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: Feb. 18, 2020 and Feb. 19, 2020

Complaint Related: No

Areas Reviewed:

22VAC40-131 ORGANIZATION AND ADMINISTRATION 22VAC40-131 PERSONNEL 22VAC40-131 PROVIDER HOMES 22VAC40-131 CHILDREN'S SERVICES 63.2 General Provisions. 63.2 Facilities and Programs.. 22VAC40-191 Background Checks for Child Welfare Agencies

Technical Assistance:

22VAC40-131-340-B.1-A formatting recommendation was made, specifically discussing the formatting of initial individualized service plans. Recommended that the licensee separate measurable objectives and strategies describing services to be provided to the child, his placement family and his birth family during the first 45 days of placement. 22VAC40-131-180.A-Personnel Records. Recommendations made regarding clearly identifying hire dates and up-to date written personnel records.

Comments:

An unannounced mandated renewal inspection was conducted to Extra Special Parents located at 711 Courthouse Road Chesterfield, VA on February 18, 2020 and from 9:00 am to 4:15 pm and on February 19, 2020 from 9:00 am to 2:00 pm. Extra Special Parents continues to provide foster care, short-term foster care and treatment foster care services. The agency reports thirty-one (31) children in care and thirty-four (34) approved foster homes. There were 4 new staff hired for this location since the last monitoring inspection. The licensee reported changes in the administrative structure and reports no board for this organization. During the inspection, the following activities transpired: 1.Four (4) complete foster home records were reviewed 2.Six (6) additional foster home records were reviewed (background checks & medicals) 3.Three (3) complete foster child records were reviewed (including a discharge record) 4.Four (4) complete personnel files were reviewed 5.A Physical Plant inspection was completed 6.Policy and Procedures were reviewed 7.Interviews with agency representatives were conducted 8.There is no board; reviewed reported changes to the organizational structure 9.Renewal application with all required attachments was reviewed There were two (2) citations for violation of the Standards for Child Placing Agencies. An exit meeting was conducted with agency representatives (Co-CEO, Director of Operations, Director of HR, Director of Treatment Services) on February 11, 2020 at 1:20 p.m. to discuss the inspection findings. Upon receipt of the violation notice, the licensee should develop a plan of correction for each violation. The plan of correction should include the following: the steps to correct non-compliance with the standard(s); measures to prevent re-occurrence of noncompliance; person(s) responsible for implementation and monitoring of preventative measure(s); and date by which noncompliance will be corrected. The licensee has five (5) calendar days from receipt of the inspection documentation to complete the section entitled "Plan of Correction", sign each page of the Plan of Correction and return it to the Licensing Office. The licensee retains a copy to be posted at the facility. Results of the inspection are subject to public disclosure and will be posted on the VDSS web site within five (5) days, regardless of whether or not the Plan of Correction has been completed.

Violations:

Standard #:	22VAC40-131-160-B-7
Description:	Based on the review of the personnel record for Staff 1 (S1) and based on an interview with Agency Representative 3 (AR3), the licensee failed to document a date of separation for the position held with the licensee. Findings: 1.The personnel record for S1 listed two different hire dates and did not list a separation date for the position held. There was a third hire date identified on the staff listing. 2.During an interview, AR3 reported that S1 separated from the position on 12/15/2017 and was rehired for a position on 10/11/2019. During the interview, AR3 acknowledged that no separation date was documented in the personnel record.
Plan of Correction:	The Director of Human Resources and Contracts will ensure that a memo is completed for all team members who were previously employed and subsequently return to employment. This memo will include the date of separation from previous employment and the date of return to the company. This document will also be added to our New Employee Checklist. Date to be corrected: Immediately
Standard #:	22VAC40-131-230-B
Description:	Based on the review of the provider home record for Foster Home 1 (FH1) and based on an interview with Agency Representative 1 (AR1), the licensee failed to monitor an approved provider home at least one time every 90 days. Findings: 1.Based on the review of the record for FH1, there was no documentation of either a visit to the approve home or a direct telephone contact with the approved foster home provider at least one time every 90 days. 2.Based on the review of the record for FH1, the home was approved on 07/17/2019 and the last documented monitoring (direct) contact with this approved home was conducted on 10/25/2019 during a monitoring home visit. 3.Based on the review of the record for FH1, there was documentation of a telephone message left for the approved provider, FH1, dated the same day of this inspection, 02/18/2020. However, there was no documentation of a direct telephone contact with this provider. 4.During an interview, AR1 reported that several written correspondents requesting missing documentation were sent to FH1 during the months of November and December with no response from the approved provider/FH1. 5.During an interview, AR1 acknowledged that there was no home visits and no direct telephone contacts made with this approved provider/FH1 since 10/25/2019.
Plan of Correction:	ESP Family Services Specialists will be retrained in Quarterly Monitoring Reviews and all communication contacts in regards to scheduling these reviews will be documented in their file. Date to be corrected: 2/28/2020; ongoing compliance activities