our community. our kids.

Guiding Values and Principles:Family drivenYouth guidedCommunity-basedCulturally competentIndividualizedLeast restrictive settingCoordinated among agencies

INTRODUCTION TO FOSTER CARE REDESIGN

our community. our kids. (OCOK)A division of ACH Child and Family ServicesServing children referred for paid foster care

and purchased services from Region 3b Erath Hood Johnson Tarrant Palo Pinto Parker Somervell

SINGLE SOURCE CONTINUUM CONTRACT (SSCC)

Transparent

Collaborative

Accountable

PROVIDER NETWORK - DEVELOPMENT OF A SYSTEM OF CARE

DFPS Minimum Standards Governing State and Federal LawsProvider Services AgreementProvider ManualMaster Region 3b SSCC Contract

COMPANION AND GUIDING DOCUMENTS

OCOK ORGANIZATIONAL CHARTACH President & CEOWayne Carson, Ph.D

SSCC – OCOKPresident & COO

Gary Buff, Ed.D, LCPAA

Director of Quality and Contracts

Patricia Correa, LPC-S, NCC, LCPAA

Quality Improvement &

Contracts SpecialistsSamantha Hernandez

Melissa ChristensonPatricia Cruz

Open

Chief Analytics Officer

Sean Allen, Ph,D.

IT/AnalyticsNicky RuckerDebra 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 SpecialistsCarolyn HellumsArneshia DickensLeslie Casstevens

Chasity SmithTijuana

ThompsonRobert HollowayJennifer Bloxom

Care Coordination Supervisor

Donna Stowe

Care CoordinatorsTanna Jackson

Monica JohnsonAnabelle Muzzio

Ivori HarosCynthia Johnson

Executive Assistant

Pem Tomaselli

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.

PERFORMANCE MEASURES

PLACEMENT PROCESS

A child’s first placement should

be the best placement

ASSESSING, CONDUCTING AND MANAGING PLACEMENTS

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)

INTAKE

Emergency PlacementChild or youth is in immediate need of placement (new removal)

Non-Emergency PlacementChild or youth is currently in DFPS conservatorship and needs paid foster care placement

Placement ChangeChild or youth is currently in a paid foster care setting within the OCOK Network and requires a new foster care placement within the Network

TYPES OF PLACEMENT

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 placementOnce 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

PLACEMENT TIMEFRAMES

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)

INITIAL COORDINATION MEETING

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

PLACEMENT TIMEFRAMES

A Pre-Placement staffi ng 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.

PRE-PLACEMENT STAFFING

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.

PLACEMENT PROCESS

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 Affi davit OCOK Initial Referral Form

PLACEMENT PROCESS

Providers will be required to keep their home profi les up to date in ECAP.

Standard home profi le 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

FOSTER HOME PROFILES

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.

DISCHARGE

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.

DELIVERY OF A TIMELY ARRAY OF SERVICES

SERVICE PLANNING

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

SERVICE PLANNING

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

SERVICE PLANNING COORDINATION

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

SERVICE PLANNING MEETING PARTICIPANTS

New PlacementsWithin 26 days of removal

Current PlacementsEvery 90 days for all children

TIMEFRAMES

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

SERVICE PLANNING MEETING DOCUMENTATION

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


Provider Case Manager will:Record service plan from meetingEnsure everyone in attendance signs the acknowledgement of participation

Ensure each participant receives a copy of the plan


Providers will complete CANS (Child and Adolescent Needs and Strengths)Family FocusedStrength BasedTrauma FocusedCulturally Respectful

CHILD AND FAMILY ASSESSMENT

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 DegreeCANS Certification


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.


HEALTHCARE SERVICES

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

HEALTHCARE SERVICES

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 2nd business day of receipt.

Provider will refer children under the age of 3 years to ECI if a disability or development delay is suspected.

HEALTHCARE SERVICES

Provider Case Manager will facilitate an offi ce 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.

PSYCHOTROPIC MEDICATION APPOINTMENTS

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.

PSYCHOTROPIC MEDICATION APPOINTMENTS

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.

CONSENTING TO PSYCHOTROPIC MEDICATION

Provider Case Manager will provide Foster/Relative & Other Designated Daycare Verification (Form K-908-1809) 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.

FOSTER DAYCARE SERVICES

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.

ACADEMIC SUCCESS OF CHILDREN/YOUTH IN CARE

COURT REQUIREMENTS

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.

NOTIFICATION OF COURT HEARINGS

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.

CHILDREN AND COURT 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 offi cials).

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.

PROVIDER STAFF AND COURT ATTENDANCE

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)

LEGAL SERVICE NOTIFICATION

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.

COURT REPORTS

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.

COURT REPORTS

Summary of Child’s Medical

Permanency Plan & Progress Report to the Court: Well-Being of the Child

Placement Review Report to the Court: Well-being of the Child

COURT REPORTSCHILD SECTION

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.

ADDENDUMS AND CASE CHANGES

TRANSITIONAL LIVING SERVICES

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.

TRANSITIONAL LIVING SERVICES

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.

PREPARATION FOR ADULT LIVING (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.


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.


When a youth turns 17 OCOK will notify the Region 3b SIL Case Manager to provide information regarding SIL.

SUPERVISED INDEPENDENT LIVING (SIL)

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.

NATIONAL YOUTH IN TRANSITION DATABASE (NYTD)

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.

AFTERCARE AND FOLLOW UP

CONFLICT RESOLUTION

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.

CONFLICT RESOLUTION AND COMPLAINT PROCESS

PROVIDER MANUAL

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

PROVIDER MANUAL

http://www.ourcommunity-ourkids.org/

TECHNOLOGY

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 CONTACT INFORMATION

mailto:[email protected]



Complaints and Concerns [email protected]

Serious Incident Reports [email protected]

Finance Department [email protected]

IT Support [email protected]

OCOK CONTACT INFORMATION





our community. our kids.

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