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Division of Child Behavioral Health

Collaborating to Serve the Children and Families of New Jersey

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DCBHS Court Liaisons

Kim MaloneyLiaison to Detention and Juvenile Justice

(609) 888-7193kim.maloney@dcf.state.nj.us

Mike Higginbotham, MSW, LCSWLiaison to the Judiciary, Trial Courts

(609) 888-7198michael.higginbotham@dcf.state.nj.us

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Division of Child Behavioral Health

Services

Division of Youth and Family

Services

Division of Prevention

& Community Partnerships

Office of Adolescent

Services

New Jersey Department of Children and Families

Commissioner

NJ Department of Children and Families

Child WelfareTraining Academy

4DCBHS Overview and Data Presentation.pptxDRAFT - Jan 3 2011

System of Care Values and Principles

Strengths Based

Child Centered & Family DrivenChild Centered & Family Driven

Community BasedCommunity Based

Culturally CompetentCulturally Competent Family Involvement

Needs Driven

Individualized

Accountable

Flexible

Collaborative

Unconditional Care

Home, School & Community Based

Promoting Independence

Team Based

Comprehensive

Accessible

Cost Effective

Outcome Based

VALUES:VALUES:

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At Home

In School

Out of Trouble

(with their families and not in out-of-home treatment settings)

(in their regular school in their school district)

(not involved with the Juvenile Justice System or at risk of detention or incarceration)

DCBHS Objectives

We want to keep kids…We want to keep kids…

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The vision of DCBHS is to create positive outcomes for children with emotional and behavioral needs by:

The Role of Assessment within DCBHS

Assessment Tools

Child and Family Needs

Appropriate Intensity of Service

Appropriate Services

AppropriateLength of Stay

PositiveOutcomes

• Identifying the child and family’s needs

• Determining the most appropriate Intensity of Service

• Delivering the most appropriate services

for the most appropriate length of time

• Using standard assessment tools – the foundation of DCBHS’ System of Care.

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Serve youth with emotional and/or behavioral needs and their families through strength-based, individualized, and efficacious services.

MissionMission

Key ComponentsKey ComponentsSingle portal for access to care

Intensive care management utilizing a Wraparound model of care serving youth with complex needs & their families

Linkage for youth with moderate needs, assist youth discharged from CCISs, complete 14-day plans

Family-led support for CMO & UCM involved families, community education, warm lines, advocacy

Crisis planning for youth with behavioral/emotional needs, available 24/7/365

CSA

CMO

YCM

FSO

MRSS

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In-Community Services

Our in-community services are flexible therapy services that are provided at the home or other in-

community sites to youth involved with YCM or CMO/UCM.

Intensive In-Community Services – Psychotherapy services provided in the youth’s home.

Behavioral Assistance – Under a plan developed by an IIC therapist, the BA will work to modify specific behaviors of the youth.

IIC

BA

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The 14-day PlanThe 14-day Plan

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14-d

ay

Pla

n P

roc

es

s B

eg

ins

The Judge Orders a

DCF 14-day Plan

The DYFS Court

Liaison receives and reviews the court order

1. Youth has abuse, neglect or permanency Issues?

2. Youth has a currently open DYFS case?

3. Youth has one and/or two above and behavioral healthcare needs?

4. Youth has behavioral healthcare needs only?

14 day plan to be developed by

DYFS

14 day plan to be developed by Youth Case Management

continued

Fourteen Day Plan Process Detail

A youth appears before the court who is believed to have

behavioral healthcare needs

Juvenile Justice Access to the SOC

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If at any time during the process of completing the 14 Day Plan, the youth’s family refuses to cooperate, the Youth Case Manager must notify the Court immediately and continue planning.

Youth Case Management 14-day Plan Process Flow Chart

The DYFS Court Liaison refers youth

to Youth Case Management

The Youth Case Management Supervisor reviews the referral and assigns the youth to a Youth Case Manager

The Youth Case Manager (YCM) conducts the

following activities

1. The YCM contacts PerformCare (Contracted System Administrator) at 877-652-7624 to register the youth in the CYBER system.

3. The YCM completes the Medicaid Presumptive Eligibility (PE) process.

4. The YCM completes the Strengths & Needs Assessment.

5. The YCM arranges for the services the youth needs.

2. The YCM ensures that the CSA:

a. Registers the youth in the CYBER system;

b. Checks the youth’s eligibility for services;

c. Checks to see if the youth has a pre-existing CYBER record;

e. Authorizes a minimum of days of behavioral healthcare services for the youth.

d. Provides the YCM with electronic access to the youth’s CYBER record;

continued

6. The YCM completes the 14-Day Plan Report. continued

Juvenile Justice Access to the SOC

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The Youth Case Manager (YCM) or DYFS completes the 14-Day Plan Report

The Judge:

1. Accepts the plan, or

2. Orders additional services that may include out-of-home treatment

14-Day Plan Submission Process

YCM, DYFS or other appropriate entity

carries out the court-ordered plan.

Juvenile Justice Access to the SOC

IS YOUTH ADJUDICATED?

The 14-Day Plan Report is received by Public Defender or youth’s attorney in

writing from the YCM or DYFS.

Plan is released to the Judge

Attorney determines whether to release the plan to the

Judge

YesNo

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• Resource for Juvenile Detention Centers, if case management (YCM or CMO) is not involved.

• Provides recommendations for youth suspected of having mental health issues and / or score a ‘warning’ on the MAYSII.

BioPyschoSocial (BPS) Evaluation

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Out-of-Home TreatmentOut-of-Home Treatment

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Family commitment to ongoing active involvement

Child Family Team

Clinically Based

Community based first

Short term

In State

Principles of Out of Home Treatment

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To refer a youth to OOH Treatment:

1 The youth’s Family Team must have determined that a referral to OOH treatment is warranted

2 Care Managers have no legal authority to start OOH referral process without parental permission or court order.

3 The referral paperwork must be compiled:

Referral Summary for OOH Treatment Referral Packet

Referring a Youth to OOH Treatment

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Residential Referral Packet• Cover letter with identifying information including: Youth’s name/CYBER#

Youth’s current location

Date of OOH Referral request/Telephonic Review

Current Intensity of Service (IOS)

DYFS Involvement

Efforts to secure OOH Treatment

E-mail and phone # of both case manager and supervisor

Supervisor’s Signature confirming review of packet

• Thorough Out of Home Referral Summary (must be updated each time an OOH referral is initiated)

OUT OF HOME REFERRAL PACKET CHECKLIST located at:

http://www.state.nj.us/dcf/behavioral/providers/ReferralPacket.pdf

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Do not send incomplete packets to PerformCare

Residential Referral Packet

Thorough Out of Home Referral Summary

• Recent Clinical Information (Within six months; if within one year, include updated report(s) from therapist):

Bio-psychosocial or Psychological Evaluation

Psychiatric (if on medication and/or recent hospitalization)

• Specialized Evaluations, if applicable (within the last year): Fire Setting Evaluation with Risk Level

Psychosexual Evaluation with Risk Level

Substance Abuse Evaluation

• Previous Out of Home Outcomes Discharge Summaries or Rejection Documentation from prior or current Out of Home Treatment Setting

Transitional Joint Care Review

• Court Involvement Status and Copy of legal charges

Probation reports

Pre-sentencing report

Court order for residential treatment

• Other reports Status of DDD involvement, if applicable

School-IEP, if classified

Medical Reports (if child has a medical condition)

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Out-of-Home Treatment

•CCIS – Inpatient Treatment

•Intensive Residential Treatment Services

•Psych Community Residences

•Specialty Beds

•Residential Treatment Centers

•Group Homes

•Treatment Homes

Intensity of Service: levels of OOH treatment based on intensity, frequency, and duration of treatment:

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Treatment Home• This IOS is for children/youth requiring Out of Home

treatment with minimal clinical care. The child/youth is placed in the safe environment of a private home setting in which treating parents have received specialized training in the care of children/youth with emotional and behavioral challenges.

• Treatment parents receive supervision and are supported by the staff and programs of the treatment home agency.

• The goal of a Treatment Home is to maintain the child/youth in the community while preparing for transition: return to family of origin, adoption, permanency placement, kinship care, or independent living.

Out-of-Home Treatment

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Treatment Home Service Delivery

• TH parents reside in the home with youth.

• Youth attend school in the community.

• The Agency provides up to one hour a week of individual counseling and up to four hours a week case management.

• Medication monitoring as needed.

• Youth can access additional therapeutic supports from the community, if needed.

Out-of-Home Treatment

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Group Home• A Group Home is a community-based IOS designed for

youth with behavioral and emotional challenges and needs who have the capability to engage in the community.

• Comprehensive services include individual, group, and family therapy, rehabilitation, and skill building. Programs are staffed around the clock. Residents go into the community for school and outside activities.

• Interventions are directly related to established goals and objectives with the aim of transitioning to a lower intensity of service or home.

• Family/guardian/caregiver involvement is extremely important and, unless contraindicated, should occur on a regular basis as determined in the treatment plan.

Out-of-Home Treatment

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Residential Treatment Center

• Residential Treatment provides a 24-hour service for youth who have demonstrated severe and persistent needs in social, emotional, behavioral, and/or psychiatric functioning. .

• RTC’s provide clinical treatment, psychiatric consultation, and medication monitoring, coupled with social, psychosocial, educational, and rehabilitative services. These are delivered through a highly structured therapeutic programming in a safe, controlled environment with a high degree of supervision.

• Residential Treatment is provided in freestanding, non-hospital settings on campuses or in the community.

• Some RTC programs have on-ground school services, which may require youth to be educationally classified.

Out-of-Home Treatment

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Specialty Bed Program (SPEC)

• A Specialty Service Residential Program (SPEC) provides supervised, licensed, 24-hour care within an intensive treatment program for youth with significant emotional and/or behavioral psychopathology which is specifically correlated with significant life events that have impacted their personal development and progress.

• The individual focus should implement therapeutic principles which are directly focused on the etiology of each individual youth’s psychopathology. Examples of therapeutic modalities which may be used include Functional Family Therapy, Cognitive Behavioral Therapy, the Sanctuary Model, and Trauma Affect Regulation.

Out-of-Home Treatment

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SPEC Criteria

• Significant Trauma Indicators: History of multiple placements, substantiated history of physical, sexual, or emotional abuse and/or substantiated history of moderate to severe neglect.

• Fire Setting: Within the past two years; low, moderate, and high risk with fire setting evaluation;

• Assault: Within the last two years; with or without a weapon and causing injury; history of repetitive assaults;

• Sexually Reactive Behavior: Within the last two years; low, moderate, or high risk with psychosexual evaluation; predatory or non-predatory; adjudicated or non-adjudicated; Tier I or II Megan’s Law.

Out-of-Home Treatment

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Specialty Bed (SPEC)

Treatment in a Specialty program should include regular and ongoing family involvement, when clinically appropriate. When there is no active family, the DCF case management entities should act as (or develop) a surrogate family and be responsible for their participation in treatment meetings. The individual focus should implement therapeutic principles which are directly focused on the etiology of each individual youth’s psychopathology. Examples of therapeutic modalities which may be used include Functional Family Therapy, Cognitive Behavioral Therapy, the Sanctuary Model, and Trauma Affect Regulation.

Out-of-Home Treatment

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Psychiatric Community Homes (PCH)

• Psychiatric Community Homes (PCH) are designed to provide community based treatment to youth whose DSM IV diagnosis indicates that they are in need of acute care. There are programs that serve youth from 5-20 years old, who may have been receiving inpatient Children’s Crisis Intervention Services (CCIS) or Intensive Residential Treatment Services (IRTS), and require ongoing psychiatric care in a safe, highly staffed, and supportive residential milieu before they can return home or transitioning to a less intensive out of home treatment setting.

• These services may also be accessed by youth as a deterrent to psychiatric hospitals.

Out-of-Home Treatment

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Special Needs Homes

DD/MI - Treatment home settings, with additional supports, for youth with both clinical needs and lower intellectual functioning.

Diabetes Homes – Therapeutic settings that accept youth with a diabetic condition.

Pregnancy Homes (SRTU Access)

Detention Alternative Program (DAP) - For youth in detention awaiting therapeutic out of home treatment. Priority population: post dispositional youth in DYFS custody. Accessed through DCBHS – gatekeeper Jennifer Holder at Jennifer.Holder@dcf.state.nj.us or 609-888-7198.

• Klemmer – nine male beds• NJ Mentor – five male/female beds• Project Chance – four male/female beds

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Once Intensity of Service (IOS) is determined:

1 The CYBER electronic system automatically posts the child on Youth Link.

Interested providers “assign” youth to their programs

Care Manager (CM) monitors assignments in CYBER and contacts potential provider(s) if necessary to advocate for assignment of youth

CM contacts the facility(ies) and sends packets to programs assigned to the youth.

Referring a Youth to OOH Treatment

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3

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Once a youth has been assigned to a program, the Care Management Entity (CME) is responsible to:

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OVERNIGHT the referral packet to the provider**Packet must arrive at the provider within **Packet must arrive at the provider within 72 hours of their accepting the referral72 hours of their accepting the referral

2 Call provider to follow up and clarify youth’s needs

Referral ProcessReferral Process

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Provide the youth and family with all available information about the program the youth has been assigned to or facilities or providers that have expressed interest.

Provide families with enough information to make an informed decision about which referral(s) to pursue.

Referral Process

Once a youth has been assigned to a program, the Care Management Entity is responsible to:

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Referral Process

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Once a youth has been assigned to a program, the CM is responsible to:

Schedule a “Meet & Greet” with youth and family’s preferred provider.

CM contacts all facilities where a packet has been sent: to encourage them to accept the youth, to clarify any additional information needed, for decisions and timelines.

Referral Process

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DCBHS Specialized Residential Treatment Unit (SRTU)

DCBHS Specialized Residential Treatment UnitAttn: SRTU

50 East State Street, 4th FloorPO Box 717

Trenton, N.J. 08625

CRITERIA FOR REFERRAL TO DCBHS SPECIALIZED RESIDENTIAL TREATMENT UNIT

• A youth who has been assigned a SPEC (Specialty) Intensity of Service; PCR (Psychiatric Community Residence) Intensity of Service; a youth in need of a treatment program for pregnant teens;

• A youth who has been on Youth Link for 30 days with lower IOS determinations and there are no prospects for acceptance into any out-of-home treatment programs;

• SRTU is not an emergency placement resource.

Detailed information on accessing SRTU services are located at:http://www.state.nj.us/dcf/behavioral/providers/AccessSRTU.pdf

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If the child is accepted to OOH Treatment Setting, the OOH Treatment

Setting contacts PerformCare to attach the provider to the youth’s

referral to the provider.

The CM contacts the SRTU consultant by email. SRTU consultant

informs the CM of the next steps and the CM follows through with the

recommendations. It is the CM’s responsibility to initiate, update, and

maintain communication with the SRTU consultant.

CM overnights to SRTU the required Referral Packet immediately and

confirms receipt within 72-hours with Olivia Townsend at 609.888.7214.

Ms. Townsend assigns the child to a SRTU consultant.

PerformCare informs CM to send packet to SRTU at time of IOS

determination when criteria are met.

DCBHS Specialized Residential Treatment Unit

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Poor documentation Failure to present child in a strength

based manner Missing set timelines Failure to communicate with SRTU

Consultant Procrastination Incomplete Packet

Things that delay the referral process:

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Include all requested information listed in the OOH Referral Checklist when submitting packet to PerformCare, SRTU and/or OOH providers.

Ensure OOH packet contains adequate clinical information that supports requested Intensity of Service.

Make certain that youth is presented in a strength-based manner. Meet all set submission timelines:

• Submit OOH Referral to PerformCare as soon as possible;• Immediately send packet to SRTU when youth receives SPEC or PCH

determination;• Immediately send packet to assigned providers, regardless of bed

availability.

Maintain e-mail communication with pending providers on a regular basis to ensure youth receives a timely meet-and-greet even when there are no current openings.

Ongoing e-mail communication with SRTU Consultant, if assigned.

Ways to Expedite Placement

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OOH treatment setting shares clinical information with prospective new placement entities and CM. CM receives & follows-up on the information from the current placement and contacts the perspective new OOH treatment setting(s).

Present OOH treatment setting submits Transitional Joint Care Review (TJCR) with either a recommendation for a

lower, higher, or same level of care. The current OOH Treatment Setting contacts a specific alternative OOH

Treatment Setting to transition the child.

Youth is placed on Youth Link in CYBER so providers can view the OOH referral summary.

Transitional Care

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Problem Solving for Court-involved Youth

Issues Regarding: Contact:

Specific Youth

Case Management Entity•Care Manager•Supervisor•Clinical Director•Executive Director/CEO

Juvenile Justice - Kim Maloney

Judiciary – Mike HigginbothamSystem Issues

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For more information…1

www.nj.gov/dcf/behavioral

PerformCare Member Services: 1-877-652-7624

www.performcarenj.org

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Glossary of Acronyms and Terms• DCBHS (Division of Child Behavioral Health Services) – The Division within DCF that

provides a comprehensive approach to the provision of mental and behavioral health services to eligible children, youth, and young adults.

• DCF (Department of Children and Families) - The Department that includes DCBHS, DYFS, and DPCP (Division of Prevention and Community Partnerships).

• Youth Link – The technology in CYBER by which both case managers and OOH treatment providers manage referrals, admissions, and discharges. It is a dynamic real-time process.

• CSA (Contracted System Administrator - PerformCare) - An administrative organization contracted by the DCBHS to provide utilization management, care coordination, quality management, and information management for the Children’s System of Care that provides mental and/or behavioral health services and supports to eligible children, youth, and young adults.

• CYBER (Child Youth Behavioral Health Electronic Record) is a fully functional, multi-system electronic medical record. The protected health information (PHI) contained in CYBER is protected by HIPAA regulations and should be accessed only on a need to know basis. Please review HIPAA regulations and address any questions with your supervisor to ensure compliance.

• IOS (Intensity of Service) – Frequency, intensity, and duration of treatment services.• SRTU - Specialized Residential Treatment Unit is a part of DCBHS. It works toward

quality OOH programming and provides consultation to case managers for who have been on the Youth Link for 30+ days as well as the SPEC, PCH, and Special Needs Homes Utilization Management.

Out-of-Home Treatment

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Thank you