VIRGINIA DEPARTMENT OF SOCIAL SERVICES

The Bair Foundation of Virginia
184 Business Park Drive
Suite 200
Virginia beach, VA 23462
(757) 424-2861

Current Inspector: Sherry Woodard (757) 987-0839

Inspection Date: Aug. 24, 2020 and Aug. 31, 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:

22VAC40-131-290.K & 22VAC40-131-290.L: Documenting efforts taken to be in compliance with this standard during the state of emergency.

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 monitoring inspection was initiated on August 24, 2020 and concluded on August 31, 2020. The Therapeutic Foster Care Program Director was contacted by telephone to initiate the inspection. The agency reported 43 children in care, and 52 approved provider homes. The agency reports no new staff since the last inspection. Board Officer Records were reviewed and determined to be in compliance at this time. The inspector emailed the Program Director a list of items required to complete the inspection. The inspector reviewed 4 complete children records, 5 complete provider home records, 7 additional provider home records (background and medical records only), 1 additional provider home record (re-evaluation standards only) and 2 staff records submitted by the agency to ensure documentation was complete. 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 #:	22VAC40-131-180-J-1
Description:	22VAC40-131.180.J.1.c Based on the review of the file for Foster Home (FH)-4 and based on an interview with agency representatives (AR), the licensee failed to obtain from the applicant a driving record from the Department of Motor Vehicles and the home study did not document details of a driving record which was obtained from the Department of Motor Vehicles. Findings: 1.Based on the review of the file for FH-4, the file did not contain a driving record which was obtained from the Department of Motor Vehicles. 2.The home study located in the record for FH-4 did not include details of a driving record obtained from the Department of Motor Vehicles. 3.During the exit interview, AR1 and AR2 reviewed the record and acknowledged that while there was a letter stating that the foster parent?s license had been reinstated there was no driving record obtained from the Department of Motor Vehicles for this applicant.
Plan of Correction:	All Department of Motor Vehicle driving records will be properly obtained and included in the foster parent home studies. Supervisors and Intake Coordinator will review all foster home records to ensure that Department of Motor Vehicle driving records have been collected. 9/30/2020 Program Supervisor Intake Coordinator
Standard #:	22VAC40-131-260-B-5
Description:	Based on the review of the record for Foster Child (FC)-2 and FC-3 records and based on an interview with agency representatives (AR), the licensee failed to include the previous placement history, including dates and names of previous caretakers in the social history. Findings: 1.Included in the record for FC-2 and FC-3, were the following documents: ?Pre-placement Narrative,? ?VA-Prep for Placement V.2,? and ?Intake Documentation? which documented previous placement history. However, the social history did not contain documentation of the youth?s previous placement history. 2.Regarding previous placement history, the social history for both FC-2 and FC-3 stated that ?this information is unknown at this time.? 3.During an exit interview, AR1 and AR2 reviewed the records and acknowledged that the previous placement history was not documented on the social history for FC-2 and FC-3 and acknowledged this information was known at the time of the completion of the social history.
Plan of Correction:	All Social Histories will include previous placement history, including dates and names of previous caretakers. Supervisors will review all child records to ensure that Social Histories contain complete placement history information. Addendums will be completed to address any missing information. 10/5/2020 Program Supervisor Case Managers
Standard #:	22VAC40-131-260-B-6
Description:	Based on the review of the records for FC-2 and FC-3, the licensee failed to document in the social history, the youth?s medical history, including names and addresses of providers of medial treatment and copies of available reports or documentation of the licensee?s attempts to obtain the information. Findings: 1.The social history documented in the record for FC-3 is dated 11/20/2019, the physical exam located in the record is dated 11/15/2019 and contains the medical history of the youth. However, the social history states the following for medical history ?the child has not been taken to the doctor yet.? 2.The record for FC-3, specifically, the ?pre-placement documentation,? contained information regarding the youth?s medical history. However, the social history did not contain medical history and stated ?the child has not been taken to the doctor yet.? 3.The social history documented in the record for FC-2 is dated 11/20/2019, the physical exam located in the record is dated 11/05/2019 and contains information regarding the medical history of the youth. However, the social history states ?there are no significant medical history to report.? The physical exam contains specific diagnosis and medical information. 4.During an exit interview, AR1 and AR2 reviewed the record and acknowledged that the medical history was not documented on the social history for FC-2 and FC-3.
Plan of Correction:	All Social Histories will include the youth?s medical history, including names and addresses of providers of medical treatment and copies of available reports or documentation of attempts to secure the information. Supervisors will review all child records to include medical information has been properly included in the Social History. Addendums will be completed to address any missing information. 10/5/2020 Program Supervisor Case Managers
Standard #:	22VAC40-131-260-B-9
Description:	Based on the review of the record for FC-3, the licensee failed to include the psychiatric history of the child?s sibling in the social history. Findings: 1.FC-3?s sibling is in care as evident by the review of the record for FC-2 (sibling). According to the review of the record for FC-2, the psychiatric history is documented on a physical exam and is not included in the social history for FC-3. 2.In this section of the social history, the licensee documents that FC-2 ?has no current diagnosis? however, the intake information and physical for FC-2 dated 11/05/2019 documents specific diagnosis along with related symptoms. This information is not included on the social history for FC-3.
Plan of Correction:	All Social Histories will include complete psychiatric history of the youth. Supervisors will review all child records to ensure that psychiatric history has been properly documented. Addendums will be completed to address any missing information. 10/5/2020 Program Supervisor Case Managers