Library: Policy

340:110-3-154. Social services

Revised 6-1-22

(a) Admission.  The program involves the resident and parents in the admission process.

(1) On admission, a resident assessment is completed indicating the placement is appropriate.  The admission assessment is documented and available for Licensing review.  An assessment includes the resident's:

(A) name, address, phone number, Social Security number, sex, race, religion, and birth date and place;

(B) circumstances leading to the referral;

(C) family member description and relationships including other significant adults and children;

(D) current and past behavior description, including both appropriate and maladaptive behavior;

(E) immunization record, medical and dental histories, including current medical problems;

(F) school history, including the current educational level, special achievements, and school problems;

(G) placement history outside of the home, including placement reasons;

(H) mental health history; and

(I) record documentation indicating efforts obtaining identifying information in (A) through (H) of this paragraph, when not obtainable.

(2) Resident admission for those 4 years of age and younger.

(A) A program only accepts residents 4 years of age and younger when maintaining a sibling group, maintaining a child with a parent, or requiring special services, such as:

(i) medical care or monitoring;

(ii) awake supervision; or

(iii) crisis intervention, assessment, or treatment.

(B) When a resident 4 years of age and younger is in the program's care, the admission assessment and service plan document why this placement is in his or her best interest.

(3) Individuals 19 years of age and older are not admitted to the program.  A program may continue serving a resident placed prior to his or her 19th birthday through the service plan completion.

(4) On admission, the program obtains the parents' signature, for:

(A) authority to provide care;

(B) authority to provide medical care;

(C) financial agreement, when a fee is required for the resident's care;

(D) authority to use the resident or the resident's picture in publicity, when applicable; and

(E) a release indicating understanding that volunteer drivers or specialized service professionals are not required to complete the criminal history review, per Oklahoma Administrative Code (OAC) 340:110-3-153.1.  Specific activities or events are identified in the release.

(5) Residents receive a medical examination by a licensed health care professional within 60-calendar days prior to admission or within 30-calendar days following admission.  However, a documented medical exam performed within the 12 months prior to admission is acceptable when a resident is transferred from another licensed program.

(6) On admission, the program advises the resident of program rules and regulations.

(7) Program policies provided to residents and parents include:

(A) resident's rights;

(B) grievance procedures;

(C) behavior management policies;

(D) trips away from the program;

(E) use of volunteers; and

(F) frequency of parent reports.

(8) Acceptance of out-of-state residents is made, per the Interstate Compact on the Placement of Children.

(b) Service planning.  The service plan is available for Licensing review.

(1) Comprehensive service plan.  A written service plan is developed and documented for residents within 30-calendar days of admission.

(A) The program involves the resident and parents in service plan development.  Reasons for parental non-participation are documented.

(B) The service plan identifies and includes, the:

(i) resident's needs, such as counseling, education, physical health needs, medical care, or recreation, in addition to basic needs for food, shelter, clothing, routine care, and supervision;

(ii) strategies for meeting the resident's needs, including instructions to personnel.  Individual health needs are addressed in the program's medical plan, per OAC 340:110-3-154.3;

(iii) estimated length of stay;

(iv) goals and anticipated plans for discharge;

(v) program's parent involvement plan, including visitation guidelines; and

(vi) names and dated signatures of those participating in service plan development.

(2) Service plan review.  Service plan reviews are available for Licensing review.

(A) The service plan is reviewed within 90-calendar days after development and at least every six months thereafter.

(B) The program involves the resident and parents in the service plan review. 

Reasons for parental non-participation are documented.

(C) The service plan review includes:

(i) an evaluation of progress toward meeting identified needs;

(ii) new needs, identified since the plan development or last review, along with strategies of meeting needs, including instructions to personnel;

(iii) an estimated length-of-stay update and discharge plans;

(iv) a placement assessment evaluation determining when the resident may:

(I) return home;

(II) be placed in foster care;

(III) transfer to care better suited for his or her development; or

(IV) remain in the residential program; and

(v) names and dated signatures of review participants.

(c) Services.  The program provides or facilitates services meeting service plan goals.

(d) Discharge procedures.  The program involves the resident, parents or legal custodian, and personnel in discharge planning.

(1) Except in an emergency, a resident is not discharged to an individual other than the resident's parents or legal custodian without written authorization.

(2) An emergency discharge occurs when a resident presents a danger to self or others.  On emergency discharge, the program informs the parents or legal custodian, immediately.

(3) The individual to whom the resident is discharged produces photographic identification and signs the discharge form before leaving with the resident.

(4) The resident's discharge date, time, destination, and circumstances are documented in the resident's record.  The documentation also includes the individual's name, address, and relationship to whom the resident is discharged.

(e) Resident's records.  A written resident discharge record is retained for three years following the resident's discharge.

(1) The record includes:

(A) admission assessment;

(B) required authorizations, per (a)(4) of this Section;

(C) medical records;

(D) comprehensive service plan and reviews;

(E) educational information;

(F) serious incident reports are not limited to, suicide attempts, injuries requiring medical treatment, runaway attempts, crimes committed and abuse allegations, neglect, or allegations of behavior management violations, per OAC 340:110-3-154.2.  The report includes incident nature, date and time, individuals involved, and surrounding circumstances;

(G) reports of separation, physical restraint use, and other restrictions;

(H) discharge summary; and

(I) signed documentation the resident and parents were provided program policies.

(2) Resident's records are confidential as defined by federal and state laws.