Current through September 2, 2024
01.
Accessibility of Agency Records. The agency records required under these rules must be accessible to the Department during normal operations of the agency for the purpose of inspection and copying, with or without prior notification, under Section 39-4605(4), Idaho Code.
02.
General Record Requirements. Each agency certified under these rules must maintain accurate, current, and complete administrative, personnel, and participant records for at least five (5) years.
03.
Administrative Records. Records must include:
a. An organizational chart;
b. Legal authority identified in organizational bylaws or other documentation of legal authority of ownership; and
c. Fiscal records verifying service delivery prior to request for payment.
04.
Personnel Records. Records must include:
a. Name, current address, and phone number of the employee;
b. Documentation supporting qualifications to carry out assigned duties;
c. Verification of satisfactory completion of criminal history checks under IDAPA 16.05.06, "Criminal History and Background Checks."
d. Date of Employment;
e. Documentation of training under Section 302 of these rules;
f. Evidence of current age-appropriate CPR and first aid certifications;
g. Current assistance with medications certification, if applicable;
h. Other current certifications, as applicable;
i. Obtain and maintain documentation of licenses and certifications for drivers and vehicles under public transportation laws, regulations, and ordinances that apply to the agency to conduct business and to operate the types of vehicles used to transport participants;
j. Continuously maintain liability insurance that covers all passengers and meets the minimum liability insurance requirements under Idaho law. The agency will ensure that liability insurance coverage is carried to cover circumstances when an employee transports participants in their personal vehicle; and
k. Date and reason for termination, if applicable.
05.
Participant Records Requirements. Each agency must have an organized participant records system to provide past and current information and to safeguard participant confidentiality under these rules that contain the following:
a. Clear documentation of the date, time, duration, and type of service with credentialed signature and corresponding initials of the individual providing the service, for each service provided.
b. Profile sheet containing the following information:
i. Current living arrangement;
ii. Complete address and contact information for the participant, guardian (if applicable), emergency contacts, and physician;
iii. Current medications and allergies; and
iv. Special dietary or medical needs.
c. Notification of rights, access to grievance procedures, and the names, addresses, and telephone numbers of protection and advocacy services;
d. Authorized plan of service for the participant;
e. Assessments from a health care professional, if relevant or needed for service provision due to medical or behavioral condition;
f. An evaluation to be completed by a qualified supervisor or obtained by the agency, if applicable;
g. Implementation plans, as applicable;
h. Written documentation that identifies the participant's progress toward goals defined on their plan of service; and
i. Incident reports under Section 404 of these rules.
Effective March 17, 2022
