N.D. Admin. Code 75-03-41-26

Current through Supplement No. 395, January, 2025

Section 75-03-41-26 - Client file

Upon acceptance to the supervised independent living program, a client's case file is confidential and must be protected from unauthorized examination unless permitted or required by law or regulation. The agency shall adopt a policy regarding the retention of client files.

1. The client file must include:

a. A file inventory with dates of acceptance into the program, referral agency, and emergency contact information;

b. The client's full name, date of birth, and other identifying information;

c. A photo of the client;

d. Signed care program acceptance agreement, including financial responsibility and expectations of all parties. The agreement must indicate a clear division of responsibility between the agency, client, and the placement and care agency, if applicable;

e. A current court order establishing the authority granted to the placement and care agency;

f. A copy of the continued foster care agreement signed by all parties;

g. A copy of the outcomes survey;

h. A copy of the transition plan prepared by the agency and client;

i. Transition plan progress reports, no less than quarterly;

j. Ongoing documentation and case activity logs of face-to-face contact, electronic mails, and texts with clients;

k. All incident or sentinel event reports involving the client; and

I. A copy of client rights.

2. The agency shall designate an employee to review each client file at least quarterly. Documentation of the file review must be included in the client file.

3. An agency shall disclose its records to the department as requested.

N.D. Admin Code 75-03-41-26

Adopted by Administrative Rules Supplement 374, October 2019, effective 10/1/2019.

Amended by Administrative Rules Supplement 2024-392, April 2024, effective 4/1/2024.

General Authority: NDCC 50-06-05.1, 50-11-03

Law Implemented: NDCC 50-06-05.1, 50-11-05