SOP 508.09-att-3: Records Inventory

Division:
Mental Health Administration
Effective Date:
March 1, 2022
Reference Code:
VG20-0001
Topic Area:
508 Policy-MH Administration/Staff/Certification
PowerDMS:
View on PowerDMS
Length:
123 words

Summary

This is a records inventory form used by mental health staff to track and document clinical files for offenders receiving mental health services at GDC facilities. Staff complete the form monthly to account for all mental health offender files, including those being retained, transferred to other facilities, or archived. Completed forms must be retained for 5 years within the mental health area.

Key Topics

  • records inventory
  • mental health files
  • clinical files
  • offender files
  • file management
  • file tracking
  • dead files
  • transferred offenders
  • mental health caseload
  • document management
  • file retention
  • mental health records

Full Text

Records Inventory

Month/Day/Year: _______________________

Facility: _______________________________

SOP 508.09
Attachment 3

03/01/22

|MH
Offender
Count
(This is the
number of
mental health
offenders)|# Clinical
Files Found
(Total number
of clinical files
found. This
number could
be more, less
or the same
number as the
# of mental
health
offenders)|# Dead Files
Found
(This is the
number of files
found on
mental health
offenders who
were
discharged
from MH/MR
services and
needs to be
broken down
and placed in
their medical
file)|# Files
Found on
Offenders
who
Transferred
(This is the
number of files
found on
mental health
offenders who
transferred to
another
facility. The
files need to be
sent to the
receiving
facility.)|# of
Files
created for
New
Offenders
on the
caseload
(Files for
offenders
transferred
from other
facilities or
placed on the
caseload as a
result of a
referral)|# Clinical
Files when
you
completed
the
Inventory
(The number
should be the
same number
as the Mental
Health count)|
|---|---|---|---|---|---|
|

||||||

Comments:______________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________
________________________________________________________________________

___________________________________________
Staff Signature

Form no. M20-01-04 Page 1 of 1

Retention Schedule: Completed forms shall be retained for 5 years within the mental health area then destroyed or archived.

Attachments (5)

  1. Mental Health Cover Sheets and Mental Health Record Documentation (1,301 words)
  2. Group Treatment Case Notes (222 words)
  3. Records Inventory (123 words)
  4. Mental Health Diagnosis List (238 words)
  5. Group Attendance Roster (90 words)
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