Placement Procedures

Purpose

The Cabinet for Health and Family Services DCBS has included placement services in its "gatekeeper" contract with the Children's Review Program. The purpose is to provide a unified approach to placement by placing children with providers who are most capable of meeting their needs. Placement coordinators are located in the DCBS regions and work closely with DCBS workers in finding placements (SOP 7E.1.5). All regions have these services for children being referred to Private Child Care residential and foster care providers (PCCs). Selected regions also have these services available for children entering DCBS foster care placements.

Schedule

When it is determined that a child needs, or is at risk of needing, a PCC placement.

Protocol

1. 1. The DCBS worker assures that the child has a current and accurate Level of Care (LOC).
   • If the child has never had a level of care (LOC), the DCBS worker refers the child for a LOC by submitting the DPP-886, DPP-886A, CBCL, placement log and supporting documentation to the Children's Review Program at P.O. Box 13520, Lexington, KY 40583.
   • If the child has a LOC that is not current or accurate, the DCBS worker sends the necessary information to the Children's Review Program to obtain a LOC Reassignment or Redetermination.
2. The Children's Review Program assigns a LOC and returns the DPP-886 with the LOC assignment to the DCBS worker.
3. With a valid LOC, the DCBS worker contacts the Regional Placement Coordinator (RPC) to refer the child for placement and sends placement referral packet (including DPP-886 with the LOC, DPP-886A, placement log, most recent CBCL report, and other relevant documents) to the RPC.
4. The RPC sends the referral packets (including DPP-886 with LOC, DPP-886A, placement log, referral cover sheet and supporting documentation) to programs whose admission criteria are a match for the child and whose capabilities best match the child's needs, according to the PCC Comparative Report. The number of programs and distance from the county of the child depends on the number of matches and the judgment of the RPC.
5. The RPC notifies the DCBS worker in writing of referrals by interoffice mail, US mail, fax, or e-mail.
6. As the PCCs respond, the RPC communicates with the DCBS workers in writing about rejections or acceptances by e-mail (preferred), interoffice mail, or US mail and consults with the DCBS worker as necessary regarding the programs, using the PCC Comparative Report.
7. The DCBS worker schedules and transports the child to interview(s), when required.
   Note: If more than one program agrees to interview the child for placement, the DCBS worker should give priority to the placements closest to the child's home county. If a worker would prefer not to have a child interview at a placement closest to the home county, he/she must consult with the RPC and family (if appropriate) and have supervisory approval before making this decision.
8. Following the interview(s), the DCBS worker, in conjunction with the RPC and family, makes a decision regarding the best placement, also using the PCC Comparative Reports. If the placement chosen is not the closest available placement to the home county, the DCBS worker must provide written justification for the decision and obtain written supervisory approval (SRA or designee) prior to placement. A copy of the written approval is placed in the child's DCBS file and a copy will be sent to the RPC.
9. For programs that will interview and admit a child on the same day, the DCBS worker, in conjunction with the RPC and family, makes a decision regarding the best placement prior to the interview. If the placement chosen is not the closest available placement to the home county, the DCBS worker must provide written justification for the decision and obtain written supervisory approval (SRA or designee) prior to the interview and placement. A copy of the written approval will be placed in the child's DCBS file and a copy is sent to the RPC.
10. DCBS placement considerations for race/ethnicity and Native American children are detailed in SOP 7E1.12 and 7E1.10, respectively.
11. At the time of placement, the DCBS worker is also responsible for arranging for the Educational Passport (SOP 7E.5.3) and the Medical Passport (SOP 7E.4.2) to be provided to the new placement.
12. Once the child is placed, the DCBS worker notifies the RPC of the new placement in writing by interoffice mail, US mail, fax, or e-mail.
13. The RPC sends notification (letter, fax or email) of the placement found to all other programs to which the child was referred and accepted and to those that have not responded.
14. Once the placement has been secured, the DCBS worker is responsible for entering the new placement into TWIST and informing the Billing Clerk of the new address.

Note: The DCBS worker should maintain contact with the family (when appropriate) throughout the process, keeping them apprised of the status of the placement referral.

Role of the PCC

1. When children are being considered for admission, the PCCs respond to referrals within three (3) business days for child-caring agencies and five (5) business days for child-placing agencies.
2. When children are admitted, the PCCs must inform CRP on the Monthly Census Report (MCR) of the admission date, if the child is not already listed.
3. When children are being discharged from a PCC, the PCCs must notify the children's DCBS workers at least two weeks in advance, in compliance with the PCC Agreement.
4. When children are discharged, the PCCs must inform CRP on the Monthly Census Report (MCR) of the date of discharge, reason for discharge, and new placement, including county, if foster care.