12 Colo. Code Regs. § 2518-1-30.260
Current through Register Vol. 47, No. 20, October 25, 2024
Section 12 CCR 2518-1-30.260 - DOCUMENTATION [Rev. eff. 5/30/18]A. The county department shall thoroughly document all Adult Protective Services (APS) reports and case information in CAPS. There shall be no parallel paper or electronic system used to enter APS documentation. Documentation shall include all aspects of the APS case, including:5. Contact records for the client, alleged perpetrator, reporter, and all support network individuals;9. Any other processes related to the case.B. All documents and evidence relevant to the investigation, assessment, and identification of needed services for the client shall be scanned into CAPS, to include: 1. A release of information form(s) signed by the client, when appropriate;2. A copy of a power of attorney, living will declaration, and/or other advance directive if the county department receives or discovers information that the client has one in place, except when:a. The client has fiduciary authority in place but the client or the fiduciary refuses to provide copies of the document, the county department shall attempt to review the documents to determine the authority provided within.b. If unable to obtain or review relevant documentation for good cause the county department shall document all attempts to obtain a copy and review the document(s), and if able to review the document(s) shall document the authority provided.3. A copy of all associated documents if the county department is appointed guardian, conservator, or representative payee or receives or discovers information that the client has one in place, the county department shall scan and upload documentation as follows: a. All court documents, court reports, Social Security Administration appointments, correspondence, and other documents related to the county-held guardianship, conservatorship, or representative payeeship shall be scanned and uploaded to CAPS.b. A copy of the court order or representative payee assignment for non-county held guardianship, conservatorship, or representative payeeship shall be scanned and uploaded to CAPS, except when:i. The client has a guardianship, conservatorship, or representative payeeship in place but the client or the fiduciary refuses to provide copies of the document, the county department shall attempt to review the documents to determine the authority provided within.ii. If unable to obtain or review relevant documentation for good cause the county department shall document all attempts to obtain a copy and review the document(s), and if able to review the document(s) shall document the authority provided within.4. Other documentation and evidence collected during the investigation and assessment, such as medical reports, results of psychiatric evaluations, photographic documentation, etc. If unable to obtain relevant documentation for good cause the county department shall document all attempts to collect the evidence and why the evidence was unattainable. C. All documentation pertaining to APS reports and cases, including interview and case notes, evidence gathered, such as photos, medical records, and bank statements shall be kept in a secure location until documented in CAPS and then shall be destroyed. 1. Hardcopy and electronic APS files created prior to July 1, 2014 shall be kept in a secured location.2. All APS files created July 1, 2014 or later shall be documented in CAPS and the file/notes destroyed.3. Original legal documents such as guardianship, representative payeeship, birth certificates, or tax documents may be retained in a hardcopy file, in addition to CAPS, that is in a secured location.D. The county department shall use CAPS to document all other APS program activities, including Adult Protection team activities, APS staff qualifications, FTE, new worker and continuing education received, cooperative agreements, and other activities required by rule.E. Case records that do not pertain to substantiated perpetrators shall be retained for a minimum of three (3) years, plus the current year, after the date of case closure.F. Case records pertaining to substantiated perpetrators shall be retained indefinitely.37 CR 15, August 10, 2014, effective 9/1/201440 CR 01, January 10, 2017, effective 2/1/201741 CR 05, March 10, 2018, effective 4/1/201841 CR 09, May 10, 2018, effective 6/1/201841 CR 13, July 10, 2018, effective 7/30/201842 CR 17, September 10, 2019, effective 10/1/201942 CR 23, December 10, 2019, effective 12/30/201943 CR 13, July 10, 2020, effective 8/1/202043 CR 21, November 10, 2020, effective 11/30/202044 CR 11, June 10, 2021, effective 6/30/202145 CR 03, February 10, 2022, effective 3/2/202245 CR 19, October 10, 2022, effective 11/1/2022