Records And Reports

(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 agency authorized persons may have access to case records. Case records must include: (a) Identifying Information (Refer to 0250-4-2-.11 Shelter Care for Exception.): 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.; and 4. Name, address, and telephone number of a physician to use in case of an emergency. (b) Intake/Preadmission Study (Refer to 0250-4-2-.11 Emergency Shelter Care for Exception.) (c) Health Information must include: (Refer to 0250-4-2-.11 Emergency Shelter Care for Exceptions.) 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; and 3. Information regarding coverage for medical expenses, e.g., insurance, Medicaid, etc. STANDARDS FOR GROUP CARE HOMES CHAPTER 0250-4-2 AND FAMILY BOARDING HOMES (d) Foster Care Plan and Foster Care Review Records: There must be a written plan for each child in care and records of appropriate foster care reports and administrative and judicial reviews as mandated by T.C.A. §37-2-401 et seq. (Refer to Appendix E and 0250-4-2-.11 Emergency Shelter Care for Exception). All out-of-state children are subject to the planning and review requirement of the law. The court of jurisdiction will be the court of the county in which the child is placed. Confidentiality of all foster care records shall be maintained and release of records shall be only to those persons with a legitimate purpose related to provision of services to the child. (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. (f) School Records: There must be documentation of school involvement for the time the child is in the care of the agency. (Refer to 0250-4-2-.11 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. (i) Individual plan of care setting forth the agency services to be provided each resident, the rationale for this service, and documentation of the service as it is provided. (Refer to 0250-4- 2-.11 Emergency Shelter Care for Exception.) (j) Documentation of provision of child sexual abuse education to the child. (k) Documented discharge plan and discharge statement. (Refer to 0250-4-2-.11 Emergency Shelter Care for Exception.) (2) AVAILABILITY OF RECORDS: (a) All required records must be available upon request to any authorized agency of the Department. (b) The records must be stored in a locked, fire-resistant file and must be handled confidentially. (3) RETENTION OF RECORDS: (a) Agencies must keep resident records for a minimum of five (5) years after the discharge date. (b) Certain basic identifying information must be kept indefinitely. (c) The agency shall make arrangements for each child to accumulate appropriate meaningful materials such as photographs, clippings, artwork, and/or school work which provide the child with tangible evidence of his/her foster care experience. This material shall be made available to the resident at the time of his/her release. (4) POSTING OF LICENSE: A license to operate a group care or family boarding home 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 0250-4-2-11(1).