Section He-C 6355.17 - Record Keeping and Reporting Requirements for a Foster Care Program(a) Each foster care program shall provide DCYF with a monthly progress report for each child in its care.(b) Progress reports on the child's involvement in services shall be provided to the child's parent(s) or guardian(s) unless contraindicated by a court order, or if DCYF has applied for or is in the process of applying for a court order.(c) Progress reports shall be mailed to DCYF, and parent(s) or guardian(s) no later than the 15th day of the month following the date of the progress report. If the child has been in care for fewer than 14 calendar days the information may be included in the most appropriate monthly progress note or discharge summary.(d) The progress report shall include: (1) The child's name and date of birth;(2) The name of the person completing the report and the date of the report;(3) The name of the foster care program; and(4) The date of placement.(e) Progress reports shall address the following areas of care: (1) Status of each domain identified in the treatment plan including notable changes in specific goals or objectives;(2) Summary of contacts with the child's family and identified connections;(3) Modifications to the treatment plan;(5) Contact with other professionals;(6) Information about the child's medical status, behavioral health care and dental issues, including but not limited to: a. Prescriptions and current dosages;b. List of over the counter medication;c. Dates of visits during the month being reported;d. New health care issues and diagnosis;e. Next scheduled visits; andf. Name of health care practitioner and office address;(7) Summary of any incidents or incident reports including reports of the use of seclusion and restraint as required by RSA 126-U during the period being reported on; and(8) Disposition of grievances.(f) For youth who are age 14 or older, progress reports shall include documentation of adult living preparation progress, including: (1) Independent living training that was completed by staff or foster parents and the child;(2) Post-care planning completed with the child; and(3) A Form 1969 "Monthly NYTD Checklist" (January 2015) completed by the foster care program, for the purpose of collecting data for the National Youth in Transition Database (NYTD) pursuant to 45 CFR 1356.80.(g) The program shall keep records including a case record on each child and his or her family that contains: (1) The assessment used for the development of the treatment plan;(2) The signed treatment plan and revisions thereto;(3) Weekly contact logs completed by the case manager or clinician documenting at least one Medicaid covered service;(4) Daily child and family progress notes documented by the foster parent, including at least one Medicaid covered service provided every 7 days;(5) Documentation of therapeutic work with the child(ren) and all identified members of the family system, in support of the case plan and treatment goals;(6) Copies of the completed Form 2266 "Medical Authorization and Release," (August 2006);(7) Copies of the completed Form 2267 "Child's Information Sheet," (January 2015), Form 2281 "DCYF Youth Information Sheet," (January 2015), or Form 2281(J) "Youth Information Sheet," (January 2015), as provided by DCYF;(8) A record of health care visits including the date, the reason for the visit, provider name and address;(9) Any protocol for the handling and transferring of psychotropic meds;(10) Monthly progress reports;(11) Any incident reports including reports of the use of seclusion and restraint as required by RSA 126-U; and(12) A discharge summary, if applicable, sent within 15 days of discharge including the following information: a. The results of the services provided, including the outcomes of the goals and objectives identified in the child's treatment plan;b. The needs of the child and family which remain to be met and the services which will meet those needs;c. For planned discharges, an individualized aftercare plan for each child being reunified with his or her family;d. Form 2267 "Child's Information Sheet" (January 2015), Form 2281 "DCYF Youth Information Sheet" (January 2015), or Form 2281(J) "Youth Information Sheet" (January 2015), as provided by the department and updated by the foster care program; ande. Documentation of interventions utilized and the success or ineffectiveness of those interventions.(h) Upon discharge from the foster care program, the program shall transfer the child's health care information to the new provider or to the parents or guardian.(i) Incident reports, including reports of seclusion and restraint required by RSA 126-U:7-a, shall include, at a minimum: (2) Where the incident occurred, if applicable;(3) A detailed description of what occurred prior to, during and after the incident;(4) The names of all parties involved;(5) A description of any injuries sustained by, and any medical care administered to, the child, employees or others before, during or after the incident; and(6) How the incident was resolved and any outstanding need for follow-up.(j) Unless prohibited by court order, the foster care program shall provide notification and documentation of the incident, as follows: (1) The foster care program shall provide verbal notification of the incident to the parent(s), guardian(s), and DCYF as soon as practicable or within 24 hours whichever is earlier;(2) For any incident where a child is missing or runs away, or the child suffers an injury, which requires emergency care, the foster care program shall provide immediate verbal notice to the parent(s), guardian(s) and DCYF;(3) The foster care program shall provide a copy of the written incident report described in (i) above to the child's parent(s), guardian(s) and DCYF within 5 business days of the incident; and(4) Pursuant to RSA 126-U:7-a, for an incident involving serious injury or death during the use of seclusion or restraint: a. The foster care program shall provide verbal notice of the incident immediately to DCYF;b. The foster care program shall provide a copy of the incident report shall be delivered to DCYF within 48 hours of the incident;c. DCYF shall provide verbal notice to the commissioner, the attorney general and the state's federally-designated protection and advocacy agency for individuals with disabilities as soon as practicable or within 24 hours of the incident, whichever is earlier; andd. DCYF shall send a copy of the incident report to the commissioner, the attorney general and the state's federally-designated protection and advocacy agency for individuals with disabilities within 5 business days of receipt of the report of the incident.(k) Child-specific reports written by the program shall be available for review by the child's parent(s) or guardian(s) unless contraindicated by the court order or if DCYF has applied for or is in the process of applying for a court order.N.H. Admin. Code § He-C 6355.17
Amended byVolume XXXIV Number 33, Filed August 14, 2014, Proposed by #10640, Effective 7/29/2014, Expires7/26/2015.Amended byVolume XXXV Number 10, Filed March 12, 2015, Proposed by #10783, Effective 2/13/2015, Expires2/13/2025.