Fla. Admin. Code Ann. R. 15A-10.018 - Client Files

(1) The policies and procedures for client files shall include the organization, location, and the individuals responsible for the security and maintenance of the client files as well as process and documentation of providing the client with written rules and procedures concerning confidentiality, the processing of release forms, and the administering of the psychosocial evaluation.

(2) The client file shall include the following:

(a) A form containing demographic data using the Client Data Information and Interview, HSMV Form 77004, incorporated by reference in Rule 15A-10.043, F.A.C.

(b) The program's rules and regulations form shall be signed by the student with the original placed in the client file and a duplicate provided to the client. Students who are unable to read shall be verbally provided with the information. Client rules and regulations shall include:

1. The requirements for course completion including requirements for those with a valid administrative suspension and those enrolling in pre-conviction status.

2. Breach of enrollment agreement, including all reasons for having to reassign and any fees charged for reassignment.

3. The transfer policy and fee.

4. All fees for all services in the program.

5. Statement on confidentiality regulations.

6. Psychosocial evaluation process and objectives.

(c) Client Tracking Form, HSMV Form 77003 which must contain significant dates and contacts with the client, other service providers, significant others, and significant events.

(d) Student Observation/Incident Report, HSMV Form, 77008, where applicable.

(e) Treatment Referral and/or Documentation, HSMV Form 77005.

(f) Client Data Information and Interview, HSMV Form 77004.

(g) Original Driver Risk Inventory (DRI) answer sheet.

(h) Documentation of Court and Department communication which can be documented on the Client Tracking Form, HSMV Form 77003.

(i) Driver record and arrest record. A lifetime driver record is required where it is available.

(j) Client Transfer Record, HSMV Form 77009, incorporated by reference in Rule 15A-10.043, F.A.C., where applicable.

(k) Interstate DUI Transfer Form, HSMV Form 77040, incorporated by reference in Rule 15A-10.043, F.A.C., where applicable.

(l) Feedback, HSMV Form 77031.

(3) The program shall retain a complete file for a minimum of six months following completion of the educational services or conviction, whichever comes last. The program shall retain a permanent record of that file of all clients who have enrolled in the program that will minimally include the name, address, date of birth, drivers license number, and the status of completion. This record will also include a summary of the evaluation noting critical factors as identified from the Evaluator Guide, as well as ancillary data secured in the interview. The format of the permanent record shall be a card system, the complete hard copy of the file, microfiche, or magnetic media storage.

(4) The client shall have access to the client file for review.

Notes

Fla. Admin. Code Ann. R. 15A-10.018

Rulemaking Authority 322.02, 322.292, 322.293 FS. Law Implemented 322.292, 322.293 FS.

New 1-4-95, Amended 3-4-97.

New 1-4-95, Amended 3-4-97.