Library: Policy

340:110-5-63. Records

Revised 11-1-24

(a) Child's case record.   Foster home agency (agency) records maintained for children in placement include, but are not limited to:

(1) an intake form including the child's name, any known nickname(s), birth date and place, race, gender, religion, and parents and other significant relatives' names, addresses, and phone numbers;

(2) history of previous placements and dates;

(3)  reason for and circumstances leading to the  present placement;

(4)  child's relationship with other significant adults and children;

(5)  admission assessment including the child's current functioning level and medical history, including:

(A) current medications;

(B) immunization records;

(C) known allergies; and

(D) childhood diseases; and

(6) current court order(s) documenting the child's legal custody and other applicable court orders;

(7) certified birth verification;

(8) the child's medical information, including:

(A) the child's medical authorization number, when applicable;

(B) a medical examination assessing the child's overall health completed by a health care professional within 30-calendar days following placement; however, when a  child is transferred from another licensed program or an Oklahoma Human Services foster home, a documented medical exam assessing the child's overall health performed within the 12 months prior to admission is acceptable;

(C) written authorization to provide medical care;

(D) disabilities;

(E) psychosocial information;

(F) the child's  prior licensed physician's name, when known; and

(G) medical services documentation; and

(9) the child's family of origin history;

(10) information regarding the child's family's physical health, including father, mother, and grandparents;

(11) information regarding family members' emotional stability;

(12) reports from schools, specialists, and other agencies;

(13) documentation the child's rights  and agency grievance policy  were explained to the child;

(14) a service plan, per Oklahoma Administrative Code (OAC) 340:110-5-3, completed within 30-calendar days of placement .  The plan is signed and dated by the child, staff, foster parents, and parent or guardian;

(15) a service plan revision every six months;

(16) signed and dated case notes;

(17) a discharge plan including anticipated placement length and future placement;

(18) a discharge summary including an assessment of the child's placement progress, continuing needs and plans, and recommendations for any follow‑up services; and

(19) documentation of efforts to obtain or inability to obtain any of the information  in this Section.

(b) Foster home record.  The agency maintains a current case file on each foster home.  Entries, dated in chronological order and identifying the personnel member  recording the information, include:

(1) the certification form and documents verifying certification per, OAC 340:110‑5‑57(b);

(2) a complete home study report, including evaluation and recommendations as required;

(3) records of all children placed in the home with dates, names, ages, and payment rates for services, when applicable;

(4) records of all children removed from the home with dates, names, ages, and removal reasons;

(5) financial agreements, when applicable;

(6) signed and dated case notes, visits or contacts, and conferences;

(7) a copy of  each  child's placement agreement;

(8) correspondence;

(9) home study records, updated annually, per OAC 340:110‑5‑57(d);

(10) professional development documentation; and

(11) written agreements and contracts between the agency and the foster parents.