This project will establish an appropriate fee schedule for the duplication of records and establish a uniform procedure for collection of these fees at the South Carolina Vocational Rehabilitation Department

Elam, Richard G.

South Carolina State Documents Depository

Digitized by South Carolina State Library
f3g5951-/G
l,[Jft;5-/3
Coft I
Procedures and Fees for Copies of Records
Richard G. Elam
Administrative Program Manager
South Carolina Vocational Rehabilitation Department
February 2,2004
S. C. STATE LIBRARY
STATE DOCUMENTS
Digitized by South Carolina State Library
Table of Contents
I. Introduction
II. Review Information Sources
III. Methodology
IV. Results
V. Summary and Conclusions
VI. Recommendations for Management
VII. Bibliography
Attachment 1
Attachment 2
Attachment 3
Attachment 4
Attachment 5
Attachment 6
Attachment 7
Case Service Policy 5.1.2.28
SCVR Form 73 - revised 01197
Case Service Policy 7.4.11
Funds Collected for Duplicating Records
Number ofReceipts Received for Duplicating Records
Typical Process for Handling Request for Copies ofRecords
Proposed Processes for Handling Request for Copy ofRecords
SCVR Form 73 Invoice - revised 01105
2
Digitized by South Carolina State Library
Procedures and Fees for Copies of Records
Introduction
The mission of the South Carolina Vocational Rehabilitation Department
(SCVRD) is to enable eligible South Carolinians with disabilities to prepare for, achieve,
and maintain competitive employment. To be eligible for SCVRD services, an applicant
must have a physical or mental disability that interferes with their ability to work. The
applicant must have a goal to work, would benefit from services that SCVRD provides,
and those services would lead to permanent competitive employment. SCVRD is
essentially an employment agency for its clients. Services are focused entirely on
employment goals and outcomes. The Department serves over 135 different physically
and mentally disabling conditions, but does not provide lifelong services.
When an individual applies for service, a case folder is opened which accumulates
all the information gathered to determine eligibility. Once eligibility has been
determined, client and counselor collaborate to develop an Individualized Plan for
Employment (IPE) that will act as a guide for the provision of vocational rehabilitation
services. The client's case folder becomes the repository for all client information and
activities, such as, medical records, IPE, demographics, counselor narrative and case
expenditure history. The Department is frequently contacted by attorneys representing
clients on various legal matters, such as, workers compensation and personal injury to
request copies of records. The request can come into anyone of the Department's twenty-
three field offices across the state or the State Office in West Columbia. The procedures
and fees charged for copies of case records varies from office to office and this
Digitized by South Carolina State Library
inconsistency has resulted in confusion in what to charge, when to charge, and a lack of
control in the collection process. This project will establish an appropriate fee schedule
for the duplication of records and establish a unifonn procedure for collection of these
fees.
Review Infonnation Sources
The only infonnation related to this topic is in the Department's Case Service Policy
(CSP) manual. There are two sections which make reference to the handing of
confidential documents and the charging of fees for those documents.
Section 5.1.2.28 (Attachment 1) is a reference to SCVR Fonn 73, Invoice for
preparing Duplicate Copies of Documents (Attachment 2). In reference to fees, this
section states that "The Department may charge the receiving party for duplicating the
documents." The use of the words "may charge" has resulted in some office interpreting
that the charging of fees is at there discretion. The last sentence in the section: "For
charge amounts, refer to the Fee Schedule Manual" is not an appropriate reference,
because the Fee Schedule Manual is for expenditure fees that the Department will pay for
various case services and does not address revenue fees. SCVR Fonn 73 does show a
charge rate of 50 cents per copy. The fee for the duplication ofdocuments is actually
found in the other section of the CSP Manual.
Section 7.4.11 (attachment 3) Duplicating fees and access to records is the only
place in the manual that shows a charge rate of 50 cents per copy, but this section is
similar to section 5.1.2.28 in that it uses the ambiguous phrase " ...but they may be copied
2
Digitized by South Carolina State Library
at a charge of 50 cents per page". Again, the use ofthe word "may" has resulted in some
offices interpreting that charging a fee for the duplication of records is optional.
Methodology
To determine the scope of activity in the fee collection process the Incoming Check
Ledger was analyzed for the period starting July 1, 2002 and ending November 19,2004.
Data from this manual ledger was entered into a spread sheet to determine the number of
payments received, dollar amounts received, and location of offices collecting the fees.
Interviews were also conducted with several offices that submit fees to establish the
typical process flow and with several offices that have not submitted any fees during the
period analyzed. State laws and regulations that pertain to charging fees for the
duplication of records will also be reviewed to determine an appropriate fee schedule for
the Department.
Results
The data collected from the Incoming Check Register (Attachment 4) revealed that 80
checks were received for copying of records and funds received totaled $1,394.38.
Surprisingly, the 80 receipts came from only 13 of our 24 locations. All but one of the 13
locations charged 50 cents per page; the other charged only 25 cents per page. Two
locations also charged a $15 administrative fee and a fee for postage on top of the copy
fee. Interviews were conducted with several offices that had receipts and several
procedural problems were noted.
3
Digitized by South Carolina State Library
The first procedural problem noted is with the process flow for billing and
collecting funds for coping records. The typical process (attachment 5) is for the office to
make a copy of the requested records, prepare an invoice, and send these documents to
the requesting entity. The Department does not have an automated accounts receivable
system and by sending SCVR Form 73, which is not a pre-numbered invoice, very poor
internal controls exist in the billing process. There is no means for determining if all
invoices are being paid and all payments are recorded. Until an automated billing process
is developed, process accountability will be improved by submitting an invoice without
the requested records attached. Once payment is made, a cash receipt can be made and
returned with the copy of the requested records. (Attachment 6).
The other concern noted is that not every request for records is being invoiced.
Several locations report that if the requested records were only for a few pages it was not
worth the effort to process an invoice. The requested records were either mailed or faxed
without charge. An increase in fees would strengthen the importance ofprocessing an
mVOlce.
To determine what fees would be appropriate, South Carolina state law was
searched for any references to "cost per page". The search uncovered three sections (42-
15-95, 44-7-325 and 44-115-80) which reference what fees may be charged for the
duplication of records. All three sections state that " ... the fee may not exceed sixty-five
cents per page for the first thirty pages and fifty cents per page for all other pages, and a
clerical fee for searching and handling not to exceed fifteen dollars per request plus actual
postage ..." A new SCVRD Form 73 (Attachment 7) has been developed that
4
Digitized by South Carolina State Library
incorporates an administrative handling fee of $15 and provides for charging ofpostage.
The rate per page is left at 50 cents for simplicity.
Interviews conducted at the offices that had no receipts for record copying revealed either
the office was unaware that we could invoice for this service or that unless the request
was very large, they did not bother to invoice. Several of these offices indicated that they
receive three to four requests per month but the Incoming Check Ledger does not reflect
this much activity. The Two sections of the CSP manual have been updated to include the
$15 administrative handling charge and the charge for postage, if applicable. The use of
the word "may" was changed to "shall" to reflect that the fees are not optional. All
offices will be notified by the Case Services Department of the changes in the CSP
manual and the change in procedures topic will be included in the next supervisors
meeting.
Summary and Conclusions
This project studied the activities that take place in the process of requesting copies of
records and the payment of fees for those records. The results ofthe project are the
development of an appropriate fee schedule for the duplication of records and
establishment of a uniform procedure for collection of these fees. Changes and updates
put into place include the following:
• Update and correction to CSP Manual section 5.1.2.28
• Revision to CSP Manual section 7.4.11 to include new fees
• Revised SCVRD Form 73
5
Digitized by South Carolina State Library
• Revised process flow to improve internal controls over the invoicing and
collection of fees
The Incoming Check Ledger will be reviewed annually for compliance with these
changes and also to determine impact of the changes financially.
While the processing and charging of fees for copies of record can in no way be viewed
as a key process for creating customer value and achieving business success and growth,
it is important that support process have good internal controls and accountability. In
these times of tight funding and shrinking budgets the public and elected representatives
are demand efficiency and accountability.
Recommendations for Management
The analysis of the process flows for these activities indicate a need for the development
of an automated Accounts Receivable system which includes the following:
• Pre-numbered invoicing
• Local and Statewide Accounts receivable Ledger
• Electronic Incoming Check Ledger or Cash Receipts Ledger
It was also noted when analyzing the ledger that over $10,000 was received from ten
different universities and technical schools. These funds are for reimbursements of tuition
when a client withdraws from school. Conversations with the Case Services Department
revealed that this is a common occurrence, but no mechanism is in place to track client
withdrawals. The Department needs to track the withdrawals so that it can determine
weather or not the refunds are being made and that they are made to the Department and
not to the clients.
6
Digitized by South Carolina State Library
Bibliography
Mark Graham Brown, "The Pocket Guide to the Baldrige Award Criteria",
New York: Productivity Press, 2003
GFOA Recommended Practice. Revenue Policy: Accounts Receivable
Controls (2003). Retrieved November 17,2004, from the World Wide
Web: http://gfoa.org/services/rp/cash/cash-accountsJeceivableyolicy.pdf
South Carolina, Title 42. Workers' Compensation, Chapter 15,
Section 42-15-95. Retrieved November 17,2004, from the World
Wide Web: http://www.scstatehouse.net/html-pages/research.html
South Carolina, Title 44. Health, Chapter 17, Section 44-7-325.
Retrieved November 17,2004, from the World Wide Web:
http://www.scstatehouse.net/html-pages/research.html
South Carolina, Title 44. Health, Chapter 115, Section 44-115-80.
Retrieved November 17,2004, from the World Wide Web:
http://www.scstatehouse.net/html-pages/research.html
Asbill, Kay. Personal interview. Date not recorded
Daniel, Sally. Personal interview. Date not recorded
Mandeville, Kerry. Personal interview. Date not recorded
Norryce, Margaret. Personal interview. Date not recorded
Rivers, Fran. Personal interview. Date not recorded
Roberts, Janice. Personal interview. Date not recorded
Tolson, Emmett. Personal interview. Date not recorded
7
Digitized by South Carolina State Library
Attachment 1
5.1.2.28 SCVR Form 73, Invoice (for Preparing Duplicate Copies of Documents)
This fonn is an invoice to be used when the Department is asked to furnish copies of
confidential documents. Such documents may only be provided after a release agreement
has been signed by the client (or parent, family member, guardian, advocate or authorized
representative). The Department may charge the receiving party for duplicating the
documents. For charge amounts, refer to the Fee Schedule Manual.
8
Digitized by South Carolina State Library
Attachment 2
INVOICE
TO: DATE:
-------
RE: Service charge for preparing duplicate copIes of confidential
documents pertaining to applicant/client:
Name:
Address:
Social Security Number: _
Number of Requested Copies @ $.50 per copy = $ _
Remit to South Carolina Vocational Rehabilitation Department
Please return one copy of this invoice with your remittance.
Terms: Net 30 Days
9
Digitized by South Carolina State Library
Attachment 3
7.4.11 Duplicating fees and access to records
An individual may use SCVR Form 37A, Consent for the Release of Confidential
Information to request that information be released to a designated third party. Records
may not be removed from the SCVRD office, but they may be copied at a charge of 50
cents per page. Receipts should be issued in duplicate, with one to the purchaser and one
to the SCVRD State Office along with the payment.
No charge will be made to cooperating agencies, such as the Department of Social
Services, the Social Security Administration, the Department of Mental Health or other
agencies providing services toward the client's rehabilitation.
Each time information is requested, the individual must submit a new SCVR Form 37A.
The disclosure must be accompanied by a statement to the effect: "Confidential and
privileged information-not to be disclosed without the informed written consent of the
individual to whom this information pertains." All such information is Department
property and may be used only according to SCVRD regulations.
10
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Attachment 4
Funds Collected for Duplicatina Records
2004
Location 2002 2003 YTD Total
1 Aiken 0.00 0.00 38.25 38.25
2 Anderson 0.00 42.00 0.00 42.00
3 Beaufort 212.67 0.00 0.00 212.67
4 Berkeley-Dorchester 0.00 0.00 0.00 0.00
5 Camden 0.00 124.34 9.06 133.40
6 Charleston 0.00 92.00 40.00 132.00
7 Conway 0.00 0.00 0.00 0.00
8 Florence 0.00 2.00 15.00 17.00
9 Gaffney 0.00 12.50 0.00 12.50
10 Greenville 29.50 19.00 56.50 105.00
11 Greenwood 0.00 2.00 13.00 15.00
12 Hartsville 16.50 12.00 79.17 107.67
13 Lancaster 0.00 0.00 0.00 0.00
14 Laurens 0.00 0.00 0.00 0.00
15 Lexington 0.00 0.00 0.00 0.00
16 Marlboro 0.00 0.00 0.00 0.00
17 Oconee-Pickens 3.50 0.00 0.00 3.50
18 Orangeburg 0.00 0.00 0.00 0.00
19 Richland 0.00 0.00 0.00 0.00
20 Rock Hill 0.00 0.00 0.00 0.00
21 Spartanburg 91.00 68.00 64.50 223.50
22 State Office 0.00 251.45 100.44 351.89
23 Sumter 0.00 0.00 0.00 0.00
24 Walterboro 0.00 0.00 0.00 0.00
Total $353.17 $625.29 $415.92 $1,394.38
Number of Receipts Received for Duplicating Records
2004
Location 2002 2003 YTD Total
1 Aiken 0 0 1 1
2 Anderson 0 3 0 3
3 Beaufort 1 0 0 1
4 Berkeley-Dorchester 0 0 0 0
5 Camden 0 3 1 4
6 Charleston 0 2 2 4
7 Conway 0 0 0 0
8 Florence 0 1 1 2
9 Gaffney 0 4 0 4
10 Greenville 6 1 4 11
11 Greenwood 0 1 2 3
12 Hartsville 1 1 4 6
13 Lancaster 0 0 0 0
14 Laurens 0 0 0 0
15 Lexington 0 0 0 0
16 Marlboro 0 0 0 0
17 Oconee-Pickens 1 0 0 1
18 Orangeburg 0 0 0 0
19 Richland 0 0 0 0
20 Rock Hill 0 0 0 0
21 Spartanburg 11 11 9 31
22 State Office 0 4 5 9
23 Sumter 0 0 0 0
24 Walterboro 0 0 0 0
Total 20 31 29 80
Digitized by South Carolina State Library
Attachment 5
Attorney's Office -
Request for copy
of client
information from
Department
receives request
and verifies client
information
Signed consent
for release of
confidential
information
Document copies and
Invoice sent to
requesting entity
Attorney's Office -
mayor may not send
copy of invoice and
payment
No - return to requestor for consent
Receipt of payment not always known
Department Copy of receipt and
records payment in payment sent to
receipt book. State Office
'-
Digitized by South Carolina State Library
Attorney's Office -
Request for copy
of client
information from
Department
receives request
and verifies
client information
Attachment 6
Department
verifies payment
and issues
receipt
Copy of receipt and
payment sent to
State Office
Signed
Consent
for the
release of
confidentia I
Yes
No - return
to requestor
for consent
Case folder
is pulled,
records
copied
# of pages
requested
counted,
invoice typed
Invoice sent to
requesting entity
Attorney's Office •
Sends copy of
invoice and
payment
Receipt and document
copies sent to
requesting entity
Digitized by South Carolina State Library
Attachment 7
INVOICE
TO: DATE:
RE: Service charge for preparing duplicate copies of confidential documents
pertaining to applicant/client:
Name:
Address:
Social Security Number:
Number ofRequested Copies
Administrative Handling Fee
Postage
Total
x 50 cents per page = $
---
15.00
** Unless other arrangements are made for receipt of documents, they will be
mailed to invoiced party after receipt of remittance **
• Remit To: South Carolina Vocational Rehabilitation Department
Please return one copy of this Invoice with your remittance. SCVR 73 Rev OliOS


Procedures and fees for copies of records

Digitized by South Carolina State Libraryf3g5951-/Gl,[Jft;5-/3Coft IProcedures and Fees for Copies of RecordsRichard G. ElamAdministrative Program ManagerSouth Carolina Vocational Rehabilitation DepartmentFebruary 2,2004S. C. STATE LIBRARYSTATE DOCUMENTSDigitized by South Carolina State LibraryTable of ContentsI. IntroductionII. Review Information SourcesIII. MethodologyIV. ResultsV. Summary and ConclusionsVI. Recommendations for ManagementVII. BibliographyAttachment 1Attachment 2Attachment 3Attachment 4Attachment 5Attachment 6Attachment 7Case Service Policy 5.1.2.28SCVR Form 73 - revised 01197Case Service Policy 7.4.11Funds Collected for Duplicating RecordsNumber ofReceipts Received for Duplicating RecordsTypical Process for Handling Request for Copies ofRecordsProposed Processes for Handling Request for Copy ofRecordsSCVR Form 73 Invoice - revised 011052Digitized by South Carolina State LibraryProcedures and Fees for Copies of RecordsIntroductionThe mission of the South Carolina Vocational Rehabilitation Department(SCVRD) is to enable eligible South Carolinians with disabilities to prepare for, achieve,and maintain competitive employment. To be eligible for SCVRD services, an applicantmust have a physical or mental disability that interferes with their ability to work. Theapplicant must have a goal to work, would benefit from services that SCVRD provides,and those services would lead to permanent competitive employment. SCVRD isessentially an employment agency for its clients. Services are focused entirely onemployment goals and outcomes. The Department serves over 135 different physicallyand mentally disabling conditions, but does not provide lifelong services.When an individual applies for service, a case folder is opened which accumulatesall the information gathered to determine eligibility. Once eligibility has beendetermined, client and counselor collaborate to develop an Individualized Plan forEmployment (IPE) that will act as a guide for the provision of vocational rehabilitationservices. The client's case folder becomes the repository for all client information andactivities, such as, medical records, IPE, demographics, counselor narrative and caseexpenditure history. The Department is frequently contacted by attorneys representingclients on various legal matters, such as, workers compensation and personal injury torequest copies of records. The request can come into anyone of the Department's twenty-three field offices across the state or the State Office in West Columbia. The proceduresand fees charged for copies of case records varies from office to office and thisDigitized by South Carolina State Libraryinconsistency has resulted in confusion in what to charge, when to charge, and a lack ofcontrol in the collection process. This project will establish an appropriate fee schedulefor the duplication of records and establish a unifonn procedure for collection of thesefees.Review Infonnation SourcesThe only infonnation related to this topic is in the Department's Case Service Policy(CSP) manual. There are two sections which make reference to the handing ofconfidential documents and the charging of fees for those documents.Section 5.1.2.28 (Attachment 1) is a reference to SCVR Fonn 73, Invoice forpreparing Duplicate Copies of Documents (Attachment 2). In reference to fees, thissection states that "The Department may charge the receiving party for duplicating thedocuments." The use of the words "may charge" has resulted in some office interpretingthat the charging of fees is at there discretion. The last sentence in the section: "Forcharge amounts, refer to the Fee Schedule Manual" is not an appropriate reference,because the Fee Schedule Manual is for expenditure fees that the Department will pay forvarious case services and does not address revenue fees. SCVR Fonn 73 does show acharge rate of 50 cents per copy. The fee for the duplication ofdocuments is actuallyfound in the other section of the CSP Manual.Section 7.4.11 (attachment 3) Duplicating fees and access to records is the onlyplace in the manual that shows a charge rate of 50 cents per copy, but this section issimilar to section 5.1.2.28 in that it uses the ambiguous phrase " ...but they may be copied2Digitized by South Carolina State Libraryat a charge of 50 cents per page". Again, the use ofthe word "may" has resulted in someoffices interpreting that charging a fee for the duplication of records is optional.MethodologyTo determine the scope of activity in the fee collection process the Incoming CheckLedger was analyzed for the period starting July 1, 2002 and ending November 19,2004.Data from this manual ledger was entered into a spread sheet to determine the number ofpayments received, dollar amounts received, and location of offices collecting the fees.Interviews were also conducted with several offices that submit fees to establish thetypical process flow and with several offices that have not submitted any fees during theperiod analyzed. State laws and regulations that pertain to charging fees for theduplication of records will also be reviewed to determine an appropriate fee schedule forthe Department.ResultsThe data collected from the Incoming Check Register (Attachment 4) revealed that 80checks were received for copying of records and funds received totaled $1,394.38.Surprisingly, the 80 receipts came from only 13 of our 24 locations. All but one of the 13locations charged 50 cents per page; the other charged only 25 cents per page. Twolocations also charged a $15 administrative fee and a fee for postage on top of the copyfee. Interviews were conducted with several offices that had receipts and severalprocedural problems were noted.3Digitized by South Carolina State LibraryThe first procedural problem noted is with the process flow for billing andcollecting funds for coping records. The typical process (attachment 5) is for the office tomake a copy of the requested records, prepare an invoice, and send these documents tothe requesting entity. The Department does not have an automated accounts receivablesystem and by sending SCVR Form 73, which is not a pre-numbered invoice, very poorinternal controls exist in the billing process. There is no means for determining if allinvoices are being paid and all payments are recorded. Until an automated billing processis developed, process accountability will be improved by submitting an invoice withoutthe requested records attached. Once payment is made, a cash receipt can be made andreturned with the copy of the requested records. (Attachment 6).The other concern noted is that not every request for records is being invoiced.Several locations report that if the requested records were only for a few pages it was notworth the effort to process an invoice. The requested records were either mailed or faxedwithout charge. An increase in fees would strengthen the importance ofprocessing anmVOlce.To determine what fees would be appropriate, South Carolina state law wassearched for any references to "cost per page". The search uncovered three sections (42-15-95, 44-7-325 and 44-115-80) which reference what fees may be charged for theduplication of records. All three sections state that " ... the fee may not exceed sixty-fivecents per page for the first thirty pages and fifty cents per page for all other pages, and aclerical fee for searching and handling not to exceed fifteen dollars per request plus actualpostage ..." A new SCVRD Form 73 (Attachment 7) has been developed that4Digitized by South Carolina State Libraryincorporates an administrative handling fee of $15 and provides for charging ofpostage.The rate per page is left at 50 cents for simplicity.Interviews conducted at the offices that had no receipts for record copying revealed eitherthe office was unaware that we could invoice for this service or that unless the requestwas very large, they did not bother to invoice. Several of these offices indicated that theyreceive three to four requests per month but the Incoming Check Ledger does not reflectthis much activity. The Two sections of the CSP manual have been updated to include the$15 administrative handling charge and the charge for postage, if applicable. The use ofthe word "may" was changed to "shall" to reflect that the fees are not optional. Alloffices will be notified by the Case Services Department of the changes in the CSPmanual and the change in procedures topic will be included in the next supervisorsmeeting.Summary and ConclusionsThis project studied the activities that take place in the process of requesting copies ofrecords and the payment of fees for those records. The results ofthe project are thedevelopment of an appropriate fee schedule for the duplication of records andestablishment of a uniform procedure for collection of these fees. Changes and updatesput into place include the following:• Update and correction to CSP Manual section 5.1.2.28• Revision to CSP Manual section 7.4.11 to include new fees• Revised SCVRD Form 735Digitized by South Carolina State Library• Revised process flow to improve internal controls over the invoicing andcollection of feesThe Incoming Check Ledger will be reviewed annually for compliance with thesechanges and also to determine impact of the changes financially.While the processing and charging of fees for copies of record can in no way be viewedas a key process for creating customer value and achieving business success and growth,it is important that support process have good internal controls and accountability. Inthese times of tight funding and shrinking budgets the public and elected representativesare demand efficiency and accountability.Recommendations for ManagementThe analysis of the process flows for these activities indicate a need for the developmentof an automated Accounts Receivable system which includes the following:• Pre-numbered invoicing• Local and Statewide Accounts receivable Ledger• Electronic Incoming Check Ledger or Cash Receipts LedgerIt was also noted when analyzing the ledger that over $10,000 was received from tendifferent universities and technical schools. These funds are for reimbursements of tuitionwhen a client withdraws from school. Conversations with the Case Services Departmentrevealed that this is a common occurrence, but no mechanism is in place to track clientwithdrawals. The Department needs to track the withdrawals so that it can determineweather or not the refunds are being made and that they are made to the Department andnot to the clients.6Digitized by South Carolina State LibraryBibliographyMark Graham Brown, "The Pocket Guide to the Baldrige Award Criteria",New York: Productivity Press, 2003GFOA Recommended Practice. Revenue Policy: Accounts ReceivableControls (2003). Retrieved November 17,2004, from the World WideWeb: http://gfoa.org/services/rp/cash/cash-accountsJeceivableyolicy.pdfSouth Carolina, Title 42. Workers' Compensation, Chapter 15,Section 42-15-95. Retrieved November 17,2004, from the WorldWide Web: http://www.scstatehouse.net/html-pages/research.htmlSouth Carolina, Title 44. Health, Chapter 17, Section 44-7-325.Retrieved November 17,2004, from the World Wide Web:http://www.scstatehouse.net/html-pages/research.htmlSouth Carolina, Title 44. Health, Chapter 115, Section 44-115-80.Retrieved November 17,2004, from the World Wide Web:http://www.scstatehouse.net/html-pages/research.htmlAsbill, Kay. Personal interview. Date not recordedDaniel, Sally. Personal interview. Date not recordedMandeville, Kerry. Personal interview. Date not recordedNorryce, Margaret. Personal interview. Date not recordedRivers, Fran. Personal interview. Date not recordedRoberts, Janice. Personal interview. Date not recordedTolson, Emmett. Personal interview. Date not recorded7Digitized by South Carolina State LibraryAttachment 15.1.2.28 SCVR Form 73, Invoice (for Preparing Duplicate Copies of Documents)This fonn is an invoice to be used when the Department is asked to furnish copies ofconfidential documents. Such documents may only be provided after a release agreementhas been signed by the client (or parent, family member, guardian, advocate or authorizedrepresentative). The Department may charge the receiving party for duplicating thedocuments. For charge amounts, refer to the Fee Schedule Manual.8Digitized by South Carolina State LibraryAttachment 2INVOICETO: DATE:-------RE: Service charge for preparing duplicate copIes of confidentialdocuments pertaining to applicant/client:Name:Address:Social Security Number: _Number of Requested Copies @ $.50 per copy = $ _Remit to South Carolina Vocational Rehabilitation DepartmentPlease return one copy of this invoice with your remittance.Terms: Net 30 Days9Digitized by South Carolina State LibraryAttachment 37.4.11 Duplicating fees and access to recordsAn individual may use SCVR Form 37A, Consent for the Release of ConfidentialInformation to request that information be released to a designated third party. Recordsmay not be removed from the SCVRD office, but they may be copied at a charge of 50cents per page. Receipts should be issued in duplicate, with one to the purchaser and oneto the SCVRD State Office along with the payment.No charge will be made to cooperating agencies, such as the Department of SocialServices, the Social Security Administration, the Department of Mental Health or otheragencies providing services toward the client's rehabilitation.Each time information is requested, the individual must submit a new SCVR Form 37A.The disclosure must be accompanied by a statement to the effect: "Confidential andprivileged information-not to be disclosed without the informed written consent of theindividual to whom this information pertains." All such information is Departmentproperty and may be used only according to SCVRD regulations.10Digitized by South Carolina State LibraryAttachment 4Funds Collected for Duplicatina Records2004Location 2002 2003 YTD Total1 Aiken 0.00 0.00 38.25 38.252 Anderson 0.00 42.00 0.00 42.003 Beaufort 212.67 0.00 0.00 212.674 Berkeley-Dorchester 0.00 0.00 0.00 0.005 Camden 0.00 124.34 9.06 133.406 Charleston 0.00 92.00 40.00 132.007 Conway 0.00 0.00 0.00 0.008 Florence 0.00 2.00 15.00 17.009 Gaffney 0.00 12.50 0.00 12.5010 Greenville 29.50 19.00 56.50 105.0011 Greenwood 0.00 2.00 13.00 15.0012 Hartsville 16.50 12.00 79.17 107.6713 Lancaster 0.00 0.00 0.00 0.0014 Laurens 0.00 0.00 0.00 0.0015 Lexington 0.00 0.00 0.00 0.0016 Marlboro 0.00 0.00 0.00 0.0017 Oconee-Pickens 3.50 0.00 0.00 3.5018 Orangeburg 0.00 0.00 0.00 0.0019 Richland 0.00 0.00 0.00 0.0020 Rock Hill 0.00 0.00 0.00 0.0021 Spartanburg 91.00 68.00 64.50 223.5022 State Office 0.00 251.45 100.44 351.8923 Sumter 0.00 0.00 0.00 0.0024 Walterboro 0.00 0.00 0.00 0.00Total $353.17 $625.29 $415.92 $1,394.38Number of Receipts Received for Duplicating Records2004Location 2002 2003 YTD Total1 Aiken 0 0 1 12 Anderson 0 3 0 33 Beaufort 1 0 0 14 Berkeley-Dorchester 0 0 0 05 Camden 0 3 1 46 Charleston 0 2 2 47 Conway 0 0 0 08 Florence 0 1 1 29 Gaffney 0 4 0 410 Greenville 6 1 4 1111 Greenwood 0 1 2 312 Hartsville 1 1 4 613 Lancaster 0 0 0 014 Laurens 0 0 0 015 Lexington 0 0 0 016 Marlboro 0 0 0 017 Oconee-Pickens 1 0 0 118 Orangeburg 0 0 0 019 Richland 0 0 0 020 Rock Hill 0 0 0 021 Spartanburg 11 11 9 3122 State Office 0 4 5 923 Sumter 0 0 0 024 Walterboro 0 0 0 0Total 20 31 29 80Digitized by South Carolina State LibraryAttachment 5Attorney's Office -Request for copyof clientinformation fromDepartmentreceives requestand verifies clientinformationSigned consentfor release ofconfidentialinformationDocument copies andInvoice sent torequesting entityAttorney's Office -mayor may not sendcopy of invoice andpaymentNo - return to requestor for consentReceipt of payment not always knownDepartment Copy of receipt andrecords payment in payment sent toreceipt book. State Office'-Digitized by South Carolina State LibraryAttorney's Office -Request for copyof clientinformation fromDepartmentreceives requestand verifiesclient informationAttachment 6Departmentverifies paymentand issuesreceiptCopy of receipt andpayment sent toState OfficeSignedConsentfor therelease ofconfidentia IYesNo - returnto requestorfor consentCase folderis pulled,recordscopied# of pagesrequestedcounted,invoice typedInvoice sent torequesting entityAttorney's Office •Sends copy ofinvoice andpaymentReceipt and documentcopies sent torequesting entityDigitized by South Carolina State LibraryAttachment 7INVOICETO: DATE:RE: Service charge for preparing duplicate copies of confidential documentspertaining to applicant/client:Name:Address:Social Security Number:Number ofRequested CopiesAdministrative Handling FeePostageTotalx 50 cents per page = $---15.00** Unless other arrangements are made for receipt of documents, they will bemailed to invoiced party after receipt of remittance **• Remit To: South Carolina Vocational Rehabilitation DepartmentPlease return one copy of this Invoice with your remittance. SCVR 73 Rev OliOS

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Procedures and fees for copies of records

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