§ 3680.32. Client records.
The legal entity shall ensure that a complete record for each client receiving services is maintained by the agency. The record shall contain at least the following information and additional information required by service-specific chapters:
(1) The child’s name, sex, date of birth and, except for an emergency placement, proof of age, such as a copy of a birth certificate, school record or court order in which age is documented.
(2) The name, address and phone number of the parents or guardian, as well as the name and phone number of the person to contact in an emergency, if different from the parents or guardian.
(3) The name and address of the placing agency.
(4) The date the client was accepted for service and the date of termination of service.
(5) Notation that the agency grievance procedure was explained to the child upon the child’s acceptance for service.
(6) Authorization, signed by the placing agency, to provide services for the child or the family.
(7) Copies of court orders or court statements relating to the provision or termination of services, including authorization for emergency medical or other court-ordered services and transfer or discharge orders.
(8) Interstate Compact approval, if applicable, for children who are not residents of this Commonwealth.
(9) Family service plan information, as provided by the placing agency or other social service agency.
(10) Educational reports and records.
(11) The ISP, including brief, periodic reports relating to service activities.
(12) The emergency placement plan, if applicable.
(13) The results of required placement reviews, if applicable.
(14) Medical and dental records, if applicable.
(15) Necessary signed consent forms.
(16) The name, address, phone number and relationship of the person, agency or facility to whom the child is discharged or transferred, if the child is receiving full-day services.
Authority The provisions of this § 3680.32 issued under Articles II, VII, IX and X of the Public Welfare Code (62 P. S. § § 201—211, 701—774, 901—922 and 1001—1080).
Source The provisions of this § 3680.32 adopted January 23, 1987, effective July 23, 1987, 17 Pa.B. 392.
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