| (a) A contractor must maintain all financial and contract-related
records:
(1) according to recognized fiscal and accounting practices;
and
(2) in accordance with DADS contract requirements.
(b) A contractor must document interactions with a
ward as soon as possible after the interaction. If the contractor
cannot document at the time of an interaction, the documentation must:
(1) be dated the day that it is written;
(2) indicate the date of the interaction; and
(3) be signed by or otherwise identify the individual
who had the contact.
(c) A contractor must sign all printed service delivery
records in ink. White-out may not be used in any documentation. If
there is a mistake, it must be crossed through, dated, and initialed.
(d) Documentation stored via electronic means must
include the name of the person who delivered the services, the date
performed, and the date the entry was made.
(e) Data must be readily accessible, read-only access
must be provided to the DADS contract manager during contract reviews,
and there must be a means to retrieve the data in case of electrical
outage or equipment failure.
(f) A contractor must not preprint or pre-enter any
record of time on a form used to document all required elements of
the services delivered, as provided in the program specific rules.
(g) Records must include:
(1) copies of all legal documents related to the ward,
preferably file-stamped copies if documents are file-stamped by the
court in the local area when submitted;
(2) financial documents, including receipts of disbursements,
bank account statements, trust fund statements, and investment statements;
(3) documentation of all case actions, including monthly
status updates;
(4) case actions, including the monthly status update,
which must be documented within 10 working days after the activity:
(5) significant incidents regarding progress, illness,
and accidents that may be used as part of the service plan for the
ward;
(6) termination records and transfer summaries;
(7) ward status updates identifying abuse, neglect,
or exploitation incidents referred to the appropriate investigative
authority; and
(8) a photograph of the ward updated within 90 calendar
days after the contractor's initial qualification as guardian and
every two years thereafter.
(h) A contractor must maintain personnel records on
every employee and volunteer, and must also maintain records on subcontractors
if utilized.
|
| Source Note: The provisions of this §361.153 adopted to be effective September 1, 2006, 31 TexReg 6797; amended to be effective February 9, 2015, 40 TexReg 609; transferred effective March 15, 2022, as published in the February 25, 2022 issue of the Texas Register, 47 TexReg 983 |
