How long must a Washington adult family home keep resident records?
Three years after the resident's discharge or death, under WAC 388-76-10315. That covers the resident record, including the assessment, the negotiated care plan and the notes kept in it. Records stay confidential and protected the whole time, and DSHS can ask to see a former resident's records during an inspection.
The rule
Washington's resident record rule requires the home to keep each resident's record for three years after discharge or death, confidential and protected from loss, alteration or unauthorized use (WAC 388-76-10315). The clock starts when the resident leaves, not at admission.
What the three years covers
The resident record includes identifying information and contacts, medical history, assessment information, the preliminary service plan, the negotiated care plan, the medication list, the signed rights acknowledgment, admission and discharge dates, a signed belongings inventory and financial records (WAC 388-76-10320). Staff notes kept in the resident record are part of it too.
Former residents' records can be reviewed
DSHS staff have access to records during inspections, including former residents' records (WAC 388-76-10915). If a home has no current residents at the time of an inspection, DSHS reviews at least one closed record (RCS procedures, chapter 12).
What's less clear
- The incident log. Its rule doesn't state a retention period. Keeping incident records at least as long as resident records is the cautious choice.
- Contracts. A DSHS contract for a specialized service may set its own retention period. Check your contract.
When two periods apply, keep the record for the longer one.
If you change software
Your obligation doesn't end when a subscription does. Before you cancel any app, export every resident's records, including residents who have left, and keep them readable for the full retention period. Ask a vendor up front how export works. Divinity, for example, keeps records available for export even if access is paused.
Frequently asked questions
Does the three-year clock start at admission?
No. It starts at the resident's discharge or death.
What if a resident moves to another home?
That's a discharge. Keep their record for three years from the date they left.
Can retained records be kept electronically?
Yes. The rule asks for a format useful to the home, kept confidential and protected. Paper isn't required.
Sources
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