Virginia Licensing and Record Management Policy Manual

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This policy establishes the framework for compliance with 12VAC35-105, which outlines the licensing and record management requirements for providers of behavioral health, developmental disability, and substance use disorder services in Virginia. The policy ensures that all licensed providers adhere to the standards set forth by the Department of Behavioral Health and Developmental Services (DBHDS) to deliver safe, high-quality, and person-centered care while maintaining accurate, secure, and comprehensive documentation practices.
Providers must comply with licensing requirements, including obtaining and maintaining DBHDS licensure for all applicable service categories, ensuring that facilities meet safety and operational standards, and implementing policies that support the health, safety, and rights of individuals receiving services. Record management requirements mandate that providers maintain detailed documentation of individualized service plans (ISPs), progress notes, incident reports, and discharge summaries. All records must be completed promptly, securely stored in compliance with HIPAA standards, and retained for a minimum of five years post-service or longer as specified by DBHDS regulations.
This policy emphasizes regular audits to ensure compliance with licensing and documentation standards, ongoing staff training on regulatory updates, and adherence to confidentiality protocols to safeguard individual records. By aligning with 12VAC35-105, providers can meet DBHDS licensing standards while delivering high-quality services that prioritize the dignity and well-being of individuals served.