4007 Client Visitation and Travel

Georgia State Seal

Georgia Division of Aging Services
Public Guardianship for Adults Manual

Chapter:

4000 Safety of the Person Under Guardianship

Effective Date:

11/17/2025

Section Title:

Client Visitation and Travel

Reviewed or Updated in:

MT 2026-01

Section Number:

4007

Previous Update:

N/A

​Policy Statement

The Department of Human Services (DHS) Division of Aging Services (DAS) adheres to Georgia law regarding the person under guardianship communicating with others. Adult Guardianship Program (AGP) is required to have policy for travel related to visitation of person under guardianship.

​Basic Considerations

In every guardianship, the person under guardianship retains the right to communicate freely and privately with persons other than the guardian, unless there is a specific court order addressing communication and visitation by a court of competent jurisdiction. O.C.G.A. 29-4-20(a)(4).

The person under guardianship retains the right to make decisions on communications; this is not a right of the party seeking to visit with the person under guardianship. The guardian representative may encounter family members who insist that they (the family member) have a right to see or speak with the person under guardianship. This law does not give that person the right to see the person under guardianship against the person under guardianship’s will. The person under guardianship should not be forced to visit with a family member that he or she does not want to communicate with.

The appointed guardian is responsible for acting in the best interests of the ward and must at all times act in the ward’s best interests and must exercise reasonable care, diligence, and prudence. O.C.G.A. 29-4-20(a)(1) and O.C.G.A. 29-4-22(a).

The appointed guardian shall encourage the ward to participate in decisions to the extent feasible and the guardian shall consider the expressed desires and personal values of the ward. O.C.G.A. 29-4-22(a).

In accordance with applicable law, a guardian representative must not restrict or prohibit a person under guardianship from communicating with or visiting individuals of their choosing. The guardian representative also cannot require that such communication or visitation occur only in the guardian’s presence.

If a situation arises where the desired communication or visitation cannot occur without potential harm to the person under guardianship or would otherwise conflict with the individual’s best interests, the guardian representative must seek judicial review. A legal staffing with DHS General Counsel will be requested to determine if the matter needs to be brought before the court to obtain an order that appropriately limits or conditions communication or visitation.

This policy sets out the process for guardianship staff to review and evaluate communication and visitation requests.

​Communication and Visitation

A person under guardianship may communicate with others in a variety of ways including but not limited to:

  • Phone, including texting, facetime, videochats

  • Digital communication, including social media platforms, virtual meetings

  • Written communication including emails

  • Internet including chat rooms

  • In-person visit with the person under guardianship including visits to the residence, visits to a public place, visits to residence of a friend/family member, and overnight visits

Though in-person visits with the person under guardianship can be a standard form of communication, there are some in-person visits that are extraordinary. Extraordinary forms of communication and visits are those that are outside of established traditional communication styles and do not occur often. Extraordinary in-person visits include but are not limited to:

  • Extended visits at place of residence – non-household member remaining in the residence for 72 hours or more

  • Extended time visitation – person under guardianship staying at another residence for 72 hours or more

  • Travelling to a location within the state of Georgia but outside of the local area [of residence]

  • Travelling to a location outside the state of Georgia

The guardianship case manager will review the different forms of communication the person under guardianship is engaging in and assess all in-person visits and visitation travel. The goal is not to limit or prohibit the person under guardianship from communicating and visiting with others but to prevent harm to the person under guardianship and ensure that the communication and visits are in the best interest of the person under guardianship.

​Procedures

A request for visitation can come from the person under guardianship and/or a family member or third party. All agreed upon visitations require completion of an outing letter which includes:

  • Person under Guardianship’s Name

  • Departure Date & Time

  • Return Date & Time

  • Destination: Full Address of location where the person under guardianship will be staying at for all times during the visitation

  • Return Location: Full Address of residence where person under guardianship will be returning to

  • Responsible Party during travel: Full Name & Contact information including physical address, telephone number(s) and email address (if applicable)

  • Adult Guardianship Program Emergency Contact Information (Case Manager, Supervisor and District Manager)

  • Health needs

  • Medication - what medications are needed during visitation and who is responsible for

  • Signature agreement

  • Attachment – prescription information and any other needed documents

​When a request comes from or for the Person Under Guardianship, Guardianship staff will:

Step 1

Discuss visitation with person under guardianship to determine if they agree with the visitation.
Step 2

Document the verbal request and the person under guardianship’s agreement in DDS.
Step 3

Have the requesting party complete the “Outing Request for A Person Under DHS Guardianship” form and return to the guardianship case manager within 5 business days.
Step 4

The guardianship case manager will review and document receipt of the form and attach it to a Note in DDS. The note in DDS will also include the guardianship case manager’s assessment of the request to include:

  • Visitation type - Standard or Extraordinary visitation

  • Determination of the travel being necessary and in the person under guardianship’s best interest

  • Review of the person under guardianship’s capacity, medical history or conditions, and needs for safe travel

  • Review of the relationship history between the person under guardianship and the requester and/or responsible party during travel
Step 5

The guardianship case manager will notify the guardianship Supervisor that the request and assessment is ready for review

​Approval or Denial of the Request

Step 1

The guardianship Supervisor will review the Outing Request form and the guardianship case manager’s assessment pertaining to the visitation request.
Step 2

If there are no concerns, and it is a Standard visitation request, the guardianship Supervisor will approve the request, documenting the approval in DDS and notifying the guardianship case manager of the approval.
Step 3

If there are no concerns and it is an Extraordinary visitation request, the guardianship Supervisor will forward the request to the guardianship District Manager who will review and provide approval. The guardianship District Manager will forward the request and approval to the Guardianship Section Manager or DAS Deputy Director for final approval. If approved, the guardianship Section Manager or DAS Deputy Director will notify DAS Leadership (Assistant Deputy Commissioner, Deputy Directors), DHS Legal Counsel assigned to DAS, and DHS Leadership via email of the approval. The Guardianship Section Manager will notify guardianship District Manager, Supervisor and Case Manager of the approval via email.
Step 4

The Guardianship case manager will work with the person under guardianship and the Responsible Party to prepare and gather any required travel documents - Travel itinerary, person under guardianship’s identification, medical documents, prescription information, accommodation information, ticket confirmations, disability accommodations, care arrangements, financial authorization (if required), court order (if required), etc. Completion of the approval of finalized travel documents will be required no less than 72 hours prior to the person under guardianship traveling to visitation destination. Travel documents for emergency situations will be considered on a case-by-case basis, and the Case Manager will work with the Responsible Party to obtain the necessary documents as quickly as possible to ensure safe and appropriate travel arrangements.
Step 5

The Guardianship case manager will complete the “Outing Authorization Letter for a Person Under DHS Guardianship” and provide it to the Responsible Party no later than 48 hours prior to travel. The Outing Authorization Letter will include:

  • Person Under Guardianship’s Name

  • Departure Date & Time

  • Return Date & Time

  • Destination: Full Address

  • Return Location: Full Address

  • Responsible Party during travel: Name & Contact

  • PGO Emergency Contact Information

  • Attachment(s) - Prescriptions info and other needed medical documents

The Guardianship case manager will upload a copy of the Outing Letter, received travel documents and all attachments provided to the Responsible party in a Note in DDS.

Step 6

The Guardianship case manager will meet with the Responsible party, reviewing the Outing Letter and accompanying paperwork to ensure there is understand by all parties and to answer any remaining questions from the Responsible party. The guardianship case manager will obtain signature from the Responsible party, provide a copy of the document to the Responsible party and document receipt of the Outing Letter packet, including the consenting signature, to the Responsible party in DDS.

Step 7

If there are concerns regarding the visitation request, the guardianship case manager and Supervisor will staff the case with the Guardianship District Manager and Section Manager. The District Manager and Section Manager will recommend parameters to ensure the safety of the person under guardianship whilst still encouraging the visitation.

The guardianship case manager will discuss with the Responsible party parameters for the visitation. If the responsible party is in agreement, the District Manager and Section Manager will be notified for final approval. The Outing Letter will include the parameters needed to maintain the safety of the person under guardianship.

If the Responsible party will not agree to the parameters and the guardianship case manager is concerned that the visitation is harmful to the person under guardianship without those parameters, a request for legal staffing will be made to DHS Legal Counsel. The purpose of the legal staffing will be for a legal consultation to Petition the Court to place limits on communication and visitation in a Court Order. Legal Counsel will provide next steps including any communication to the Responsible party.

​When problems occur during visitation

Step 1

If there is an issue during the visitation, the Responsible party will have a list of individuals to contact as outlined in the Outing Letter.
Step 2

If the Responsible party fails to notify guardianship staff or fails to abide to the Outing Letter, the guardianship case manager will staff with Guardianship Supervisor for next steps.
Step 3

The Guardianship Supervisor will make contact with the Responsible party to discuss safety concerns for the person under guardianship. If parameters are needed for future visits, the Supervisor will discuss with the guardianship District Manager and Section Manager, prior to communicating with the Responsible Party.

If the Responsible Party is not receptive to parameters for continued visitations, consistently violates Outing agreements including failing to have the person under guardianship return to their residence, or refuses to engage with guardianship staff, a Legal staffing will be requested as described above to seek a Court Order restricting visitation and communication.

​Post visitation

After each visitation, the guardianship case manager will visit with the person under guardianship. The case manager will discuss the visitation with the person under guardianship, monitor and evaluate health and behavior of the client. If there are concerns the guardianship case manager will staff with the guardianship Supervisor. When needed the guardianship supervisor will engage the District Manager, Section Manager and/or Legal Counsel if additional steps are needed to maintain the safety of the person under guardianship.

​References

Appendix B - Forms and Templates: Outing Request for a Person under DHS Guardianship Form Appendix B - Forms and Templates: Outing Authorization Agreement for a Person Under DHS Guardianship Form