OKDHS.org - OAC 340:75-11-233.1. Placement services

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340:75-11-233.1. Placement services

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Revised 5-26-05

(a) The purpose of Children and Family Services Division (CFSD) Placement Section is to:

(1) ensure that children in Oklahoma Department of Human Services (OKDHS) custody are placed in the least restrictive community-based residential care (CBRC) placement that most appropriately meets their treatment needs;
(2) ensure equal access to CBRC placement resources by children in OKDHS custody statewide; and
(3) maintain the waiting list of children in OKDHS custody who need CBRC placements when the need for CBRC placements exceeds the availability of CBRC placements. • 1

(b) In order to respond expediently to the volume of placement requests for children, the Placement Section:

(1) completes a daily review of children's cases received in the CFSD Residential, Placement, and Behavioral Health Services Unit KIDS In-box; 1
(2) assesses each placement request and notifies the Child Welfare (CW) county of jurisdiction worker and supervisor of secondary case assignment to the Placement Section; • 1 & 5
(3) completes a daily review of the facility bed vacancy reports submitted daily by CW contract liaisons and CBRC providers; • 2
(4) as beds in CBRC facilities become vacant, evaluates the treatment and behavioral needs of children on the waiting list and identifies each child for referral to the appropriate CBRC placement vacancy;
(5) when an appropriate CBRC facility is identified, makes the referral for placement to the CW worker assigned as the liaison to the designated CBRC facility and notifies the child's CW county of jurisdiction worker and supervisor of the referral, and, when requested, the county director and CW field liaison (CWFL); • 3
(6) documents, on KIDS Placement Authorization screen, information used in reaching the placement recommendation and documents compliance with applicable laws and policies;
(7) end-dates the secondary case assignment and completes documentation related to the placement episode when notified by the contract liaison that the child is placed; and • 3
(8) maintains a working placement case record until the end of the year the child reaches majority.

(d) Placement of a child in an acute psychiatric facility or a psychiatric residential treatment center (RTC) is made by the CW county of jurisdiction worker following the Oklahoma Foundation for Medical Quality (OFMQ) referral process and commitment process defined in OAC 340:75-16.

(1) The Placement Section provides consultation to the child's CW county of jurisdiction worker and supervisor regarding the identification of appropriate placement resources for a child discharged from inpatient psychiatric care.
(2) Discharge planning and the identification of an appropriate placement following discharge from inpatient psychiatric care begins when the child enters inpatient psychiatric care or immediately following commitment for monitoring purposes. • 5 & 6

(e) A child who is adjudicated deprived and in need of supervision (INS) or delinquent is placed in accordance with OAC 340:75-6-46.

INSTRUCTIONS TO STAFF 340:75-11-233.1

1. Placement priority for a child in OKDHS custody.

(1) The child's treatment needs, placement history, current location, and readiness for placement determine placement referral priority.
(2) A child:
- (A) ready for discharge from an inpatient psychiatric treatment facility;
- (B) in a community-based residential care (CBRC) facility who needs a more or less restrictive level of CBRC care; or
- (C) in an Oklahoma Department of Human Services (OKDHS) operated emergency shelter over licensed capacity is given priority on the waiting list.
(3) Children and Family Services Division Placement Section establishes the waiting list according to the:
- (A) level of care the child requires;
- (B) child's current location;
- (C) date of the placement request; and
- (D) child's permanency plan.
(4) The CW county of jurisdiction worker's supervisor facilitates assignment of the placement request to Placement Section by approving the KIDS Placement Recommendation screen that indicates his or her review of Form CWS-KIDS-20 (new form number 04KI010E), Placement Worksheet, for completion and accuracy. Refer to OAC 340:75-11-233 Instructions to Staff.
(5) The CW county of jurisdiction worker is responsible for:
- (A) faxing to Placement Section initial and updated collateral case information needed to justify CBRC placement, including, but not limited to, residential diagnostic and evaluation assessments, documentation of previous placement episodes, psychological evaluations, hospital letters, facility progress reports, critical incident reports, and discharge summaries. Placement Section maintains all information in the working placement case record; and
- (B) maintaining regular and ongoing contact with Placement Section to inform of any changes in the child's location or need for CBRC placement.

2. Report of vacancies. The contract facility liaison or the provider reports CBRC vacant beds to Placement Section either by fax or e-mail immediately when a bed becomes vacant or in advance when a planned discharge results in a vacant bed.

3. Placement procedures. When the CW county of jurisdiction worker receives the referral, the worker:

(1) immediately contacts the CBRC facility and assigned contract liaison where the child is referred;
(2) makes arrangements for transportation and ensures the child is placed, per OAC 340:75 11. 238, within no more than two working days of the referral; and
(3) documents the placement in the child's KIDS Placement screens. Authorization of the placement episode by Placement Section unlocks the KIDS Enter-Exit screen.

4. Placement prior to adjudication. When a child in emergency OKDHS custody has needs that are best met in a CBRC facility, the CW county of jurisdiction worker:

(1) requests court approval stating all parties agree to a CBRC placement; and
(2) if the court approves, faxes the court approval to Placement Section.

5. Placement request for a child in inpatient treatment.

(1) The CW county of jurisdiction worker immediately initiates a placement request on KIDS Placement Recommendation screen, for any child in OKDHS custody who is placed in inpatient psychiatric care for treatment and whose discharge plan recommends placement in a CBRC facility.
(2) The CW county of jurisdiction worker and supervisor ensure Form CWS KIDS-20 (new form number 04KI010E) is updated to reflect inpatient treatment history and discharge recommendations.
(3) The CW county of jurisdiction worker provides information to Placement Section on the child's projected length of stay as authorized by the inpatient psychiatric care review coordinator of Oklahoma Foundation for Medical Quality (OFMQ) or as determined by discharge planning by the treating facility.

6. Admission to a psychiatric facility. If a child is admitted to a psychiatric facility from a CBRC placement, the CW county of jurisdiction worker initiates a new placement request on KIDS Placement Recommendation screen to reflect inpatient admission. Placement Section authorizes a child's return to the same CBRC facility or refers the child to another CBRC setting upon discharge from inpatient care.

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