1. (a) Each residential treatment program shall provide maintenance of logs, which shall occur daily pursuant to He-C 6420, documenting progress and summarizing the medicaid covered services which were provided to the child in accordance with the written treatment plan in He-C 6350.13.

2. (b) Unless excepted by He-C 6350.15(o), each residential treatment program shall provide a progress report for each child in its care, pursuant to He-C 6420, to DCYF, CME, and to parents and guardians, as follows:

   1. (1) Short-term programs shall provide weekly progress reports and shall comply with (c) through (e) below; and
   2. (2) All other programs shall provide monthly progress reports no later than the 15th day of each month and shall comply with (c) through (f) below. If a child has been at the residential treatment program for fewer than 7 calendar days, the information may be included in the most appropriate monthly progress report or discharge summary.

3. (c) Monthly progress reports shall include:

   1. (1) The child’s name;
   2. (2) The child’s date of birth;
   3. (3) The name of the person completing the report;
   4. (4) The date of the report;
   5. (5) The name of the residential treatment program; and
   6. (6) The date of admission.

4. (d) Progress reports shall address the following areas of care and treatment within the content of the report:

   1. (1) General summary of the care provided to the child in that month;
   2. (2) Status of each domain identified in the treatment plan including notable changes in particular goals or objectives;
   3. (3) A summary of contacts with family, kin, or identified connections;
   4. (4) Contact with other professionals such as DCYF representatives, the CME, a guardian ad litem, and attorneys;
   5. (5) Dates of incidents that occurred during the previous month if applicable, including any notable observations or changes in behavior;
   6. (6) A summary of the child’s educational progress of the current month, including any challenges experienced; and

   7. (7) The following areas if there are updates:

      1. a. Proposed modifications to the treatment plan;
      2. b. Community reintegration and transition tasks; and
      3. c. Disposition of grievances.

5. (e) Progress reports shall include the following information about each child’s medical status, behavioral health care, and dental issues throughout the reporting period:

   1. (1) The prescriptions and current dosages;
   2. (2) List of over-the-counter medication provided by the residential treatment program;
   3. (3) The dates of visits during the month being reported;
   4. (4) Any new health care issues and diagnoses, if applicable;
   5. (5) The dates of future scheduled visits; and
   6. (6) The name(s) of the child’s health care provider(s) and their office addresses.

6. (f) When children meet the requirements in He-C 6350.28(b), progress reports shall include documentation of adult living preparation progress if progress was completed during the month, including:

   1. (1) Independent living training that was completed by staff and the child;
   2. (2) Post-care planning completed with the child; and
   3. (3) When the child is placed through DCYF, a completed Form 1969 “Monthly National Youth in Transition Database NYTD Checklist” (January 2026), completed by residential program staff, for the purpose of collecting data for the National Youth in Transition Database (NYTD) pursuant to 45 CFR 1356.80.
7. (g) Programs which are independent living shall be exempted from the requirements in this section if there are no medicaid covered services being provided under He-C 6420. Independent living programs shall follow documentation requirements of He-C 6350.16.
8. (h) Nursing homes and rehabilitation programs shall be exempt from the requirements in this section if there are no medicaid covered services being provided under He-C 6420. They shall follow the requirements of their applicable logs and medicaid rules.

Source. #6617, eff 10-25-97; ss by #8453, INTERIM, eff 10-25-05, EXPIRED: 4-23-06 New. #8693, eff 7-27-06; ss by #10759, eff 1-17-15; ss by #14178, INTERIM, eff 1-18-25; ss by #14490, eff 1-22-26, EXPIRES: 1-22-36