INSTRUCTIONS TO STAFF 340:75-6-85.1

ITS only revised 4-22-04

1.  Reports of abuse or neglect in an active Permanency Planning case.  If a child who is part of an active Permanency Planning case is reported or observed by the Child Welfare (CW) worker to have an injury, including an alleged accidental injury, or has evidence of any abuse or neglect, the information is documented on Form CWS-KIDS-1 (new form number 04KI001E), Referral Information Report, per OAC 340:75-3-6.

2.  Documenting placement episodes.  When a child is placed in out-of-home care, the CW worker documents the placement in the KIDS Placement screens no later than two working days after placement.

• (1) A placement cannot be entered until a child's removal from the person responsible for the child (PRFC) is documented.
• (2) If the placement is a kinship, paid or non-paid, or foster family home, Form DCFS-19 (new form number 04FC011E), Placement Agreement for Out-of-Home Care, and Form OCA-GR-2 (new form number 15GR004E), Notice of Grievance Rights - Minors in OKDHS Custody, are completed, provided to the placement provider, and recorded in the KIDS Document Tracking screen.

3.  (a) Transporting medications.  The CW worker ensures that the child's medication(s) is transported with the child when the child is moved from one placement to another.

• (1) The CW worker completes Section I, Receipt of Prescription and Over-the-Counter Medication(s), of Form DCFS-92 (new form number 04MP012E), Receipt and Release of Prescription and Over-the-Counter Medication(s), with the parent(s) or placement provider prior to the removal of a child from own home or out of-home placement.
• (2) Upon completing Form DCFS-92 (new form number 04MP012E), the CW worker provides a copy to the parent(s) or placement provider.  This form is not required if the child is discharged from a hospital setting.
• (3) The CW worker obtains the appropriate medication(s) or prescription(s) for filling and provides a copy of the discharge summary to the parent(s) or placement provider.  The copy provided by the hospital is filed in the paper case record.
• (b) Medications not transported.  If the CW worker is provided medication(s) in any of the ways described in (b)(1) through (5), the CW worker leaves the medication(s) with the parent(s) or placement provider and documents the action in Section II, Medication(s) Not Transported, of Form DCFS-92 (new form number 04MP012E).  A copy of completed Form DCFS-92 (new form number 04MP012E) is given to the parent(s) or placement provider.  If the medication(s) was prescribed, the CW worker contacts the prescribing physician immediately to have the physician call in a new prescription(s) to a local pharmacy.  The worker picks up the new medication(s) prior to placing the child in the new location.  The CW worker does not transport medication(s) if the medication(s) is supplied to the worker:
  • (1) in plastic sacks or any other container that is not the original prescription bottle or packaging;
  • (2) with multiple types or dosage strengths of medication(s) in a single prescription bottle;
  • (3) with an expired prescription;
  • (4) with more medication than the amount indicated on the prescription label or over-the-counter (OTC) package information, such as when two containers of medication are combined; or
  • (5) with the prescription label or OTC packaging altered.
• (c) Releasing medications.  Section III, Release of Prescription and Over-the-Counter Medication(s), of Form DCFS-92 (new form number 04MP012E) is completed with parent(s) or new placement provider when releasing the medication(s).
• (d) Psychotropic medications.  When the CW worker transports a child, who has been prescribed psychotropic medication(s), from acute or residential inpatient treatment, the CW worker inquires whether the discharging physician will monitor the medication.  If the discharging physician will not, the CW worker arranges as soon as possible for the child to be assessed by another physician so that the child's continued need for medication(s) can be determined or monitored.

4.  Documenting the child's personal history.

• (1) Digital photographs.  The CW worker ensures that each child is photographed with a digital camera a minimum of once every 12 months.  The digital photograph is saved in the KIDS File Cabinet no later than five working days after the photograph is taken.
• (2) Life Book.  The CW worker ensures that each child has a Life Book and that the Life Book is maintained by the placement provider.  A Life Book is available in Outlook in Public Folders/All Public Folders/STO DCFS/Life Book.  The CW worker prints the applicable sections for the child and provides this to the placement provider if a Life Book has not been created for the child.