How long do I have to keep client and caregiver records?
Georgia’s private home care rule says client records are kept five years from the last service, and incident and complaint reports for at least five years. The Georgia waiver manual says six years from the last date of service for discharged members. When rules differ, keep records for the longer period.
Two Georgia sources give two time periods.
Private home care rule (111-8-65-.09):
- Client records are kept for five years from the date of last service.
- Complaint and incident reports are kept for at least five years.
- Personnel files include employment history, qualifications, TB screening, job descriptions, training records and annual evaluations.
Georgia Medicaid waiver manual (EDWP, CCSP and SOURCE):
- For discharged members, keep the clinical record at least six years from the last date of service.
If both apply to your agency, keep to the longer period. If a federal or state audit or an investigation is open, do not destroy records until it is closed.
What clients’ files should hold: identifying information, the current service agreement and service plan, notes and documentation of tasks performed, and the date and source of referral.
Paper or electronic is fine as long as the record is complete, protected and can be produced when asked. Ask DCH about your exact program if you are unsure.
Sources
- Ga. Comp. R. & Regs. 111-8-65-.09 Administration and Organization (private home care providers) · Cornell Legal Information Institute (Georgia rules)
- Part I: EDWP (CCSP and SOURCE) General Services Policies and Procedures, Q3 July 2026 · Georgia Medicaid (GAMMIS)
Reviewed by Beth Bledsoe, Care Business Advisor®, 28 Oct 2026. Rules change. Confirm with your state Medicaid agency before you act.
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