Foster Care Redesign
Region 3b Operations Manual Update Training

Contents


Foster Care Redesign Logo

Welcome to the Foster Care Redesign

Region 3b Operations Manual

Update Training

Introduction

  

 

The purpose of this training is to:

 

 

 

 

 

 

Introduction cont.

 

 

This training is for the following types of staff:

 

 

 

 

While most of the information discussed in this training is focused after a child is removed or when CPS has custody of a child, it is important for all levels of Region 3b CPS staff to understand how all the protocols fit together in order for the Region 3b Foster Care Redesign model to work and the best possible permanency outcomes are achieved for the children and families who we serve.

Training Objectives

 

 

At the end of this training, participants will be able to:

 

Knowledge Basis and Knowledge Checks

 

 

The information provided in this training assumes that participants have a good working knowledge of the protocols written in the

Region 3b Foster Care Redesign Operations Manual.

 

After select training topics, participants will be asked to answer questions to test their knowledge on the content

Question Mark discussed within the training through Knowledge Checks.

 

 

 

 

Training Topic 1: Common Applications

 

 

As you know, upon referring a child for placement to OCOK (either verbally or via IMPACT), the CPS worker must complete and provide the OCOK Intake Specialist certain placement information & supporting documents/forms related to the child, all of which are outlined in the operations manual.

 

The Common Application (2087 or 2087ex) is one of the main & most important forms that is completed and provided to the OCOK Intake Specialist at the time of a child placement and services referral to OCOK.

 

 

 

 

 

Training Topic 1: Common Applications (cont)

 

 

Why Are Common Applications Important?

 

The Common Application serves many important purposes as related to child placement:

 

 

 

Training Topic 1: Common Applications (cont)

 

 

So, a few words on quality of information in the common application:

Information written in the common application is crucial to finding the best placement match for the child;  

Information must be as descriptive as possible & related to the child's needs.

Writing clear and concise is key

Including ALL needs of the child, from the simplest to the most complex, examples include, but not limited to:

Training Topic 1: Common Applications (cont)

 

 

Update to Region 3b Operations Manual: Timeframes

One of the changes made in the Region 3b Foster Care Redesign Operations Manual is related to when the Common Application (form 2087ex) is due to the OCOK once an Emergency placement referral has been made.

 

 

Old timeframe: Within 2 hours of the emergency referral to the OCOK

 

New timeframe: Within 1 hour of the emergency referral to the OCOK

 

 

 

 

Training Topic 1: Common Applications (cont)

 

 

Rational for the update

The OCOK is bound by contract to take responsibility for the care of children within 4 hours of referral.

 

Therefore, they must start looking for a placement with good information in hand (aka Common Application) as soon as possible after the child has been referred.

 

 

 

 

 

 

Knowledge Check: Topic 1

 Question Mark

 Knowledge Check

Training Topic 2: Who Needs to be at the Placement?

 

 

Another small change to the Region 3b Operations Manual includes the role of OCOK Intake Specialist at the time the child is being placed with a residential provider.

 

Old protocol: OCOK Intake Specialist was present at the time the child is placed with the residential provider.

 

New protocol: OCOK or their authorized representative will be present at the time the child is placed with the residential provider.

 

 

 

Training Topic 2: Who Needs to be at the Placement? (cont)

 

 

Over the past year, CPS, OCOK and Provider staff have found that three professional representatives present at the time of the child's physical placement is not necessary, is overwhelming for the child, and is an inefficient use of resources.

 

 

 

 

  

Training Topic 2: Who Needs to be at the Placement? (cont)

 

 

Who is OCOK's Authorized Representative?

 

 Typically, the CPA case manager or residential provider equivalent will be OCOK's authorized representative who is present at the time of the physical placement of the child.

 

The CPA case manager will be present with the CPS worker at the time of the child's physical placement and will exchange required placement forms in order to complete the child's placement with the residential provider.

 

The CPS case manager will coordinate with OCOK to ensure OCOK has a copy of the required placement forms.

 

 

Knowledge Check: Topic 2

 Question mark

 Knowledge Check

 

 

Training Topic 3: Placing Children Who Have Severe Mental Health, Physical, Therapeutic, or Developmental Needs

 

 

Background & Rationale

 

As you know, securing placement for children who have severe mental health, physical, therapeutic, and/or developmental needs can be challenging. Whether CPS is searching for placement or OCOK is searching for placement, additional support from all available resources is needed for children with these types of unique needs.

 

Immediate involvement of relevant CPS Subject Matter Experts (i.e. Nurse, Developmental Disability Specialist, Well-Being Specialist, Education Specialist) is, therefore, crucial to finding the best possible placement for the child.

 

 

 

Training Topic 3: Placing Children Who Have Severe Mental Health, Physical, Therapeutic, or Developmental Needs (cont)

 

 

In order to emphasize the importance of involving relevant CPS Subject Matter Experts at the time of referral to OCOK, a prompt has been added to the CPS Initiated Emergency & Non-Emergency Placement Processes in the Operations Manual.

 

 

Within both placement processes, under Notification and Referral, the CPS worker must:

 

 

"Based on the child's needs, notify relevant regional CPS Subject Matter Experts (i.e. Nurse, Developmental Disability Specialist, Well-Being Specialist, Education Specialist, etc.). For additional guidance, refer to the link within the Region 3b Operations Manual, Placing Children Who Have Habilitative and Primary Medical Needs."

 

 

Training Topic 3: Placing Children Who Have Severe Mental Health, Physical, Therapeutic, or Developmental Needs (cont)

 

 

Staffing Requirements

 

The "Placing Children Who Have Habilitative and Primary Medical Needs" link will send the worker to the respective section of the Operations Manual. While this section of the Operations Manual has not been updated, it provides guidance on the placement staffing requirements and process when placing children who have severe mental health, physical, therapeutic, and/or developmental needs.

 

 

This staffing is crucial to ensure a best placement match is located and decision making is guided by subject matter expertise.

 

 

Remember: The CPS worker is responsible for setting these staffings up immediately, as soon as the needs of the child have been identified, removal of the child is likely, and a paid foster care placement is needed.

Knowledge Check: Topic 3

Question Mark

 Knowledge Check

 

Training Topic 4: Child and Youth Service Planning

 

 

Background & Rationale

 

 

The Service Planning and Child Service Plan section of the Operations Manual has been updated to: 

 

 

Training Topic 4: Child and Youth Service Planning (cont)

 

 

To start with, staff must understand some new terminology and features of the Foster Care Redesign model in Region 3b.

In order to serve children in the most effective and efficient manner, Our Community Our Kids (OCOK) has developed a system to categorize the type of services a child receives, based on his or her individualized needs. Upon placement with OCOK, children are identified as receiving: 

 

 

Upon designating the type of service the child will receive, OCOK determines the frequency by which the child's service plan will be reviewed.

 

 

Training Topic 4: Child and Youth Service Planning (cont)

 

 

Understanding both types of services provided by OCOK and how children are identified will help you understand what "path" a child will take related to his or her service planning.

 

 

**Remember that OCOK determines what type of service the child receives and the service planning path the child will follow.

 

 

Standard Services are services that meet a child's basic need for shelter, nutrition, clothing, nurture, socialization and interpersonal skills, care for personal health and hygiene, supervision, education, and service planning.

 

 

 

Training Topic 4: Child and Youth Service Planning (cont)

 

 

Treatment Services are, in addition to standard services, a specialized type of child-care services designed to treat and/or support children:

 

 

Training Topic 4: Child and Youth Service Planning (cont)

 

Timeframes (section update)

This section has been completely rewritten as follows:

The provider case manager will schedule and conduct service planning meetings in accordance with the following Child Service Plan timeframes: 

When CPS is named Temporary Managing Conservator (TMC) of a child, the following Child Service Plan Review timeframes are required:

 Children who are receiving Standard Services as determined by OCOK:

1st review: within 90 days following the initial Child Service Plan

2nd review: within 90 days following the 1st review

All other reviews: every 180 days following the 2nd review

Children who are receiving Treatment Services as determined by OCOK: every 90 days following the initial Child Service Plan.

Training Topic 4: Child and Youth Service Planning (cont)

 

Timeframes (section update) cont. 

 

When CPS is named Permanent Managing Conservator (PMC) of a child, the following Child Service Plan Review timeframes are required:

Children who are receiving Standard Services as determined by OCOK: every 180 days following the initial Child Service Plan.

Children who are receiving Treatment Services as determined by OCOK: every 90 days following the initial Child Service Plan.

 

 

Training Topic 4: Child and Youth Service Planning (cont)

  

Coordination (section update)

 

Old protocol: OCOK will ensure the coordination of all service planning meeting logistics.

 

New protocol: The provider case manager will coordinate all service planning meeting logistics.

 

 

Training Topic 4: Child and Youth Service Planning (cont)

  

Participation (section addition)

 

While the OCOK care coordinator has been attending/participating in most if not all service planning meetings, this role is moving to the provider case manager.

 

Therefore, the following addition was made to this section:

 

"The Our Community Our Kids (OCOK) Care Coordinator will attend service planning meetings as deemed necessary or as requested by CPS or the provider case manager."

 

 

 

Training Topic 4: Child and Youth Service Planning (cont)

 

 

Service Planning Participants

It is important to note the key participants that should ALWAYS be invited & attend, if at all possible, the service planning meeting, including: 

Because the CPS conservatorship worker is ultimately responsible for the care and protection of the child, the provider case manager must make every effort to involve the worker in coordinating the date and time of the service planning meeting.

 

 

Training Topic 4: Child and Youth Service Planning (cont)

 

 

Documentation (section update)

This section has been almost completely rewritten as follows:

The CPS worker must be present at the child's service planning meeting in order to utilize the Child Service Plan format outlined below.

If the CPS worker does not attend the service planning meeting, the CPS worker is responsible for completing the entire Child Service Plan or Child Service Plan Review.

 

During the Service Planning Meeting

 

Training Topic 4: Child and Youth Service Planning (cont)

 

 

After the Service Planning Meeting

Within 5 days after the service planning meeting, the CPS worker will complete the Child Service Plan or Child Service Plan Review in IMPACT as follows:

 

Training Topic 4: Child and Youth Service Planning (cont)

 

 

After the Service Planning Meeting, cont.

Within 10 days after the service planning meeting, the CPS worker will send a final, approved and signed copy of the IMPACT Child Service Plan or Child Service Plan Review with Treatment Plan attached to all meeting participants, including participants who were unable to attend the meeting.

 

**Please Note:

This process is a significant change from how protocols were initially written.

With this new process, OCOK will NOT enter any documentation into the Child Service Plan or Child Service Plan Review in IMPACT.

 

Knowledge Check: Topic 4

Question Mark

 Knowledge Check

Knowledge Check: Topic 4 cont.

 

 Knowledge Check

Knowledge Check: Topic 4 cont.

 

 Knowledge Check

Knowledge Check: Topic 4 cont.

 

 Knowledge Check

Knowledge Check: Topic 4 cont.

 

 Knowledge Check

Training Topic 5: Supervised Independent Living (SIL)

 

 

Updates to Region 3b Operations Manual

 

 

The next update is related to the Supervised Independent Living section of the Operations Manual. This section was updated to reflect protocols that only apply to youth/young adults who are legally from Region 3b.

 

 

 

 

 

 

Training Topic 5: Supervised Independent Living (SIL) (cont)

 

All protocols are the same except the following:

 

Whether the youth is going into Extended Care or Return to Care, the OCOK care coordinator will follow the OCOK Initiated/Non-Emergency Placement Change Process (outlined in the manual) at the time of the youth's SIL placement.

 

 

 

 

 

Training Topic 6: Court Reports

 

 

The next update is related to the Court Reports section of the Operations Manual.

 

This section was updated to reflect that the CPA provider case manager will be responsible for completing the court report template and sending it to the CPS worker, and ccing the OCOK care coordinator, 10 days prior to the court report due date. (Note: OCOK Care Coordinator will assist the CPS worker in getting information for the Residential Treatment Center providers to complete the court report template.)

 

 

 **Remember, the CPS worker can always contact the OCOK care coordinator if all attempts to contact the provider case manager for requested information are unsuccessful.

 

Training Topic 7: Situations that Require Immediate Notification Between OCOK & DFPS

 

 

This is a new section that has been added to the Operations Manual.

 

This section outlines protocols for certain, critical situations that arise and require immediate notification between Our Community Our Kids (OCOK) and DFPS. Certain situations include:

 

 

 

Training Topic 7: Situations that Require Immediate Notification Between OCOK & DFPS (cont)

 

 

Depending on which party is notified first, the following protocol will take place any time immediate notification is required between OCOK and DFPS:

 

 

If DFPS is notified of the situation first:

 

Training Topic 7: Situations that Require Immediate Notification Between OCOK & DFPS (cont)

 

 

If a Residential Provider is notified of the situation first:

 

 

Training Topic 7: Situations that Require Immediate Notification Between OCOK & DFPS (cont)

 

 

If OCOK is notified of the situation first:

 

 

 

 

Training Topic 8: Miscellaneous Updates to the Operations Manual

 

 

OCOK Organization Chart

 

 

The OCOK Organization Chart has been updated and can be found in the Appendix section of the Operations Manual.

 

 

 

 

 

 

Training Topic 8: Miscellaneous Updates to the Operations Manual (cont)

 

 

OCOK Residential Child Care Discharge Form

 

The OCOK Residential Child Care Discharge Form has been added to the Appendix section of the Operations Manual, as it replaces the DFPS Residential Child Care Discharge Notification (form 2109). The OCOK version of this form mirrors the DFPS version but has the following modifications: 

 

 

 

 

Training Topic 8: Miscellaneous Updates to the Operations Manual (cont)

 

 

Initial Coordination Meeting section & Removal Staffing Checklist

  

 

The Initial Coordination Meeting section of the Operations Manual and the CPS Removal Staffing Checklist have been updated to reflect that the removal worker no longer needs to initiate the child service plan within 24 hours after the Initial Coordination Meeting, as the child service plan documentation protocols have changed.

 

 

 

 

Knowledge Check: Topic 8

Question Mark

 Knowledge Check

 

 

 

Knowledge Check: Topic 8 cont.

 

 Knowledge Check

 

 

Knowledge Check: Topic 8 cont.

 

 Knowledge Check

 

 Wrap-Up & Contact Information

 

 

This concludes the training. Thank you for your attention and participation.

 

If you have additional questions, please contact: