VIRGINIA DEPARTMENT OF SOCIAL SERVICES

HopeTree Family Services
300 Franklin Street
Suite 220
Martinsville, VA 24112
(276) 790-3720

Current Inspector: Dawn Espelage (540) 759-8852

Inspection Date: Jan. 31, 2020

Complaint Related: No

Areas Reviewed:

22VAC40-131 ORGANIZATION AND ADMINISTRATION 22VAC40-131 PERSONNEL 22VAC40-131 PROVIDER HOMES 22VAC40-131 CHILDREN'S SERVICES 22VAC40-131 ADDITIONAL REQUIREMENTS FOR SPECIFIC PROGRAMS 22VAC40-80 THE LICENSE. 22VAC40-80 THE LICENSING PROCESS. 63.2 General Provisions. 22VAC40-191 Background Checks for Child Welfare Agencies

Comments:

An unannounced renewal inspection was conducted on January 31, 2020 from 9:40 AM - 2:20 PM to review provider home and child records, and on February 7, 2020 from 8:45 AM - 11:50 AM at the Salem location to review Board Officer and Personnel Records. The agency reports a total of eight provider homes and eight foster children in placement at the time of the inspection. As a result of this inspection, records were reviewed for two provider homes, two foster children, four Board Officers, and five personnel. An exit interview was conducted with the Foster Care Supervisor (in person) and Director of Foster Care and Adoption - Western Region (by phone) at the conclusion of the inspection on January 31 and with the Director of Human Resources at the conclusion of the review of personnel and Board Officer records on February 7. Preliminary inspection findings were reviewed at each exit interview. Acknowledgement forms were signed. There were three violations. Upon the receipt of the violation notice, the licensee should identify the necessary corrective action and develop a plan of correction for each violation. The plan of correction should include the following: The steps to correct noncompliance 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 titled Plan of Correction, sign each page of the documentation and return it to the Licensing Office. The licensee should retain a copy to be posted at the facility. Results of the inspection documentation are subject to public disclosure and will be posted on the VDSS web site within 5 days, regardless of whether the Plan of Correction is completed.

Violations:

Standard #:	22VAC40-131-180-J
Description:	Violation: Based on the review of the file for a provider home (PH1) and interview with personnel (S1), the agency failed to address an assessment required by 22VAC40-131-180.J.2.e.5. Evidence: 1) The narrative section of the home study for PH1 did not document an assessment that the applicants are able to articulate a reasonable process for managing emergencies and ensuring the adequate care, safety, and protection of children. 2) When discussed during the exit interview, S1 stated that emergency and safety procedures were covered with P1 and P2 from PH1 during the home study process and no concerns were noted. 3) S1 acknowledged that this assessment was not present in the written narrative.
Plan of Correction:	Each file will be reviewed to ensure compliance with this standard. Home Study Addendum will be written to ensure it is clearly assessed process for managing emergencies and ensuring the adequate care, safety, and protection of children. The agency will continue to have the families do evacuation plans and Caseworker will incorporate these plans and information learned during the interviews into the Home Study.
Standard #:	22VAC40-131-180-J-1
Description:	Violation: Based on a review of the home study and interview with personnel, (S1), the agency failed to ensure all department-required information was documented in the file of P1 and P2 from PH1. Findings: 1) The homestudy in the record of PH1 did not contain the results of a national criminal background check for P1 or P2 as required by 22VAC40-131-180.J.1.a. 2) PH1 was approved 74 days prior to the date of the inspection. 3). During an interview, S1 was able to locate the national criminal background checks for P1 and P2 from PH1. 4) S1 acknowledged that the checks were not documented in the file of PH1 as required.
Plan of Correction:	Regular provider file reviews will be conducted to ensure all necessary documents have been received by email as and filed. Background check results will be immediately printed for the file when received. The emailed results will be sent to the office manager as well.