Vol. 2007, No. 15 (08/01/2007) PDF - Administrative Rules - Utah.gov

DAR File No. 30180
NOTICES OF PROPOSED RULES
(iii) emergency contact with name, address and telephone
number; and
(iv) in residential programs and programs where clients
consume medications, a current, full-face photo kept at the location
where medications are administered;
(f) health records of a client, including:
(i) in programs serving children, immunizations;
(ii) medical needs, medication, and allergies; and
(iii) in residential programs, physical, dental, hearing, and
vision examinations;
(g) signed consent forms for treatment;
(h) signed and completed release of information form(s);
(i) the client's individual treatment or service plan;
(j) the client's progress records;
(k) a copy of all incident reports involving the client;
(l) a copy of all search reports involving the client;
(m) a copy of all transfer and placement reports involving the
client;
(n) a record of family visits; and
(o) a record of attendance and absences.
(2) The program shall have a personnel file for each staff,
which shall include:
(a) his or her job description;
(b) application for employment or resume;
(c) current address and telephone numbers;
(d) copies of required credentials and certifications, including
but not limited to diplomas and licenses;
(e) verification of work experience and qualifications for the
staff position held;
(f) food handler permit, if staff prepare food for clients;
(g) training record;
(h) annual performance evaluations and proficiency
evaluations;
(i) documentation of disciplinary actions;
(j) completed IRS I-9 Form;
(k) current background screening approval verifications;
(l) a signed copy of the current Department of Human Services
Provider Code of Conduct, for programs that are contracted to
provide services to the Department of any or its Divisions; and
(m) copy of current driver's license for all staff who transport
clients.
(3) A program shall retain all records relating to a client or
staff for a minimum of 8 years after the date the client or staff is
discharged, terminated, or otherwise departs the program, and for a
minimum of 4 years after a client or staff who is a child attains the
age of 18 years.
(a) Current staff and client records shall be maintained on-site
and shall be immediately available to the Office of Licensing upon
request.
(b) Former staff and client records may be maintained off-site
and made available to the Office of Licensing within 24 hours of
request.
(4) All manuals and other program records shall be available to
the Office of Licensing upon request for a minimum of 8 years from
the date they expired or were superceded. A program:
(a) shall maintain copies of all written reports and certificates
of clearance issued by the fire inspector;
(b) that is required to have fire sprinklers shall maintain copies
of all written reports issued by the fire sprinkler inspector;
(c) shall maintain copies of all written reports and certificates
issued by the building inspector; and
(d) shall maintain copies of all written reports and certificates
issued by the local health inspector.
(5)(a) Staff and client records shall be maintained in locked
storage when not in active use.
(b) Unlocked staff and client records shall not be left
unattended. Direct care staff shall remain within immediate reach of
unlocked records at all times.
(6) The on duty staff-in-charge shall have access to all locked
files, including computer files, and make them immediately
available to the Office of Licensing upon request.
A program that does not grant a staff-in-charge access to all
locked staff files shall have an on-call staff with access and shall
make staff files available to the Office of Licensing within one hour
of a request.
(7) A licensed program with more than one site may locate its
staff files at one licensed site, however client files and other records
shall be available at the licensed site where the client resides, or in
non-residential programs, where the client receives services.
(8) A current roster of all clients shall be available on site at all
times.
The roster shall include each client's name, date of birth, sex,
emergency contact information, and date of admission.
In a residential program, the current location of any client who
is off-site shall be maintained in the roster or a log established for
that purpose.
(9) A program's rules shall be provided to clients and clients'
guardians, and shall be available to a client's clergy or attorney upon
request.
R501-2-7. Direct Service Management.
(a) A program shall have written policies and procedures that
describe the appropriate treatment of clients, and shall prohibit the
abuse, neglect, maltreatment, and exploitation of clients.
(b) Staff shall not abuse, neglect, maltreat, or exploit any client
through any act or omission.
(c) Staff shall not encourage or fail to deter the acts or
omissions of another that abuse, neglect, maltreat, or exploit any
client.
(d) Staff shall not engage in criminal conduct.
(2) The program shall have a written eligibility policy and
procedure that shall include:
(a) legal status;
(b) age and sex of client;
(c) client needs or problems best addressed by program;
(d) program limitations; and
(e) placement.
(3) Admission policy and procedures shall include:
(a) written intake screening conducted prior to a client's
admission that determines whether a prospective client meets the
program's eligibility standards;
(b) age of clients served, as approved by the Office of
Licensing;
(i) a program shall not provide services to children and adults
without first obtaining the written approval of the Office of
Licensing;
(ii) a residential program shall not locate the bedrooms or
bathrooms of children on the same wing, corridor, or floor with adult
clients;
A program providing services only to women and their children
is excepted from this subsection(3)(b)(ii).
UTAH STATE BULLETIN, August 1, 2007, Vol. 2007, No. 15 33