(A) The custodial public children services agency (PCSA), private child placing agency (PCPA) , and private noncustodial agency (PNA) shall document and maintain in the case record a record of physical health examinations, developmental and psychological assessments, and treatment for each child in the care or custody of a PCSA, PCPA, or PNA pursuant to rule 5101:2-5-10 of the Administrative Code.
(B) A record of a child's health information may be collected from a variety of sources, including but not limited to:
(1) The child's parent, caregiver, guardian, other relative(s) or other responsible adult familiar with the child's health history;
(2) The child, if age-appropriate;
(3) Medical providers;
(4) Mental health providers;
(5) Medical records;
(6) School personnel and records;
(7) County family and children first council;
(8) Early intervention coordinators;
(9) PCSA, PCPA, or PNA case records;
(10) Medicaid managed care plan; and
(11) Other social service agency personnel and records.
(C) A record of a child's health care shall contain, but not be limited to, the following, when applicable:
(1) A listing of a child's most recent and current medical, mental health, dental, and other health care providers including early and periodic screening and diagnostic treatment (EPSDT)/healthchek .
(2) A record of immunizations and dates of immunizations;
(3) A record of a child's illnesses, hospitalizations, surgeries, impairments, injuries and other significant medical problems and dates for each event;
(4) A record of physical health examination and treatment;
(5) A record of dental examinations and treatment;
(6) A record of vision examinations and treatment;
(7) A record of speech and hearing assessments and therapy/treatment;
(8) A record of developmental assessments and therapy/treatment;
(9) A record of mental health assessments and therapy/treatment;
(10) A record of drug screenings, assessments and therapy/treatment;
(11) A record of the child's sexual development history, including any family planning methods;
(12) A record of the child's sexual abuse;
(13) A record of the child's prescription and nonprescription medications and any allergies to medications;
(14) A record of the child's food allergies and other allergies;
(15) The child's cultural background as it relates to nutrition, health care practices, and other relevant information;
(16) The health history of the biological parents and extended family; and
(17) Any other pertinent health information necessary to assure that those persons providing care for the child have adequate information to provide such care.
(D) The custodial PCSA, PCPA, or PNA shall keep the parents, guardian, or custodian informed of the physical health care, mental health care, and developmental care provided the child during the child's substitute care placement. Such information shall be shared at least every six months or at the time of each semiannual administrative review as required by rule 5101:2-38-08 of the Administrative Code. The parents, guardian or custodian shall be informed and consulted anytime a child in substitute care experiences a serious health, mental health problem or medical emergency.
(E) A substitute caregiver shall have access to all health care information to provide daily care for the child.
(F) The PCSA may use the child's health care record prepared pursuant to this rule as a source document in completing the JFS 01443 "Child's Education and Health Information" form (rev. 8/2010) or other comparable form as required in rule 5101:2-38-08 of the Administrative Code, if applicable.
(G) The PCSA may use a copy of the JFS 01443 form as a face sheet for the child's health record prepared pursuant to this rule.
(H) The custodial PCSA or PCPA shall provide a copy of a child's health care record to the child's parent, guardian, custodian, or prefinalized adoptive parent pursuant to this rule, and rule 5101:2-48-16 of the Administrative Code, as applicable.
(I) A PCSA shall maintain a record of a child's health care as a distinct part of the child's case record pursuant to rule 5101:2-33-23 of the Administrative Code, if applicable.
Five Year Review (FYR) Dates: 1/7/2019 and 05/01/2024
Promulgated Under: 119.03
Statutory Authority: 5153.166, 5103.03
Rule Amplifies: 5103.03 , 5153.166
Prior Effective Dates: 09/28/1987 (Emer.), 12/12/1987, 01/01/1989, 01/01/1990, 05/01/1993, 09/01/1993, 10/01/1997, 02/01/2003, 04/20/2008, 12/15/2010, 08/11/2014