R501-13-7. Record Keeping

A. The Director shall maintain the following information on-site at all times:

1. organizational chart,

2. bylaws of the governing body if applicable,

3. minutes of formal meetings,

4. daily consumer attendance records,

5. all program related leases, contracts and purchase-of-service agreements to which the governing body is a party,

6. annual budgets and audit reports,

7. annual fire inspection report and any other inspection reports as required by law, and

8. copies of all policies and procedures.

B. The Director shall have written records onsite for each consumer, to include the following:

1. demographic information,

2. Medicaid and Medicare number, when appropriate,

3. biographical information,

4. pertinent background information,

a. personal history, including social, emotional, and physical development,

b. legal status, including consent forms for dependent consumers, and

c. an emergency contact with name, address and telephone number,

5. consumer health records including the following,

a. record of medication including dosage and administration,

b. a current health assessment signed by a physician, and

c. signed consent form,

6. intake assessment,

7. signed consumer agreement, and

8. copy of consumers' service plan.

C. The Director shall have an employment file on-site for each staff person.

D. The Office shall have the authority to review program records at anytime.