VIRGINIA DEPARTMENT OF SOCIAL SERVICES

The James Barry Robinson Institute
6353 Center Drive
Building 8, Suite 106
Norfolk, VA 23502
(757) 455-6233

Current Inspector: Sherry Woodard (757) 987-0839

Inspection Date: Sept. 18, 2020 and Sept. 28, 2020

Complaint Related: No

Areas Reviewed:

22VAC40-131 PERSONNEL 22VAC40-131 PROVIDER HOMES 22VAC40-131 CHILDREN'S SERVICES 63.2 General Provisions. 22VAC40-191 Background Checks for Child Welfare Agencies

Technical Assistance:

22VAC40-191-40.C.1.f and 22VAC40-191-40.A.3: Clarity in documenting satisfactory background checks for other household members. 22VAC40-131-290.J: Recommended adjustments for clearly documenting medication intended effects and adverse reactions.

Comments:

This inspection was conducted by licensing staff using an alternate remote protocol necessary due to a state of emergency health pandemic declared by the Governor of Virginia. A renewal inspection was initiated on September 18, 2020 and concluded on September 28, 2020. The Program Director and Chief Compliance Officer was contacted by video conference to initiate the inspection. The agency reported 28 children in care, and 26 approved provider homes. The agency reports 3 new staff hired since the last inspection. The inspector emailed the Program Director a list of items required to complete the inspection. The inspector reviewed 3 complete child record, 3 complete provider home record, and 6 additional provider home records (background and medical checks only). The inspector reviewed board officer records. A virtual tour of the facility was completed. Information gathered during the inspection determined non-compliance with applicable standards or law, and violations were documented on the violation notice issued to the agency. The licensee has five business days from receipt of the inspection documents to complete the section entitled "Plan of correction," sign each page of the inspection documents and return to the Licensing Office. The licensee should retain a copy to be posted at the facility. Results of the inspection are subject to public disclosure and will be posted on the Virginia Department of Social Services public website within five business days, regardless of whether or not the Plan of Correction is completed.

Violations:

Standard #:	22VAC40-131-250-M
Description:	Based on the review of the record for foster child (FC) 3 and based on an interview with agency representatives, the licensee failed to document a preplacement visit in the prospective home for FC-3 and failed to document the reason why a preplacement visit did not take place. Findings: 1.The record for FC-3 documented a preplacement visit note dated 07/08/2020. This note documents a pre-placement interview; however, this note does not document a pre-placement visit and does not document why the preplacement visit did not take place. 2.The record for FC-3 documented a placement note, dated 07/10/2020; however, this note does not document a preplacement visit and does not document why the preplacement did not take place. 3.There was no evidence of the licensee documenting a preplacement visit and no evidence of the licensee documenting why the preplacement visit did not take place. 4.During the exit interview, AR1 reviewed the record and was not able to locate the documentation of a preplacement visit or documentation of why the visit did not take place.
Plan of Correction:	Child's record amended on 09/30/2020to reflect why the pre-placement visit was not conducted in the home prior to the placement. All other active records to be reviewed by CW staff to assure no other record contains a similar concern. Responsible Parties: Program Director and CW staff. Prevention: Whoever takes the referral and or completes the placement will ensure that a preplacement visit is conducted and if one is not that a justification is present in the chart.
Standard #:	22VAC40-191-40-D-5-a
Description:	Based on the review of the records for Foster Home (FH) 7 and based on an interview with Agency Representatives (AR), the licensee failed to have a search of the central registry for Other Household Member (OHM) 4. Findings: 1.Based on the review of the face sheet presented for Foster Home (FH) 7, Other Household Member (OHM) 4 became 14 years old on 03/10/2006. There was no evidence of a central registry check presented for review. 2.Based on an exit interview, AR1 carefully reviewed the record for FH7 and was not able to locate a central registry check for OHM 4. 3.During the exit interview, AR1 acknowledged that they failed to complete a central registry check for OHM4.
Plan of Correction:	Central Registry form was completed for household member for FH7 and submitted on 09/30/2020. Responsible Parties: Program Director and Foster Parent Engagement Specialist Prevention: Central Registries will be completed on household members at time of certification if they will be 14 within 30 days of certification.