Documentation and file maintenance are as important in resource provider files as they are for foster youth’s case files. These files may be accessed by the general public (See Section 5 Chapter 2 Record Access, for information on who may access resource provider records and requirements for obtaining this information). No child-specific information should be placed in the resource file with the exception of the CD-104 located inside the front cover of the file. The following is a guideline for file set up and maintenance. Items identified by an asterisk (*) must be in all records.
orms Section (Yellow)
- Assessment Application, CS-42*
- Resource Home and Safety Checklist, CS-45*
- Out of County Home Assessment Request, CD-174
- Resource Parent Acknowledgment of Home Assessment & Case File Information Access, CD-128 *
- Well Water Check (Health Department), if applicable
- Discipline Agreement, CD-119*
- Safe Sleep Practices, CD-117*
- Notification of Hazards, CD101; Swimming Pool, Trampoline, household smokers, etc.
- Current Authorization for Release of Information, SS-6*
- Current Vendor Licensure/Placement Resource Report, formerly referred to as the SS-60, now the Vendor Licensure/Approval and Renewal screen in FACES.*
- Sanitation Inspection, CS101j, if applicable
- Fire & Safety Inspection, if applicable
- Resource Family Exit Interview, CD-112
HIPAA (White) (Information in this section is not available to the public)
- Resource Provider Health Insurance Portability and Accountability Information, CD-194
- Foster/Adoptive Medical Report, CW-215*
- Psychological Evaluations/Therapists Reports
- TB Test
Background Section (Green)
- Current Fingerprint Based Criminal Background Check Results or Letter*
- Case.Net Check*
- Family Care Safety Registry*
- Sex Offender List by Address, Search Missouri Sex Offender Registry
Correspondence (White)
- Letters to Foster Family
- Any other written correspondence (including business E-mail)
Training (Buff)
- All Training Certificates*
- Training sign in sheets*
- Training record screens*
- Resource Family In-service Training Request, CD-114
- All flyers and notifications of In-service training opportunities
Contracts/Licensing (Yellow)
- Alternative Care, CM-3*
- Professional Parenting, CM-14*
- Respite, CM-10
- Elevated Needs Level B Respite, CM-9
- Elevated Needs Level B, CM-8
- Level A Foster Care, CM-3 Amendment
- Medical Home, CM-3 Amendment
Family Assessment (White)
- STARS Initial In-Home Consultation
- Resource Provider Family Study and Addendums*
- Personal Reference Questionnaire, CS-101f* Utilized at initial licensure and only at re-licensure if warranted
- School Reference Request, CS101e* Utilized at initial licensure and at re-licensure for all children in the home. Do not place foster youth’s CS101e in the resource provider file
- Employer Reference Questionnaire, CS-101c* Utilized at initial licensure and only at re-licensure if warranted
- Reassessments*
- Professional Family Development Plan, CD-100*
- Outdated CD-56’s
- Quarterly Summaries, CD-118
OHI Reports (Pink)
The cover sheet should include:
- Case Name
- Date of Report
- Incident Number
- Expungement Date
Administrative (White)
- Resource Home Adverse Action Report, CS-20
- Notification of Resource Home Adverse Action, CS-20a
- Alternative Care Grievance Review Request, CS-70
- Service Delivery Grievance Form, CS-131
- Notification Letter for Adoption and Guardianship Subsidy Denial, CD-87
- Application for Fair Hearing, CD-53
- Withdrawal of Request for Hearing, CD-54
- CA/N Check
Narrative (Blue)
- Dictate when a Family is licensed/re-licensed
- Dictate when a child moves in and out
- Record all home visits and meetings with resource provider family
- Record when training notices have been mailed
- Record when foster parents have participated in training
- Record any licensing concerns noted and action taken
- Document closing narrative
- Level A/Level B/Medical Staffing Outcomes (non-child specific)
Emergency Plan/Disaster Plan (Red)
Required information as outlined in memo CD06-33