HomeMy WebLinkAbout20062535 RESOLUTION
RE: APPROVE REVISIONS TO OPERATIONS MANUAL, SECTION 2.000, SOCIAL
SERVICES DIVISION POLICIES AND PROCEDURES
WHEREAS, the Board of County Commissioners of Weld County, Colorado, pursuant to
Colorado statute and the Weld County Home Rule Charter, is vested with the authority of
administering the affairs of Weld County, Colorado, and
WHEREAS,the Board has been presented with revisions to Section 2.000, Social Services
Division Policies and Procedures, for the Department of Social Services Operations Manual, and
WHEREAS, after review, the Board deems it advisable to approve said revisions, a copy
of which is attached hereto and incorporated herein by reference.
NOW, THEREFORE, BE IT RESOLVED by the Board of County Commissioners of Weld
County, Colorado, ex-officio Board of Social Services, that the revisions to Section 2.000, Social
Services Division Policies and Procedures for the Department of Social Services Operations
Manual, be, and hereby are, approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted by
the following vote on the 11th day of September, A.D., 2006.
BOARD OF OUNTY COMMISSIONERS
�°La WELD C, NTY, COLORADO
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Weld County Clerk to th-� ' 1
Pte. . /�„� C �.� David E. Long, Pro-Tem
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Robert D. Masd
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Date of signature: I lel 1 b(F
2006-2535
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DEPARTMENT OF SOCIAL SERVICES
P.O. BOX A
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GREELEY,CO. 80632
IDWebsite:Kit cl(fis;:,
www.co.weld.co.us
WI Administration and Public Assistance(970)352-1551
Child Support(970)352-6933
OFax(970)346-7663
•
COLORADO MEMORANDUM
TO: M.J. Geile, Chair Date: August 30, 2006
Board of County Commissioners
FR: Judy A. Griego, Director, Social Services
RE: Revisions to Section 2.000, Social Services Division
Policies and Procedures,Weld County Department of
Social Services Operations Manual
Enclosed for Board approval are revisions to Section 2.000, Social Services Division Policies and
Procedures,Weld County Depai tment of Social Services Operations Manual. These revisions
were reviewed at the Board's Work Session held on August 28, 2006.
The purposes of these revisions are as follows:
1. Increase to Cost of Living to Child Placement Agencies from 2% to 3.2%. This
adjustment is a result of the Joint Budget Committee staff error, which required this
COLA adjustment. The local impact to our expenditures will be from$44,000 a year to
$71,500 per year. Reference: Section 2.327.1,Reimbursement Rate.
2. Limit the Number of Bed Days Held for Providers On Behalf of Youth in the
Department's Custody. The Department will reimburse providers for a bed for a youth
who"runs"from a placement for up to three (3) days. Reference: Section 2.320.1 State
Licensed Provider Reimbursement.
3. Approval of Department Rate Methodology Process. The Rate Methodology will be
used with all providers who are requesting reimbursement for children/youth in out of
home placement. This Rate Methodology will be forwarded to the Colorado Depai fluent
of Human Services for approval. Reference: Exhibit A,Rate Setting Methodology.
4. Setting Rate Change and Criteria for State Licensed Specialized Group Homes. The
revisions are intended to raise the quality of care and increase the ability of Group Home
Providers in meeting the needs of children and youth with their families when they are
being stepped-down from or preventing placement in more restrictive and higher-end
residential care. Reference: Section 2.325.1, Specialized Group Home Provider Rate,
and Exhibit H,Weld County Addendum to Purchase Specialized Group Home
Care.
If you have any questions,please telephone me at extension 6510.
2006-2535
Social Services Division Policies and Procedures
2.327 Child Placement Agencies
Added 1/02
Revised 10/29/02 The Department has established and will reimburse the Child Placement
Agencies (CPA) by the method in this manual as outlined in Section
2.320.1.
2.327.1 Reimbursement Rate
Revised 10/29/02 A child specific Needs Based Care Assessment, designated as Exhibit B
Revised 6/06 shall be used to determine levels of care for each child placed within a
CPA. The assessment will be filled out by the county caseworker that is
placing the child. The specific rate of payment will be paid for each level
of service as recorded by the Needs Based Care Assessment. The
reimbursement rate for these levels will be indicated by the Needs Based
Care Rate Table, designated as Exhibit C. Once rates have been
established, the Needs Based Care Addendum, designated as Exhibit D,
will be completed by the County Rate Negotiator to outline the total rate
of reimbursement for the out-of-home care of the child. This addendum
will be effective from the time of placement until the end of the Colorado
fiscal year, June 30, unless otherwise negotiated. The Needs Based Care
forms have been adopted from the Northern Consortium of Counties.
Effective October 1, 2001, all providers received a 2.5% increase in
administrative overhead rate. Effective July 1, 2006, CPA providers
received a 3.25% COLA to the administrative overhead rate.
2.327.2 Rate Re-Evaluations and Adjustments
Added 10/29/02
A. The rates that are established in the Needs Based Care addendum
will be re-evaluated and/or adjusted as outlined in the
Department's Operations Manual, Section 2.902.2, or
B. The rates may be negotiated at any time based upon the changing
service needs of the child.
Social Services Division Policies and Procedures
2.320 Out-of-Home Placement Reimbursement
Effective 1/1/01 The Department establishes rates to be paid to providers for out-of-home
Revised 6/02 placements at the beginning of every state fiscal year. These rates are
similar to the State determined reimbursement for specific types of facilities.
2.320.1 State Licensed Provider Reimbursement
Added 6/02
Revised 6/06 A. The Department will reimburse a state licensed provider if such provider
Revised 8/06 meets the State reimbursement requirements of Colorado State Rules,
Section 7.405, Volume VII, Social Services Programs, and the State
requirements for State Licensed Providers of Colorado State Rules,
Section 7.417.2, Volume VII, Social Services Programs.
B. As required by C.R.S. 26-5-104, the Department will negotiate rates,
services, and outcomes with providers as outlined in the submitted Rate
Setting Methodology, Exhibit A, that has been approved by the State.
C. The Department will enter into yearly contracts with each State Licensed
Provider that the Department utilizes. The Contracts will be in force from
July 1, the start of the state fiscal year, to June 30, the end of the state
fiscal year.
D. The Child Welfare Rate Negotiator will initiate and mail out to providers,
both the State prescribed SS-23A, Agreement to Purchase, contract
Exhibit B, for Providers as outlined in Colorado State Rules, Section
7.304 and Section 7.304.661 of Volume VII, and the Weld County
Addendum to the Agreement to Purchase SS-23A, Exhibits C-G. The
county specific addendum will reflect the daily rate to be paid for each
child placed with the contracted provider for the state fiscal year, as
outlined in paragraph B. Rates reflected within the yearly contracts, will
be determined by the State and may include a cost-of-living increase the
county has approved. Rates may also be negotiated to reflect additional
services that the department has approved.
E. Once signed contracts have been received from providers, the State
prescribed SS-23A Agreement to Purchase contracts will be approved and
signed by the Director and All Weld County Addendums to the State
prescribed SS-23A will be approved and signed by the Director and the
Board of County Commissioners, Weld County, sitting as the Weld
County Board of Social Services.
F. Once Placement Contracts are approved and signed by the Director and/or
the Board of County Commissioners, each provider will be mailed fully
Social Services Division Policies and Procedures
executed copies of the Agreement to Purchase Services, SS-23A and Weld
County Addendum for their records.
G. All original contracts will be filed in the Business Office. The Business
Office will notify the Social Services Administrator, or designee, if a
provider is requesting reimbursement and does not have a current signed
contract. Payment cannot be authorized to the provider until the required
contract is provided to the Business Office.
H. Bed hold payments for a child's temporary absence from a facility,
including hospitalization, are limited to a maximum of 3 days. All bed
hold authorizations need to be approved, in writing, by the Administrator.
Once a bed hold is authorized, the Negotiator will contact the provider to
negotiate a daily rate for the approved bed hold.
RATE SETTING METHODOLOGY
For
Out-of-Home Placements
SFY 2006-2007
Adoption —Negotiations are based on the special needs of the adoptive child and the
circumstances of the adoptive family. Maximum monetary payment for an adoption
subsidy is the Weld County Basic Child Maintenance rate. (See Table I)The $.66/day respite
allowance is not allowable under this program.
Foster Family Home Care
Regular County Homes— Reimbursement for foster care services in regular
county foster care homes are based on the Weld County Basic Child Maintenance Rate.
(See Table 1) A respite allowance of$.66/day is also added as shown in Table 1.
Critical Care County Homes—Reimbursement for foster care services in county critical
care homes are based on the Weld County Basic Child Maintenance Rate established in
2000, in addition to a difficulty of care rate, which equaled a critical care base rate of
$800.00/mo. Cost of living increases have been added to the child maintenance portion of
the critical care base rate since 2001, as noted below in Table 1. The critical care county
home rate has been calculated as $28.88/day for 2006. A respite allowance of$.66/day is
also added to all critical care county homes.
Child Placement Agencies (CPA) - Utilization of the Need Based Care assessment tool
and rates developed by the Northern Colorado Consortium of Counties in 1996 and as
approved by the Board of Weld County Commissioners. CPA rates received a 2% COLA
increase as of October 1, 2001 and a 3.25% COLA effective July 1, 2006.
Kinship Foster Care - Reimbursement for kinship foster care services are based on the Weld
County Basic Child Maintenance Rate. (See Table 1) A respite allowance of$.66/day is also
added as shown in Table I.
Updated August 2006
Weld County DSS
Rate Setting Methodology
Continued...
Specialized Group Home (County Monitored)—The base rate for specialized group homes
consist of the Weld County Basic Child Maintenance rate (Table 1), in addition to a direct
care allowance of$31.99/day, which equals a total daily rate of$49.32 or approximately
$1,500.00/mo.
Group Center Care (CPA)— Rates are based on the level of service to be provided. These are
negotiated on an individual basis per center and as approved by the Board of Weld
County Commissioners.
Residential Child Care Facility (RCCF)—Rates will be based on the State base anchor rate.
These rates may be negotiated on child by child bases due to additional services needed.
These placements will be limited to CHRP qualified child or for children who are not
eligible for Medicaid services.
Therapeutic Residential Child Care Facility (TRCCF)—Rates will be based on State base
anchor rates as outlined in Volume 7, Section 7.419 and as approved by the Board of
Weld County Commissioners. These rates may be negotiated based on the following:
1) On a child by child basis to reflect additional services that the Department has
approved that are not considered within the base anchor rate or covered by fee-for-
service Medicaid, i.e. offense specific treatment and drug/alcohol treatment. These
additional services may be based on evaluations completed by the Departments in-
house therapist.
And/Or
2) Per facility, based on market value for services that the facility will be
contracted to provide, i.e. guarantee beds.
All children placed within a TRCCF will be eligible to receive therapeutic services,
which the provider will bill Medicaid on a fee-for-service basis. The minimum
therapeutic service a child will receive within this placement will be individual therapy 1
time per week, group therapy 3 times per week, and family therapy 1 time per week (if
applicable). All TRCCF placements will be monitored/staffed with the Placement
Review Team every 90 days to ensure that placement is appropriate. If concerns arise
regarding a provider's service, the Weld County Utilization Team may conduct on-site
inspections to investigate these concerns.
Children's Habilitation Residential Program (CHRPI- Utilization of the Level of Need
Worksheet (COPAR), in conjunction with the Needs Based Care assessment tool and
rates developed by the Northern Colorado Consortium of Counties and as approved by
the Board of Weld County Commissioners.
2
Updated August 2006
Placement Contracts
Agreement To Purchase Services (SS-23A) Weld County Addendum— July 1, of every year
Weld County initiates the State prescribed Agreement to Purchase Services (SS-23A) as
well as the Weld County Addendum for all providers excluding County foster care
homes.
3
Updated August 2006
Weld County DSS
Rate Setting Methodology
Continued...
Table 1
Weld County
*Basic Child Maintenance Rate
Age Daily Respite Care
Of Maintenance Daily
Child Rate Allowance
0 months
To $15.65 $.66
10 years
11 years
To $17.33 5.66
14 years
15 years
To $18.51 5.66
21 years
• Established from the standard rates set by the Colorado Department
Of Human Services,Division of Child Welfare Plus Weld County
Department of Social Services cost of living increases as follows:
1999-2003—Approximate 4%increase each year
2004—Approximate 3%increase
2005—Approximate 2.5%increase
2006—Approximate 2.5%increase
4
Updated August 2006
Social Services Division Policies and Procedures
2.325 State Licensed Specialized Group Home
Revised 8/06
A. State licensed Specialized Group Homes will serve as alternative
placements, as well as step down placements to Therapeutic Residential
Treatment Facilities, for difficult children/adolescents.
B. The department will contract with state licensed specialized group home
providers as outlined in Section 2.320.1.
2.325.1 Specialized Group Home Provider
Revised 8/06
A. Reimbursement for a State licensed specialized group home will be the
County Certified Foster Care Rate for ages 11-14, as outlined in section
2.321.1, plus the direct care allowance of$31.99 per day. The total
reimbursement per day per child for a specialized group home shall be
$49.32.
Effective 1/1/99 B. Special program components purchased or arranged by the Department are
as follows:
1. The Department will assume responsibility for providing the
required social work services, and providing or purchasing other
special services such as psychological evaluation, group work
services, and staff development activities. Services of psychiatrists
may be provided in accordance with Title XIX benefits.
2. Services to families of the children in group care placement shall
be provided by the Department or arranged for, at no cost to the
Department, when the case plan includes return of the child to his
or her families.
2.325.11 Evaluation of Group Homes
Effective 1/1/99 A. The Department shall evaluate the group home after the first six months of
operation. Thereafter, an evaluation shall be conducted at least annually.
B. The Department shall request an operating statement and review financial
records to determine if the group home is maintaining records and files of
revenue and expenditures. The operating statement shall be used to justify
payments. The format the operating statement and account classification
of revenue and expenditures are included following the evaluation report.
Adm\manss47.jag
Social Services Division Policies and Procedures
Effective 1/1/99 C. Any incorrect payments to the group home due to omission, error, fraud,
or embezzlement shall be recovered from the receiving home by deduction
from subsequent payments.
Effective 1/1/99 D. The evaluator shall discuss and review the evaluation with the group home
staff and obtain the signature of the operators.
Effective 1/1/99 E. A group home having an unsatisfactory evaluation will require
reevaluation for continuing use. If it is determined that the use of the
home should be continued, the Department will contract for improved
performance. If after 50 calendar days the unsatisfactory components
have continued, the Department shall terminate use of the home.
Effective 1/1/99 F. If the staff of the group home does not agree with evaluation, an attempt
shall be made to resolve the dispute within 15 working days by the Foster
Care Program Manager. If not, the Depaitment will use its County
Grievance Procedures outlined in this manual.
Added 8/06 G. The department may conduct announced or unannounced home visits for
evaluating/monitoring purposes.
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