Requirements for Records and Reports from Adult Care Facilities – N.Y. Soc. Serv. Law § 461-e

The department may require, through regulations, adult care facilities to keep the following records:

• “A chronological admission and discharge register” that contains a resident’s name, age, sex, and the facility in which they were admitted and discharged.
• “A daily census record”
• Non-medical records that may contain information on the resident’s family members and emergency contacts.
• Resident financial records.

Adult care facilities may only release information in a resident’s record to the resident, their next of kin, their authorized representative, the facility operator or their agents, or an agent of the department. Residents must authorize, in writing, the release of their information to any other individual. 

The department must create regulations to ensure that residents’ medical, social, personal, and financial records are kept confidential. 

The department must keep confidential the name of persons that file complaints about adult care facilities and any other information that could identify the complaining person. The department may only disclose such information upon the request of an investigating district attorney or police officer or to a court or officer of an administrative proceeding if the provider of the information consents.