Current through Register Vol. 24-18, September 15, 2024
(1) Any identifying and personal information
about a child and the child's family must be kept confidential as required by
chapter 26.33 RCW. These records must be kept in a secure place inaccessible to
clients, unauthorized staff, and the public. Children's records must never be
submitted to the department through the licensing provider portal.
(2) During a child's placement, the child's
record must be kept secure at the site.
(3) Your facility must attempt to obtain the
following information for the child's record, as appropriate to your program:
(a) The child's name, birth date, and legal
status;
(b) Name and telephone
number of the child's DCYF caseworker or case manager and the child's tribal
ICW case manager for each child in care, if appropriate;
(c) Written consent, if any, for providing
medical care and emergency surgery, unless that care is authorized by a court
or-der;
(d) Names, addresses, and
telephone numbers of persons authorized to take the child in care out of the
facility;
(e) Copies of the current
legal authority to place, if any;
(f) Current case plans;
(g) Social summary;
(h) Documentation of a child's treatment
provided by your staff with the signature of the person making the entry to the
progress notes;
(i) Information
related to suspected child abuse or neglect referrals made to children's
administration, including the concern, date and person taking the
report;
(j) Intake procedures
completed including an assessment of the youth's likelihood to stay in your
facility;
(k) Date and time of
orientation;
(l) A log and written
report that identifies all incidents requiring physical restraints for a
child;
(m) Any incident reports
involving youth; and
(n) A copy of
any discharge summaries and family assessments in the child's case
record.
(4) Your records
must contain the following information if available:
(a) Names, addresses, and telephone numbers
of parents or persons to be contacted in case of emergency;
(b) Information on specific cultural needs of
the child;
(c) Medical history
including any medical problems, name of doctor, type of medical coverage and
provider, date of any illnesses or accidents while at the facility;
(d) Mental health history and any current
mental health, chemical dependency, and behavioral issues, including medical
and psychological reports when available;
(e) Other pertinent information related to
the child's health, including basic medical information, such as current
prescription medications, immunizations, allergies, dental records, and eye
exams;
(f) Child's school records,
report cards, school pictures, and individual education plans (IEP), 504
plans;
(g) Special instructions
including supervision requirements and suggestions for managing problem
behavior;
(h) Inventory of the
child's personal belongings at the time of placement;
(i) Approved list of individuals the child
may have contact with;
(j) The
child's visitation plan; and
(k)
For pregnant and parenting youth, information on the mother and father of the
youth's child, if available.
(5) If a child's placement extends beyond 72
hours, you must obtain the child's immunization records. If the child is not
current with immunizations, they must be updated as soon as medically possible.
Immunization records are not required to be current for children placed in:
(a) Interim facilities;
(b) Group receiving centers; or
(c) Crisis residential centers.
(6) If you are unable to obtain
this information from the department, you must document your attempt to obtain
the requested information in the child's file.
Statutory Authority: Chapters 13.34 and 74.13 RCW,
RCW
74.15.030(2),
74.15.311(2),
74.13.032,
13.04.011,
74.13.020,
13.34.030,
74.13.031,
13.34.145,
74.15.311,
74.15.030, and 2013 c 105. WSR
15-01-069, §
388-145-1520, filed 12/11/14,
effective 1/11/15.
