Or. Admin. R. 166-150-0055 - County Health - Developmental Disabilities Records
(1)Adult Foster Home Provider
Series documents the administration of a system of adult foster homes which
provide care for developmentally disabled clients in residential settings.
Adult foster homes are licensed annually and, therefore, subject to an annual
inspection and evaluation process in order to maintain the license to provide
foster care. Series may include records such as license applications;
inspection reports; fire drill records; facility information; references;
progress notes; correspondence; meeting notes; financial records; annual
license evaluation; annual agreement or contract; and a copy of the annual
license. (Minimum retention: 6 years after expiration of contract or
agreement)
(2)Developmental
Disabilities Intake Reports Series documents the initial contact with a
potential client in order to determine if the person is eligible for
developmental disability programs. Series may include records such as an
information sheet; application; signed release forms for other records such as
school records, psychological reports, social security, and skill assessments;
progress notes; letter of decision; and appeals of the decision. If the person
is eligible for service, the intake report file becomes part of the
Developmental Disabilities Service Records. (Minimum retention:
(a) If eligible for DD programs: Transfer to
Developmental Disabilities Service Records
(b) All other cases: 10 years)
(3)Developmental
Disabilities Service Records Series documents services provided to
persons with developmental disabilities. This county agency is the entry point
for all developmentally disabled eligible persons and determines the needs and
appropriate programs for the client. Services include intake and case
management, crisis services, and family support services. Services such as
residential, vocational, and transportation services, may be contracted out.
Information contained in the records may include applications for service;
referrals; progress notes; medical records; individual service plans (ISP);
diagnostic and evaluation results; and financial and legal records. (Minimum
retention:
(a) Individual Service Plans: 10
years
(b) All other records if
death date is known: 7 years after date of death
(c) All other records if case is closed,
inactive, or death date is unknown: 70 years)
(4)Family Support Records Series
documents the screening of applications for financial aid to support the
families of clients in developmental disability programs. Series includes the
application and other records including progress notes, financial information,
family assessment, and treatment and support plans. (Minimum retention: 5
years)
(5)Protective Service
Reports Series documents investigations of clients over the age of 18
and enrolled in developmental disability programs who are suspected of having
received physical or sexual abuse. Records may include investigation reports,
police reports, and interview notes. A copy of the report goes to the State
Mental Health and Developmental Disabilities Services Division. (Minimum
retention:
(a) Interview notes for
substantiated criminal findings: 10 years
(b) Interview notes for unsubstantiated
findings: 3 years
(c) Reports: 20
years)
Notes
Stat. Auth.: ORS 192 & 357
Stats. Implemented: ORS 192.005-192.170 & 357.805 - 357.895
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