Kan. Admin. Regs. § 28-4-1208 - Records
Each licensee shall develop and implement written policies and procedures that address PRTF recordkeeping requirements, including resident records, personnel records, and general records.
(a) Resident records. Each licensee shall
maintain an individual record for each resident, which shall include the
following information:
(1) A health record
that meets the requirements in K.A.R. 28-4-1211 ;
(2) a copy of each written report of any
incidents involving the resident and specified in K.A.R. 28-4-1209 and K.A.R.
28-4-1214 ;
(3) documentation of
each use of seclusion for the resident; and
(4) a financial record of the resident's
personal money as specified in K.A.R. 28-4-1206.
(b) Personnel records. Each licensee shall
maintain an individual personnel record for each staff member, which shall
include the following information:
(1) A
health record that meets the requirements in K.A.R. 28-4-1211, including a
record of the results of any health examinations and tuberculin
tests;
(2) the staff member's
current job responsibilities;
(3)
documentation that the staff member has read, understands, and agrees to all of
the following:
(A) The statutes and
regulations regarding the mandatory reporting of suspected child abuse,
neglect, and exploitation;
(B) all
regulations governing PRTFs; and
(C) the PRTF's policies and procedures
applicable to the job responsibilities of the staff member; and
(4) a copy of a valid driver's
license of a type appropriate for the vehicle being used, for any staff member
who transports any resident.
(c) Volunteer records. Each licensee shall
maintain an individual record for each volunteer of the PRTF, which shall
include the following information:
(1) A
health record that meets the requirements in K.A.R. 28-4-1211, including a
record of the results of any health examinations and tuberculin tests, for each
volunteer in contact with residents; and
(2) a copy of a valid driver's license of a
type appropriate for the vehicle being used, for any volunteer who transports
any resident.
(d)
General records. Each licensee shall ensure that general records are completed
and maintained, which shall include the following:
(1) Documentation of the requests submitted
to the department for the purpose of background checks for each staff member
and volunteer in order to comply with the provisions of
K.S.A. 65-516, and amendments thereto;
(2) documentation of notification to the
school district;
(3) documentation
of each approval granted by the secretary for any change, exception, or
amendment as specified in K.A.R. 28-4-1204 and K.A.R. 28-4-1215 ;
(4) the policies and procedures of the
PRTF;
(5) all reports and findings
of on-site visits, periodic performance reviews, monitoring visits to determine
compliance with PRTF regulations and standards, and any accreditation reports
by the PRTF's accrediting body;
(6)
all written reports of the following:
(B) the use of restraint or
seclusion;
(7) all
documentation specified in K.A.R. 28-4-1218 for transporting
residents;
(8) all documentation
specified in K.A.R. 28-4-1212 for the locking systems for the door of each room
used for seclusion, including documentation of the state fire marshal's
approval;
(9) all documentation
specified in K.A.R. 28-4-1214 for emergency plans, fire and tornado drills, and
written policies and procedures on the security and control of the
residents;
(10) all documentation
specified in K.A.R. 28-4-1214 for the inspection and the maintenance of
security devices, including locking mechanisms and any delayed-exit mechanisms
on doors;
(11) documentation of
approval of any private water or sewage systems as specified in K.A.R.
28-4-1215 ; and
(12) documentation
of vehicle and liability insurance for each vehicle used by the PRTF to
transport residents as specified in K.A.R. 28-4-1218.
Notes
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