VIRGINIA DEPARTMENT OF SOCIAL SERVICES

Extra Special Parents, Inc.
1527 Huguenot Rd
Ste. 101
Midlothian, VA 23113
(804) 714-1776

Current Inspector: Dawn Espelage (540) 759-8852

Inspection Date: Oct. 10, 2019

Complaint Related: Yes

Areas Reviewed:

22VAC40-191-40-D-4-b

Technical Assistance:

Technical Assistance: The definitions of foster home provider, short-term foster home provider and caregivers were reviewed. Standard 22VAC40-131-190 was reviewed. The licensee agreed to provide written information for further review by the department. Technical Assistance provided regarding up to date and accurate information related to standard 22VAC40-131-370.M.12.

Comments:

An unannounced complaint inspection was conducted at Extra Special Parents-Richmond on October 10, 2019 from 9:45 AM to 1:00 PM due to a complaint related to background checks. During this inspection two provider home records were reviewed, agency representatives were interviewed, policies and procedures were reviewed. An exit interview was conducted on October 10, 2019 at 12:23 pm with 5 agency representatives (Executive Director, Director of TFC, Director of Community Based Services, Assistant Director of Clinical Services and the Compliance Supervisor). The complaint is deemed as valid. There was one (1) violation determined during this inspection.

Violations:

Standard #:	22VAC40-191-40-D-4-b
Complaint related:	Yes
Description:	Violation: Based on the review of the foster home provider record (FH1), the provider failed to ensure that other household member (OHM) 1 complete a sworn statement or affirmation when he became 18 years old. Evidence: (1)Based on the review of the foster home provider record (FH1), the date of the last sworn statement for OHM1 was 06/07/2018 and there were no additional sworn statements or affirmations for OHM1 located in the provider home record or the OHM?s record. (2)During the exit interview, AR1 carefully reviewed the provider home record (FH1) to look for a sworn disclosure or affirmation that should have been completed on 05/03/2017. After carefully reviewing the record, the AR responded by stating that she was ?pretty certain? that the document was not present in the file. (3)During the exit interview AR2 and AR4 reviewed the OHM1?s service record and could not locate a sworn disclosure or affirmation in this record either. Violation: Based on the review of the foster parent record (FH1), the provider failed to ensure that OHM4, a person older than 18 years of age, complete a background check and central registry search upon residing in the home. Evidence: (1)According to an addendum located in the file for FH1, effective 01/24/2019, OHM4 began residing in the home. The criminal background check for OHM4 is dated 08/23/2019. At the time of inspection, there were no additional criminal background checks available in the record for this household member. (2)According to an addendum located in the file for FH1, effective 01/24/2019, OHM4 began residing in the home. The central registry search date for OHM4 is dated 07/01/2019. At the time of inspection, there were no additional registry searches available in the record for this household member. (3)Based on an interview with AR1, OHM4 resides in the home and they confirmed that this addendum was correct with no updated addendums on file for this time-frame. Violation: Based on the review of the foster parent record (FH2), the provider failed to ensure that OHM5, a person older than 18 years of age, complete a central registry search within 30 days of this member becoming 18 years old. Evidence: (1)According to the review of FH2?s record, the central registry search for OHM5 was completed on 10/18/2018 (6 months prior to the member becoming 18) with a criminal background completion date of 08/23/2019 (after becoming 18 years old). (2)During the exit interview, AR1 suggested that the central registry check was not requested until October 2018 due to the delays in the process. However, there was no response regarding delays as it relates to why the background check was not completed within the regulated time-frame.
Plan of Correction:	?ESP will compile a list of all current household members, as well as current foster placements, and create a tickler system which will alert ESP?s Compliance Coordinator when a child under the age of eighteen is approaching their 18th birthday and will need new background checks. At that point, ESP Family Services staff will then assist the family with completing all required background check documentation so that the requests are made within thirty days of said birthday. ?ESP will compile a list of all currently licensed foster parents, as well as other adult household members, and create a tickler system which will alert ESP?s Compliance Coordinator when the expiration dates for background checks are approaching. At that point, ESP Family Services staff will then assist the family with completing all required background check processes so that the process is completed before the expiration date. ?ESP Clinical Specialists and Family Services staff will be trained on the importance of the need to facilitate activities related to background checks for a youth in foster care who turns eighteen while residing in a licensed foster home, as well as the implications of non-compliance. ?ESP will educate and train currently licensed foster parents, as well as those involved in the licensing process, of the importance of abiding by deadlines for background checks and working with ESP to have these completed prior to their expiration dates. They will also be educated and trained on the importance of notifying ESP staff whenever they believe another household member, relative or non-relative, will be residing in their home for more than a 30 day consecutive stay, so that they can have their background checks completed. This will also include processing the negative ramifications if an expiration date for checks passes, which will result in their home?s immediate suspension if this occurs.