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POL Government Elected Officials Auditor Griffin-Valade Divisions Archives & Records Retention Schedules Fire, Rescue & Emergency Services
5002 EMS Section

5002-01         EMS MEMORANDA                       

Series is used to notify personnel ofEMSrelated information, activities and policies.  Records include calendars, training opportunities and other general information.  First memorandum of the year indicates past memoranda that are to be maintained.

 

Confidential?       No

Vital Record?       No

Record Copy?      Yes (Station House Copies retain until superseded)

 

RETENTION:    

a) Routine clerical manuals and memoranda, retain 2 years after superseded or obsolete;

                               

b) One copy of all other manuals and memoranda, retain permanently. 

 

AUTHORITY:    OAR 166-200-0055(6); OAR 166-200-0135(15)

 

5002-02         EMS REFERENCE GUIDE

Series is used to guide policy and procedures for emergency responders.  Records include previously issued EMS Memorandums that need to be available and updated for reference.

 

Confidential?       No

Vital Record?       No

Record Copy?      Yes

 

RETENTION:     2 years after superseded

AUTHORITY:    OAR 166-200-0135(15)

 

5002-03         EMT PROTOCOLS

Series is used to document prescribed protocols for field management and patient care for emergency responders.  Series contains protocols issued by the County Health Department and include protocols for treatment drugs, administrative, communications, operations, trauma, etc.

 

Confidential?       No

Vital Record?       No

Record Copy?      No – copies of County publications

 

RETENTION:     6 years after superseded

AUTHORITY:    non-city record

 

5002-04         CONTINUED QUALITY IMPROVEMENT (CQI) RECORDS

Series is created for review of documentation on Pre-Hospital Care Reports.  Records include copies of quality assurance review sent to Fire Bureau members for improvement of their report writing skills.  Pre-hospital Care Reports are frequently subpoenaed for court cases and the documentation needs to be complete and accurate. 

 

Confidential?       Yes: records may contain medical information; access restricted to authorized personnel.

Vital Record?       Yes

Record Copy?      Yes

 

RETENTION:     10 years

AUTHORITY:    OAR 166-200-0055(6)

 

5002-05         CONTINUING QUALITY IMPROVEMENT (CQI) DATABASES

Series is used to track reviews of documentation of Pre-hospital Care Reports.  Records include employee’s name and date review sent to paramedic. 

 

Confidential?       Yes: records may contain medical information; access restricted to authorized personnel.

Vital Record?       No

Record Copy?      No

Where?                  CQI Records (5002-04)

 

RETENTION:     Database system documentation to be retained 1 year after superseded or obsolete

AUTHORITY:    OAR 166-200-0010(9); OAR 166-200-0060(2)

 

 

5002-06         PRE-HOSPITAL CARE RECORDS AND ATTACHMENTS

Series is created for documentation of action taken on medical calls by members of Portland Fire & Rescue (PF&R).  Series is used as a legal reference for emergency care provided.  Record includes patient histories, treatments and documentation of procedures.  Records are available in Portland Fire & Rescue computer Incident System.  Attachments for Pre-Hospital Care Records are hard copies that are maintained in PF&R’s EMS Office.  Attachments include EKG strips, patient refusals, etc.  

 

Confidential?       Yes: records may contain medical information; access restricted to authorized personnel.

Vital Record?       No

Record Copy?      Yes

 

RETENTION:     10 years

AUTHORITY:    OAR 166-200-0055(4)

 

 

5002-08         PHYSICIAN SUPERVISOR RECORDS

Series is used to document the contract with OHSU (OregonHealthSciencesUniversity) for physician services.  All EMT (Emergency Medical Technician) personnel operate under the physician’s license and supervision.  The Physician Supervisor also oversees the Continued Quality Improvement (CQI) program.  Records include copies of the contract with the Physician and OHSU, copy of all necessary licenses and correspondence. 

 

Confidential?       No

Vital Record?       No

Record Copy?      Yes

 

RETENTION:     7 years after contract expires

AUTHORITY:    OAR 166-200-0135(4)

 

5002-09         OCCUPATIONAL HEALTH NURSE RECORDS

Series is used to document the services of the Occupational Health Nurse.  The Occupational Health Nurse is responsible for medical safety issues involving fire personnel.  Series consists of health logs, ensures that standards are being followed, sees that all certifications and inoculations are up to date, etc.  Records include testing done for exposures, inoculations given, blood tests given and results, and results of fitness testing and physical examinations. 

 

Confidential?       Yes: records may contain medical information; access restricted to authorized personnel.

Vital Record?       No

Record Copy?      Yes

 

RETENTION:     30 years after separation

AUTHORITY:    OAR 166-200-0090(9); OAR 166-200-0090(18)

 

5002-10         EXPOSURE DATABASE

Series created to track exposure of bureau employees to communicable diseases and other hazards.  It includes employee name, date of incident, and type of exposure. 

 

Confidential?       Yes: records may contain medical information; access restricted to authorized personnel.

Vital Record?       Yes

Record Copy?      No

Where?                  Employee medical file

 

RETENTION:     Database records relating to individual employees are to be transferred to employee medical file upon creation; database system documentation to be retained 1 year after superseded or obsolete

 

AUTHORITY:    OAR 166-200-0060(2)

 

5002-11         RESCUE VEHICLE LICENSES (AMBULANCES)

Series is created to document licenses for individual ambulances.  Records include current licenses issued from the State and County along with specific information about the Rescue Vehicle.

 

Confidential?       No

Vital Record?       No

Record Copy?      Yes

 

RETENTION:     2 years after expiration, denial or revocation

AUTHORITY:    OAR 166-200-0055(1)

 

5002-12         CPR CERTIFICATION RECORDS

Series is used to document CPR classes given to the public by Fire Personnel.  Records include date of class, rosters, instructor, location, etc.

 

Confidential?       No

Vital Record?       No

Record Copy?      Yes

 

RETENTION:     3 years

AUTHORITY:    OAR 166-200-0010(29)


Contact Information
Archives & Records
1800 SW 6th Ave, Suite 550
Portland, OR 97201
phone: 503-865-4100 (new)

 

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