SECTION 340:110-5-63. Records

(a)   Child's case record. Records maintained by the foster home agency (agency) for children in placement include, but are not limited to:

(1)   an intake form including the child's name, any known nickname(s), birth date and place, race, gender, religion, and parents and other significant relatives' names, addresses, and phone numbers;

(2)   history of previous placements and dates;

(3)   the reason for the present placement;

(4)   the circumstances leading to the child's present placement;

(5)   the child's relationship with other significant adults and children;

(6)   the admission assessment including the child's current functioning level and medical history, including:

(A)   current medications;

(B)   immunization records;

(C)   known allergies; and

(D)   childhood diseases;

(7)   current court order(s) documenting the child's legal custody and other applicable court orders;

(8)   certified birth verification;

(9)   the child's medical information, including:

(A)   the child's medical authorization number, when applicable;

(B)   a medical examination completed within 30-calendar days following placement; however, when a resident is transferred from another licensed program; a documented medical exam performed within the 12 months prior to admission is acceptable;

(C)   written authorization to provide medical care;

(D)   disabilities;

(E)   psychosocial information;

(F)   the child's last licensed physician's name, when known; and

(G)   medical services documentation;

(10)   the child's family of origin history;

(11)   information regarding the child's family's physical health, including father, mother, and grandparents;

(12)   information regarding family members' emotional stability;

(13)   reports from schools, specialists, and other agencies;

(14)   documentation the child's rights were explained to the child;

(15)   documentation the grievance policy was explained to the child;

(16)   a service plan, per Oklahoma Administrative Code (OAC) 340:110-5-3 completed within 30-calendar days of placement and signed and dated by the child, staff, foster parents, and parent or guardian;

(17)   a service plan revision every six months;

(18)   signed and dated case notes;

(19)   a discharge plan including anticipated placement length and future placement;

(20)   a discharge summary including an assessment of the child's placement progress, continuing needs and plans, and recommendations for any follow-up services; and

(21)   documentation of efforts to obtain or inability to obtain any of the information contained in this Section.

(b)   Foster home record. The agency maintains a current case file on each foster home. Entries dated in chronological order and identifying the personnel member who recorded the information, include:

(1)   the certification form and documents verifying certification per, OAC 340:110-5-57(b);

(2)   a complete home study report, including evaluation and recommendations as required;

(3)   records of all children placed in the home with dates, names, ages, and payment rates for services, when applicable;

(4)   records of all children removed from the home with dates, names, ages, and removal reasons;

(5)   financial agreements, when applicable;

(6)   signed and dated case notes, visits or contacts, and conferences;

(7)   a copy of the placement agreement on each child;

(8)   correspondence;

(9)   home study records, updated annually, per OAC 340:110-5-57(d);

(10)   professional development documentation; and

(11)   written agreements and contracts between the agency and the foster parents.

[Source: Amended at 10 Ok Reg 2273, eff 6-11-93; Amended at 13 Ok Reg 997, eff 1-24-96 (emergency); Amended at 13 Ok Reg 2663, eff 6-28-96; Amended at 23 Ok Reg 1092, eff 6-1-06; Amended at 37 Ok Reg 1858, eff 11-1-20]