R30-1-5. Requests for Records

  (1) Requests for records sent by the office shall be:

  (a) in writing and identify the records to be copied; and

  (b) mailed by first class postage to the mailing address on file with the department unless the provider or entity notifies the office in writing of an alternative physical or email address to be used for requests for records.

  (2)(a) The records requested shall be returned within thirty calendar days of the date of the written request.

  (b) A provider's response to a request for records shall include the complete record of all services and supporting services for which reimbursement is claimed.

  (3)(a) If a provider has not provided any records within the first 20 days from the date of a request, the office shall:

  (i) verify the request for records was sent to the correct address; and

  (ii) attempt to contact the provider before the end of the thirty-day period and remind the provider the records must be provided within 30 days from the date of the original request for records.

  (b)(i) If the provider fails to provide any records within the thirty-day period, the office shall notify the provider in writing that the records requested were not received.

  (ii) The written notice to the provider shall indicate the provider has an additional 15 days from the date of the notification to submit the records or a credit adjustment on the claim shall be instituted pursuant to Section R414-1-14, the Utah Medicaid General Information Provider Manual, and Section 63G-13-202.