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340:75-11-239. Contract liaison's general responsibilities for children placed in community-based residential care and CBRC placement providers
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Revised 5-26-05
Contract liaisons have general responsibilities for children in Oklahoma Department of Human Services Division custody placed in community-based residential care (CBRC) placements and for all CBRC placement providers. • 1
INSTRUCTIONS TO STAFF 340:75-11-239
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Contract liaison responsibilities. The liaison:
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(1) prints Form CWS-KIDS-20 (new form number 04KI010E), Placement Worksheet, and KIDS Placement Recommendation screen for each child in Oklahoma Department of Human Services (OKDHS) referred and submits to the contracted community-based residential care (CBRC) placement provider as quickly as possible and facilitates and monitors the referral process through completion;
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(2) assists the placement provider in obtaining all information about the child required from the Child Welfare (CW) county of jurisdiction worker and notifies Children and Family Services Division (CFSD) Placement Section by e-mail of the actual date of admission for each child;
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(3) provides consultation to the placement provider about OKDHS policy requirements for children in out-of-home placements;
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(4) assists the placement provider in maintaining effective working relationships with CW workers and supervisors;
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(5) provides the placement provider with the Dear Provider letter upon the admission of each child;
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(6) has face-to-face, private contact with the child and the placement provider in the placement in the months that the CW county of jurisdiction worker is not required to make contact, per OAC 340:75-6-48, and documents these contacts in the child's KIDS Contacts screen;
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(7) spends a minimum of four hours per week at the CBRC facility and is knowledgeable of the placement provider's:
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(A) treatment planning;
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(B) treatment plan review;
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(C) quantity and quality of service provision; and
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(D) discharge planning for children.
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(i) This may be accomplished through participation in case staffings, interactions with children and facility staff, and review of case records.
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(ii) The time a liaison spends per week at the facility is increased or decreased by the liaison's supervisor depending on the needs of the placement provider;
- (8) knows the requirements of the contract and reports violations of the contract requirements to the CFSD CBRC programs manager;
- (9) completes the monthly liaison statistical report and submits to the CFSD CBRC programs field representative by the fifth working day of each month;
- (10) reports any earned income of the child to the assigned custody specialist on Form K-13 (new form number 08MP013E), Information/Referral - Social Services;
- (11) completes Form F-1 (new form number 08MP030E), Authorization for Bus Transportation, when it is necessary for the child to travel by bus within Oklahoma;
- (12) performs the quarterly on-site monitoring of the placement provider's compliance with contract mandates and submits a written report of the quarterly on-site monitoring to the CFSD CBRC programs manager;
- (13) participates in the CFSD Continuous Quality Improvement (CQI) Unit annual on-site program assessment and focused review of the contract conducted by CQI staff;
- (14) gives Form OCA-GR-2-A (new form number 15GR005E), Notice of Grievance Rights - Minors in OKDHS Custody - Youth in Voluntary OKDHS Care, to the child within 24 hours of placement and includes the name of the local grievance coordinator (LGC) on this form, per OAC 340:2-3-47, and remains alert to any alleged maltreatment of any child on the part of the placement provider and notifies the:
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(15) maintains sufficient awareness of the treatment plan and discharge plan of each child;
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(16) ensures the completion of a home study, when appropriate, prior to overnight visitation by the child;
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(17) ensures the provider submits vacant bed reports daily to Placement Section;
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(18) when the child meets medical necessity criteria for admission and presents a physical threat to CW staff to transport, assists the CW county of jurisdiction worker in arranging admission of the child to an acute or residential treatment center inpatient facility;
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(19) when the county of jurisdiction sheriff's office refuses to transport the child to an inpatient facility, assists the CW county of jurisdiction worker with a transportation request to the county of placement sheriff's office;
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(20) when the sheriff's staff transports the child to inpatient care, provides the county of placement sheriff's office with the mailing address to the CFSD CBRC programs manager to file the claim for mileage, meals, and hourly wage;
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(21) submits Form ADM-106 (new form number 23CO106E), Authority to Purchase, to the CFSD CBRC programs field representative with all necessary identifying information for reimbursement to the county of placement sheriff's office for transportation services; and
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(22) tracks leave days of each child and reviews the respective contractor's Form DCYS-S-2 (new form number 04CB002E), CFSD Claim for Purchase of Residential Care, each month for accuracy of claims payment for specialized community homes (SCH), funded residential maternity placements, intensive treatment services (ITS), residential diagnostic and evaluation services (D & E), funded Level B, Level C, Level D, Level D+, and Level E placements;
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(23) knows the licensing standards and reports any observed violation of licensing standards to Division of Child Care; and
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(24) knows the disaster plans of the facility and maintains contact with the facility and programs staff during a disaster event; and, as applicable:
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(A) maintains the waiting list of children referred for D & E, ITS, non-funded Level B and Level C, and residential maternity services placements and authorizes the placement on KIDS Placement Authorization screen;
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(B) coordinates with D & E and ITS contractors in managing the waiting list and determining admission dates of children with the safety and protection of all children as the primary factor;
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(C) ensures the $25 monthly allowance for the youth and $10 monthly allowance for each youth's infant and child is used for their benefit when in non-funded Level B, Level C, and residential maternity placements;
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(D) obtains authorization for non-funded Level B and Level C placements from the CFSD CBRC programs manager for children who do not fall within the age range of the contracts; and
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(E) reviews and signs the facility's treatment plan verifying that additional treatment services are not duplicative nor provided in lieu of the contractually required treatment services for Level D, Level D+, and Level E placements that provide additional Title XIX treatment services over and above those required by the OKDHS contract.
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