Pa. Code 5240.42

Agency records

This section requires Intensive Behavioral Health Services (IBHS) agencies to maintain agency-level records—including inspection reports, service descriptions, emergency plans, HR policies, coordination agreements, group service schedules, and quality improvement plans—for at least four years. Agencies must also retain staff personnel records, including credentials, training documentation, criminal history checks, and individual training plans, for at least four years after the staff member's departure. These are administrative recordkeeping requirements that apply to the IBHS agency as a whole.

55 Pa. Code § 5240.42 - Agency records 

 State Regulations 

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(a)
 An IBHS
 agency shall maintain records that contain the following for at least 4 years: 
 
(1)
 Inspection reports, certifications or
 licenses issued by State and local agencies.

(2)
 A detailed agency service description in
 accordance with §
 
5240.5
 (relating to service
 description).

(3)
 A written
 emergency plan that includes, at a minimum, a plan for natural disasters,
 inclement weather and medical emergencies.

(4)
 Human resources policies and procedures
 that address the following: 
(i)
 Job
 descriptions for staff positions.

(ii)
 Staff work schedules and time
 sheets.

(iii)
 Criminal history
 checks, child abuse certifications and training on and compliance with the
 mandated reporting requirements in
 
23 Pa.C.S. §§
 
6301
-
6386
 (relating to Child
 Protective Services Law) and 55 Pa. Code Chapter 3490 (relating to protective
 services).

(5)
 Written
 agreements to coordinate services in accordance with §
 
5240.7
 (relating to coordination
 of services).

(6)
 Daily schedules
 for group services if providing group services.

(7)
 Quality improvement plan in accordance
 with §
 
5240.61
 (relating to quality
 improvement requirements).

(b)
 An IBHS agency shall maintain staff
 personnel records that include the following for at least 4 years after the
 staff person is no longer employed by the agency: 
 
(1)
 Documentation of staff credentials or
 qualifications.

(2)
 Documentation
 of completion of required training for staff, including completion of
 continuing education credits required for professionally licensed staff in
 accordance with the applicable professional regulations.

(3)
 Criminal history checks and child abuse
 certifications.

(4)
 The staff
 person's individual training plan in accordance with §
 
5240.13
 (relating to staff
 training plan).

Notes

55

 Pa. Code §
 
5240.42

This section cited in 55 Pa. Code §
 
1155.22
 (relating to ongoing
 responsibilities of providers); 55 Pa. Code §
 
5240.6
 (relating to restrictive
 procedures); and 55 Pa. Code §
 
5240.13
 (relating to staff
 training plan).

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