Current through Reg. 50, No. 187; September 24, 2024
(1) The policies
and procedures for client files shall include the organization, location, and
the individuals responsible for the security and maintenance of the client
files as well as process and documentation of providing the client with written
rules and procedures concerning confidentiality, the processing of release
forms, and the administering of the psychosocial evaluation.
(2) The client file shall include the
following:
(a) A form containing demographic
data using the Client Data Information and Interview, HSMV Form 77004,
incorporated by reference in Rule
15A-10.043, F.A.C.
(b) The program's rules and regulations form
shall be signed by the student with the original placed in the client file and
a duplicate provided to the client. Students who are unable to read shall be
verbally provided with the information. Client rules and regulations shall
include:
1. The requirements for course
completion including requirements for those with a valid administrative
suspension and those enrolling in pre-conviction status.
2. Breach of enrollment agreement, including
all reasons for having to reassign and any fees charged for
reassignment.
3. The transfer
policy and fee.
4. All fees for all
services in the program.
5.
Statement on confidentiality regulations.
6. Psychosocial evaluation process and
objectives.
(c) Client
Tracking Form, HSMV Form 77003 which must contain significant dates and
contacts with the client, other service providers, significant others, and
significant events.
(d) Student
Observation/Incident Report, HSMV Form, 77008, where applicable.
(e) Treatment Referral and/or Documentation,
HSMV Form 77005.
(f) Client Data
Information and Interview, HSMV Form 77004.
(g) Original Driver Risk Inventory (DRI)
answer sheet.
(h) Documentation of
Court and Department communication which can be documented on the Client
Tracking Form, HSMV Form 77003.
(i)
Driver record and arrest record. A lifetime driver record is required where it
is available.
(j) Client Transfer
Record, HSMV Form 77009, incorporated by reference in Rule
15A-10.043, F.A.C., where
applicable.
(k) Interstate DUI
Transfer Form, HSMV Form 77040, incorporated by reference in Rule
15A-10.043, F.A.C., where
applicable.
(l) Feedback, HSMV Form
77031.
(3) The program
shall retain a complete file for a minimum of six months following completion
of the educational services or conviction, whichever comes last. The program
shall retain a permanent record of that file of all clients who have enrolled
in the program that will minimally include the name, address, date of birth,
drivers license number, and the status of completion. This record will also
include a summary of the evaluation noting critical factors as identified from
the Evaluator Guide, as well as ancillary data secured in the interview. The
format of the permanent record shall be a card system, the complete hard copy
of the file, microfiche, or magnetic media storage.
(4) The client shall have access to the
client file for review.
Rulemaking Authority 322.02, 322.292, 322.293 FS. Law
Implemented 322.292, 322.293 FS.
New 1-4-95, Amended
3-4-97.
