College of Professional Studies-Communicative Disorders Speech and Hearing Clinic

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Client Case Files

Arranged By:   Numerical
Application Number:   89-27
Item Number:   680.01

Purpose

This record series consists of the case files established and maintained for all clients tested and/or treated under the auspices of the Clinic's diagnostic and therapeutic programs for speech and hearing related deficiencies or disabilities.  These files contain:  general patient information; diagnostic test results; any write-ups regarding testing or evaluations; therapy suggestions; reports regarding diagnosis and progress; documentation regarding any therapy completed; dismissal information (if applicable); and any related correspondence.  Similar client case files are retained for five (5) years by the Speech and Hearing Clinic at Western Illinois University as per approved Application 85-149.  Also, the essential data in this record series is included within the files as described per item 670.04 of this records disposition Application.

Procedure

Retain in office for five (5) years after the termination of all client services and/or contracts, then dispose of providing no litigation is pending or anticipated.

Fiscal Administration Files

Arranged By:   Chronological
Application Number:   89-27
Item Number:   680.02

Purpose

This record series consists of master card and visa statements for patients who purchased hearing aids on credit; accounts receivable invoices; cash sales receipts and deposit tickets; Public Aid provider (billed); Medicare billing invoices; hearing aid repair invoices; purchase requisitions; purchase orders, etc.  Originals of these documents are maintained in the Bursar's Office and the Accounting Office.

Procedure

Retain in office for three (3) years, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Site Contracts

Arranged By:   Alphabetical by contractor
Application Number:   89-27
Item Number:   680.03

Purpose

This record series consists of contracts between the Speech and Hearing Clinic and various hospitals and nursing homes for vision and hearing services provided by the Clinic.

Procedure

Retain in office for five (5) years following termination of contract, then dispose of provided all audits have been completed under the supervision of the Auditor General, if necessary, and no litigation is pending or anticipated.

Contact Us

Ethics and Compliance Office
Health Services Building, 2nd floor
815-753-5560
eco@niu.edu