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42.4 Record Retention
Student-specific records that are required for SHARS become part of the student's educational records and must be maintained for seven years rather than the five years required by Medicaid. All records that are pertinent to SHARS billings must be maintained by the school district until all audit questions, appeal hearings, investigations, or court cases are resolved. Records should be stored in a readily accessible location and format and must be available for state and/or federal audit.
The following is a checklist of the minimum documents to collect and maintain:
• IEP.
•Current provider qualifications (licenses, etc.).
•Attendance records.
•Prescriptions/referrals.
•Medical necessity documentation (e.g., diagnoses and history of chronic conditions or disability).
•Session notes or service logs, including provider signatures.
•Supervision logs.
•Special transportation logs.
•Claims submittal and payment histories.
•If applicable, nonschool SHARS provider's affiliation letter and signed agreement with the district.
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