Updated: Provider Responsibility for Maintaining Records

Date: August 5, 2026

Attention: All Providers

Call to action: Texas Children’s Health Plan (TCHP) would like to inform providers that in accordance with 26 TAC §52.113 (relating to Record Retention and Disposition) and the requirements of the Community Services Provider Contract or Provider Agreement, all records must be developed and retained in the form in which they were created until the latest of the following:

• seven (7) years after a claim is submitted.
• seven (7) years after all issues involving the record have been mitigated; or
• the individual about whom the record relates becomes 21 years of age.

If a contract is expiring or being terminated, the provider must adhere to 26 TAC §52.601 (relating to HHSC Review and Contractor Requirements Related to Expiring or Terminated Contract) and 26 TAC §52.113 (relating to Record Retention and Disposition) until the record retention period is satisfied.

Important: Providers are required to report the location of where the records will be stored and provide the name, address, phone number, and e-mail address of a person Health and Human Services Commission (HHSC) may contact to arrange access to the records. This information must be submitted to the assigned HHSC contract manager at the time of expiration, termination, when an update is necessary, or upon request.

Next step for providers: Providers are strongly encouraged to become familiar with the requirements and adhere to the guidelines regarding record maintenance.

If you have any questions, please email Provider Relations at providerrelations@texaschildrens.org.

For access to all provider alerts: www.texaschildrenshealthplan.org/provideralerts