Page 29 - CCS Polices and Procedures

Crew Consulting Services
Policies and Procedures

20.3 Records Retention
CCS will maintain current clinical records for active members and organize the clinical records for easy reference
and review. For discharged members, CCS will maintain the clinical record for a minimum of six years from the
last date of service. This policy will be maintained even if the CCS ceases operation.

In accordance with 45 CFR Part 17, the state and federal governments shall have access to any pertinent books,
documents, papers, and records for the purpose of making audit examinations, excerpts, and transcripts. CCS
will retain records for six years after submission of the final claims for payment. If any litigation, claim, or audit
is initiated before the July 1, 2020 EDWP (CCSP and SOURCE) General Services VI-27 expiration of the six - year
period, CCS will retain records until all litigation, claims, or audit findings involving the records are resolved.

20.4 Destruction of Records
• CCS will destroy records not required to be maintained. All records will be records destruction in such a way
that member confidentiality is preserved.
• When records are accidentally destroyed, the responsible party will, in a timely manner reconstruct them to
the best extent possible. Each reconstructed case record must be clearly labeled as "reconstructed".

20.5 Personnel Records Includes:
1. criteria-based job description, signed and dated by the employee
2. criteria-based performance evaluation
3. job application and/or resume
4. proof of current Georgia licensure, if applicable
5. documentation of knowledge of agency’s policies related to Member Protection Assurances
6. documentation of all training completed
7. proof of satisfactory physical examinations and tuberculosis screening, as required
8. signed and dated copy of the code of ethics.
9. evidence of a satisfactory criminal history background check determination (Georgia Criminal History Check
System/GCHEXS)
10. Code of Ethics

Version Date: 6/23/2018 Page 29 of 33