Sec. 14.31.06.18. Reports and Records

A. General Requirements. The licensee shall:

(1) Submit reports and maintain records as directed by the licensing and contracting agencies in order to ensure compliance with these regulations and other federal and State laws; and

(2) Comply with requirements for incident reporting as specified by the licensing and contracting agencies.

B. Confidentiality of Records. The licensee shall:

(1) Have and follow written procedures for the maintenance and security of individual case records and health records in accordance with State and federal law, which include:

(a) The identity of the staff persons responsible for the custody and maintenance of the records;

(b) A prohibition on the release of records except in accordance with law or contractual obligation; and

(c) A notice that employees may not disclose or knowingly permit the disclosure of any information concerning the child or the child’s family to any unauthorized person;

(2) Destroy records, in accordance with timelines established by State and federal law, in a manner that will preserve their confidentiality; and

(3) Ensure that if the program’s parent corporation dissolves, its individual case records concerning children served by the program are given to the placing agency.

C. Record Maintenance. The licensee shall:

(1) Maintain a register of the children currently in the program which includes the child's:

(a) Name;

(b) Sex;

(c) Date of birth;

(d) Placing agency; and

(e) Dates of admission and anticipated discharge;

(2) Retain for the later of 5 years after discharge of a child, or 3 years after the child becomes 18 years old, individual case records;

(3) Retain financial records for at least 6 years from the date of their creation or after any contract with the State terminates; and

(4) Protect all documents against fire damage, theft, and unauthorized disclosure.