(A)   Administrator. In order to develop an adequate program of treatment and care, it is essential that there be an administrator of maturity and experience to equip the administrator for the task. It is highly recommended that the administrator shall have had at least two years of previous professional work with the mentally retarded or administrative experience of similar duration in an adequate program. Professional preparation and experience in medicine, social work, or psychology are especially desirable. Either an administrator or supervisor of the staff (houseparent) may be in charge of the facility. This section is not mandatory, however, lack of compliance with this guidance may be considered in any prosecution for violation of these regulations. A facility for solely residential purposes is exempt from this provision.
   (B)   Finances. A sound financial plan must be demonstrated. Adequate records must be kept of all income received and expended. An audit shall be performed annually and a copy of the audit report shall be submitted to the City Income Tax Department, as well as any county or state agencies requiring the same by law. Financial records may be inspected by the city at any time. Financial records must be kept for a period of 15 years.
   (C)   Insurance. Adequate insurance, including liability insurance, must be maintained and a certificate of insurance submitted to the office of the Safety and Service Director annually.
   (D)   Health clearance. The halfway house, hostel, or group home shall secure a written report from a licensed physician or health department that all personnel at the time of employment and annually thereafter are free of communicable and infectious diseases, including tuberculosis. Persons with infectious and communicable disease shall not be on duty in any facility.
   (E)   Reports. Any facility requiring licensure shall furnish to the appropriate county or state agency such reports as may be required, including at a minimum:
      (1)   Injury and incident reports. A written report shall be submitted to the office of the Safety and Service Director within three days concerning any serious injury or unusual incident involving a resident including name, age, sex, date of admission, diagnosis, date of incident of death, nature of incident, medical findings and treatment, name of attending physician, and final disposition;
      (2)   Death reports. Reports of all deaths from unnatural causes, including those reports to the coroner, shall be submitted to the office of the Safety and Service Director either as a special report or by copy of the death certificate within 30 days of occurrence; and
      (3)   Special reports. Any occurrences such as epidemic outbreaks, poisonings, reportable diseases, or other unusual occurrences which threaten the welfare, safety, or health of any resident admitted to any institution shall be immediately reported by telephone or telegram to the local health officer. The halfway house, hostel, or group home shall furnish such other pertinent information as the local or state department of health may require. The facility shall also immediately submit an identical report to the office of the Safety and Service Director.
   (F)   Fire safety. All halfway houses, hostels, rooming houses and group homes shall conform to the requirements established by the State Fire Marshal. An annual inspection shall be made by the State Fire Marshal, or the Fire Marshal’s designee. A copy of the current fire inspection clearance shall be maintained on the premises and made available upon request to the residents and city.
   (G)   Disaster program. All halfway houses, hostels, and group homes shall adopt and maintain a written disaster program which shall provide plans for disasters occurring within and on the grounds of the facility.
      (1)   The written disaster program shall include:
         (a)   Administrative procedures; and
         (b)   Plans for evacuation and continued care of residents.
      (2)   The current plan shall be available on the premises and personnel shall be instructed in its implementation.
   (H)   Telephones. All halfway houses, hostels, rooming houses, and group homes shall have telephone service, including a telephone accessible to visitors. Each building housing residents shall have telephone or intercommunicating equipment.
   (I)   Admission policies. All halfway houses, hostels, and group homes shall have admission policies which are in writing and available to the public. No individual whose needs cannot be met by the facility shall be admitted to it. All admissions shall be in accordance with the facility’s screening team’s written policies.
   (J)   Personnel policies and practices. All halfway houses, hostels, and group homes shall have written policies and maintain accurate employee records.
   (K)   Records. Records shall be kept on all residents admitted and shall be maintained after discharge or after a minor has reached 18 years of age until such time as any statute of limitations no longer applies.
      (1)   Maintenance of resident’s records. The halfway house, hostel, or group home shall maintain a separate clinical record for each resident admitted with all entries kept current, dated, and signed. The records shall include:
         (a)   Identification and summary sheets including resident’s name, Social Security number, marital status, age, sex, home address, and religion; name, address and telephone number of referral agency, personal physician, dentist, and next of kin or other responsible person; admitting diagnosis, final diagnosis, conditions on discharge, and disposition;
         (b)   Initial medical evaluation, including medical history, physical examination, diagnosis;
         (c)   The physician will make progress notes at each visit and the professional staff at the facility shall write progress notes describing significant changes in the resident’s behavior or at least monthly;
         (d)   Physician’s orders, including all medication, treatment, diet, restorative, and special medical procedures required for the safety and well-being of the residents;
         (e)   Medication and treatment record, including all medications, treatments, and special procedures performed for the safety and well-being of the residents;
         (f)   Laboratory and X-ray reports;
         (g)   Consultation reports;
         (h)   Dental reports;
         (i)   Social service notes; and
         (j)   Resident care referral reports.
      (2)   Confidentiality of records. All information contained in the clinical records shall be treated as confidential and may be disclosed only to authorized persons.
      (3)   Staff responsibility for records. The facility shall assign one staff member to be responsible for assuring that records are maintained, completed, and preserved.
   (L)   Restraints.
      (1)   Restraints or seclusion should be used only when all reasonable methods have failed and then should be used only for as brief a period as reasonably possible.
      (2)   Restraints may be applied only by written order of the attending physician. In case of an emergency a verbal order may be accepted, but must be placed in writing on the resident’s record within 12 hours.
      (3)   When restraint or seclusion is used, a record shall be kept which will show:
         (a)   Name, age, and sex of resident;
         (b)   Type or procedure and device;
         (c)   Justification;
         (d)   Name of authorizing doctor;
         (e)   Date and hour placed in restraint or seclusion; and
         (f)   Date and hour removed from restraint or seclusion.
(1982 Code, § 101.02) (Ord. 2012-4, passed 9-10-2012) Penalty, see § 101.99