DSP Required Record Keeping

Agencies MUST keep sufficient documentation available for:

1. Completed and accompanying DSP Training Program Approved OJTs and CBTAs Training Assessments (This document supersedes Appendix 3 effective 6/1/2013) or other DHS-approved OJT form.  DHS-approved DSP Training Program Approved OJTs and CBTAs or other form must be signed or initialed by both the DSP and the person supervising the competency to document that the required competencies were demonstrated at the 100% level of accuracy.
   Agencies using this form will eliminate the need to complete a DSP Training Core Competency Area Checklist (IL462-1286).
2. Either a completed DSP Core Competency Area Checklist (IL 462-1286).  Completion of this form must include the date that the DSP's knowledge of each informational competency was demonstrated at an 80% or higher level of accuracy and the date skill was demonstrated in performing each interventional competency at a 100% level of accuracy.
   1. Agencies are required to transfer dates that the DSP demonstrated competency in meeting both the informational (classroom) competencies, as supported by assessment testing results for each module, and the interventional (OJT) competencies to the DSP Core Competency Area Checklist.
   2. A completed DSP Training Program: Core Competency Verification (pdf) (IL462-1290). Completion of this form must be supported by assessment test results for each classroom training module and a completed DSP Training Program Approved OJTs and CBTAs Training Assessments (This document supersedes Appendix 3 effective 6/1/2013) or other DHS-approved OJT form.
   3. These records must document the trainee's successful completion of classroom training at the 80% or higher level of accuracy and OJT activities at the 100% level of accuracy.
3. Sign-in sheets for each module or classroom training available for review by Department staff. All sign-in sheets must include: module or class name, class date, class times, instructor signature and trainee signature.
4. Documentation that new hires had a fingerprint criminal background check completed on an Illinois State Police criminal background check (fingerprint, Fee_App; or name-based, UCIA) with no disqualifying criminal convictions and reported to the Health Care Worker Registry (HCWR). 
5. Documentation of required registry clearances for all employees at time of hire and annually thereafter of current employees on the following registries:
   1. Health Care Worker Registry: Confirms whether there has been a substantiated finding of abuse, neglect or exploitation reported by the DHS Office of the Inspector General (OIG).  Confirms when employees with only a UCIA name-based criminal background check have had a disqualifying conviction posted.
   2. DCFS State Central Register (CANTS): Confirms whether there has been a finding of abuse or neglect adjudicated by DCFS.
   3. Illinois Sex Offender Registry:  This requirement is to confirm whether there has been an intervening criminal conviction reported.
6. At time of hire only, document that the individual is not on Illinois Department of Healthcare and Family Services (HFS), Office of Inspector General (OIG) Sanctions List. This list contains the names of providers and individuals currently terminated, suspended, barred, voluntarily withdrawn or otherwise excluded from participation in the Illinois Medical Assistance Program. If an individual is on the sanctions list, it will be necessary for the agency to confirm the person's eligibility for employment with the HFS per the HFS OIG guidelines.
7. Original TABE (Test of Adult Basic Education) test score sheet or Original ABLE (Adult Basic Literacy Examination) or Comprehensive Adult Student Assessment System (CASAS) test score sheets.
8. Verifications of initial and all subsequent First Aid and CPR certifications from the American Red Cross or American Heart Association or hold current certification as an Emergency Medical Technician through an examination approved by the Illinois Department of Public Health and/or National Registry of Emergency Medical Technicians (NREMT).
9. Dates of medication administration class, test results, and competency-based training assessments.

These documentation forms must be kept in the employee's training or personnel file or location available for review by Department staff.