|(a) The contractor must retain records for seven years
after the child has been dismissed from services unless a longer period
is required by state or federal law.
(b) A contractor must allow HHSC and all appropriate
federal and state agencies or their representatives to inspect, monitor,
or evaluate client records, books, and supporting documents pertaining
to services provided. The contractor and the subcontractors must make
these documents available at reasonable times and for reasonable periods.
Upon request, the contractor must submit copies of their records,
at no cost, to HHSC ECI, the Texas Attorney General's Office, and
representatives of the United States Department of Health and Human
(c) The contractor must keep financial and supporting
documents, statistical records, and any other records pertinent to
the services for which a claim was submitted to HHSC ECI or its agent.
The records and documents must be kept for a minimum of seven years
after the end of the contract period or for seven years after the
end of the federal fiscal year in which services were provided if
a contractor agreement/contract has no specific termination date in
effect. If any litigation, claim, negotiations, open records request,
administrative review, or audit involving these records begins before
the seven year period expires, the contractor must keep the records
and documents for not less than seven years or until all litigation,
claims, negotiations, open records request, administrative review,
or audit finds are resolved. The case is considered resolved when
a final order is issued in litigation, or HHSC ECI and contractor
enter into a written agreement. In this section, contract period means
the beginning date through the ending date specified in the original
agreement/contract; extensions are considered separate contract periods.