INSTRUCTIONS TO STAFF 340:75-7-65
Revised 6-1-09
1. Bridge resource parent with a significant disability. Medical documentation from the primary physician regarding the Bridge resource parent's disability is required and documented in the child's KIDS case and resource record. The Child Welfare (CW) worker and supervisor evaluate the need for child care every six months and document the need in the child's KIDS case and resource record.
2. Approval process for child care. When the Bridge resource parent contacts the resource specialist to request child care:
(1) the resource specialist notifies the child's CW worker of the need for child care and provides information about local resources; and
(2) the child's CW worker:
(A) assesses the child to determine whether the child's needs can be met in a child care setting;
(B) refers to the Child Care and Child Care EBTU How To's in KIDS/Help/How To's;
(C) enters the request for child care in KIDS Child Care screens within 48 hours of the request, no exceptions allowed;
(D) completes Form 04MP041E, CW Application for Child Care, reviews with the Bridge resource family, and secures the Bridge resource parent's signature; and
(E) files the signed form in the resource record.
3. Child care in a one star center.
(1) The child's CW worker documents in KIDS Child Care screen and the CW supervisor approves the child care request when there are no one star plus, two, or three star centers in the community.
(2) The exceptions for child care, per OAC 340:75-7-65, are documented by the child's CW worker and approved by the CW supervisor in KIDS Child Care screen.
(3) Exceptions may be granted on a case-by-case basis by the CW supervisor. Prior to granting an exception, the procedures in this paragraph are completed.
(A) The child's CW worker:
(i) provides the Bridge resource parent a list of all contracted one star plus, two star, and three star centers and all contracted child care homes that meet the Bridge resource parent's search criteria;
(ii) uses Child Care Locator, available on the Infonet under OKDHS Tools, to generate this list;
(iii) prints a list of all military base or out‑of-state contracted providers bordering the county, if applicable, from Outlook Public Folder/All Public Folders/STO.Child Care/Subsidy/Out of State/Military folder; and
(iv) instructs the Bridge resource parent to contact all providers on the Child Care Locator list to see if care is available during the hours needed.
(B) The Bridge resource parent notes on the list why care is not available at any of these locations or why they did not meet the Bridge resource parent's needs.
(C) The CW supervisor:
(i) reviews the Bridge resource parent's notes, if the Bridge resource parent does not find a provider from those on the list, to determine whether to grant an exception; and
(ii) documents in KIDS Child Care screen whether an exception was granted and the reasons.
(4) Exceptions may be granted when none of the providers on the Bridge resource parent's list:
(A) has an opening during the times care is needed. For example, the Bridge resource parent works during the evening or overnight and no one else provides care during those hours;
(B) is willing to meet the special needs of the child. For example, the provider is unable to meet the needs of a child with disabilities or provide transportation to and from the child's school; or
(C) is within a reasonable distance from the Bridge resource parent's home.
(5) If the CW supervisor agrees that an exception is warranted per OAC 340:75-7-65 Instructions to Staff 3(4), the child's CW worker gives the Bridge resource parent a list of one star center providers. If the Bridge resource parent finds a one star center that meets the Bridge resource family's needs, payment may be approved for child care at that facility.
4. Therapeutic child care.
(1) The child's CW worker requests approval for therapeutic child care on a case-by-case basis when:
(A) a letter from a mental health professional provider documents the:
(i) goal for the child;
(ii) therapy needed to reach the goal; and
(iii) expected time frame for this treatment; and
(B) the child's CW worker staffs the case with the CW supervisor and resource specialist, and all agree that therapeutic child care is required.
(2) The child's CW worker provides a memo to Children and Family Services Division Administrative Services Unit (ASU), along with the letter from the mental health professional. The memo includes the:
(A) name of the child requiring the service and case name;
(B) name of the child care facility;
(C) number of hours to be used per day;
(D) number of days to be used per week;
(E) name of the mental health professional recommending therapeutic child care;
(F) name of the Bridge resource parent; and
(G) reason for therapeutic child care.
(3) Upon determination, ASU sends a memo notifying the child's CW worker of the approval, with specific instructions regarding payment of services.
(4) The child's CW worker documents all circumstances and actions in KIDS Contacts screen. No service line is entered in KIDS Child Care screen.
5. Repayment of child care services. Oklahoma Department of Human Services (OKDHS) seeks repayment for any child care paid in error. The child's CW worker writes a memo to Finance Division that includes:
(1) the child's case name and number;
(2) the name and date of birth of the child who received care;
(3) a short summary of the circumstances that led to the potential overpayment, including the original and new family share co-payment amounts, if applicable;
(4) the time period covered by the overpayment; and
(5) whether the overpayment was caused by agency, client, or provider error, per OAC 340:40-15-1 and 340:75-1-27.
6. Babysitting. The CW worker and the Bridge resource parent discuss in-depth the situation before a person, particularly a teen, babysits a child in OKDHS custody. The discussion helps assess the appropriateness of the person assuming responsibility for the child and ensures that the child's needs and well-being are considered.
7. Alternate care. The resource specialist:
(1) obtains the name of the alternate provider at the time of initial assessment to facilitate future placement if a need is identified.
(A) The resource specialist makes personal contact with the alternate provider to determine the person's ability and willingness to provide temporary short‑term care and determines if the alternate provider may experience the same family emergencies as the Bridge resource family.
(B) The person recommended to provide temporary care, such as a relative or close friend, must be at least 21 years of age;
(2) completes the Oklahoma State Bureau of Investigation (OSBI) name search, Department of Public Safety check, Sex Offender Registry check, OKDHS records review, including CW records, and Juvenile Justice Information System (JOLTS) of all children older than 13 in the home. The results are documented on Form 04AF007E, Records Check, and filed in the resource record;
(3) obtains a copy of the prospective alternate provider’s driver license;
(4) completes Form 04AF004E, House Assessment, and obtains sufficient information, including a recommendation from one reference for the provider on Form 04AF026E, Alternate Caregiver Reference Letter;
(5) makes a decision to approve or disapprove the alternate provider after assessing the information obtained and consultation with the CW supervisor; and
(6) informs the Bridge resource parent of the decision and records all related information in KIDS Resource Contacts screen and the resource paper record.
8. Foster Parent Liability Insurance. The resource specialist provides the current information about the liability insurance to the Bridge resource family. To access information about the liability insurance call Aspen Specialty Insurance at (617) 532-7358.
9. Foster care associations. The Bridge resource parent's written permission is filed in the resource paper record and documented in KIDS Resource Contacts screen.
10. Travel Reimbursement. The CW worker submits the approved Form 10AD006E, Travel Claim, directly to Finance claims.