Procedure

Recorded Interview and Transcript Management Procedure

Refuge House, Inc.
Last updated: July 24, 2026 · Source: policies-procedures/Procedure/Recorded Interview and Transcript Management Procedure.md

REFUGE HOUSE, INC.

Procedure Information Details
PROCEDURE NAME Recorded Interview & Transcript Management Procedure
PROCEDURE NUMBER FC-REC-01.1
RELATED POLICY FC-REC-01 Recorded Interview & Transcript Management Policy
EFFECTIVE DATE [Pending]
REVISION DATE
LAST UPDATED 5/15/2026
LAST APPROVED 5/22/2026

PURPOSE:

To operationalize FC-REC-01: who records, how consent is captured, how recordings move through transcription, summary, retention, purge, pin, and promotion, and how the lifecycle is logged and audited.

PROCEDURE:

1. Consent and Recording

Consent is captured at two levels — a standing agreement from the foster parent for their own participation, and a per-child authorization from the entity with authority to consent for the child — plus session-level confirmation.

Responsible Party Action Steps Timeframe Documentation
Intake / Foster Home Development
  1. Send the blanket Foster Parent Recording Agreement via the existing tokenized-link methodology and/or the foster parent portal for digital signature; file the signed agreement to the home record.
  2. For already-approved homes, send retroactively.
  3. Renew at policy change and reaffirm annually. The agreement includes the current FC-REC-01 policy summary (lifecycle, retention, purge, pin) and a revocation mechanism — revocation applies prospectively (future sessions unrecorded); it does not invalidate prior recordings.
 At home approval; retroactive rollout; annual reaffirmation Signed digital agreement in home record
Intake Coordinator 4. Include the Telehealth & Recording Authorization for the child in placement paperwork, signed by the DFPS/SSCC caseworker or other party holding consent authority for the child — foster parents cannot consent on the child's behalf. 5. For placements already completed, send the standalone authorization form to the caseworker. Both versions include the current FC-REC-01 policy summary. At each placement; retroactive for active placements Signed authorization in child's record
Case Manager 6. Before each recorded session: verify the blanket agreement and the child's authorization are on file; announce that recording is on; capture the youth's assent as developmentally appropriate and note it. 7. If any consent is missing, refused, or revoked, proceed unrecorded with notes and document the reason. Before each recorded session Session record notation
Case Manager 8. Record only on the approved platform; verify the session is captured under the child's identifier. At session Platform session log

2. Transcription and Summary

Responsible Party Action Steps Timeframe Documentation
Case Manager Generate/obtain transcript of the recording. Within [5 business days — pending decision] of session Transcript file
Case Manager (TD where clinical) Review AI-drafted summary + recommendations; edit; sign. Label as AI-assisted. File signed summary (and transcript where indicated) to the case record; enter accepted findings as living-plan updates per FC3-01.1. Within [5 business days — pending decision] of transcript Pulse Summary & Recommendations Form

3. Retention, Purge, Pin, Promotion

Responsible Party Action Steps Timeframe Documentation
Records Custodian Hold raw recording in access-controlled storage; purge on schedule once the retention period elapses; log each purge. [90 days after summary acceptance — pending decision] Purge log
[PD or ED — pending decision] Pin a recording when needed for legal/compliance documentation; log reason, authorizer, review date. Review active pins at each interval; release or renew. At need; review every 90 days Pin log
Program Director Promote a recording to the child's permanent record where the recording itself is clinically or legally significant; from promotion forward, client-record retention governs. At need Promotion entry in case record

4. Quality Assurance

Responsible Party Action Steps Timeframe Documentation
QA Coordinator Audit the lifecycle quarterly: blanket agreements current for all recording homes; per-child authorizations on file for all recordings; transcription timeliness; purge schedule adherence; pin log completeness (reason/authorizer/review date); access log review. Report findings to PD/ED. Quarterly QA report

FORMS/ATTACHMENTS:

REGULATORY REFERENCES:

© 2026 Refuge House, Inc. · This is a controlled document. Always refer to the current version.