Ala. Admin. Code r. 660-5-37-.03

Current through Register Vol. 43, No. 1, October 31, 2024

Section 660-5-37-.03 - Social Services

(1) Social Information. Complete social information shall be obtained prior to admission except in cases of emergency placement. Social information shall include, but is not limited to, the following:

(a) A written application, including reason for referral;

(b) Face Sheet to Include:

1. Child's name;

2. Child's birthdate (verified);

3. Child's race;

4. Child's gender;

5. Name of custody holder;

6. Address of custody holder;

7. Telephone number of custody holder;

8. Name of biological parents;

9. Address of biological parents;

10. Telephone number of biological parents;

11. Emergency Contact name, and telephone number.

(c) Religious affiliation, if any;

(d) Name, address, and relationship of person with whom the child was living immediately prior to placement;

(e) Personal and family history prior to placement;.

(f) Psychiatric and psychological reports, if any are available;

(g) Copy of court custody order, and any agreement with parent, agency or person holding legal custody or having planning responsibility;

(h) Current medical examination report;

(i) School records;

(j) Financial Arrangements;

(k) List of persons related and unrelated who should or should not be allowed visitation rights or contact.

(2) Case File. The complete case file shall be kept current and include the following:

(a) Face Sheet;

(b) Dates of the pre-placement visit and the outcome;

(c) Social and Developmental History;

(d) Legal Documents;

(e) Financial Information;

(f) Medical and Dental Information;

(g) Psychiatric and Psychological Information;

(h) Educational Information;

(i) Visitation Information;

(j) Summaries and Care/Treatment Plans and or ISPs;

(k) Correspondence;

(l) Discharge Summary;

(3) DHR-EEO-808. Intake procedures shall be in conformity with policies established by the Division of Equal Employment Opportunity and Compliance in the State Department of Human Resources and shall apply only to facilities accepting referrals or placements from the Department of Human Resources. Form DHR-EEO-808, Record of Intake Processing, shall be used for this purpose. Another form may be used which gives the same information.

(4) Placement Authorization. At the time of admission, the child care facility shall have one of the following authorizations:

(a) A signed Placement Agreement (DHR-DFC-824) (for children who are not in the custody of DHR at the time of admission). The agreement is to be with one of the following:

1. parent of the child or

2. the person (other than the parent) or agency having legal custody of the child by virtue of a court order (and a copy of the court order granting such custody) or

3. the agency authorized to provide out-of-home care by virtue of an agreement between the parent and the agency (a copy of the authorization between the agency and the parent shall be included). or

(b) An Inter-agency Agreement (DHR-DFC-823) (for children who are in the custody of DHR at the time of admission) which includes the following:

1. a statement regarding provision of medical, dental, surgical, and hospital services; and permission to participate in recreational, social, and educational activities;

2. a copy of the most recently completed ISP form; or

(c) A court order granting custody of the child to the child care facility, if appropriate. Neither the Placement Agreement nor the Inter-Agency Agreement are needed if the child care facility is granted custody through a court order.

(5) Care/Treatment Plan. Case planning shall begin at the time of placement. The licensed Licensed social worker service staff at the child care facility has the responsibility to involve the child and the child's family in developing a written individualized care/treatment plan for each child within 30 days of admission. The child care facility will maintain the plan to use in providing social services. The plan shall include all of the following:

(a) The date the plan is developed;

(b) An assessment that identifies the strengths and needs of the child and family and designates measurable, realistic, achievable and time limited service objectives or goals;

(c) Designation of the actions that each person (i.e. the child, the child's family, the child care facility and the referring agency) will take to reach the objectives and goals;

(d) Goals set in respect to length of stay, discharge, and aftercare; and

(e) A written plan of the financial responsibility of the parent, guardian, legal custodian, or other responsible person or agency.

(6) Confidentiality. Confidential information concerning children shall not be used or disclosed for any purpose except to those directly involved in the care/treatment plan or unless the sharing of information is required to meet an individual's need for safety. Confidentiality of all information about children and their families shall be maintained as follows:

(a) By keeping case records in files that are locked when unattended.

(b) By restricting any disclosure of the whereabouts of the children to only the parent or person having legal custody, the agency having legal custody, the person(s) providing authorized services, unless otherwise specified by court order or, the persons or agency(s) for whom written informed consent has been obtained.

(c) By treating as confidential any and all discussion of information about children and their families.

(7) General Social Service Provisions A child care facility shall provide social services. A child care facility shall employ a social worker or contract for social services on the basis of an average of one hour of social services per week for every child in the licensed capacity minus the number of staff's own children living in the facility. When social services are provided through contract, there must be a written agreement that the required hours are provided. Social services shall be a continuing process for children and their families. A child care facility which offers multi-disciplinary approaches serving children with exceptional needs and which meets the minimum standards for social services may employ other personnel to provide treatment, team leadership and clinical and social services for residents. These personnel must have at least a master's degree in a human services field and must be licensed and certified consistent with state law. The child shall have access to the facility social worker service staff and be able to schedule private appointments upon his/her initiative alone.

(8) Development and Review of Care/Treatment Plan. Proper case planning shall begin within 24 hours after an emergency placement, within 48 hours on weekends and holidays. In developing or modifying the plan, the child care facility's professional staff member shall obtain consent of the agency or individual who holds custody of the child for contacts with relatives, visits with relatives and unrelated persons, plans for discharge, vocational training, and college attendance and extracurricular activities such as organized athletics and individual recreational activities. Evaluation for such planning shall be a joint responsibility of the child care facility's professional staff and the agency/individual having legal custody. The Care/Treatment Plan will be reviewed at least every six (6) months. Preparation for review shall include written summary of contacts with child's family. This shall be provided by the agency having primary planning responsibility. If the child care facility is the planning agency, instead of a separate report this information may be included under a separate heading of the summary of the child's adjustment and progress. A copy of the report shall be provided to the social service agency having primary planning responsibility for the child. In cases of private referrals a copy of this report shall be provided to the legal custodian. The review will consist of:

(a) Written summary of the child's adjustment and progress in all important areas of his/her life during the period since the last care/treatment plan;

(b) Identification of individuals participating in the review.

(9) Social Services Work with Child's Family. If the agency having primary planning responsibility and the child care facility agree that the child care facility's social worker service staff is in a better position to work with the child's family, the two agencies can agree for the child care facility's social worker service staff to work directly with the child's family. In such cases: the working relationship shall be stated in the care/treatment plan; the child care facility's social worker service staff shall then provide the services as indicated in the Care/Treatment Plan, and provide the agency having primary planning responsibility a written summary of each evaluation of the care/treatment plan. The agency having primary planning responsibility retains its full authority for planning.

(10) Other Social Services. The child care facility shall appoint a designated staff member to make provisions for medical and dental services as required by these standards, and for psychological testing, psychiatric examination and treatment, vocational counseling and training, or other specialized services according to the child's needs. The child care facility shall notify the primary planning agency of the need for the services for a child which are not a part of the stated services offered by the program. All specialists used by the child care facility shall be qualified and/or licensed in their respective fields.

(11) Admission.

(a) Admission shall be limited to children for whom the child care facility is equipped by staff, program, and equipment to serve adequately.

(b) A child under six years (6) of age shall not be admitted to a child care facility except by special consent of the State Department of Human Resources or if the child is admitted to a child care facility licensed to provide shelter care or where the child's mother is receiving care in a maternity center.

(c) The child care facility shall not accept a child from outside the state without first obtaining the consent of the State Department of Human Resources.

(d) There shall be a pre-placement visit by the child to the child care facility except in cases of emergency.

(e) Admission shall be a process that involves the child, the child's parents, guardian, or relative, if appropriate, and child care facility staff.

(f) Emergency placements may occasionally be required. The principles of placements shall be adhered to, even though the span of time over which an emergency placement takes place may be abbreviated.

(12) Discharge.

(a) The time in residence shall be no longer than necessary, as determined by the needs, progress and/or development of the child, the situation of his/her family, or both.

(b) The child care facility and the agency/individual having primary planning responsibility shall coordinate the discharge of the child.

(c) Unless there is clear and documented evidence that the child is a danger to himself/herself or others, each agency/individual shall inform the other agency/individual at least 30 days in advance of the proposed date of discharge.

(d) A discharge summary and plan for aftercare shall be developed and provided to the person/agency responsible for aftercare.

Author: Linda S. Stephens

Ala. Admin. Code r. 660-5-37-.03

Repealed and New Rule: Filed November 15, 1999; effective December 20, 1999; operative March 1, 2000.

Statutory Authority:Code of Ala. 1975, §§ 38-7-1 through -17, §§ 41-22-1 through -27.