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Library: Policy

340:2-3-72. Office of Client Advocacy (OCA) services specific to residents of Robert M. Greer Center (Greer) and Laura Dester Children’s Center (SHIELD)

Revised 9-15-21

(a) Representation.  OCA advocacy services are provided to Greer and SHIELD residents consistent with Oklahoma Administrative Code (OAC) 340:2‑3-71 and 340:2-3-72.

(b) Grievance coordination.  OCA advocates serve as grievance coordinators for resident grievances, per OAC 340:2-3-51

(c) Abuse and neglect reporting.

(1) OCA advocates provide training to Greer and SHIELD employees regarding their obligation to report suspected incidents of abuse, neglect, verbal abuse, exploitation, and caretaker misconduct, per OAC 340:2-3-33.

(2) Suspected incidents of abuse, neglect, verbal abuse, exploitation, and caretaker misconduct are immediately transmitted to OCA intake, per OAC 340:2-3-33

(d) OCA advocacy and monitoring. OCA advocates provide advocacy and monitoring to ensure compliance with rules, regulations, and policies applicable to residents' health, safety, and welfare.  In addition to activities, per OAC 340:2‑3-71, advocacy and monitoring activities for Greer residents include:

(1) a face-to-face visit with each resident at least once every six months, and more frequently as needed, to assess and address the resident's advocacy needs;

(2) periodic site visits to facility buildings frequented by residents, including residential units, vocational programs locations, canteens, and therapy departments, at least quarterly, and more frequently as warranted to monitor compliance with health and safety requirements and protection of client rights including, but not limited to, privacy rights;

(3) a visit with a resident, at the resident's request, the resident's guardian, or another person concerned about the resident's welfare, unless contraindicated;

(4) a review of relevant documentation within seven-calendar days of receipt including, but not limited to:  individual plan (IP) and interim IPs; accident and incident reports; OCA investigation findings; behavior-data collection forms, guardianship assessments, and other professional reports and assessments;

(5) serving as a member of a resident's Personal Support Team (PST);

(6) participating in capacity assessment meetings and annual reviews;

(7) attending facility Behavior Review Committee (BRC) and Human Rights Committee (HRC) meetings as required or indicated;

(8) attending mortality review meetings, per OAC 340:100-3-35

(9) reporting policy violations, for administrative action and correction, to the facility director or quality assurance designee;

(10) promoting (PST) discussion of alternatives to living in the facility, and consulting with PST members regarding community supports and community residential placement alternatives; and

(11) providing transition advocacy assistance for 90-calendar days from the date the resident moves out of Greer or SHIELD.  The 90-calendar days may be extended by the advocate general or designee as warranted.  Transition advocacy assistance includes:

(A) participating in discharge planning meetings;

(B) visiting the identified home prior to the move and ensuring Form 06CB034E, Residential Pre-service Checklist, is completed, any identified issues are resolved, and everything is in place before the resident moves out of Greer or SHIELD;

(C) visiting the home within seven-calendar days when a resident moves out of Greer to determine if there are OCA advocacy needs.  Making phone contact with the community case manager, program coordinator, resident and/or guardian, and at least one staff person in the home to determine if there are OCA advocacy needs; and

(D) visiting the home monthly to assist with resolution of advocacy needs until the case is closed.

Revised 9-15-21

1Office of Client Advocacy (OCA) advocates document all advocacy and monitoring activities in OCA's Client Contact Manager database.

2. OCA advocate attendance at meetings involving the implementation of a level 3 or 4 behavior intervention strategy is encouraged.

3. The nature and scope of advocacy, on behalf of residents for transitioning from the Robert M. Greer Center or Laura Dester Children's Center (SHIELD) to a community residential placement is determined on a case-by-case basis.