Wyoming Administrative Code › Agency 049 - Family Services, Dept. of › Sub-Agency 0029 - Providers of Substitute Care Services, Certification of › Chapter 3 - GENERAL REQUIREMENTS › Section 3-32 - Records

Current through July 13, 2024
(a) Child Records.
(i) The organization shall develop, adopt,
				follow and maintain on file written policies and procedures governing the
				personal records of every child, including compliance with The Health Insurance
				Portability and Accountability Act (HIPAA), 45 CFR and Substance Abuse
				Confidentiality, 42 CFR Part 2, and the Family Educational and Privacy Rights
				Acts,
				20
				USC §
											1232(g) when
				applicable. The organization shall ensure the records, whether paper or
				electronic, are available and accessible at any time.
(ii) The content of records shall include,
				but not be limited to:
(A) Personal Data
				Record;
(I) The child's name;
(II) Date of birth;
(III) Social Security number;
(IV) Gender or gender identity;
(V) Religion (if known);
(VI) Race;
(VII) Date and time of placement;
(VIII) Child's immediate needs;
(IX) Name of referral source;
(X) Reason for placement;
(XI) Description of the child's condition as
				observed by the intake worker. This shall include notation of the child's
				response to the placement;
(XII)
				Names and addresses of parents, brothers and sisters;
(XIII) Names of others who have a significant
				relationship with the child;
(XIV)
				Child's special needs such as medical, emotional, educational, and child and/or
				familial substance abuse.
(B) Emergency information, including:
(I) Name, address, telephone number and
				relationship of a designated person to be contacted in case of an
				emergency;
(II) Name, address,
				telephone number and relationship of the child's physician or source of health
				care;
(III) Name, address,
				telephone number of the person able to give consent for emergency medical
				treatment (excluding surgery); and
(IV) A copy of the child's most recent health
				examination, when available.
(C) Signed Consent to Treatment
				forms;
(D) Intake/Placement
				record;
(E) Health and safety
				documentation;
(F) Health record,
				to include dental, vision, hearing;
(G) Medication record;
(H) ISPC, ITPC, and/or Transition
				Plan;
(I) Reportable
				incidents;
(J) Court
				orders;
(K) Signed notification of
				rights and grievance procedures;
(L) Signed notification of awareness of the
				rules;
(M) Education
				record;
(N) Progress
				reports;
(O) Required documentation
				as specified in these rules (e.g., use of emergency safety interventions);
				and
(P) Record of family
				contact/visitation.
(iii)
				Confidentiality. A child's record, information concerning a child or
				birth/adoptive family, and information that may identify a child or family by
				name or address is confidential and may not be disclosed or used other than in
				the course of official duties.
(iv)
				Locked Records. The organization shall develop, adopt, follow and maintain on
				file written policies and procedures ensuring that a child's record is
				inaccessible to all but staff bound by confidentiality rules and the certifying
				authority. Hard copy records must be locked up in a secure area and electronic
				records must be protected by a password with automatic back-up to assure
				protection against loss of information.