Ohio Admin. Code 5101:2-50-08 - Case records for bridges
(A)
Bridges
representatives are to record case information in the statewide automated child
welfare information system (SACWIS). Case information that cannot be recorded
in SACWIS is to be maintained as hard copy files, electronic files or as a
combination of both.
(B)
All bridges case records prepared, maintained, and
permanently kept by the bridges representative are confidential. Information
contained in SACWIS is confidential pursuant to section
5101.131 of the Revised Code.
Access to bridges case records and the release of bridges case record
information is to be conducted pursuant to and in accordance with the
requirements outlined in rule
5101:2-33-21 of the
Administrative Code.
(C)
The bridges representative is to prepare, maintain, and
permanently keep records for all of the following:
(1)
Bridges
assessment reports;
(2)
Bridges plan reports;
(3)
Bridges review
reports;
(4)
Bridges eligibility documentation, including, but not
limited to and as applicable;
(a)
Application eligibility documents;
(b)
Ongoing
eligibility documents;
(c)
Provisional agreement document;
(d)
Bridges
eligibility acknowledgement form;
(e)
JFS 01621
"Voluntary Withdrawal Request";
(f)
JFS 01619 "Notice
of Ineligibility"; and
(g)
JFS 01620 "Notice of Termination."
(5)
Bridges authorization to exchange information;
and
(6)
Tier screening tool.
(D)
The bridges
representative is to prepare, maintain and permanently keep records on all
cases for which the bridges representative provided the following services
including but not limited to:
(1)
Transition planning services:
(a)
Transition
plans;
(b)
Health and education records;
(c)
Bridges
participants' budgets; and
(d)
Life skills
development records.
(2)
Housing
services:
(a)
Host home agreement;
(b)
Lease agreement and other housing agreements;
and
(c)
Eviction notices.
(E)
Each case record
prepared, maintained and permanently kept in accordance with this rule is to
include the following information, but not limited to and as applicable:
(1)
Reports from
service providers, including but not limited to:
(a)
Medical
reports;
(b)
Educational reports;
(c)
Psychological
reports;
(d)
Diagnostic reports; and
(e)
Treatment
reports.
(2)
Copies of applications and documentation supporting
eligibility determinations made for financial or social service support
programs including, but not limited to:
(a)
Ohio works first
(OWF);
(b)
Prevention, retention, and contingency (PRC)
program;
(c)
Medical assistance; and
(d)
Supplemental
social security income (SSI).
(3)
Correspondence
pertaining to the bridges participant.
(4)
A copy of any
juvenile court:
(a)
Orders;
(b)
Findings;
(c)
Written determinations; and
(d)
Journalized
entries.
(5)
A copy of the bridges participant's social security
card.
(6)
A copy of the bridges participant's birth
certificate.
(F)
The bridges representative is to maintain case records
that cannot be maintained in SACWIS in a consistent and organized manner such
that information set forth in this rule can be readily located. If the bridges
representative maintains any information set forth in this rule in a location
other than the case record, it is to be noted in the case record where the
information can be found.
(G)
When requested by the bridgdes participant, copies of
the case records as outlined in paragraphs (C)(1) to (C)(5), (D), and (E)(4) to
(E)(6) of this rule are to be provided to the bridges
participant.
Notes
Promulgated Under: 119.03
Statutory Authority: 5101.1414
Rule Amplifies: 5101.1411, 5101.1412, 5101.1413
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