Children's Review Program
A program of bluegrass.org
Funded in Whole from Federal and Cabinet for Health and Family Services Funds

Placement Procedures

Purpose

The Cabinet for Health and Family Services DCBS has included placement services in its 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).

Schedule

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

Protocol

  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 (to be completed online), placement log and supporting documentation to the Children's Review Program at 859-225-3565 (fax) or 1351 Newtown Pike, Building 3, Lexington, KY 40511-1278.
    • 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 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 provides the placement referral packet (including DPP-886 with the LOC, DPP-886A, placement log, 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.
  5. The RPC notifies the DCBS worker in writing of referrals.
  6. PCCs/PCPs respond to referrals within two (2) business days.
  7. As the PCC/PCPs respond, the RPC communicates with the DCBS workers in writing about rejections or acceptances and consults with the DCBS worker as necessary regarding the programs, using the PCC Comparative Report.
  8. The DCBS worker schedules and transports the child to interview(s), when required.
  9. The DCBS worker in accordance with their regional protocol and the PCC Comparative Reports makes a decision regarding the best placement. 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.
  10. Once the child is placed, the DCBS worker notifies the RPC of the new placement in writing.
  11. The RPC sends notification of the placement found to all other programs to which the child was referred and accepted and to those that have not responded.

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.