VIRGINIA DEPARTMENT OF SOCIAL SERVICES

The PICF Training Institute, LLC
23 West Broad Street
Suite 402
Richmond, VA 23220
(804) 385-4171

Current Inspector: Sherry Woodard (757) 987-0839

Inspection Date: Aug. 30, 2021 and Sept. 7, 2021

Complaint Related: No

Areas Reviewed:

22VAC40-131 ORGANIZATION AND ADMINISTRATION 22VAC40-131 PERSONNEL 22VAC40-131 CHILDREN'S SERVICES 22VAC40-131 ADDITIONAL REQUIREMENTS FOR SPECIFIC PROGRAMS 22VAC40-191 Background Checks for Child Welfare Agencies

Comments:

A monitoring inspection was initiated on August 30, 2021 and concluded on September 7, 2021. The Executive Director was contacted by telephone to initiate the inspection. The Executive Director reported that the current census was eight youth in independent living arrangements. The inspector emailed the Executive Director a list of items required to complete the remote documentation review portion of the inspection. The inspector reviewed one youth record and three staff records submitted by the agency to ensure documentation was complete. An exit meeting was conducted with the Executive Director on September 7, 2021 where findings were reviewed and an opportunity was given for questions, as well as for providing any information or documentation which was not available during the inspection. Information gathered during the inspection determined non-compliance(s) with applicable standards or law, and a violation was documented on the violation notice issued to the facility.

Violations:

Standard #:	22VAC40-131-370-D
Description:	Based on review of the record for a youth placed in an independent living arrangement, Youth 1, and interview with agency representative AR1, the agency failed to assure that all entries in the case file contained the signature of the individual performing the service. Findings: 1. The agency uses an electronic system for maintaining the case log. 2. The system indicates ?This document is signed and no further editing is allowed? when the entry has been signed. 3. The 06/21/2021, 07/26/2021, 08/09/2021, 08/10/2021, and 08/18/2021 contact note entries and the 07/20/2021 and 07/29/2021 progress note entries failed to contain the signature of the individual performing the service. These entries do not include the statement indicating signature and prohibiting editing. 2. AR1 acknowledged the entries did not contain the signature of the individual performing the service
Plan of Correction:	CEO and Quality Assurance Team has explored the glitch in our software and discussed issues with the developer. Alerts for signatures in the contact notes sections of the electronic record is not available. An audit of the contact notes will be completed and the electronic signatures will be obtained.