Library: Policy
340:75-11-239. Child welfare (CW) facility liaison's general responsibilities for children placed in community-based residential care (CBRC) and CBRC placement providers
Revised 9-15-17
CW facility liaisons have responsibility for assisting CW specialists with placement of children in Oklahoma Department of Human Services (OKDHS) custody into CBRC, ensuring the safety of children in OKDHS or tribal custody placed in CBRC, monitoring CBRC contract compliance, and supporting and linking CBRC placement providers, assigned CW specialists, and community partners. • 1 through 6
Revised 6-13-22
1. Child welfare (CW) facility liaison responsibilities for assisting community-based residential care (CBRC) providers and assigned CW specialists with placement of children into CBRC. The CW facility liaison:
(1) assists the placement provider in obtaining all required information about the child from the assigned CW specialist;
(2) provides Form 15GR005E, Notice of Grievance Rights - Minors in Custody - Youth in Voluntary OKDHS Care, to the child within 24 hours of placement and annually thereafter and includes the name of the local grievance coordinator (LGC) on this form, per Oklahoma Administrative Code (OAC) 340:2-3-47. After receiving a completed grievance form, the CW facility liaison:
(A) notifies the Office of Client Advocacy (OCA) and provider's LGC regarding any grievances filed on the child's behalf concerning the CBRC program; and
(B) cntacts the district director for the child's assigned CW case specialist about grievances filed on the child's behalf concerning an Oklahoma Human Services (OKDHS) employee, policy, or procedure; and
(3) maintains the waiting list of children referred for residential intensive treatment services, family-style living programs, non-funded Level B, and residential maternity services when the number of children referred exceeds resource availability in these placements.
2. CW facility liaison responsibilities to ensure the safety of children placed in CBRC include:
(1) remaining alert to and reporting any alleged or suspected abuse, neglect, or maltreatment of a child;
(2) following protocol when OKDHS Abuse and Neglect Hotline (Hotline) referrals are received regarding CBRC contractors. The CW facility liaison:
(A) receives the referral assignment in KIDS by the CW facility liaison supervisor when a referral regarding a CBRC facility is assigned to OCA for investigation;
(B) documents, in the KIDS Contacts screen of the referral, when notified the OCA investigator determined a plan for immediate safety (PFIS) is necessary and established to ensure safety per OAC 340:2-3-34 Instructions to Staff. OCA:
(i) electronically or by phone, notifies Child Welfare Services (CWS) Specialized Placements and Partnerships Unit (SPPU) within 24 hours of the development of, or changes to, a PFIS; and
(ii) uploads the established or updated PFIS into the KIDS document management system (DMS) of the investigation within 24-hours of the development of, or changes to, a PFIS;
(C) contacts the CBRC contractor within two-business days of notice from OCA that a PFIS was created with the facility. The CW facility liaison:
(i) reviews the OCA PFIS with the contractor; and
(ii) assesses child safety and ensures facility follow-up with the PFIS by:
(I) visiting the facility weekly;
(II) making observations of interactions at the facility;
(III) having discussions with facility staff and children;
(IV) gathering information related to action steps in the PFIS;
(V) collecting documentation regarding the facility's ongoing and completed action steps; and
(VI) documenting and scanning information from (I) through (V) into the KIDS Contact screen or DMS of the investigation;
(D) reviews the OCA exit notice and completed OCA investigative report for any noted concerns. Receipt and review of the OCA exit notice is documented in the KIDS Contacts screen of the investigation. The CW facility liaison:
(i) begins follow-up within seven-business days when concerns are noted by OCA and assists the CBRC administrator or designee in completing a corrective action plan (CAP) or a facility action step (FAS), per OAC 340:75-11-230. The CAP or FAS is finalized within 10-calendar days of CW facility liaison's contact to address substantiated abuse, neglect, or areas of concern noted by OCA;
(ii) documents the CAP or FAS in the resource KK case in KIDS;
(iii) conducts weekly follow-up with the CBRC contractor and documents the follow-up in Referral Contacts in KIDS until the CAP or FAS is complete and issues are resolved; and
(iv) reviews completed documentation with CW facility liaison's supervisor who approves closure of SPPU involvement in the assigned referral;
(E) the SPPU CW facility liaison supervisor is notified of all screened out Hotline reports. The CW facility liaison supervisor reviews the screened-out reports to determine if assignment to a CW facility liaison is needed. The CW facility liaison supervisor enters a contact in the referral documenting the review's result. The CW facility liaison's role regarding screened out referrals that were assigned includes:
(i) initiating the referral within five-business days of assignment by the CW facility supervisor and documenting the contact in the KIDS Referral screen. The CW facility supervisor may modify the initiation or completion of a referral, when necessary. Follow-up includes, but is not limited to, speaking with youth, direct care staff, nursing staff, and reviewing charts;
(ii) requesting closure in the Policy Violation screen when there are no concerns and all documentation was entered in KIDS;
(iii) addressing identified concerns with the facility, when applicable, and developing a CAP or FAS;
(iv) completing CAP and FAS follow-ups weekly until the issues are resolved. Contacts are documented in the KIDS Referral Contacts screen;
(v) documenting in the CAP and FAS when action steps are achieved and resolution of the concerns occur. The CW facility liaison's supervisor reviews the completed documentation in KIDS and approves closure in the Policy Violation screen or provides direction to the CW facility liaison for further actions, when necessary; and
(vi) documenting all contacts and closure of the CAP or FAS in the KIDS Referral Contacts screen; and
(3) being knowledgeable about the CBRC contractor's disaster plans. The CW facility liaison scans the plans, titled Facility Disaster Plan, into the KIDS DMS as "other," and maintains contact with the facility and CWS SPPU program staff during a disaster event.
3. CW facility liaison CBRC contract monitoring responsibilities. The CW facility liaison's responsibilities for monitoring CBRC contracts include:
(1) maintaining knowledge of CBRC contract requirements and reporting violations to the CW facility liaison's supervisor who determines when CWS SPPU program staff are notified;
(2) reviewing contractor's monthly reports, incident reports, and restraint reports as received;
(3) observing all children placed at the facility during required weekly visits;
(4) observing interactions and engagement between children and contractor staff during weekly visits;
(5) assessing the CBRC physical plant for safety and cleanliness. Observing all rooms at the facility at least once per month during required weekly visits;
(6) spending a minimum of four hours per week at the CBRC facility and being knowledgeable of the program's practices through observations and discussions with children and facility staff. The CW facility liaison is aware of the contractor's:
(A) treatment planning;
(B) treatment plan reviews;
(C) discharge planning for children; and
(D) quantity and quality of service provision.
(i) Participation in case staffings and contractor meetings assists in gaining knowledge about the contractor.
(ii) The time a CW facility liaison spends per week at the facility is increased or decreased by the CW facility liaison's supervisor with CWS SPPU program staff notification and approval, depending upon the needs of the placement provider and children. Modified protocol is documented in the resource KK case in the KIDS Contacts screen;
(7) participating in the annual on-site CWS contract performance review (CPR) and program assessment conducted by CWS CPR staff and documenting follow-up in the resource's KIDS Facility Services Plan (FSP) screen when contractual violations are noted in the CWS CPR reports;
(8) knowing Child Care Services (CCS) licensing standards and reporting any observed violation to CCS, CW facility liaison's supervisor, and CWS SPPU program staff electronically and documenting the notification in the KIDS Contract Screen of the resource; and
(9) reviewing all reports received electronically or created in KIDS from OCA, the Oklahoma Commission on Children and Youth, the Oklahoma Health Care Authority, and law enforcement for possible contract violations. When review of information indicates violations occurred, the CW facility liaison implements a Safety Plan, and a CAP; and
(10) completing the quarterly review form by the 15th day of the month following the review period.
(A) SPPU administration reviews the quarterly review and places it in the resource case in the KIDS DMS.
(B) When concerns are noted during the quarterly review, the CW facility liaison staffs with the CW facility liaison supervisor to determine if a Safety Plan, CAP, or FAS is needed.(5) assessing the CBRC physical plant for safety and cleanliness. Observing all rooms at the facility at least once per month during required weekly visits;
(6) spending a minimum of four hours per week at the CBRC facility and being knowledgeable of the program's practices through observations and discussions with children and facility staff. The CW facility liaison is aware of the contractor's:
(A) treatment planning;
(B) treatment plan reviews;
(C) discharge planning for children; and
(D) quantity and quality of service provision.
(i) Participation in case staffings and contractor meetings assists in gaining knowledge about the contractor.
(ii) The time a CW facility liaison spends per week at the facility is increased or decreased by the CW facility liaison's supervisor with CWS SPPU program staff notification and approval, depending upon the needs of the placement provider and children. Modified protocol is documented in the resource KK case in the KIDS Contacts screen;
(7) participating in the annual on-site CWS contract performance review (CPR) and program assessment conducted by CWS CPR staff and documenting follow-up in the resource's KIDS FSP screen when contractual violations are noted in the CWS CPR reports;
(8) knowing Child Care Services (CCS) licensing standards and reporting any observed violation to CCS, CW facility liaison's supervisor, and CWS SPPU program staff electronically and documenting the notification in the KIDS Contract Screen of the resource; and
(9) reviewing all reports received electronically or created in KIDS from OCA, the Oklahoma Commission on Children and Youth, the Oklahoma Health Care Authority, and law enforcement for possible contract violations. When review of information indicates violations occurred, the CW facility liaison implements a safety plan, and a CAP; and
(10) completing the quarterly review form by the 15th day of the month following the review period.
(A) SPPU administration reviews the quarterly review and places it in the resource KK case in the KIDS File Cabinet.
(B) When concerns are noted during the quarterly review, the CW facility liaison staffs with the CW facility liaison supervisor to determine if a Safety Plan , CAP, or FAS is needed.
4. CW facility liaison responsibilities for CBRC contractors, CW specialists, and CWS SPPU. The CW facility liaison assists CBRC contractors, assigned CW specialists, and CWS SPPU program staff by:
(1) providing consultation to the placement provider about OKDHS policy and contractual requirements for children in CBRC placements;
(2) supporting the placement provider in maintaining effective working relationships with community partners, assigned CW specialists, and CW supervisors;
(3) entering face-to-face documentation in the child's KIDS Contacts screen as "other" when interaction, observation, or indirect information about the child in placement is received or occurs;
(4) assisting the child's assigned CW specialist in arranging admission to an acute or residential treatment center when the child meets medical necessity criteria for admission;
(5) ensuring upon receipt, the group home gives the child the $40 monthly allowance and the $10 monthly allowance for each child's infant; and
(6) documenting any facility concerns and follow-up in the resource KIDS Resource Contacts screen.
5. CW facility liaison responsibilities for transition planning for youth in CBRC placements include:
(1) attending the initial transition meeting within 30-calendar days of the youth's placement into the CBRC;
(2) attending the ongoing transition meetings every 90-calendar days for each youth place in the CBRC; and
(3) reviewing progress toward transition goals and communicating with the youth's CW team monthly.
6. CW facility liaison responsibilities for youth placed in youth services shelter care and youth service shelter care providers consist of:
(1) spending a minimum of two hours every two weeks at the youth services shelter and being knowledgeable of the shelter's practices through observations and discussions with youth and shelter staff. The CW facility liaison is aware of the youth service shelter's:
(A) discharge planning for youth; and
(B) quantity and quality of service provision.
(i) Participation in case staffings and meetings assists in gaining knowledge about the youth services shelter.
(ii) The time a CW facility liaison spends every two weeks at the shelter is increased or decreased by the CW facility liaison's supervisor with CWS SPPU program staff notification and approval, depending upon the needs of the placement provider and children. Modified protocol is documented in the resource KK case in the KIDS Contacts screen;
(2) participating in schedule intakes. If the CW facility liaison is unable to attend the intake:
(A) the liaison reviews the intake information;
(B) staffs the information with the CW specialist and youth service shelter;
(C) provides assistance and recommendations to support successful placement of the youth;
(D) documents activities in the KK case Contacts of the youth services shelter; and
(E) emails the Shelter Discharge Form to the CW specialist at the time of placement when transition planning is initiated;
(3) reviewing the youth's transition plan, providing assistance with discharge planning and documenting activities in the KK case Contacts of the youth services shelter;
(4) ensuring the youth's placement is accurate in KIDS by comparing the youth shelter's census to the youth's placement screen weekly;
(5) reviewing the youth services shelter's incident reports as received. Any identified concerns are staffed with the CW facility liaison supervisor; and
(6) completing the Quarterly Review Form by the 15th day of the month following the review period.
(A) The Quarterly Review Form is reviewed by SPPU administration and placed in the resource case in the KIDS DMS.
(B) When concerns are noted during the quarterly review, the CW facility liaison staffs with the CW facility liaison supervisor who contacts the SPPU Office of Juvenile Affairs liaison.
