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Library: Policy

340:75-6-40.6. Case contacts

Revised 7-1-13

     Oklahoma Department of Human Services maintains a chronological history of contacts with clients and collaterals that is a permanent part of the case record and a component of the case plan.   • 1 through 6 



Revised 7-1-13


1.Purpose of documenting case contacts.It is essential to evaluate the information contained in the contacts when making permanent plan case decisions.The Case Contact report consists of the contact date, name of the client or collateral contacted, other participants, purpose, location, and comments about the content of the contact or meeting.

2.Time requirement for entering contacts.Contacts are entered into KIDS a minimum of monthly from the point of intake through case closure.Contacts with the child are entered no later than thefourth day of the following month.

3.Contact documentation content.The CW specialist documents information after contact with a child in out-of-home placement, parent, or placement provider that includes and addresses the child's:

(1) adjustment and behavior;

(2) connections that include, but are not limited to:

(A) parents;

(B) siblings;

(C) family; or

(D) other important people in the child's life;

(3) permanency;

(4) medical, dental, immunizations, and medications;

(5) developmental needs;

(6) psychological and associated medications;

(7) education and extracurricular activities;

(8) employment, if applicable;

(9) personal care, hygiene, and diet;

(10) living environment and safety issues;

(11) clothing and related needs;

      (12) values, beliefs, religion, language, traditions, and other related factors; and

(13) requests requiring follow up.

4.Contacts content limited to professional and case-related information.Information entered in the Contacts screen by the child welfare (CW) specialist is professional in nature and directly related to case content.

      (1) Emails are not placed into a Contacts screen without thorough editing for inappropriate content or discussion of individuals not active in the case.

     (2) Opinions regarding other professionals and supervisory instructions are not included in the Contacts screen.CW supervisors document instructions regarding staff actions in a separate format.

5.Targeted Case Management (TCM) services.At the time of each contact with the child, parent, placement provider, or other person involved in services to the child, the CW specialist:

(1) discusses the services the child needs;

(2) determines how the services can be accessed; and

(3) reviews the progress of each service provided to the child.

(A) The CW specialist documents the information in the KIDS Contacts screen.The documentation is specific and includes all of the requirements for case contacts.

(B) Contact guides are used when making contact with the child in out-of-home placement, a parent, or placement provider.The guide and age-specific addendums that provide a format to assist the CW specialist in gathering and documenting information obtained during a contact are:

(i) Form 04MP007E, Face-to-Face Contact Guide;

(ii) Form 04MP004E, Contact Guide Addendum for Face-to-Face Visit with Newborn(s) and Infant(s)- Age 0 to 12 Months;

(iii) Form 04MP006E, Contact Guide Addendum for Face-to-Face Visit with Toddler(s) - Age 13 through 36 Months; and

(iv) Form 04MP008E, Contact Guide Addendum for Face-to-Face Visit with Youth - Age 16 to 18.

6.Instructions for entering contact information.Detailed instruction for entering contact information is available in the KIDS How – To entitled, "Contact Guide."This and other How – To's are available on the Infonet.Select the link for child welfare specialists.


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