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2324 Subsequent Information Regarding an Existing DFPS Case

SWI Policy and Procedures March 2017

During the intake process, the intake specialist performs a search on the principals and reporter in order to identify any related cases.

When a case match is found, the intake specialist determines if the information provided by the current reporter meets criteria for a new intake. The type of reporter is also considered to ensure the information is processed correctly.

See 3240 Case Search.

When a subsequent report is received that provides information about an open DFPS case, and there are no new incidents of abuse, neglect, or exploitation that meet legal definitions, the intake specialist determines whether or not the information is relevant to the open stage of the existing DFPS case. When it is unclear if the information is relevant to the open stage, the intake specialist processes an I&R Call Regarding an Existing Case for the appropriate DFPS program.

Some CCL or APS Provider cases may require different processing. See 2324.5 Determining the I&R Type for an Existing CCL or APS Provider Case.

  •   If there are open cases in multiple counties, the intake specialist completes an I&R for each county.

  •   If critical information about an open case comes into SWI outside normal business hours, the information is called out to the on-call worker.

  •   SWI does not send I&Rs to open cases in the following stages:

  •   C-JPC (DFPS opens C-JPC stages to transfer federal reimbursement of foster care funds to Juvenile Probation Departments.)

  •   C-TYC (DFPS opens C-TYC stages to transfer federal reimbursement of foster care funds to the Texas Juvenile Justice Department.)

  •   ADO (adoption

  •   FAD (foster adopt)

  •   PAD (post adoption)

  •   KIN (kinship)

  •   PCA (permanency care assistance)

  •   PAL (preparation for adult living)

PAL cases require a more extensive search to determine if there is an open INV or Sub-Care stage. SWI can send an I&R to an open PAL case if either of these service delivery stages remain open within the PAL case.

  •   ARI (administrative review)

If no open case is found, the information is assessed using standard guidelines specific to the program involved.

See: I&R and CRSR Types and Requirements

3643 Additional Information for an Open DFPS Case

3920 Call-Outs

4930 Open Service Delivery Stages (CPS)

4481 Situations that Always Require an “I&R Call Regarding an Existing CPS Case.”

2324.1 Subsequent Contact From the Original Reporter

SWI Policy and Procedures March 2017

The intake specialist completes an I&R when information from an original reporter is the same information that he or she previously reported, or new information that does not meet criteria for a new intake.

If the case is still open, the intake specialist completes an I&R to the existing case.

If the case is closed, the intake specialist completes the most appropriate I&R type and processes accordingly.

See 3643 Additional Information for an Open DFPS Case.

If the reporter provides information regarding a new incident that meets legal definitions of abuse/neglect/exploitation, the intake specialist generates a new intake, even if:

  •   the original case is still open, or

  •   the allegation type in the open case is the same as the new allegation type.

Example:

A neighbor made a report last week about a mother leaving injuries on a three year old after she spanked the child with a stick. There is an open case for PHAB. A new call comes in from the same neighbor alleging the three year told her today that mother bit him last night. He has bruising and multiple puncture wounds on his arm.

Assessment:

Despite the fact that there is already an open PHAB case against the mother, a new incident that meets legal definitions has occurred. The intake specialist processes a new intake for PHAB.

Example:

An 82 year old client contacted SWI last month to ask for help because she could not afford her medication. There is an open APS investigation for PHNG. The same client calls again because she just got a termination notice from her utility company. The client cannot afford to pay the bill. She is worried that she will not be able to run her oxygen machine without electricity.

Assessment:

Despite the fact that there is already an open case with the same allegation type made by the same reporter, the new incident meets legal definitions and is assessed independently of the open case. The intake specialist processes a new intake for PHNG.

If the original reporter calls back to inquire about the status of a report he or she made previously, see 2132 Reporter Calls Back Requesting the Call ID or Status of a Previous Report.

2324.2 Subsequent Contact From a Different Reporter

SWI Policy and Procedures March 2017

Contact from a different reporter always results in a new intake if the subsequent information meets legal definitions of abuse/neglect/exploitation, regardless of existing cases alleging the same concerns.

When a new reporter provides information that does not meet the legal definitions for an intake, the intake specialist processes the information using the appropriate I&R type.

2324.3 Subsequent Contact From a Professional Reporter

SWI Policy and Procedures March 2017

When a professional reporter discloses knowledge of an open case that was previously reported by a co-worker, the intake specialist asks the reporter whether their intention is to make a report of abuse or neglect, or to add additional information to an existing case.

The intake specialist explains that confidentiality laws do not allow him or her to confirm or deny the existence of an open case, but if a case is found, their information will be passed along to the field.

The intake specialist gathers the new information and determines if an I&R can be sent to the existing case or if a new intake is needed. Regardless of the reporter’s intent, if the reporter discloses a new incident that meets the existing criteria for abuse or neglect, the intake specialist generates a new intake.

The intake specialist must obtain enough demographic information to search for the previously reported case while the reporter is still on the phone.

  •   If an open case cannot be found, the intake specialist obtains all the information known by the new reporter and assesses for a new intake.

  •   If an open case cannot be found and the new information does not meet criteria, the information is documented and processed as the appropriate I&R type.

While the previous Call ID number should not be requested, if the reporter volunteers this information, it is acceptable to document the number and use it to search for an existing case.

Example 1:

A nurse calls to report the 3 year old OV, who was admitted last night due to father hitting him in the head with a pan, has been moved out of ICU and is now in room 242. The nurse stated that she does not need to make a report because the hospital social worker called it in last night. She recites the call id number from the child’s chart and states she just wanted to let CPS know where to find the child and provide an update on his condition. The nurse then reports that OV’s x-ray results came in and they show multiple rib fractures in various stages of healing.

Assessment:

Despite the nurse’s intent to only add information to the case, this scenario would result in a new intake for PHAB, because the nurse has reported a new incident of abuse.

Example 2:

A teacher states her principal filed a report earlier today regarding a 5 year old with a bruise in the shape of a handprint on her face. The principal asked her to call SWI and provide the name of the daycare that OV attends after school. The teacher has no other information.

Assessment:

This scenario would result in an I&R regarding the existing CPS case. Despite disclosing knowledge of abuse, the teacher expressed intent to provide information about OV’s daycare. She did not wish to file another report. The intake specialist is not required to generate another report unless he or she is unable to find the open case.

2324.4 Subsequent Contact from Law Enforcement

SWI Policy and Procedures March 2017

Duplicate Correspondence

Law enforcement reports are occasionally faxed to SWI twice by mistake. When a duplicate law enforcement report is received at SWI, the intake specialist completes an I&R Call Regarding Existing Case and saves and closes the I&R.

See 3323 Completing the Correspondence Cover Sheet and Documenting a Records Search.

Contact From A Second Officer Regarding the Same Incident

If there is an existing open case that was called in by one law enforcement officer and a second officer calls to report the same incident, if the information provided by the second officer meets criteria for an intake, the intake specialist completes a new intake.

If the information provided by the second officer does not meet the legal definition of abuse/neglect/exploitation, the intake specialist processes the appropriate I&R type.

Subsequent Contact Regarding a (LEN) Law Enforcement Notification sent by SWI           

SWI is responsible for notifying the local law enforcement agency for all CPS and CCL intakes. These LENs sometimes result in subsequent calls from officers who have questions about the intake or have followed up with the family and have additional information to share.

LEN Follow Up Regarding Non-Reportable Information

When law enforcement contacts SWI to follow up on an intake that was sent to them through the law enforcement notification process, the intake specialist completes an I&R to the existing case. Some examples of these follow up-calls include: asking a question about the intake, requesting a history check, or providing the results of a welfare check. In these instances, it is important for the intake specialist to confirm the officer’s employment before acknowledging an open case or discussing any details about the case.

See 2183.2 Requests from Texas Law Enforcement.

LEN Follow Up Regarding New Reportable Information

Sometimes when law enforcement follows up on a report received through the SWI law enforcement notification process, they discover new information such as an additional AP who is not on the existing Person List, or a new incident of abuse or neglect that is not included in the open case. In these cases, the intake specialist assesses the new information independently of the open case and generates a new intake.

2324.5 Determining the I&R Type for an Existing CCL or APS Provider Case

SWI Policy and Procedures March 2017

When SWI receives subsequent information regarding an open CCL or APS Provider case that does not meet criteria for a new intake, the intake specialist completes an I&R to the existing case if the information is pertaining to the existing investigation.

If the new information involves an incident different than the one being investigated in the open case, and does not meet the criteria for a new intake, the intake specialist completes an I&R AFC Client Rights/FAC Admin Issues or I&R DCL/LRC Standards Compliance, depending on the program involved.

If a client’s rights or standards compliance I&R is being completed, it is not necessary to complete an additional I&R to the existing case.

See SWI Handling of DCL and RCL Situations

2324.6 Original Intake Is in Open Status (SBA) With SWI

SWI Policy and Procedures May 2015

If the current reporter is the original reporter and the original intake is currently in open status, Submitted for Approval (SBA) at SWI, see 3644 Additional Information on a Report Still Being Processed by SWI.

2325 Requests by DFPS Field Staff for other DFPS Field Staff to Conduct Courtesy Interviews or Case Assistance

SWI Policy and Procedures April 2017

When a DFPS staff member calls to request that another DFPS staff member provide a courtesy interview or provide services to a client or family in an open case, the intake specialist informs the staff to contact the appropriate county in which the assistance is needed.

The intake specialist provides the necessary business phone numbers and information to facilitate communication between the field staff in Texas. The report is coded as an I&R – General FPS Information.

See 4810 Types of Case-Related Special Requests (CRSRs) Entered by SWI.

2326 Client Moves During an Investigation: Transfer Cases

SWI Policy and Procedures January 2011

Transfer Cases Within Texas

If a field worker calls to report that a family or client has moved during the course of an open investigation, and there are no new allegations, the intake specialist does not generate a new intake. The appropriate procedure is for the field worker to contact the local field office where the family has relocated.

This applies to an open investigation that was:

  •   not completed when the client or family moved to another county; or

  •   initiated in a county other than the family’s county of residence.

Transfer Cases From Out of State

If an out-of-state social services agency requests that a case on a family or an individual who has moved to Texas be transferred to Texas, the intake specialist:

  •   assesses the request to determine if the situation meets DFPS guidelines for investigation; and

  •   processes the report according to standard SWI procedures.

See:

2310 Intake

2320 Special Requests and Information & Referrals (I&Rs)

3600 Processing an Information and Referral (I&R)

Manual Assignment Chart for processing a Texas intake

If an out-of-state child protective services agency requests a courtesy interview or services to be provided to a person who is currently in Texas, but the situation does not meet DFPS guidelines for an investigation, the intake specialist completes a CRSR. See:

2322 Case-Related Special Requests (for CPS and APS)

3710 Processing Case-Related Special Requests (CRSR)

4800 Case-Related Special Requests

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