Residential Treatment Center- Policies and Procedures- Texas State Licensure

Introducing our comprehensive Residential Treatment Center Policies and Procedures package designed specifically for Texas State Licensure. We understand the critical importance of adhering to state regulations and maintaining the highest standards of care in the home health industry. Our meticulously crafted set of policies and procedures is your key to achieving and sustaining compliance while delivering exceptional healthcare services.

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TABLE OF CONTENTS

INTRODUCTION 
STATEMENT OF PURPOSE 
STATEMENT OF POLICY 
DOCUMENT CONTROL & APPROVALS 
WHO IS RESPONSIBLE FOR COMPLYING WITH THESE MINIMUM STANDARDS? 
TYPE OF SERVICES 
ORGANIZATION AND ADMINISTRATION 
Operation Plan 
Changes to Operational Plan 
Capacity Rules 
Fiscal Plan 
Floor Plan 

REPORTS AND RECORD KEEPING 
Reporting Serious Incidents and Other Occurrences 
What is a Serious Incident? 
What constitutes a suicide attempt by a child? 
Does Everything need to be Reported? 
How do I make a report of a serious incident or occurrence to Licensing? 
How to document a serious incident 
Additional documentation to include with a written serious incident report?
How long must I keep incident reports?
How long must records be retained?
Retaining Records During Litigation
Access to Records
Providing Access to the STAR Health Contractor
Confidentiality

Operation Records
What are the retention requirements for my operation’s policies?
Protecting records
Electronic Records

Personnel Records
What’s included in a personnel record of an employee
What personnel records must be kept confidential

Child Records
What is an active child record?
Maintaining an active child record?
Up-to-date child’s record
Consent to the release of a child’s record
Make records available for Licensing to review
Maintaining a child’s record that is not active
How a professional level service provider document approval of service functions

Record Retention
Duration of maintaining personnel records
Duration of maintaining child records

RECORD KEEPING MANAGEMENT POLICY
Procedures:
Serious Incident Reporting
Personnel Records
Child Records
Active Child Record
Record Retention
Unauthorized Absences
Strategies for service continuity and record recovery
Operation Records
Designation of person responsible for records management
Disposition of records

PERSONNEL POLICIES AND PROCEDURES
General Requirements
Organizational Chart
Job Descriptions
General Requirements
President/CEO
Vice President
License Child Care Administrator (LCCA)
Administrative Assistant
Registered Behavioral Therapist/Caregivers
Professional Level Service Provider

Staffing Plan
Staffing
Staffing Needs
Substitution of Experience for Education
Employee Requirements
Handling Funds
Drug Testing Policy
Health-care Professionals on Staff
Normalcy
Conflict of Interest
Types of Services Provided and Service Descriptions
Adjustments in Staffing and Emergency

Contract Staff Policy
Volunteers Policy

TRAINING AND PROFESSIONAL DEVELOPMENT
Orientation
Pre-Service Experience and Training
General Pre-Service Training and Pre-Service Training Regarding Normalcy
Administers psychotropic medication

Pre-Service Training Regarding Emergency Behavior Intervention
Early Identification
Emergency Behavior Intervention

Annual Training
Requirements
Other types of hours or instruction
For annual training hours, that may not count
Topics covered
Documentation of training

Training Schedule
Schedule
First-Aid and CPR Certification
Documentation of Training
Medication Administration
Behavioral Management
Emergency Preparedness
Record Keeping in Employee Personnel Records

Taking Children Away from Operations and Overnight Visit Policy
Background Check and Drug-Free Workplace
Drug-Free and Non-Smoking Policies
Employee Verification
Background Check
Recruitment

Abuse, Neglect, Or Exploitation
Procedures:
Disciplinary sanctions
Investigation Procedures
Evidence
Protective Custody
Identification of Suspect/Custody Considerations
Notifications
Documentation
Impact of Investigation

Confidentiality
Drug Testing Policy

CHILD/CAREGIVER RATIOS
What is the child/caregiver ratio?
For purposes of the child/caregiver ratio, how many children can a single caregiver care for during the children’s waking hours?
Can child/caregiver ratios be averaged on an operation wide basis?
For purposes of the child/caregiver ratio, how many children can a single caregiver care for when children are asleep at night?
How many caregivers must I employ?
What employees can be counted as a caregiver in the child/caregiver ratio?
How does a caregiver care for a child needing constant supervision during sleeping hours?
How does the child/caregiver ratio apply if I provide care for both children in care and children of caregivers, or for both children and adult residents?
How does the child/caregiver ratio apply to activities that occur away from my operation?
What are the supervision requirements for a transitional living program?
When does a child who is in a transitional living program not need supervision?
Is operation permitted to have a transitional living program with living quarters, a cottage, or a house with both male and female residents?

Staffing Rosters/ Ratio
Night-time sleeping ratios:

Service Level Descriptions
Service Level Ratios
Transitional Living

CHILD RIGHTS
Right to Clothing
Contact Parents
Contact with Siblings
Searching Youth
Documenting a search
Techniques prohibited from using on a child

CONFLICT OF INTEREST POLICY
Code of Ethics and Conduct
Conflict of Interest

ADMISSION AND DISCHARGE POLICIES
Policy:
Procedure:
Admission Criteria
Intake Assessment
Program for Children in Care
Discharge Procedures
Admission Criteria & Population Characteristics
Referral Procedure:
Admission Assessment

Medical and Dental Requirements
Admissions Criteria
What must be documented?
Placement Agreement
Orientation
What must be shared with parents
What Must Be Shared with Caregivers
Notification Policy

CHILD-CARE POLICIES
Independent Living Skills
Educational Services Policy
Sex Education Policy
Parent/Guardian Packet
Children Rights
Visitation, Outings, Mail and Telephones
Visitation and Communication Procedures
Outing Procedures
Visiting Hours

Children’s Clothing and Personal Belongings
Policy:
Procedure:
Nominated Supervisors and Responsibilities
Limitations and The Reasons for The Limitations

Behavior Management
Policy:
Procedure:
Disruptive Behavior
Behavior Interventions
Positive Behavior Support Strategies
Responding to Disruptive Behavior
Children Discipline and Behavior
Restricted Behavior Management Practices
Physical Restraints

Religion, Culture, And Ethic Heritage
Policy:
Procedure:

Educational and Vocational Services; Work Assignments and Trips
Policy:
Educational Services
Vocational Services
Work Assignments
Trips

Grievances
Policy:
Procedures:
Summary of the Grievance Resolution
Grievance Handling
Filing and Resolution of Grievance Process

Family Involvement and Communication
Medical and Health Care
Policy:
Procedure:
General Health Care
Medical Care
Dental Care

Release of Child
Aftercare is a process involving input from:
The aftercare plan should include the following:

EMERGENCY BEHAVIOR INTERVENTION POLICIES
Emergency Behavior Interventions Permit to Caregivers
Specific Techniques and Qualifications
Restrictions on the Use of Permitted Emergency Behavior Interventions
Orientation and Emergency Behavior
Training for Emergency Behavior Intervention
Prohibitions for Discharging
Emergency Behavior Intervention
Aggressive/Bullying Exhibited Behaviors:
Disruptive Exhibited Behaviors:
Hyperactivity Exhibited Behaviors:
Interventions for Hyperactivity Behaviors:
Inappropriate Language Exhibited Behaviors:
Interventions for Inappropriate Behaviors:
Lack of Responsibility Exhibited Behaviors:
Interventions for Lack of Responsibility:
Lying/Cheating Exhibited Behaviors:
Interventions for Lying/Cheating Behaviors:
Poor Coping Skills Exhibited Behaviors:
Interventions for Coping Skills:
Poor Peer Relationships Exhibited Behaviors:
Interventions for Poor Peer Relations:
Stealing Exhibited Behaviors:
Interventions for Stealing Behaviors:
Poor Self Esteem Exhibited Behaviors:
Interventions for Poor Self-Esteem:

Emergency Safety Intervention (ESI) Policy
Behavioral Involvement Training (BIT)

Triggered Reviews
What must be documented

Overall Operation Evaluation Policy

DISCIPLINE POLICIES
Methods Used and Positive Response
Trauma Informed Care
Corporal Punishment
Prohibited Punishment
Importance of Nurturing Behavior and Stimulation

TRANSITIONAL LIVING PROGRAM
Criteria used to select participants for the program
Supervision Requirements
Expected Behavior, Training, Education and Roles of Individuals

VOLUNTEERS
ABUSE AND NEGLECT POLICIES
Annual Training
Awareness and Warning
Prevention Techniques
Parent Coordination and Actions

PROTECTING CHILDREN FROM VACCINE- PREVENTABLE DISEASES
OSHA Regulations, Bloodborne Pathogens and Infection Control
Bloodborne Pathogens
Hepatitis C Virus (HCV)
HIV
Hepatitis B Virus (HBV)
PPE
Hazard Communication/ MSDS
Radiation
Chemical and Blood Spills

WORKPLACE VIOLENCE PREVENTION
Emergency Kits

SUPERVISION AND MONITORING OF CHILDREN POLICY
Regarding Safety In The Home:
Regarding Travel Supervision And Safety:
Regarding Supervision And Safety At Night:
Staff Communication
Specialized Training

Visitation
Approved overnight stays

Bullying
Measures to Prevent Bullying
Reporting of Bullying

TELECOMMUNICATIONS POLICY
PHYSICAL SITE
Grounds and General Requirements
Toilet and Bath Facilities
Poisons
Food Preparation, Storage, and Equipment

TRANSPORTATION
Recreation Activities
General Requirements
The requirements for recreational areas and equipment
What are higher risk recreational activities?
Requirements when children participate in a higher risk recreational activity?
Who must supervise a higher risk recreational activity?
What duties are required for a person supervising higher risk recreational activities?
Children in care use all-terrain vehicles

Swimming Activities
Must a certified lifeguard be on duty during a swimming activity?
Who must provide a certified lifeguard’s training?
A certified lifeguard be positioning when supervising children who are swimming
The child/adult ratios for swimming activities
Counting the certified lifeguard in the swimming child/adult ratio
Using volunteers or employees who do not meet minimum qualifications for caregivers in the swimming child/adult ratio
Requirements for a child’s access to a body of water?
May I use a stock tank as a pool for a swimming activity?

Watercraft Activities
What watercraft activities do the rules of this apply to?
Requirements for watercraft activities
Considerations the watercraft activity supervisor must take into account prior to the implementation of the activity
Requirements for watercraft equipment

Wilderness Hiking and Camping Excursions
Requirements for hiking or camping excursions
Requirements for monitoring children’s safety and health during hiking or camping excursions
Itinerary type for hiking or camping excursions
Where must the itinerary be kept
Requirements for shelter during an overnight excursion
Requirements for bed equipment used during an overnight excursion
Specific requirements for storing food during a hiking or camping excursion
Requirements for food utensils and equipment when camping
Parameters for drinking water during a hiking or camping excursion
Requirements for toilet facilities during overnight camping excursions

Trampoline Use
Using a trampoline
What are the requirements for using a trampoline as gym equipment

WEAPONS, FIREARMS, EXPLOSIVE MATERIALS, AND PROJECTILES
TOBACCO AND E-CIGARETTE USE
SUBSTANCE ABUSE POLICY
RESIDENT SUBSTANCE ABUSE POLICY
COVID-19 INFECTIOUS DISEASE CONTROL POLICY
ADMINISTRATION OF MEDICATIONS
Medication Administration, Storage and Disposal
Documentation of Medication Administration
Record Procedures
Correction of documentation
Physician Orders
Documentation
Filing of Records
Security of Records/Documents
Resident Refusal of Medication

EMERGENCY PLANNING AND PREPARATION
Emergency Preparedness and Response Plan
Emergency Preparedness Plan
Emergency Plan
Emergency Preparedness
Responsibilities of the Management
Risk Management
Emergency Management Procedures
Review Plan
Obtains Written Authorization to seek Emergency Treatment
Record Keeping in Employee Personnel Records
Emergency Communications

LIST OF ANNEXURES
Annexure 01: Record Keeping Log
Annexure 02: Record Retrieval Form
Annexure 03: Authorization to Release Information Form
Annexure 04: Unauthorized Leave Form
Annexure 05: Serious Incident Form
Annexure 06: Employee Checklist
Annexure 07: Acknowledgment
Annexure 08: Staff Training and Development Form
Annexure 09: Active Child Form
Annexure 10: Child Unauthorized Leave Debrief Form
Annexure 11: Continuous Unauthorized Leave
Annexure 12: Annual Summary Log
Annexure 13: Information Breach Form
Annexure 14: Monthly Records Management Review
Annexure 15: Training Form
Annexure 16: Daily Medication Form
Annexure 17: Disruptive Behavior Form
Annexure 18: Fire Safety Drill Form
Annexure 19: Emergency Preparedness Numbers
Annexure 20: Safety Drill Form
Annexure 21: Caretaker Acknowledgement Form
Annexure 22: Parental Consent Form
Annexure 23: Criminal Disclosure Form
Annexure 24: Child Maltreatment Form
Annexure 25: Investigative Form
Annexure 26: Child Intake Form
Annexure 27: Child Medication Form
Annexure 28: Child Inventory Form
Annexure 29: Child Acknowledgment
Annexure 30: Medical and Dental Consent Form
Annexure 31: Medical Refusal Form
Annexure 32: Sign in and Sign out Log
Annexure 33: Transfer/ Discharge Form
Annexure 34: Money Holding Form