Medi-Cal Provider Maintenance and Availability of Records Requirements – Cal. Code Regs. tit. 22 § 51476

Each provider must maintain retrievable records to disclose the type of treatment given to a Medi-Cal (California’s Medicaid program) beneficiary.  Records that a provider should keep include:

-         Billings

-         Treatment authorization requests

-         Records of medications or drugs given to the beneficiary

-         Copies of purchase invoices from medications, drugs or medical devices

-         Identification of the person performing the medical services

Providers who work within hospitals or other health centers should keep additional records including:

-         Records of receipts and disbursements of patients’ personal funds being held in trust

-         Employment records outlining employee shifts

-         Provider’s accounting records

-         Individual ledger accounts for each beneficiary

All providers must keep records of prescriptions issued for Medicaid beneficiaries as well as records of medical transportation.  All providers must make all records and financial books available to representatives of the Department of Health Care Services.