

FL-MED-70-12         Nursing Records
                     Minutes of Meetings                                                                                                    CY+3 years;
                                                                                                                                             See ADM-
                     Notes or minutes from meetings; includes documented oral conversations and                                                90-09
                     telephone calls pertaining to meeting notes/minutes.

FL-MED-80-02         Pharmacy Records
                     Controlled Substances - Inventory and Orders                                                       GS-4                CY+2 years
                                                                                                                     ITEM 127; 21
                     Records related to the identification and treatment of required inventories and                CFR 1304.04(a)
                     logs pertaining to drugs held by facilities, including pharmacists and EMS
                     units. Includes alcohol inventory.


FL-MED-80-03         Pharmacy Records
                     Alcohol (Tax Free) Inventory                                                                    27 CFR 22.164          CY+3 years
                                                                                                                                           From Date of
                                                                                                                                            Transaction




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                         25 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-80-04         Pharmacy Records
                     Controlled Substances - Dispensed and Administered                                                  GS-4               CY+2 years
                                                                                                                     ITEM 127; 21          From Date of
                     Records related to the dispensing and administering of controlled substances.                    CFR 1304.04           Dispensing


FL-MED-80-06         Pharmacy Records
                     Methadone Records                                                                                  GS-4                CY+3 years
                                                                                                                    ITEM 127; 21           From Date of
                     Records related to the inventory and administration of methadone.                             CFR 310.505; 21          Dispensing
                                                                                                                   CFR 291.505(d)
                                                                                                                       (13)(ii)


FL-MED-80-08         Pharmacy Records
                     Prescriptions                                                                                       GS-4               CY+2 years
                                                                                                                      ITEM 64; 21
                     Records related to written prescriptions maintained by pharmacies.                              CFR 1304.4(h)


FL-MED-80-10         Pharmacy Records
                     Patient Profiles                                                                                    GS-4               CY+ 3 years
                                                                                                                       ITEM 129
                     Records related to patient profiles maintained by pharmacies. Includes
                     records to whom new and/or refill prescriptions are dispensed.


FL-MED-80-12         Pharmacy Records
                     Inspection Reports                                                                                                     CY+2 years

                     Pharmacist inspection reports of emergency drug supplies.

FL-MED-80-14         Pharmacy Records
                     Recall Records                                                                                                         CY+2 years

FL-MED-80-16         Pharmacy Records
                     Radioactive Drugs                                                                                                      CY+2 years

                     Includes inventory and orders of radioactive drugs.

FL-MED-80-18         Pharmacy Records
                     Pharmacy Register                                                                                                      CY+3 years
                                                                                                                                           From Date of
                                                                                                                                            Dispensing




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                         26 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-90-02         Safety
                     Risk Management Reports                                                                              GS-4                 CY+6
                                                                                                                        ITEM 69               calendar
                     Records related to internal risk management. Includes education and training                                              years
                     for non-physician employees, analysis of patient grievances, review of
                     incident reports, and minutes of the risk management committee.

FL-MED-90-04         Safety
                     Air Sampling and Bioassays                                                                          GS-4              1 year After
                                                                                                                       ITEM 107            Termination
                     Records related to the results of air sampling, bioassays, and surveys                                                or Expiration
                     conducted in the radiology section which are sufficient enough to identify                                             of License
                     potential hazards, permit proper equipment selection, estimate exposure
                     levels, and to evaluate actual intake levels.

FL-MED-90-06         Safety
                     Incident Reports                                                                                     GS-4               7 calendar
                                                                                                                        ITEM 40              years After
                     Reports of unusual incidents that are recorded by a witness to the incident in a                                         Incident
                     formal manner such as a log, event book, incident form, etc. May be used to
                     report security or injury incidents or to note disturbances in the work place
                     such as fire alarms, roof leak, computer and power outages, car alarms, and
                     other events.


FL-MED-92-02         Waste Disposal
                     Biomedical Waste Records                                                                             GS-4              CY+3 years
                                                                                                                        ITEM 96
                     Records related to training, instruction, proper handling, and disposition of
                     biomedical wastes.


FL-MED-92-04         Waste Disposal
                     Biomedical Waste Shipment Logs                                                                       GS-4              CY+3 years
                                                                                                                        ITEM 96
                     Records related to the shipment, weight, waste category, location points, and
                     transporter’s receipt of biomedical waste.




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                         27 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-92-06         Waste Disposal
                     Biomedical Waste - Exception Form                                                                    GS-4              CY+3 years
                                                                                                                        ITEM 96
                     Records related to the tracking form for which there is no confirmation of
                     delivery and a signed cover letter explaining the generator's efforts in locating
                     the waste and the results of those efforts. The exception form is submitted to
                     the EPA and appropriate state agency.


FL-MED-92-08         Waste Disposal
                     On-site Incineration Records – Acceptance Records                                                    GS-4              CY+3 years
                                                                                                                        ITEM 97
                     Records documenting regulated medical waste to an on-site incinerator for
                     disposal.

FL-MED-92-10         Waste Disposal
                     On-site Incineration Records – Operating Logs                                                        GS-4              CY+3 years
                                                                                                                        ITEM 97
                     Records related to the date, length, and total weight of medical waste
                     incinerated per cycle.

FL-MED-92-12         Waste Disposal
                     Radioactive Waste Disposal Records                                                                   GS-4             1 year After
                                                                                                                        ITEM 89            Termination
                     Records related to the disposal of radioactive waste and by-products. Includes                                        or Expiration
                     date, method of disposal, name and address of the waste hauler, amount                                                 of License
                     disposed of, and the name of the staff handling the disposal or transfer
                     process.

FL-MED-92-14         Waste Disposal
                     Radioactive Waste Disposal Records – Non-Sealed Source                                              GS-4               CY+3 years
                                                                                                                       ITEM 113
                     Records related to the disposal of any radioactive material that is a non-sealed
                     source with a physical half-life of less than 90 days.

FL-MED-94-02         Engineering Records
                     Emergency Generator Records                                                                                              Life of
                                                                                                                                             Generator
                     Records related to the inspection, performance, maintenance, and repairs of                                            Plus 3 years
                     emergency generators.

FL-MED-94-04         Engineering Records
                     Air Filter Maintenance Records                                                                                          Life of Air
                                                                                                                                            Filter Plus 3
                     Records related to the inspection, performance, and maintenance of air filters.                                            years




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                         28 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-94-06         Engineering Records
                     Blueprints and Construction Drawings                                                                                     ACT+ 6
                                                                                                                                             years; See
                     Blueprints and construction drawings detailing the design of company                                                   ADM-40-06
                     facilities.

FL-MED-94-08         Engineering Records
                     Construction Project Files                                                                                               ACT+10
                                                                                                                                             years; See
                     Work papers and reports related to specific construction projects.                                                     ADM-40-04

FL-MED-94-10         Engineering Records
                     Calibration Records                                                                                                    CY+3 years
                                                                                                                                             See FL-
                     Instrument calibration records performed in accordance with the                                                        MED-10-16
                     manufacturer’s instructions.

FL-MED-94-12         Engineering Records
                     Equipment Operating Instructions                                                                                         Life of
                                                                                                                                            Equipment
                     Records related to manufacturer’s operation instructions.                                                              Plus 3 years
FL-MED-94-14         Engineering Records
                     Equipment Inspection and Maintenance Records                                                                           CY+3 years;
                                                                                                                                             See FL-
                     Records related to equipment inspections and required maintenance.                                                     MED-10-16

FL-MED-94-16         Engineering Records
                     Inspection Reports of Grounds and Buildings                                                                            CY+3 years

                     Records related to the inspection reports of facility grounds and buildings.

FL-MED-94-18         Engineering Records
                     Watchman Clock Dials                                                                                                      2 years


FL-MED-94-20         Engineering Records
                     Work Orders                                                                                                               2 years

                     Work orders related to the inspection, maintenance, and repairs.

FL-MED-94-22         Engineering Records
                     Thermometer Charts                                                                                                     CY+3 years




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                         29 of 30
Record Series                                                                                                                                  Total
Code                 Record Series Title & Description                                                              Legal Citation           Retention


FL-MED-94-24         Engineering Records
                     Permits/Licenses                                                                                                      Retain Until
                                                                                                                                           Expiration of
                     Includes heliport, health permits, boiler permits, fire inspection permits, FCC                                        Permit or
                     licenses, etc.                                                                                                        License Plus
                                                                                                                                              3 years
FL-MED-94-26         Engineering Records
                     OSHPD Project Permits and Inspection                                                                                   CY+5 years




NOTE: CFR = Code of Federal Regulations, USC = United State Code, GS-4 = State of Florida General Records Schedule for Public Hospitals, Health Care
Facilities and Medical Providers
LEGEND: ACT = subject is active, ATX = active plus tax return filing date, CY= current year, SUP = until superseded, TAX = tax return filing date, AV =
administrative value
Approved: August 15, 2000
Revised: September 10, 2003
                                                                         30 of 30

				
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