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Adult Protective Services Handbook

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  • Section 5000: Confidentiality and Integrity of Records and Review and Hearing Processes

    5000 Confidentiality and Integrity of Records and Review and Hearing Processes

    5100 Confidentiality, Disclosure, and Release of Case Information

    5110 Providing the Case Record

    5111 People and Entities Entitled to the Case Record

    5111.1 Procedure for Obtaining APS Case Records

    5111.2 Release of APS Case Records to Facilities or Providers Under HHSC Regulatory Services Division Provider Investigations Jurisdiction

    5112 Release of APS Case Records to Law Enforcement Agencies and Prosecuting Attorneys

    5112.1 Procedure for Release of Case Records to Law Enforcement

    5120 Providing Case Information

    5121 Confidentiality of the Reporter

    5122 Disclosure of Case Information to the Reporter and Others

    5123 Disclosure of Case Information to Other Entities to Help Clients Obtain Services

    5124 Disclosure of Case Information to Prospective Guardians

    5125 Confidentiality of People Who Are HIV-Positive or Have AIDS

    5126 Disclosure of Criminal History Information

    5126.1 Procedure for Disclosure of Criminal History Information

    5126.11 Penalty for Unauthorized Disclosure of Criminal History Information

    5130 Disclosure of Case Information in Connection With a Court Action

    5131 Subpoenas

    5132 Notifying a Probate Court About an Investigation Involving Guardianship

    5132.1 Notifying the Probate Court When HHSC OGS Is Guardian or Has Pending Guardianship

    5132.2 Notifying the Probate Court When the Alleged Perpetrator Has a Guardian

    5132.3 Notifying the Probate Court When Financial Exploitation Allegations Involve a Guardian of the Estate

    5132.4 Notifying the Probate Court About Cases Involving an Administrative Desk Review

    5140 Providing Information to HHSC on Adult Foster Care Provider Applicants or Staff of an HCSSA

    5141 Release of Information on Adult Foster Care Provider Applicants (HHSC Form 2357, DFPS Records Check)

    5150 Release of Case Information to Entities Responsible for Protecting Clients

    5160 Release of Information to State Supported Living Centers (SSLC)

    5161 Procedure for Release of Information to State Supported Living Centers (SSLC)

    5200 Content and Maintenance of APS Case Records

    5210 Content of Record

    5211 Electronic Case File

    5212 External Case File

    5220 Maintenance of Record

    5221 Testimonial Evidence and External Case Notes

    5222 External Documentation Page

    5223 Records Retention

    5230 Merging and Relating Persons

    5231 Person Identification (ID) Number

    5232 Automated Person Merge

    5233 Manual Person Merge

    5234 Person Relate

    5235 Manual Person Split

    5240 Case Merge

    5241 When to Merge Cases

    5241.1 Merge Only Open Cases in the Same Stage

    5241.2 Close Duplicate Reports Without Merging Cases

    5242 Case Merge Checklist

    5250 Storage of External Case Files

    5260 Destruction of APS Case Records

    5300 Desk Review for Designated Perpetrators

    5310 Designated Perpetrators Ineligible for a Desk Review

    5320 Notifying the Designated Perpetrator About Findings and Eligibility for a Desk Review

    5321 Timely Request for a Desk Review

    5330 Procedure for Conducting a Desk Review

    5331 Time Frame for Conducting the Desk Review

    5332 Notification of Delay of the Desk Review

    5333 Documenting the Desk Review

    5334 Closing a Case in Service Delivery Following a Desk Review

    5335 Notification of Results of the Desk Review for Designated Perpetrators

    5336 Circumstances in Which Findings May Be Released (Release Hearing)

    5400 Due Process

    5410 Employee Misconduct Registry (EMR)

    5411 EMR Eligibility

    5411.1 EMR Eligible Employee

    5411.2 Definition of Reportable Conduct

    5411.3 Definition of Harm

    5412 Procedures for EMR Eligible Investigations

    5412.1 Required Information for EMR Eligible Investigations

    5412.2 Entering the Valid-Reportable Conduct Finding in IMPACT

    5412.21 Documenting the EMR Investigation Conclusion

    5412.3 Managerial Review of EMR Eligible Investigations

    5413 Internal APS EMR Database

    5414 Responsibilities of the EMR Coordinator

    5415 Notifications and Request for EMR Hearing

    5415.1 Notice of Findings to Subsequent Employers Before the EMR Hearing

    5415.2 Notice of Hearing to the Employee (Designated Perpetrator)

    5415.3 Request for Hearing by the Employee

    5415.31 Late Request

    5416 EMR Hearing Process

    5416.1 Rescheduling a Hearing

    5416.2 Withdrawing a Request for a Hearing

    5416.3 Failure to Appear for a Hearing

    5416.4 Decision of Administrative Law Judge (ALJ)

    5416.5 Request for Judicial Review by the Employee

    5416.6 Providing Notice if a Finding Is Modified or Reversed

    5416.7 Information Forwarded to HHSC for Recording in the Employee Misconduct Registry

    5420 Due Process for Non-EMR (Employee Misconduct Registry) Cases

    5421 Emergency Release of Findings in Non-EMR Cases

    5422 Notice of Emergency Release of Findings to the Designated Perpetrator

    5423 Sending Notice of Intent to Release in Non-EMR Cases

    5424 Administrative Review in Non-EMR Cases

    5424.1 Requesting an Administrative Review in Non-EMR Cases

    5424.11 Request for Records for an Administrative Review in Non-EMR Cases

    5424.2 Conducting an Administrative Review in Non-EMR Cases

    5425 Release Hearings for Non-EMR Cases

    5425.1 Requesting a Release Hearing in Non-EMR Cases

    5425.2 Conducting a Release Hearing and Subsequent Activities in Non-EMR Cases

    5426 Notification and Release of Findings After Non-EMR Due Process

    5426.1 Notification of Decision in Non-EMR Cases

    5426.2 Release of Findings in Non-EMR Cases

    5426.21 Release of Findings on Investigations of HCSSA Staff and Foster Home Providers and Employees

    5426.3 Release of Findings to Professional Licensing Boards and Other Agencies

    5430 Due Process for Client Protection

    5431 Sending Notice of Intent to Release in Client Protection Cases

    5432 Administrative Review in Client Protection Cases

    5432.1 Procedure for Administrative Review in Client Protection Cases

    5433 Conducting Release Hearings for Client Protection Cases

    5433.1 Receipt or Non-Receipt of Request for a Release Hearing in Client Protection Cases

    5433.2 Release Hearing and Subsequent Activities in Client Protection Cases

    5434 Notification and Release of Findings in Client Protection Cases

    5434.1 Notification of Decision in Client Protection Cases

    5434.2 Release of Findings in Client Protection Cases

    5434.3 Emergency Release of Findings in Client Protection Cases

    5434.31 Notice of Emergency Release of Findings to the Designated Perpetrator in Client Protection Cases

    5440 Cases Involving School Personnel

    5441 Processing the Completed School Investigation

    5442 Procedure for Processing the Completed School Investigation

    5443 Timely Request for an Administrative Review in School Personnel Cases

    5443.1 Request for Records for an Administrative Review in School Personnel Cases

    5444 Administrative Review in School Personnel Cases

    5444.1 Procedure for Administrative Review in School Personnel Cases

    5445 Notification of Final Findings for School Personnel

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