Provider Manual In-Service (Foster Care)

Report
our community. our kids.
I NTRODUCTION T O F OSTER C ARE R EDESIGN
Guiding Values and Principles:
Family driven
Youth guided
Community-based
Culturally competent
Individualized
Least restrictive setting
Coordinated among agencies
S INGLE S OURCE C ONTINUUM C ONTRACT (SSCC)
 our community. our kids. (OCOK)
 A division of ACH Child and Family Services
 Serving children referred for paid foster care and
purchased services from Region 3b
 Erath
 Hood
 Johnson
 Tarrant
 Palo Pinto
 Parker
 Somervell
P ROVIDER N ETWORK D EVELOPMENT OF A S YSTEM OF C ARE
Transparent
Collaborative
Accountable
C OMPANION
AND
G UIDING D OCUMENTS
DFPS Minimum Standards
Governing State and Federal Laws
Provider Services Agreement
Provider Manual
Master Region 3b SSCC Contract
OCOK O RGANIZATIONAL C HART
ACH President & CEO
Wayne Carson, Ph.D
SSCC – OCOK
President & COO
Gary Buff, Ed.D, LCPAA
Executive
Assistant
Pem Tomaselli
Director of Quality and
Contracts
Patricia Correa, LPC-S,
NCC, LCPAA
Quality
Improvement &
Contracts
Specialists
Samantha
Hernandez
Melissa
Christenson
Patricia Cruz
Open
Chief Analytics
Officer
Sean Allen, Ph,D.
IT/Analytics
Nicky Rucker
Debra Love
Joshua Skinner
Director of
Community Relations
Linda Garcia, Ph.D
Director of
Finance
Jeff Wilson
Director of Care
Management
Kris Naylor, MFT
Intake Supervisor
Jennifer Roby
Intake Specialists
Carolyn Hellums
Arneshia Dickens
Leslie Casstevens
Chasity Smith
Tijuana Thompson
Robert Holloway
Jennifer Bloxom
Care Coordination
Supervisor
Donna Stowe
Care Coordinators
Tanna Jackson
Monica Johnson
Anabelle Muzzio
Ivori Haros
Cynthia Johnson
P ERFORMANCE M EASURES
Children are safe in foster care.
Children/youth have stability in their
placement.
Connections to family and others important to
the child are maintained.
Youth are fully prepared for adulthood.
Children/youth in foster care are placed in the
least restrictive placement setting.
Children/youth participate in decisions that
impact their lives.
P LACEMENT P ROCESS
A SSESSING , C ONDUCTING AND M ANAGING
P LACEMENTS
A child’s first placement
should be the best placement
I NTAKE
 OCOK Intake staff will be available for placement
referrals 24/7/365
 When CPS removes a child they will call the OCOK
Intake line as opposed to the CPU
 OCOK Intake Specialists will gather information
regarding the child/youth and enter it into ECAP
(Every Child A Priority) to secure the best placement
possible for the child/youth
 OCOK Intake line (answered 24/7/365)
1-844-777-6265 (OCOK)
T YPES
OF
P LACEMENT
Emergency Placement
 Child or youth is in immediate need of placement
(new removal)
Non-Emergency Placement
 Child or youth is currently in DFPS conservatorship
and needs paid foster care placement
Placement Change
 Child or youth is currently in a paid foster care setting
within the OCOK Network and requires a new foster
care placement within the Network
P LACEMENT T IMEFRAMES
 For all emergency placements OCOK has 4 hours to
secure placement for the child/youth.
 Once placement is identified (using ECAP) the OCOK
Intake Specialist will call the Provider Case Manager
to discuss the potential placement
 The Provider Case Manager has 1 hour to respond with an
approval or denial of placement
 Once OCOK has an acceptance from the Provider
Case Manager they will then notify DFPS of the
potential Provider and Medical Consenter
 DFPS has 1 hour to respond with an approval or denial of
placement
I NITIAL C OORDINATION M EETING
 The Initial Coordination Meeting (ICM) focuses on the needs of
the child and outlines services to help meet those needs.
 All parties meet to share information about a child who
requires a new emergency placement, including:
 OCOK Care Coordinator
 Removal worker and supervisor
 CVS worker and supervisor
 Family Group Decision Making Specialist
 Provider Case Manager
 Caregiver (when appropriate)
P LACEMENT T IMEFRAMES
 For all Non-Emergency placement requests:
 The requesting party must provide OCOK with at least 30 days
notice
 OCOK must have placement secured within 3 days of the move
 Once a placement is identified (using ECAP), the OCOK Intake
Specialist will contact the Provider Case manager to discuss
the potential placement
 The Provider Case Manager must respond with an acceptance or
denial within 2 days
 Once OCOK has an acceptance from the Provider Case
manager they will then notify DFPS of the potential Provider
and Medical Consenter
 DFPS must respond with an acceptance or denial within 3 days
P RE -P LACEMENT S TAFFING
 A Pre-Placement staffing must occur for all non emergency moves and placement changes.
 The Provider Case Manager and caregiver will be
invited and will be expected to attend either in
person or by phone.
 The child or youth over the age of 10 will be invited
and expected to attend.
P LACEMENT P ROCESS
 In all placement need situations the OCOK Intake
Specialist will contact a Provider if one of their families
is identified as a potential best match placement option
for the child.
 The provider will need to ensure that the OCOK Intake
Department has updated contact information for staff
that are responsible for making placements during
business hours as well as after hours and on weekends.
 The Provider is responsible for being available and
present for placement 24/7/365.
P LACEMENT P ROCESS
 At the time of placement the OCOK Intake Worker will
ensure DFPS provides:
 Medical Consenter Form
 Education Decision Maker Form
 Placement Authorization
 OCOK Intake will provide relevant documents to the
Provider Case Manager as received (could take 30-45 days
to receive from DFPS caseworker):
 Common Application
 Removal Affidavit
 OCOK Initial Referral Form
F OSTER H OME P ROFILES
 Providers will be required to keep their home profiles up to
date in ECAP.
 Standard home profile in ECAP includes:
 Location of the home
 Demographics of the parents
 Type of family (basic, therapeutic, etc.)
 Capacity
 Preferences of age and sex
 Behaviors the home feels comfortable working with
D ISCHARGE
 Network providers will request a placement change
through the Intake Department.
 When requesting a placement change the Provider
Case Manager will complete the Residential Child
Care Discharge (Form 2109) and will forward it to
the OCOK Care Coordinator.
 OCOK may remove a child whenever OCOK
determines it is in that child’s best interest.
D ELIVERY
OF A
T IMELY A RRAY
OF
S ERVICES
 The Provider will work with CPS on the “first visits”
after a child is removed from parental custody and
ensure they occur within 72 hours.
 The Provider Case Manager will ensure that all
visitation and service plans will be developed in a
timely fashion.
 Both OCOK and the Providers will commit to be
timely in communication.
S ERVICE P LANNING
S ERVICE P LANNING
Provider Case Manager will coordinate and
facilitate Service Plan Meetings
Sibling Groups will be combined whenever
possible
Every 90 days or more frequently if
circumstances or significant events occur
S ERVICE P LANNING C OORDINATION
 The Provider Case Manager will ensure the coordination of
all service planning meetings, including:
Schedule meeting date and time
Reserve meeting place and/or scan call line
Invite all relevant participants
Work with OCOK and DFPS to ensure barriers to parent and/or
family participation is mitigated
 Notice is provided to all participants




 Email invitation for OCOK, DFPS and other relevant professionals
 Ensure DPFS receives 14 day notice
 Ensure parents, family members and others who may not have access
to email receive timely notice
S ERVICE P LANNING M EETING PARTICIPANTS
 Service planning meeting participants will include:
Child or youth’s parents and parents attorney
Child(ren) or youth
Family members
Current caregiver
Provider Case Manager
OCOK Care Coordinator
DFPS conservatorship worker and/or supervisor
Legal representatives (i.e. CASA, ad litem, etc.)
Other relevant professionals
Other persons identified in the case who can contribute to service
planning with the child
 PAL
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
T IMEFRAMES
New Placements
 Within 26 days of removal
Current Placements
 Every 90 days for all children
S ERVICE P LANNING M EETING D OCUMENTATION
Provider Case Manager will inform OCOK Care
Coordinator of the exact date
Provider Case Manager must complete the
plan five business days prior to the service
plan meeting and send to OCOK Care
Coordinator
S ERVICE P LANNING M EETING D OCUMENTATION
 The Provider Case Manager will ensure the plan
incorporates and is consistent with:
 Permanency Planning and Permanency Goals identified by
DFPS
 Any short term and long term behavioral goals
established by the child’s team
 Components of a child’s IEP and ITP developed by the
schools
 Components of the CPS Transition Plan for youth 16 to 22
years of age to include results of the Casey Life Skills
Assessment
 The ECI Individual Family Service Plan if applicable
S ERVICE P LANNING M EETING D OCUMENTATION
Provider Case Manager will:
Record service plan from meeting
Ensure everyone in attendance signs the
acknowledgement of participation
Ensure each participant receives a copy of the
plan
C HILD
AND
FAMILY A SSESSMENT
Providers will complete CANS (Child and
Adolescent Needs and Strengths)
Family Focused
Strength Based
Trauma Focused
Culturally Respectful
C HILD
AND
FAMILY A SSESSMENT
CANS will be completed within 3 weeks of
placement and reviewed and approved by
Provider’s Treatment Director
Assessments must be completed by a
professional meeting the following criteria:
Bachelor’s Degree
CANS Certification
C HILD
AND
FAMILY A SSESSMENT
The Care Coordinator will review all
assessments and complete Level of Care
determination’s in this first year.
LOC reviews will be completed every 90 days
for Specialized and Intensive children and
yearly for moderate children, or when there is
a significant change in the child’s status
which warrants review.
H EALTHCARE S ERVICES
H EALTHCARE S ERVICES
 Network Providers must access all medical, dental,
vision and behavioral healthcare services through
STAR Health Network provider.
 Medical Consenter must participate in each
healthcare appointment.
 DFPS Medical/Dental/Vision Examination Form
(2403) will be utilized.
 Provider will send completed 2403 to OCOK within
72 hours after the appointment.
 OCOK will provide a copy to the DFPS caseworker
H EALTHCARE S ERVICES
 Youth ages 16-22 have the right to become their own
Medical Consenter.
 Star Health Denial letter will be sent to OCOK no
later than the 2 nd business day of receipt.
 Provider will refer children under the age of 3 years
to ECI if a disability or development delay is
suspected.
P SYCHOTROPIC M EDICATION A PPOINTMENTS
Provider Case Manager will facilitate an office
visit for all children prescribed psychotropic
medication at least once every 90 days.
 Appropriately monitor the side effects of the drug;
 Determine whether the drug is helping the child
achieve the treatment goals;
 Determine whether continued use of the drug is
appropriate.
P SYCHOTROPIC M EDICATION A PPOINTMENTS
Provider Case Manager must provide OCOK
documentation addressing:
 That the child has been provided appropriate
psychosocial therapies, behavior strategies and other
non-pharmacological interventions;
 That the child has been seen by the prescribing
physician, physician assistant, or advanced practice
nurse in the STAR Health Network at least once every
90 days.
C ONSENTING
TO
P SYCHOTROPIC M EDICATION
Provider Case Manager will ensure that all
caregivers or employees who serve as medical
consenters for a child:
 Notify OCOK in writing of any initial psychotropic
medications and subsequent dosage changes by the
next business day;
 Complete and sign the Psychotropic Medication
Treatment Consent (form 4526) with the healthcare
provider;
 Provide a copy of the form to OCOK within 3 business
days.
F OSTER D AYCARE S ERVICES
 Provider Case Manager will provide Foster/Relative &
Other Designated Daycare Verification (Form K -9081809) to each foster parent household for new
application or renewal of daycare
 Provider Case Manager will submit to OCOK Care
Coordinator:
 3 months of employment verification for each caregiver;
 Completed K-908-1809.
A CADEMIC S UCCESS OF
C HILDREN /Y OUTH IN C ARE
 Provider Case Manager will ensure children are enrolled in
school within 3 days of placement.
 Provider Case Manager will also ensure preschool age
children will attend a pre -kindergarten program, early
childhood education program or Head Start.
 Provider Case Manager will provide OCOK verification of
child’s enrollment within 5 calendar days.
 Provider Case Manager is responsible for the educational
stability and success of children and youth in foster care.
 Provider Case Manager will ensure that the Educational
Portfolio is current and accurate and updated quarterly.
C OURT R EQUIREMENTS
N OTIFICATION
OF
C OURT H EARINGS
Immediately upon notification from DFPS of
an upcoming court hearing, OCOK will notify
the Provider case manager.
The Provider must immediately notify the
Caregiver and the child or youth.
C HILDREN
AND
C OURT ATTENDANCE
 The Provider Case Manager must ensure that
children attend court hearings unless excused by the
presiding Judge prior to the court hearing .
 Children are not generally expected to be in
attendance at Adversary Hearings (14 day hearings),
unless the child’s attorney ad litem requests the
child’s attendance.
 If the child/youth is expected to attend court, the
Provider is responsible for transportation to the court
hearings.
P ROVIDER S TAFF
AND
C OURT ATTENDANCE
 The Provider must identify staff that has personal
knowledge of the child to attend all court hearings
as well as all other court preparation meetings (as
requested by DFPS, CASA, attorney ad litem or other
court officials).
 The Provider must notify the OCOK Care Coordinator
within two (2) business days of notification of the
court hearing or as soon as possible if an emergency
hearing is scheduled.
 If next court hearing is announced in court, the staff
in attendance must immediately notify the OCOK
Care Coordinator of this date.
L EGAL S ERVICE N OTIFICATION
The Provider Case Manager must immediately
notify OCOK of any service of legal process
that are delivered to the Provider agency,
employees, caregiver or child/youth.
(Examples: subpoena, summons or discovery
notices)
C OURT R EPORTS
Foster Care Redesign, allows Providers to have
the opportunity be a voice for the child with
the completion of the sections of the court
reports that are relevant for the child.
C OURT R EPORTS
 OCOK will provide the court report template that
must be completed by the Provider case manager.
 The OCOK Care Coordinator will notify the Provider
case manager of court report due dates.
 The Provider completes and submits this template
back to the OCOK Care Coordinator 12 days prior to
the court report due date.
C OURT R EPORTS
C HILD S ECTION
Summary of Child’s Medical
Permanency Plan & Progress Report to the
Court: Well-Being of the Child
Placement Review Report to the Court: Wellbeing of the Child
A DDENDUMS
AND
C ASE C HANGES
If additional information is requested, the
Provider case manager will provide the
information within 24 hours of request.
For any significant changes/events that occur
after the submission of the report the Provider
Case Manager should email the changes to
OCOK for inclusion in the court report.
T RANSITIONAL L IVING
S ERVICES
T RANSITIONAL L IVING S ERVICES
 Transition Plan Development
 Service plan review meeting just prior to youth turning 15 ½;
 DFPS caseworker will introduce Transition Plan (form 2500)
and Circle of Support
 Circles of Support
 Provider Case Manager, OCOK and Family Group Decision
Maker staff will work jointly to engage the youth and other
caring individuals;
 Provider Case Manager will participate in the COS and will
ensure the youth attends;
 OCOK will update the child’s service plan in IMPACT with input
from the Provider Case Manager.
P REPARATION
FOR
A DULT L IVING (PAL)
When a child turns 14 or within 30 days of
new placement the Provider Case Manager
will ensure the youth and caregiver complete
the Ansell-Casey Life Skills Assessment
(ACLSA)
OCOK will refer youth for PAL services no later
than the youth’s 16 th birthday.
P REPARATION
FOR
A DULT L IVING (PAL)
Provider Case Manager will ensure youth are
available and have transportation to
participate in PAL services including the
following:
 Completing PAL training;
 The Provision of identified services to youth to assist
with their transition to adulthood;
 Assistance with apply for and securing services to aid
in their transition to adulthood.
P REPARATION
FOR
A DULT L IVING (PAL)
Provider Case Manager will submit a monthly
report to OCOK including:
 Youth’s status, progress and completion of PAL
training;
 Services provided to the youth to assist with their
transition to adulthood;
 Assistance provided to the youth with applying for
and securing services to aid in their transition to
adulthood.
S UPERVISED I NDEPENDENT L IVING (SIL)
When a youth turns 17 OCOK will notify
the Region 3b SIL Case Manager to
provide information regarding SIL.
N ATIONAL Y OUTH
IN
T RANSITION D ATABASE (NY TD)
DFPS will identify youth (ages 17, 19 and 21)
who will participate in NYTD.
OCOK will inform Provider Case Manager.
OCOK and the Provider Case Manager will
assist DFPS in obtaining surveys from the
youth.
A FTERCARE
AND
F OLLOW U P
Provider Case Manager along with OCOK Care
Coordinator will develop an aftercare plan.
Aftercare plan will include termination of
service evaluation and assessment of unmet
needs.
C ONFLICT R ESOLUTION
C ONFLICT R ESOLUTION AND
C OMPLAINT P ROCESS
Standards and Philosophies
 Objective, solution-driven discussion or meeting.
 Research and review of facts.
 Philosophy and goals for Foster Care ReDesign reviewed
and used as a guide.
 Continuity of Service during/until resolution is reached.
CONFLICT RESOLUTION AND
COMPLAINT PROCESS
 Step One: Staff/Supervisors –Resolved within (3)
business days.
 Step Two: OCOK Department Director/ Provider
Administrator – Documentation provided in writing
 Step Three: OCOK COO/Provider Executive Director –
Email “Dispute Resolution” with positions, points and
supporting documentation. Resolved and final
decision distributed.
P ROVIDER M ANUAL
P ROVIDER M ANUAL
To access a copy of the on-line provider
manual, follow these steps:
 Log onto our website, www.ourcommunity-ourkids.org
 Click on the “Documents” link found in the top, right
hand corner of the homepage
 Choose “Provider Manual & Forms” under the
Documents Category
 Hit “Apply” and the latest edition of the Provider
Manual will be available for viewing
T ECHNOLOGY
OCOK C ONTACT I NFORMATION
 Referrals and Placements
 844-777-OCOK (6265)
 [email protected]
 Service Planning, Court Reports, Coordination of Services
 [email protected]
 Quality Improvement and Contracts
 [email protected]
 Foster- Adopt and Kinship Inquiries
 [email protected]
OCOK C ONTACT I NFORMATION
 Complaints and Concerns
 [email protected]
 Serious Incident Reports
 [email protected]
 Finance Department
 [email protected]
 IT Support
 [email protected]

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