N.H. Code Admin. R. He-M 507.08 - Organization and Administration

(a) The community participation services director shall be responsible for the administration of community participation services and the hiring, training, and supervision of community participation services staff.

(b) Provider agencies shall have written policies and procedures that address the following:

(1) The provision of covered services;

(2) Emergency plans, which shall minimally include:

a. Procedures to follow while at a service site, in a vehicle, or in the community in case of:

1. Behavioral or medical emergencies of an individual; or

2. Fire or severe weather; and

b. If individuals gather at a centralized service site to receive services, an emergency evacuation plan including provisions in compliance with the following:

1. Each individual shall be oriented to evacuation procedures upon starting services;

2. If the service site has been evacuated in 3 minutes or less during each of 6 consecutive monthly drills, the provider agency shall thereafter conduct a drill at least once quarterly;

3. If the service site has not been evacuated in 3 minutes or less during each of 6 consecutive monthly drills, the provider agency shall conduct monthly drills;

4. For each individual unable to evacuate in 3 minutes or less, the provider agency shall implement a specific evacuation plan;

5. Evacuation drills shall be held at varied times of the day;

6. A written record of each drill shall be kept on file by the provider agency;

7. Staff shall be trained in all aspects of evacuation procedures; and

8. Staff who conduct training pursuant to 7. above shall document such training;

(3) A policy for the administration of medication, which shall comply with the requirements of He-M 1201;

(4) A policy on individual rights in accordance with He-M 202 and He-M 310; and

(5) If individuals gather at a centralized service site to receive services, a policy which ensures compliance with applicable local and state health, zoning, building, and fire codes and requires documentation of compliance with fire codes.

(c) Record keeping shall be as follows:

(1) Records shall comply with the requirements of He-M 310, rights of individuals receiving developmental services in the community, and He-M 503.10 -503.11, service planning and service agreements;

(2) The provider agency shall maintain a separate record for each individual and records regarding administration of services;

(3) Each individual's record shall have an administrative and a service component as described in (d) and (e) below; and

(4) Attendance records, either individual or collective, shall be kept at the administrative offices of the provider agency and at the area agency.

(d) The administrative component of each individual's record shall include, for that individual, at least the following:

(1) Personal and identifying information, including:

a. Name;

b. Address;

c. Phone number;

d. Photo or physical description;

e. Date of birth;

f. Primary language, if other than English, or communication means and level;

g. Emergency contact;

h. Parent or next of kin;

i. Guardian, if applicable;

j. Home provider, if applicable;

k. Service coordinator; and

l. Health insurance, if any; and

(2) A current health assessment.

(e) The service component of each individual's record shall include at least the following:

(1) A copy of the current service agreement containing:

a. Goals and desired outcomes specific to the individual's participation in community participation services; and

b. The methods or strategies for achieving the individual's community participation services' goals and desired outcomes;

(2) As a guide for planning activities, an individual, week-long, personal schedule or calendar that is created at the time of the annual service planning meeting and, if applicable, identifies:

a. The days, times, and locations of the individual's:

1. Paid employment;

2. Community activities, volunteerism, or internship; and

3. Other regularly recurring activities, such as therapeutic activities related to communication, mobility, and personal care; and

b. The days and approximate times of unspecified community activities, which shall not exceed 20% of the total community participation service hours the individual receives per week;

(3) A record of daily community participation services activities maintained by the provider agency, including:

a. The name(s) of individual(s) served and names of staff supporting them;

b. The dates on which services were provided; and

c. Activities that took place and the locations of the activities;

(4) Narrative progress notes, and other service documentation as specified in the service agreement, recorded at least monthly, and addressing:

a. The individual's community participation services goals and actual outcomes; and

b. Other activities related to the individual's support services, health, interests, achievements, and relationships;

(5) The individual's medical status, including current medications, known allergies, and other pertinent health care information;

(6) Results of any screenings or evaluations that have been conducted, including:

a. The Supports Intensity Scale (2004 edition), available as noted in Appendix A;

b. Vocational assessments;

c. Results of any assistive technology assessments;

d. The Health Risk Screening Tool (HRST) (2009 edition), available as noted in Appendix A;

e. START in-depth assessments and crisis plans; and

f. Risk management plans; and

(7) For each individual for whom medications are administered during community participation services, medication log documentation pursuant to He-M 1201.07.

(f) Records of service operations shall include the following:

(1) A register of current and prior individuals who received community participation services, including termination dates when applicable;

(2) A daily census;

(3) Documentation of all incident reports as defined in He-M 202.02(o) ;

(4) Evacuation drill records, if there is a centralized service site; and

(5) Copies of emergency plans.

(g) Provider agencies shall have personal injury liability insurance for the staff and providers and for vehicles used to transport individuals. Proof of insurance shall be on file at the provider agency premises.

Notes

N.H. Code Admin. R. He-M 507.08

#2269, eff 1-10-83; ss by #2963, eff 1-22-85; ss by #4314, eff 9-27-87; ss by #4659, eff 8-4-89; EXPIRED: 8-4-95

New. #6285, eff 7-12-96, EXPIRED: 7-12-04

New. #8142, INTERIM, eff 8-21-04, EXPIRED: 2-17-05

New. #8324, eff 4-16-05, EXPIRED: 4-16-13

New. #10320, INTERIM, eff 4-25-13, EXPIRES: 10-22-13; ss by #10426, eff 10-1-13; (from He-M 507.07 )