(1) Records. For
the protection of the agency staff and the children under care, the following
records must be kept, and should be revised frequently to keep them up to date.
Although another agency may have complete records on the children, information
must be kept on file for emergency purposes. Only authorized persons may have
access to case records. Case records must include:
(a) Identifying Information
1. Name of each child, date, and place of
birth.
2. Full name, home
address(es), telephone number(s), work address(es), and work telephone
number(s) of parents.
3. Name,
address, and telephone number of a competent adult who can assist in an
emergency, e.g. next of kin, other relative, DHS, etc.
4. Name, address, and telephone number of a
physician to use in case of an emergency.
(b) Intake/Pre-Admission Study (Refer to
0250-4-5-.12 E mergency Shelter Care for exception).
(c) Health Information must include:
1. A report of each child's initial physical
examination; current immunization record; and record of ongoing care received
while in the home.
2. Written
permission for the agency staff to obtain emergency medical care must be signed
by the person legally responsible for the child. (Refer to Emergency Shelter
Care for exception).
3. Information
regarding coverage for medical expenses, e.g., insurance, medicaid,
etc.
(d) Foster Care
Plan. There must be a written plan for each child in care and appropriate
follow-up reporting as mandated by the Foster Care Review Law. (Refer to
Appendix C and to 0250-4-5-.12E mergency Shelter Care for exception).
(e) Length of Stay. There must be information
about the length of a child's stay in the group home and his/her release from
care. (Refer to Emergency Shelter Care for exception).
(f) School Records. There must be
documentation of school involvement for the time the child is in the care of
the agency. (Refer to Emergency Shelter Care for exception).
(g) Narrative recording dated and signed by
the appropriate worker indicating significant activity on the case.
(h) Relevant legal documents and
correspondence.
(2)
Availability of Records.
(a) All required
records must be available upon request to any authorized agent of the
Department.
(b) The records must be
stored in a locked, fire resistant file and must be handled
confidentially.
(3)
Reports. Reports of the following must be made to the Department within the
time specified:
(a) Monthly statistical report
- monthly statistical reports must be completed by every agency on forms
provided by the Department.
(b)
Annual report - each child care agency must submit to the Department an annual
report on a form which will be provided by the Department.
(c) Change in location - at or prior to the
time of change.
(d) Death, or
life-threatening injury to any child in the child care agency -
immediately.
(e) All major
emergency situations must be reported as soon as possible.
(4) Posting of License. A license to operate
a residential child-caring agency of family boarding homes must be posted. No
child care facility may give care at any one time to more children than the
number specified on the license, except in emergency situations, as provided in
rule 0250-4-5-.12(1).
