SOP_NUMBER: 508.09-att-3
TITLE: Records Inventory
REFERENCE_CODE: VG20-0001
DIVISION: Mental Health Administration
TOPIC_AREA: 508 Policy-MH Administration/Staff/Certification
EFFECTIVE_DATE: 2022-03-01
WORD_COUNT: 123
POWERDMS_URL: https://public.powerdms.com/GADOC/documents/667078
URL: https://gps.press/sop-data/508.09-att-3/

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

ATTACHMENTS:
  1. Mental Health Cover Sheets and Mental Health Record Documentation
     URL: https://gps.press/sop-data/508.09-att-1/
  2. Group Treatment Case Notes
     URL: https://gps.press/sop-data/508.09-att-2/
  3. Records Inventory
     URL: https://gps.press/sop-data/508.09-att-3/
  4. Mental Health Diagnosis List
     URL: https://gps.press/sop-data/508.09-att-4/
  5. Group Attendance Roster
     URL: https://gps.press/sop-data/508.09-att-5/

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FULL TEXT:
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**Records Inventory**


Month/Day/Year: _______________________


Facility: _______________________________













SOP 508.09
Attachment 3

03/01/22


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