40. Home profile process

317:40-5-40. Home profile process

Rule text available at Oklahoma Health Care Authority website.

INSTRUCTIONS TO STAFF 317:40-5-40

Revised 2-9-15

1. Evaluating the applicant and home.

(1) Interest and motivation. Explore the applicant's interest and motivation for providing services by asking the questions in (A) through (H) of this paragraph.

(A) How did the applicant learn about the applicable Home and Community-Based Services (HCBS) program?

(B) Is there an existing relationship between the applicant and a specific member for placement? If so, explain the relationship.

(C) Why does the applicant wish to expand the applicant's family?

(D) Has the applicant ever had a home profile completed? If so, when, where, and what were the results?

(E) Is assuming the care of a member, in part, an attempt to work through a loss or to repeat or replace a major relationship?

(F) What expectations does the applicant have for the member?

(G) Is the extended family supportive of the decision to participate in the applicable HCBS program?

(H) Has the applicant had experience with an individual with developmental disabilities? If not, the applicant is made aware of the physical and emotional requirements of a person for whom the applicant may provide care.

(2) Applicant and any other adult in the home. Knowledge of past experience and influences is vital in understanding the applicant's and other adult's current functioning. Significant areas of study include:

(A) life skills and general attitudes of the applicant;

(B) childhood relationships with parents, siblings, relatives, or other meaningful persons, asking what each adult's childhood was like;

(C) experiences, such as death, illness, divorce, or poverty that had an impact on each person's attitudes, feelings, and expectations;

(D) whether the applicant ever knew anyone who was sexually or physically abused. When so, the applicant's experience is explored in depth and information is included in Oklahoma Department of Human Services (OKDHS) Form 06AC047E, Home Profile Notes;

(E) concepts of appropriate behavior support and discipline and the manner in which behavior supports must be administered, especially as applied to persons with developmental disabilities;

(F) the meaning of education and training to the applicant;

(G) the general physical and emotional health of household members.

(i) Adult family members must complete DHS Form 06AC011E, Family Health History.

(ii) When a household member has a physical disability, does the disability affect the ability to function as a provider of services providing adequate care and supervision? When yes, in what manner?

(iii) Do any household members experience a medical or emotional condition? Is any household member under professional care for any condition that requires the use of prescribed drugs or narcotics? If any household member uses prescribed drugs or narcotics, explore the extent of the use;

(H) the emotional abilities of family members to provide services.

(i) If any household member previously received psychiatric or psychological counseling, the circumstances and results must be explored in depth.

(ii) A release of information is obtained allowing contact with the person who provided the counseling;

(I) the applicant's physical description;

(J) an employment record regarding work stability and satisfaction derived from employment;

(K) social relationships with members of the community, including hobbies, skills, talents, and special interests;

(L) religious influences, affiliations, and activities.

(i) Does the applicant have any specific religious beliefs that may affect a member in areas, such as dress code, holiday observances, medical care, daily living, or social activities?

(ii) Will the applicant ensure the member is able to attend the member's choice of place of worship as often as desired and practice his or her faith as desired;

(M) the reaction to stressful situations;

(N) the current relationships within the family, including marital and parent-child relationships;

(O) the relationship with children, adults and minors, living outside of the home. Adult children must be interviewed by DDS staff in writing, by phone, or in person;

(P) special training, ability, or experience in working with or caring for a person with physical disabilities, mental retardation, behavior problems, emotional disturbances, or other special needs;

(Q) guidelines for background investigations during annual reviews:

(i) yearly Oklahoma State Bureau of Investigation (OSBI) background checks are not necessary as RapBack serves the purpose for a yearly Oklahoma criminal background check for active, specialized foster parents and/or companion homes.

(ii) The Federal Bureau of Investigation does not have a program similar to OSBI RapBack and continued fingerprinting for national criminal history records checks is necessary for active, specialized foster parents and/or companion homes every five years.

(S) explanations of any arrests or convictions, including status of parole or probation, from information obtained from the required background investigation per OAC 317:40-5-40(b); and

(T) explanations of any allegations of abuse, neglect, or exploitation of child, adult, or animal.

(i) If there are no findings on the required searches, the absence of findings is stated as such on DHS Form 06ACO47E, Home Profile Notes.

(ii) A copy of background investigation searches and findings is included in local and State Office records.

(3) Children in the home. Provide a description of children in the home regarding:

(A) age and physical appearance;

(B) personality, interests, and skills;

(C) strengths and problems in parent-child relationships, school adjustment, behavior, and health;

(D) ability to get along with other persons, especially persons with developmental disabilities;

(E) physical or developmental disabilities and health, including current immunizations;

(F) attitude toward having a relationship with a person who has developmental disabilities; and

(G) depending on age, attitude toward persons receiving services.

(4) Behavior support and discipline. Applicants are advised on discipline and behavior management, per OAC 340:110-5-62, and individual planning and protective intervention, per OAC 340:100-5-50 through 340:100-5-57.

(A) DDS staff discusses with the applicant how he or she disciplines his or her natural children.

(i) When there is a divergence between DHS policy and the methods used to discipline natural children, DDS staff explores how the applicant will deal with any problems that may result from this difference.

(ii) DDS staff discusses with the applicant how the applicant was disciplined as a child and any effects it has on the applicant's attitude toward discipline.

(iii) From information obtained through training and discussion with the applicant, DDS staff documents the applicant's understanding and acceptance of applicable Oklahoma Health Care Authority (OHCA) or DHS policy on DHS Form 06AC047E, Home Profile Notes. This information is considered in the final recommendation.

(iv) DDS staff determines whether there is agreement among all adults in the household on methods of discipline.

(v) Any applicant who does not agree to abide by applicable OHCA or DHS policy is not approved to provide services.

(B) Members may require behavior supports. An Individual Plan (IP) is developed by the Personal Support Team (Team) that includes the service provider.

(C) Prohibited procedures, per OAC 340:100-5-58, must be upheld in the home.

(5) Marital status and background, household composition, and children. DDS staff documents aspects of the applicant's marital status.

(A) Current marriage, when applicable. DDS staff describes the applicant's marriage regarding:

(i) the length of the present marriage;

(ii) the stability of the marriage;

(iii) the methods used to resolve marital problems; and

(iv) whether the decision to become a provider is a joint decision.

(B) Previous marriage, when applicable. DDS staff discusses with the provider, his or her previous marriage regarding the:

(i) number and lengths of the previous marriages;

(ii) reason the marriages ended; and

(iii) children involved, visitation, and child support arrangements, if applicable.

(C) Single or never married. When the applicant is not married, DDS staff discusses the:

(i) best and most difficult aspects of being single;

(ii) applicant's source of support; and

(iii) significant adult relationships in the applicant's life.

(6) Income and money management. Verification of income and expenses is required.

(A) DHS Form 06AC009E, Financial Assessment, must be completed.

(B) Any financial problem areas are discussed and included in DHS Form 06AC047E.

(C) The applicant, and family when applicable, shows financial stability by being able to pay their bills and to live within their financial means.

(7) Teamwork and supervision, back-up plan, and use of relief. DHS Form 06AC047E includes a brief description of the:

(A) fundamental responsibility of DHS to meet the member's physical, emotional, and medical needs;

(B) responsibility of the provider for the member's daily care ensuring all areas of need are met;

(C) primary responsibility of Child Welfare Services staff and the DDS case manager as liaisons in all planning with the member, natural family, provider, Team, provider agency, and court, as applicable;

(D) situations necessitating placement;

(E) varying lengths of time for which members require services;

(F) characteristics of members requiring services;

(G) differences between service provision and adoption;

(H) importance of teamwork in:

(i) working toward member reunification with his or her biological family, if appropriate; or

(ii) when reunification is not possible, developing an alternative permanent plan for the member; and

(I) OHCA and DHS policies and procedures regarding:

(i) room and board payments;

(ii) clothing provisions;

(iii) medical care;

(iv) behavior support;

(v) confidentiality;

(vi) education; and

(vii) religious training.

2. Consultation. Consultation may be obtained from the DDS area residential programs manager, area manager, or State Office residential programs manager in the assessment and recommendation process.