D.C. Mun. Regs. r. 22-A3706

Current through Register Vol. 71, No. 25, June 21, 2024

Rule 22-A3706 - MENTAL HEALTH AND SUD SUPPORTED EMPLOYMENT RECORDS AND DOCUMENTATION REQUIREMENTS

3706.1

Each Supported Employment provider shall establish and adhere to an Employment Record Policy for employment record documentation, security, and confidentiality of consumer/client information. The Employment Record Policy shall:

(a) Require the Supported Employment provider to maintain all written employment records in a secured and locked storage area and any electronic records in compliance with all applicable Federal and District laws and regulations, and Department policies;

(b) Require the Supported Employment provider to maintain secure, clear, organized, and comprehensive employment records for every consumer/client enrolled in the Supported Employment Program;

(c) Set forth requirements for documentation maintained in the employment record;

(d) For SUD Supported Employment providers require documentation in the Department-specified electronic health records system;

(e) Require that the Supported Employment provider comply with a Documentation and Retention and Disaster Recovery Plan:

(1) For providers of Mental Health Supported Employment services the Plan shall comply with all applicable provisions of the Disaster Recovery Plan and document retention requirements set forth in 22-A DCMR Chapter 34; and

(2) For providers of SUD Supported Employment services, the Plan shall comply with all applicable provisions of the client records management and confidentiality requirements set forth in 22-A DCMR Chapter 63; and

(f) Keep Supported Employment documents for a minimum of ten(10)years.

3706.2

The following information shall be included in the Supported Employment consumer's/client's employment record:

(a) Referral and intake information;

(b) Identifying information about the consumer/client ;

(c) Appropriate release of information forms;

(d) Current MHRS or SUDperson-centered Plan of Care which includes the consumer's employment goals and objectives and identification of Supported Employment as a necessary service;

(e) Individualized Work Plan (IWP);

(f) Employment and employer contact information;

(g) Benefits information such as receipt of Social Security and Temporary Assistance to Needy Families benefits;

(h) Information about referrals to RSA; and

(i) Encounter notes for each service.

3706.3

Employment Specialists shall document services on an encounter note, which shall include:

(a) A description of the Supported Employment service(s) that is sufficient to document that the provision was in accordance with this chapter;

(b) The time, date, and duration, including beginning and end time, of the provided services;

(c) The name, title, and credentials of the person providing the services;

(d) The setting in which the services were provided;

(e) Confirmation that the provided services are in the consumer's/client'sIWP;

(f) A description of what supports were provided to enhance the consumer's/client's potential for securing employment;

(g) Description of the consumer's/client's response to the Supported Employment services and supports, including the choices and perceptions of the consumer/client regarding the services provided;

(h) Be dated and authenticated in written or electronic form by the person rendering the services; and

(i) Include the appropriate billing codes for those particular services.

3706.4

A Mental Health or SUD Supported Employment provider shall collect and provide the following information and data to the Department monthly and upon request:

(a) Number of consumers/clients referred to the Supported Employment provider and the source of the referral;

(b) Number of consumers/clients enrolled in Supported Employment services;

(c) Number of Supported Employment consumers/clients served;

(d) Number of Supported Employment consumers/clients employed;

(e) Number of inactive Supported Employment consumers/clients;

(f) Number of consumers/clients on wait list;

(g) Number of total full-time Employment Specialists;

(h) Number of Supported Employment consumers/clients referred to RSA;

(i) Number of Supported Employment consumers/clients participating in education programs;

(j) Average number of hours that Supported Employment consumers/clients worked;

(k) Average hourly wage paid to Supported Employment consumers/clients;

(l) Number of Supported Employment consumers/clients receiving benefits (health, dental, or retirement) from employers;

(m) Names and contact information (including locations) of employers who have hired Supported Employment consumers/clients;

(n) Job titles and types of jobs for which Supported Employment consumers/clients have been hired; and

(o) Any other information that the Department requires.

D.C. Mun. Regs. r. 22-A3706

Notice of Final Rulemaking published at 58 DCR 10330, 10336 (December 9, 2011); amended by Final Rulemaking published at 67 DCR 10775 (9/4/2020)

Authority: The Director of the Department of Mental Health (Department), pursuant to the authority set forth in sections 104 and 105 of the Department of Mental Health Establishment Amendment Act of 2001, effective December 18, 2001 (D.C. Law 14-56; D.C. Official Code §§ 7-1131.04 and 7-1131.05 (2008 Repl.)).