INSTRUCTIONS TO STAFF 340:75-8-12

Instructions to Staff Only Revised 6-1-07

1.   ARC assignments.  The area director:

(1) assigns a Child Welfare (CW) worker in the respective Field Operations Division (FOD) service area as the area resource coordinator (ARC); and

(2) determines the number of ARC assignments and the counties assigned to each ARC in the respective area.

2.   ARC responsibilities.  The ARC:

(1) manages the placement referral process for a child requiring therapeutic foster care (TFC) placement in the respective FOD area;

(2) coordinates placement referrals in the area by maintaining frequent contact with TFC contractors through regularly scheduled area placement meetings as determined by the number of TFC placement requests in the area;

(3) receives the Bed Vacancy Report from TFC vendors at a frequency determined in the area but no less than once per week;

(4) receives secondary case assignment for placement automatically through KIDS;

(5) receives the "sounds like" designation from APS Healthcare authorizing TFC assessment ;

(6) prints Form 04KI010E, Placement Worksheet, and KIDS Placement Recommendation screen and reviews for completeness.  If the information is not complete, the ARC notifies the CW county of jurisdiction supervisor that Form 04KI010E is inadequate for referral;

(7) submits Form 04KI010E and KIDS Placement Recommendation screen print to TFC contractors as soon as possible;

(8) submits Form 04KI010E to TFC contractors who report vacant beds matching the needs of the child referred.  The ARC ensures, as first priority, all TFC placements are within 40 miles of the child's home or community;

(9) tracks placement referrals until the child is placed and keeps the CW county of jurisdiction worker informed of the status of the placement referral by e-mail;

(10) maintains a TFC placement file for each child referred for TFC from the area that includes the printed Form 04KI010E and Placement Recommendation screen, "sounds like" designation authorizing TFC assessment, and any letters from TFC contractors declining to place;

(11) consults with and refers to the ARCs in adjoining areas to verify TFC home availability, if placement is not available within 40 miles of the child's home or community;

(12) upon notification from the TFC contractor and CW county of jurisdiction worker of the child's placement:

(A) authorizes the placement;

(B) enters the name of the TFC contractor who accepted the child for placement;

(C) documents placement justification on KIDS Placement Authorization screen; and

(D) end dates his or her secondary case assignment for placement in KIDS;

(13) immediately e-mails Children and Family Services Division (CFSD) Placement Section if all TFC contractors decline placement and sends the TFC placement file to Placement Section if placement in a higher level of care is appropriate; and

(14) completes a monthly report of TFC placement referrals and the number of placements declined by TFC contractors and submits the report to the CFSD programs manager for TFC by the fifth working day of the month.