18VAC30-21-141: Recordkeeping

A licensee shall properly manage and keep timely, accurate, legible, and complete client records, to include the following:

1. For licensees who are employed by a health care institution, school system, or other entity in which the individual practitioner does not own or maintain the practitioner's own records, maintain client records in accordance with the policies and procedures of the employing entity; or

2. For licensees who are self-employed or employed by an entity in which the individual practitioner does own and is responsible for client records, maintain a client record for a minimum of six years following the last client encounter with the following exceptions:

a. For records of a minor child, the minimum time is six years from the last client encounter or until the child reaches 18 years of age or becomes emancipated, whichever is longer; or

b. Records that have previously been transferred to another practitioner or health care provider or provided to the client or the client's personal representative as documented in a record or database maintained for a minimum of six years.