OAR 309-022-0130: Documentation, Training, and Supervision

(1) Providers shall maintain personnel records for each program staff that contains all the following documentation: (a) An employment application; (b) Verification of a criminal record check pursuant to OAR 943-007-0001 through 943-007-0501; (c) A current job description that includes applicable competencies; (d) Copies of relevant licensure or certification, diploma, or certified transcripts from an accredited college, indicating that the program staff meets applicable qualifications; (e) Periodic performance appraisals; (f) Staff orientation and development activities; (g) Program staff incident reports; (h) Disciplinary documentation; (i) Reference checks; (j) Emergency contact information; and (k) Documentation of a tuberculosis screening pursuant to OAR 333-071-0057. (2) Providers shall maintain the following documentation for contractors, interns, or volunteers, as applicable: (a) A contract or written agreement; (b) A signed confidentiality agreement; (c) Service-specific orientation documentation; and (d) Verification of a criminal records check pursuant to h OAR 943-007-0001 through 943-007-0501. (3) Providers shall ensure program staff receive training applicable to the specific population for whom services are planned, delivered, or supervised. The program shall document orientation training for each program staff or individual providing services within 30 days of the hire date. At a minimum, orientation training for all program staff shall include but not be limited to: (a) A review of individual crisis prevention and response procedures; (b) A review of emergency procedures, including emergency evacuation; (c) A review of program policies and procedures; (d) A review of rights for individuals receiving services and supports; (e) A review of mandatory abuse reporting procedures; (f) A review of confidentiality policies and procedures; (g) A review of fraud, waste and abuse policies and procedures; (h) A review of care coordination procedures; and (i) Positive behavior support training. (4) Individuals providing direct services shall receive supervision by a qualified clinical supervisor, as defined in these rules, related to the development, implementation, and outcome of services. Clinical supervision shall be provided to assist program staff and volunteers to increase their skills, improve quality of services to individuals, and supervise program staff and volunteers’ compliance with program policies and procedures, including: (a) Documentation of clinical supervision for QMHP staff of no less than two hours per month. The two hours shall include one hour of face-to-face contact for each individual supervised or a proportional level of supervision for part-time QMHP staff. Face-to-face contact may include real time, two-way audio-visual conferencing; or (b) Documentation of two hours of quarterly supervision for program staff holding a health or allied provider license, including at least one hour of face-to-face contact for each individual supervised; (c) Documentation of clinical supervision for each QMHA staff supervised of no less than two hours per month. The two hours shall include one hour of face-to-face contact for each individual supervised related to direct care responsibilities or a proportional level of supervision for part-time QMHA staff. Face-to-face contact may include real time, two-way audio-visual conferencing. Clinical supervision of a QMHA may be conducted by a lead QMHA staff; (d) Documentation of weekly supervision for program staff meeting the definition of mental health intern. Documentation shall include: (A) The date supervision took place; (B) The amount of supervision time; (C) A brief description of relevant topics discussed. (e) For individuals providing direct Peer Delivered Services, one of the two hours of required supervision shall be provided by a qualified Peer Delivered Services Supervisor.