How long do I have to keep client records for Georgia Medicaid waivers?
The EDWP manual says to keep records for six years after the final claim is filed, and clinical records for six years after a discharged client’s last date of service. If a lawsuit or audit is pending, keep them until it ends. Records must stay in Georgia and be ready for DCH on request.
Section 607.2.5 of the July 2026 EDWP General Services manual sets out record-keeping rules for CCSP and SOURCE providers.
- Records must be kept in Georgia, secure, accurate, confidential, and accessible. They must be available to DCH on request.
- Clinical records for discharged members must be kept for six years from the last date of service.
- Records must be kept for six years after the final claim is submitted. If litigation or an audit is pending, keep them until it is resolved.
- If records are destroyed, they must be reconstructed when possible and labeled "reconstructed."
- Electronic signatures are allowed only when the supervisor’s access codes and electronic script appear on the required documents.
Other programs may have their own periods. Adult day centers, for example, had a three-year minimum in the 2014 draft of their licensing rule. Use the longest period that applies to you.
This is the state’s rule, not legal advice. Ask your attorney about HIPAA and your own policies.
Sources
- EDWP CCSP and SOURCE General Services manual, Q3 July 2026 · Georgia Medicaid (GAMMIS)
- Rules and Regulations for Adult Day Centers, Chapter 111-8-1 (initial adoption) · Georgia DCH
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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