Section 0250-04-05-.10 - RECORDS AND REPORTS(1) Records. For the protection of the agency staff and the children under care, the following records must be kept, and should be revised frequently to keep them up to date. Although another agency may have complete records on the children, information must be kept on file for emergency purposes. Only authorized persons may have access to case records. Case records must include: (a) Identifying Information 1. Name of each child, date, and place of birth.2. Full name, home address(es), telephone number(s), work address(es), and work telephone number(s) of parents.3. Name, address, and telephone number of a competent adult who can assist in an emergency, e.g. next of kin, other relative, DHS, etc.4. Name, address, and telephone number of a physician to use in case of an emergency.(b) Intake/Pre-Admission Study (Refer to 0250-4-5-.12 E mergency Shelter Care for exception).(c) Health Information must include: 1. A report of each child's initial physical examination; current immunization record; and record of ongoing care received while in the home.2. Written permission for the agency staff to obtain emergency medical care must be signed by the person legally responsible for the child. (Refer to Emergency Shelter Care for exception).3. Information regarding coverage for medical expenses, e.g., insurance, medicaid, etc.(d) Foster Care Plan. There must be a written plan for each child in care and appropriate follow-up reporting as mandated by the Foster Care Review Law. (Refer to Appendix C and to 0250-4-5-.12E mergency Shelter Care for exception).(e) Length of Stay. There must be information about the length of a child's stay in the group home and his/her release from care. (Refer to Emergency Shelter Care for exception).(f) School Records. There must be documentation of school involvement for the time the child is in the care of the agency. (Refer to Emergency Shelter Care for exception).(g) Narrative recording dated and signed by the appropriate worker indicating significant activity on the case.(h) Relevant legal documents and correspondence.(2) Availability of Records.(a) All required records must be available upon request to any authorized agent of the Department.(b) The records must be stored in a locked, fire resistant file and must be handled confidentially.(3) Reports. Reports of the following must be made to the Department within the time specified:(a) Monthly statistical report - monthly statistical reports must be completed by every agency on forms provided by the Department.(b) Annual report - each child care agency must submit to the Department an annual report on a form which will be provided by the Department.(c) Change in location - at or prior to the time of change.(d) Death, or life-threatening injury to any child in the child care agency - immediately.(e) All major emergency situations must be reported as soon as possible.(4) Posting of License. A license to operate a residential child-caring agency of family boarding homes must be posted. No child care facility may give care at any one time to more children than the number specified on the license, except in emergency situations, as provided in rule 0250-4-5-.12(1).Tenn. Comp. R. & Regs. 0250-04-05-.10
Original rule filed April 4, 1979; effective May 21, 1979. Repeal and new rule filed December 30, 1986; effective February 13, 1987. Rule assigned a new control number, removed and renumbered from 1240-4-5-.10 filed and effective March 25, 1999.Authority: T.C.A. §§ 4-5-226(b)(2);14-10-104; 37-1-603; 37-1-612; 37-5-101; 37-5-105; 37-5-106 and 37-5-112(a).