Current through all regulations passed and filed through September 16, 2024
(A) Providers will oversee and
ensure:
(1) Data entry, as
stipulated
by the department, into the statewide data system within ten business
days of the activity, except when otherwise specified;
(2) Home visiting supervisors
will
process progress notes within fifteen business days of submission by the home
visitor;
(3) Information entered
into the statewide data system is consistent with the information in the
program participant's record;
(4)
All staff
who enter data, or
supervise the entry of data into the statewide system, complete all department
stipulated trainings;
(5)
State and model reports regarding
data quality, compliance, monitoring, goals and outcomes are
completed;
(6) That prior to
granting individuals initial access or reactivation of previous access to the
statewide data system, individuals have completed and submitted a data system
user agreement form approved by the director;
(7) Notification to the department for
deactivation of access to the statewide data system upon a user's termination,
resignation, or a change in scope of duties that no longer warrants access to
the data, within ten business days of activity
initiating the deactivation;
(8) That inactive users, or those who have
not logged in within sixty days, or those with an expired home visiting
credential, have their access terminated;
(9) Adherence to section
3701.17 of the Revised Code and
other applicable federal and state laws, regulations, and rules with regard to
confidentiality and security of personally identifiable information;
(10) That only one record is generated for
each home visiting participant
in accordance
with paragraph (B) of this rule.
(B) The record of every family and caregiver
receiving home visiting services will meet evidenced-based or promising-practice model
implementation standards, and at a minimum contain:
(1) Documentation of eligibility for home
visiting services;
(2) Screening
and assessment tools administered;
(3) All family goal plans and family goal
plan revisions;
(4) Referral and
referral follow-up provided on behalf of the family, if applicable, on a form
approved by the director;
(5) A
consent to receive home visiting services signed by the primary caregiver on a
form approved by the director. This consent will indicate
that the family was provided information on the benefits of home visiting
services;
(6) Consent to release
information and coordinate health and social service referrals on a form
approved by the director;
(7)
Copies of pertinent written correspondence received from and sent to the
family, other health and/or social service providers.
(C) Records are mandated to
be retained electronically to fullest extent possible. In the event electronic
record keeping is not possible, paper records will be
maintained in accordance with this chapter and must be retained for a period of
six years from the date of receipt of payment for the service or until an audit
is completed whichever is longer. All documentation will be made
available to the department upon request.
(D) Upon request from a home visiting
participant, providers will provide:
(1) A
list of the types and locations of records collected, maintained, or used by
the provider; and/or
(2) One
electronic or paper copy of the complete record, free of charge and in
accordance with rule
3701-8-08 of the Administrative
Code.
(E) If a program
participant exits services or transfers to another provider within a department
supported system, the current provider will retain the
original file, and provide, with written consent from the family, an electronic
or paper copy of the participant's record to the new provider in a secure
fashion. Information maintained in the statewide data system
will be
updated before transfer of the program participant's record.
(F) Providers will document in
the participant's record a log of every request made and granted to access or
receive a copy of a program participant's record. Documentation log
will
include the name of the requester, the date the request was received by the
provider, the date access was granted to the requester, and the purpose for
which the individual is authorized to see or have a copy of the
record.
(G) All data is property of
the department, and any research proposals whether internal or external,
involving past or present participants, are obligated to
first be approved by the department's institutional review board (IRB).
Approval or denial of each request will be
communicated to the requesting entity.
