Library: Policy

340:110-5-63. Records

Revised 11-1-20

(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.