INSTRUCTIONS TO STAFF 340:75-12-1

1.   (a) Resident case files.  The group home Child Welfare (CW) worker maintains the case records of residents.  The group home CW worker establishes a duplicate case file for each resident for use within the program.  The group home supervisor audits the group home case record at least quarterly while the youth is in residence.  Upon discharge, the resident's group home case record is combined with the original CW case record.

(b) Resident logs.  Direct care specialist (DCS) staff records daily observations of each resident's activities, health issues, behaviors, and achievements.

2.   Referral.  Upon receipt of a referral, if an opening is available, the group home CW worker arranges an intake conference at the group home.

(1) Pre-placement interview conference.  The group home CW worker brings to the conference all relevant information regarding the youth.  The youth, youth's CW worker, and interested immediate family members participate in the pre-placement interview with the group home CW worker.  Program services, rules, disciplinary procedures, and the youth's goals are discussed.  A tour of the home is provided.  If placement is not recommended by the group home supervisor, the youth's CW worker and the group home programs manager are notified of the decision and reasons for such.  During the pre-placement interview, the youth's CW worker provides information essential to planning the youth's care.  For interviews at the Pauline E. Mayer group home, information essential to planning is also provided for the youth's child.  The youth's information includes, but is not limited to:

(A) the social history;

(B) medical related information, such as current prescriptions, known allergies, dates of last medical examinations, Title IV-E eligibility status, current medical number, planned medical appointments, medical problems, and current medical provider;

(C) the reason for the group home referral;

(D) educational records and a withdrawal slip from last school attended;

(E) significant behavior concerns, for example, suicidal behavior;

(F) a list of approved visitors;

(G) the birth certificate;

(H) the Social Security card;

(I) a copy of Form CWS-KIDS-10 (new form number 04KI008E), Treatment Plan, or Form CWS-KIDS-24 (new form number 04KI012E), Individualized Service Plan;

(J) a copy of the Adjudication Order;

(K) a copy of the last court minutes;

(L) the independent living assessment and Life Book, if 16 years or older; and

(M) the most recent psychological evaluation.

(2) Admission.  The resident's CW worker provides a complete duplicate of the resident's case record to the group home.  The group home CW worker provides the youth with the group home rules for behavior and the policies and procedures concerning the topics, per OAC 340:110-3-154.1 and 340:110-3-154.2.

(3) Initial assessment.  The group home CW worker completes an initial assessment of the resident on the day of admission to the home.  The assessment contains the information required per OAC 340:110-3-154(a)(1).

(4) Medical examination.  All residents receive a medical examination by a licensed physician within 60 days prior to admission or within 30 days following admission, per OAC 340:110-3-154(a)(5).

3.  (a) Training requirements.  The group home supervisors, CW workers, and DCS staff are required to attend 40 hours of training annually to promote the development of professional skills.  Training hour requirements are prorated for part-time and temporary staff based upon the average number of annual work hours.  Training course content pertains to the role and responsibilities of the position.

(b) Mandatory training.  Group home staff receives the mandatory training as described in (1) through (4).

(1) All staff receive an orientation to the group home program within 30 days of employment.  The orientation includes infectious disease control procedures, universal precautions, and information regarding hepatitis B, in addition to topics per OAC 340:110-3-153.1(I).  Only DCS staff who complete orientation may be assigned as the only staff responsible for a group of children.

(2) All CW workers and DCS staff receive annual training and are certified in behavior management techniques.

(3) All DCS staff receive annual training and are certified in cardio-pulmonary resuscitation (CPR) and first aid.

(4) All DCS staff receive training in basic child care approved by the Oklahoma Children's Agencies and Residential Enterprises, Incorporated (OKCARE), childhood development, crisis management, and the effects of separation and loss.

4.  Casework services.  The group home CW worker provides primary casework services to residents, including the direct provision of counseling at least one hour a week.

(1) Group counseling.  The group home CW worker facilitates a group counseling session involving all youth on a weekly basis.

(2) Family counseling.  Family counseling is provided when required by the group home treatment plan.

(3) Case record.  The group home CW worker documents the initiation, review, and any changes to the treatment plan, all services, and the youth's progress in preparation for adult living, and updates KIDS.

5.  Treatment plan.

(1) A group home treatment plan is written for each resident within 30 days of admission.  The plan is goal specific, measurable, time limited, and addresses the resident's needs.  The initial treatment plan and any subsequent changes are reviewed and signed by the youth, the group home CW worker, the group home supervisor, and the group home programs manager.  The youth's CW worker and parent(s) may participate in group home treatment planning, per  OAC 340:110-3-154.

(2) A staffing is conducted monthly to review each resident's treatment plan.  The group home supervisor, group home CW worker, and DCS staff comprise the treatment team that participates in the staffing.  The resident's CW worker may participate.  Each treatment plan is reviewed and modified as determined necessary by the treatment team.

6.  Supervision.  The group home's three shifts of DCS staff provide 24-hour awake direct care and supervision of children in residence.  The DCS supervisor schedules staff to adequately supervise and meet the needs of the residents, per OAC 340:110-3-153.2.

(1) Logging.  A daily log is started for each resident at admission.  Each shift of DCS staff records daily observations of the resident in the log.

(2) Shift change.  DCS staff conducts daily shift change meetings at the end of each shift for the arriving shift of DCS staff.  All arriving DCS staff attend shift change meetings.  The DCS supervisor or designee on duty informs the arriving DCS staff of the day's significant events, plans, and problems.  Each resident's immediate needs are reviewed.

(3) Treatment plans.  DCS staff attends the staffing of the group home treatment team and assists in the development and review of the residents' treatment plans.