Finding Text
2024-004 – Inadequate Case File Documentation Condition: Several instances of essential components required to be included in participant case files were found to be missing. Criteria: Per the SSG Fox SPGP Program Guide, grantees are responsible for maintaining case files for each participant. Additionally, some of this information must also be reflected in the VA data collection tool. Effect: Failure to complete a proper intake and enrollment process will result in participants being unaware of their program rights and responsibilities of receiving critical suicide prevention services, placing them at increased risk. Cause: Homeward Bound Adirondack, Inc. failed to provide proper oversight and sufficient trainings relating to case file documentation. Recommendation: We recommend that Homeward Bound Adirondack, Inc. implement a participant case file checklist to ensure all required documentation is collected and maintained, which includes: (1) program agreements, (2) grievance procedures, (3) religious protections, (4) release(s) of information, (5) service plans, (6) mental health screenings and (7) program exit documents. We also recommend Homeward Bound Adirondack, Inc. establish a review process, including management oversight, to verify that all participant forms are accurately completed and filed timely prior to enrollment. Response: Homeward Bound Adirondack, Inc. agrees with the finding and will implement procedures to address the recommendation in 2025.