A provider shall maintain on-site an accurate and current file for each participant. A participant's file shall contain the following: A completed copy of the following forms prescribed by the Department: Participant assessment form; Application form; Provider-participant service agreement and any addenda; and Subsidy application, if any; Personal data of participant including: Name; Date of birth; Admission date and, if applicable, termination date; The type of housing the participant lived in before admission into the Program; Name, address, and telephone number of the participant's physician; Name, address, and telephone number of the participant's contact person; If obtained by the provider, relevant medical history of the participant, including physicians' health reports and information on recent hospitalizations; and A copy of any advance health care directive the participant voluntarily provides in response to the provider's inquiring whether it may have a copy of any advance health care directive of participant; For participants in an Individualized Congregate Housing Services Plan, a service plan; Incident reports related to the participant; Documentation verifying on a weekly basis the housekeeping, laundry, and personal assistance services received by the participant during the prior month; Reasons for any termination or transfer and, if applicable, the location to which the participant was transferred; Any assessments or recommendations concerning the participant which were made by the local health department and received by the provider; and If the participant receives a subsidy, a completed copy of the subsidy calculation form and written documentation of the participant's: Net annual income; Assets; and Allowable medical expenses. Incident Reports. A provider shall record on an incident report a description of each accident, injury, or other incident that occurs at the facility and impacts the amount of congregate housing services needed by a participant. All incident reports shall include the following information: The time, date, and place of the incident; The identity of individuals present at the incident; A complete description of the incident; The response of the staff; and Any appropriate follow-up action taken, including notifying the participant's contact person and licensing or law enforcement authorities. Confidentiality. A provider shall protect the confidentiality of a participant's file. A provider may not disclose information contained in a participant's file to any person or agency other than the participant, the participant's contact person or legal representative, or the Department's authorized employees unless: The participant consents in writing to the disclosure; or State or federal law or a court order otherwise requires or permits the disclosure. During ordinary business hours and at other reasonable times, a participant shall have the right to inspect and obtain a copy of the file referred to in §B of this regulation. Upon request by a participant, a provider shall make a copy for the participant of any portion of the file and may charge the participant a reasonable cost for making a copy, not to exceed 30 cents per page. A provider shall keep a participant's file for at least 3 years after the participant stops participating in the Program at the provider's facility.