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Tennessee Secretary of State Tre Hargett
Records Management Division
RDA
RDA Management System
RDA Details
RDA
RDA: 11173
Database ID: 2135
Record Series Title: Families First/Temporary Assistance to Needy Families (TANF) Medical Evaluation Unit (MEU)
Record Series Abstract: This record series consist of a Medical Evaluation Unit (MEU) Referral Packet including but not limited to, Customer Identification Data, Medical Information, Medical Treatment, Physicians Notes, Vocational Information, Chest Pain Questionnaire, Seizure Questionnaire, medical records, signed HIPAA Form, MEU Decision Form, Summary Sheet, Medical Evaluation Checklist, MEU Decision of Disabled Adult/Child in Home Form, Physician's Statement of Critical Need in the Home Form, Disposition Letter
Record Series Active: Yes
Cut Off at End of: Calendar Year
If Other, Explain:
Total Retention: 6 Years 0 Months
Retention End Action: Destroy
Disposition Notes: The entire MEU packet is retained for six years. Copies are made to send out packets to clients. Families First/Temporary Assistance to Needy Families (TANF) is a TDHS Family Assistance Program. As a requirement of eligibility for the Families First/TANF program, customers must complete a Personal Responsibility Plan (PRP) requiring a 30 hour work week. If the customer is unable to commit to the work requirement, then a referral is made to the Medical Evaluation Unit (MEU). The worker will put together the customer's file or packet and mail it to the Medical Evaluation Unit (MEU), seeking an exemption from the work requirement. Once the Medical Evaluation Unit (MEU) receives the packet, additional medical records are requested and other supporting documentation is gathered. This information is used to perform a qualified evaluation of the customer’s ability to meet the work requirement. When a decision is reached a Disposition Letter is prepared and mailed to the customer. The Approved Medical Exemption Unit (MEU) packets are mailed back to the corresponding county office along with all the collected information. The Denied Medical Exemption Unit (MEU) packets are transported by staff up to TDHS/Appeals & Hearings. Appeals & Hearings will hold the packets for 90 days to allow the customer an opportunity to file an Appeal. If at 90 days no appeal is filed, the Medical Evaluation Unit (MEU) packet is then mailed back to the originating county office. Before the packets are mailed or transported to Appeals & Hearings, copies are made of the Disposition Letter, MEU Decision Form, Summary Sheet, HIPAA Form, MEU Checklist and if applicable, the Physician's Statement of Critical Need in the Home and the MEU Decision of Disabled ADULT/CHILD in Home Form, maintained for 90 days by the Medical Evaluation Unit (MEU) and then destroyed.
View Signed Form: Form Not Received
Worksheet
Worksheet ID: 2136
Record Location: Records are located in TDHS State Office and all 95 Family Assistance county offices.
File Arrangement: Alpha/year
Media Format Generated: Paper
Media Format Stored: Paper: Sheet
Date Range: 2011 through Current date
Annual Accumulation: 197 cubic feet
Current Volume: 3079 cubic feet
Record Value: Administrative, Legal
Audit Requirements: Both
Reference Frequency:
Current Year per Month: 25
Past Year: 10
2 - 5 Years: 3
Over 5 Years: 0
Data Update Frequency: Yearly
Information Shared Outside of State: Yes
If Shared, List Agencies: U.S. Dept. of Health and Human Services
Essential Record: Yes - Original
Essential Record Stored: The Medical Evaluation Unit (MEU) packets are stored in original paper format, at Family Assistance county offices across the State. If for any reason a subsequent medical evaluation is required, then the original Medical Evaluation Unit (MEU) packet together with the new request information is mailed back to Medical Evaluation Unit (MEU). Staff are then able to review both the current and existing documentation, in the process of determining if a new exemption is warranted.
Essential Record Media Type: Paper
Confidential: Yes
Confidential Legal Citation: 45 CFR 164.530/45 CFR 92.42 7 CFR 272.1/DHS Rules Chapter 1240-01-13
Media Recommendation: Other
Media Recommendation Other: Electronic
Agency Retention: 6 years 0 months
Agency Retention - Years Active:
Agency Retention - Years Inactive:
Records Center Retention Period:
Final Disposition after Retention Expires: Destroy
Legal Citation: 45 CFR 164.530/45 CFR 92.42 7 CFR 272.1/DHS Rules Chapter 1240-01-13
Record Sample: No Sample
Legal Documentation: No Legal Documentation
Electronic Records Plan Inventory
System Name:
IT-ABC Number:
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Backup Procedures:
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Data Migration Description:
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Contact Information
Contact Name: Karen Maclin-Barber
Job Title: TDHS Records Liaison
Address 1: Citizens Plaza Building, 3rd fl.
Address 2: 400 Deaderick Street
City: Nashville
Zip: 37243
Phone: 615-253-1195
Email: karen.maclin-barber@tn.gov
Agency: Dept. of Human Services
Agency Head: Commissioner Raquel Hatter
Director: Pennye Neal
Allotment Code: 345.00
Status
Action Requested: New RDA
Comments
  Date Comments
Records Management Division (RMD): 05-26-2016 No recommended changes.
Tennessee State Libary and Archives: 05-26-2016 No recommended changes.
Comptroller Audit Review: 2016-05-26 We have reviewed RDA 11173 from an audit standpoint. We concur with the recommended retention and disposition specifications.
Agency: 05-26-2016 No recommended changes.
RMD Director Recomendations: 06-02-2016 RDA 11173 is a request to create a new RDA. The retention period will six years and destroy. The format will be paper. Recommend approval of request to create RDA 11173.
Signed Form Received: 2016-06-02
PRC Meeting Date: 06-22-2016
PRC Comments: PRC approves RDA 11173
PRC Action: Approved
RDA History
ID RDA PRC Reviewed PRC Action
2135 11173 2016-06-22 Approved