| (a) Individuals conducting screenings under this subchapter
must comply with the following recordkeeping and reporting requirements.
(1) Individuals conducting screenings at the facility
(and those other than licensed professionals conducting screenings
outside of the facility) shall document in each child's screening
record the specific screening conducted, the date the screening was
conducted, observations made during the screening, and the final results
of the screening. The individual shall also ensure that the following
are included in the documentation: the name of the child, age or birthdate
of the child, and whether the child is wearing corrective lenses during
the vision screening. The documentation required under this subsection
must also be signed and dated by the person who conducted the screening.
(2) Individuals using photoscreening for vision screening
must comply with the recordkeeping and reporting requirements detailed
at §37.27(b)(2) of this title (relating to Standards and Requirements
for Screening Certification and Instructor Training). Additionally,
prior to conducting photoscreening at a facility, the individual must
submit copies of these same documents to that facility in addition
to the documents which must be submitted under subsection (b)(3) of
this section.
(3) Individuals using a telebinocular instrument for
vision screening must comply with the recordkeeping and reporting
requirements detailed at §37.27(b)(3) of this title. Additionally,
prior to conducting telebinocular screening at a facility, the individual
must submit copies of these same documents to that facility.
(4) Individuals conducting screenings at a facility
(and those other than licensed professionals conducting screening
outside of the facility) shall submit the documentation referenced
in paragraph (1) of this subsection to the facility at the time of
that screening.
(5) Individuals must submit documentation to the department
related to certifications and refresher courses, as specified in §37.27
of this title.
(b) Facilities must comply with the following recordkeeping
and reporting requirements.
(1) Each facility shall maintain vision and hearing
screening records under this section onsite for at least two years.
(2) A facility must maintain screening records regarding
any individual claiming the exemptions found in §37.23(d) of
this title (relating to Vision Screening) and/or §37.24(j) of
this title (relating to Hearing Screening) for at least two years.
(3) A facility shall maintain the records it receives
from screeners under subsection (a)(2) of this section, related to
the use of photoscreening for vision screening at the facility for
at least two years.
(4) An individual's screening records may be transferred
among facilities without the consent of the individual under the scenarios
described at Texas Family Code, §32.003 or, if the individual
is a minor, the minor's parent, managing conservator, or legal guardian,
pursuant to Texas Health and Safety Code, §36.006(c).
(5) The recordkeeping required in this section must
be made available to the department in a timely manner upon request.
The department may, directly or through its authorized representative,
enter a facility and inspect records maintained relating to vision
and hearing screening.
(6) On or before June 30 of each year, each facility
shall submit to the department a complete and accurate annual report
on the vision and hearing screening status of its aggregate population
screened during the reporting year. Facilities shall report in the
manner specified by the department (currently found at http://chrstx.dshs.state.tx.us).
Facilities are required to report on the following categories.
(A) For hearing screening--The total number screened:
the number who failed; the number referred for professional examination;
the number transferred out of the facility prior to the facility receiving
the professional examination results; professional examination results
indicating none of the disorders present which are screened for under
this section; professional examination results indicating a disorder(s)
which is screened for under this section; and referral for a professional
examination with no indication that a professional examination was
ever done.
(B) For vision screening--The total number screened;
the total number screened with correction (e.g. glasses or contacts);
the total number screened with photoscreening; the number who failed;
the number referred for professional examination; the number transferred
out of the facility prior to the facility receiving the professional
examination results; professional examination results indicating none
of the disorders present which are screened for under this section;
professional examination results indicating a disorder(s) which is
screened for under this section; and referral for a professional examination
with no indication that a professional examination was ever done.
The "total number screened" includes the number screened with telebinocular
screening.
(c) There are additional recordkeeping requirements
in §37.28(f) and (g) of this title (relating to Hearing Screening
Equipment Standards and Requirements) for individuals or entities
who own and/or use audiometers and audiometric screening equipment.
(d) For all submissions to the department under this
subchapter, use the following contact information (unless otherwise
specified): Vision, Hearing and Spinal Screening Program, Department
of State Health Services, Mail Code 1978, P.O. Box 149347, Austin,
Texas 78714-9347.
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