Standards For Supervised Visitation Practice

7.0 Records

7.1 Purpose

This section sets forth the obligations of maintaining client files and case records, guidelines for release and disclosure of client information, and types of provider reports to the court and/or referral source.

7.2 Client Files

1. A provider is responsible for maintaining, storing, and destroying records in a manner consistent with applicable government statutes and regulations.

2. A file must be created for each family and kept according to standards of confidentiality under section 21.0 of this document. The client file must include:

1. Names of each parent and child;
2. Dates of birth;
3. Address;
4. Telephone number;
5. Emergency contact and telephone number;
6. Referral date;
7. Source of referral;
8. Reason for referral;
9. Provider agreement with clients for use of the service;
10. If applicable, other persons authorized to visit;
11. Relevant court orders or signed agreement between the parents;
12. Consents for release of information (if any); and
13. Observation notes, reports, and records of the visit (if any).

7.3 Records of Parent/Child Contact

A provider must maintain a record of each parent/child contact. The record must be factual and must contain at a minimum, but not be limited to:

1. Client identifier;
2. Who brought the child to the parent/child contact;
3. Who supervised the parent/child contact;
4. Any additional authorized observers;
5. Date, time, and duration of parent/child contact;
6. Who participated in the parent/child contact;
7. An account of critical incidents, if any; and
8. An account of ending or temporary suspension of the parent/child contact, including the reasons for ending or suspending the visit.

7.4 Protection of Client Information

1. A provider must set forth in writing, implement, and maintain policies and procedures regarding the release of case information. Case files must not be released except as provided by law, court order, or consent of the parents.
2. When a request for a case file is received, the file must be reviewed and personal identifying information must be redacted (covered over), except as required by law, as required by the court or subpoena, or when reporting suspected child abuse.
3. When a client is staying in a shelter or other confidential location, especially in domestic violence cases, the provider must not disclose the shelter location or other confidential client identifying information, except as required by law or court order.

7.5 Protection of Provider Identity

A provider must establish policies concerning confidentiality and the protection of staff and volunteers identification in the client file.