Sec. 32.03.02.07. Record-Keeping System

A. The respective local and State ombudsman shall maintain records related to complaints received by or on behalf of residents of related institutions which shall include:

(1) Name, address, and phone number of the complainant;

(2) Name of the resident;

(3) Relationship of the complainant to the resident;

(4) Name of the facility;

(5) Nature of the complaint;

(6) Steps taken to investigate the complaint;

(7) Outcome of the investigation;

(8) Resolution and follow-up.

B. If the complainant refuses to identify himself or the resident, it should be so indicated in the record.

C. The local and State ombudsman shall store complaint records in file cabinets which are locked when not in use. Access to these file cabinets shall be limited to the patient advocates and project staff authorized by the local or State ombudsman.

D. In accordance with federal statutes, information or records maintained by the Ombudsman Program may not be disclosed unless authorized by the respective State or local ombudsman.