HomeMy WebLinkAbout20020172.tiff 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 Department of Social Services has presented revisions to the
Operations Manual, Section 2.000, Social Services Division Policies and Procedures, to the
Board of County Commissioners of Weld County, for consideration and approval, and
WHEREAS, after review, the Board deems it advisable to approve said revisions, copies
of which are 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 the Operations
Manual, Section 2.000, Social Services Division Policies and Procedures be, and hereby are,
approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 16th day of January, A.D., 2002.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: L ( ,) EXCUSED DATE OF SIGNING (AYE)
1861 ttir ,d : >.Gle Vaad, Chair
Weld County Clerk to the oa 11
'`^ m
/ David E. L g, Pro-Tem ,I
BY:
Deputy Clerk to the Board GJ/ 1//.61 /
M. J. eile
APPRO D AS PTO '
L��_ illi rke
my Attorne�
Robert D. Masden
9.72
Date of signature:
2002-0172
SS0029
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'DEPARTMENT OF SOCIAL SERVICES
PO BOX A
GREELEY,CO 80632
1 WEBSITE:www.co.weld.co.us
VI
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Administration and Public Assistance(970)352-1551 Child Support(970)352-6933
COLORADO MEMORANDUM
TO: Glenn Vaad, Chair Date: January 14, 2002
Board of County Commissioners
FR: Judy A. Griego, Director, Social Services-//'( )aU-0�
�J
RE: Revision to Section 2.000, Social Services Division Policies and
Procedures, Weld County Department of Social Services
Operations Manual
Enclosed for Board approval is a revision to Section 2.000, Social Services Division
Policies and Procedures, Weld County Department of Social Services Operations
Manual.
The purposes of the revisions are to reflect rate increases previously approved by the
Board through work sessions and the budget process.
1. Effective Calendar Year 2002, County Certified Foster Care Homes would
receive a 4% increase to the basic maintenance rate and an increase to the mileage
rate as established for Weld County. See Section 2.321.1, 2.321.1 (H), 2.326.1
(F)
2. Effective October 1, 2001, Child Placement Agencies would receive a rate
increase of 2.5% to 3% according to the rates set by the Northern Consortium of
Counties. See Section 2.327.
3. Effective July 1, 2001, Residential Treatment Centers would receive a basic 2.5%
rate increase for room and board. See Section 2.328.
If you have any questions, please telephone me at extension 6510.
2002-0172
Social Services Division Policies and Procedures
2.320 Provider Reimbursement
Effective 1/1/01 The Department has established rates for payments to providers. These rates are
Revised 1/1/02 similar to the State determined reimbursement for specific types of facilities. The
Department provided an approximate 4% cost of living increase effective January
1, 2002.
These provider reimbursement rates as described in Section 2.316 through
2.325.12 do not include rate changes for Child Placement Agencies (CPAs),
RTCs, or RCCFs. RTC treatment costs and the CHRP program are not
negotiable by counties.
2.321 Reimbursement for County Certified Foster Care Provider
Effective 1/1/99 The Department will reimburse a county certified foster care provider if such
foster care meets the State reimbursement requirements of Colorado State Rules,
Section 7.405, Volume VII, Social Services Programs, and the State requirements
for County Certified Providers of Colorado State Rules, Section 7.417.1, Volume
VII, Social Services Programs.
2.321.1 County Certified Foster Care Rate
Revised 1/01/02 According to the following table, the Department will reimburse for the care
provided by county certified foster care parents upon submittal in a timely fashion
on a form showing the number of days the child/ren were in care.
Table 1 1/
Personal Respite
Age of Food Clothing Shelter Education Supplies & Flat Care
Child Allowance Grant 2/ Allowance 3/
0 Mos. to $131 $58 $174 $ 8 $50 $421 $20
10 Yrs.
11-14 Yrs. $152 $58 $176 $16 $64 $466 $20
15-21 Yrs. $161 $60 $188 $22 $67 $498 $20
1/ The rates established by the Department will be reimbursed within
the available appropriation. The rates effective January 1, 2002,
reflect an approximate 4% cost of living increase.
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Social Services Division Policies and Procedures
2/ If the child's birthday occurs during the month, placing him in a
higher age grouping, the payment for that month is made on the
basis of the higher grouping rate.
3/ County Certified foster homes are paid the basic rate, plus an
additional Respite Care Allowance of$20.
Effective 1/1/99 A. The Department shall negotiate rates with certified kinship care providers
based on the child's needs and within the County Certified Foster Care
Rate. The range shall be upward from the prevailing federal TANF
payments and is to be based on the needs of the child, plus the $20
additional respite care allowance. Certified kinship care providers may
elect not to receive a money payment and may follow the grievance
process for foster care providers when there is disagreement about such
reimbursement rate. A child in the care of his or her parents is not
considered living in a foster home, and, therefore, is ineligible for foster
care payments, including kinship care payments. IV-E reimbursable foster
care payments may only be made to kin who are defined as an adult who is
not a parent, but who is in one of the following groups:
1. Any blood relative, including those of half-blood, and including
first cousins, nephews or nieces, and persons of preceding
generations as denoted by prefixes of grand, great, or great-great.
2. Stepfather, stepmother, stepbrother, and stepsister.
3. Persons who legally adopt a child or his or her parent, as well as
the natural and other legally adopted children of such persons, and
other relatives of the adoptive parents in accordance with State
law.
4. Spouses of any persons named in the above groups even after the
marriage is terminated by death or divorce.
Effective 1/1/99 B. The Department will not provide nonreimbursable IV-E foster care
payments to certified kinship care providers who do not meet IV-E
requirements for payment.
Effective 1/1/99 C. The Department, under contract with a physician or health department,
will pay for annual physicals for County Certified Foster Care Home
providers and other residents of the County Certified Foster Care Home.
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Social Services Division Policies and Procedures
The County Certified Foster Care Home may obtain their own annual
physicals; however, the Department will pay for co-payments, not to
exceed $55 per person and excluding foster children.
Effective January 1, 1999, the contract with a physician for a physical and
tuberculosis testing is at a cost of$55 per person or less in the County
Certified Foster Care Home, excluding the foster child/ren. The maximum
reimbursable amount under the contract for a calendar year is $11,000.
2.321.11 County Certified Foster Care Rate is the Basic Maintenance Rate for All
Foster Care Facilities
Effective 1/1/99 A. The County Certified Foster Care Rate is a flat grant that pays for the
basic maintenance needs for a child placed in any foster care facility. The
basic maintenance needs include food, clothing, shelter, education,
personal supplies and allowance.
Effective 1/1/99 B. A Respite Care Allowance is paid for each child placed in a County
Certified Foster Care Home or a Child Placement Agency, and in certified
kinship care homes. It is not paid to a Specialized Group Home or Center,
or for Independent Living.
Effective 1/1/99 C. The County Certified Foster Care Rate is used as the basic maintenance
rate (flat grant portion)when computing the rate in Receiving Homes,
Group Homes/Centers, Independent Living and Subsidized Adoption
Homes.
Effective 1/1/99 D. Foster Care facilities are reimbursed by the Department as stated in
Colorado State Rules, Volume VII, and according to this Weld County
Manual. Facilities must be licensed or certified in order for the
Department to be reimbursed by the State. The foster care facilities are
reimbursed for the day in which the child is placed in the home, but are
not reimbursed for the day the child leaves it, unless the child was placed
and removed on the same day.
Effective 1/1/99 E. All certified foster care facilities will sign and use the relevant provider
contract when they are certified and recertified.
Effective 1/1/99 F. When a child is placed, the information shall be entered on the CWS-7B
Child Placement Log by the Department caseworker and the provider and
copies of the updated log shall be maintained in the provider file and by
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Social Services Division Policies and Procedures
the provider of the facility.
Revised 8/01 G. An annual clothing allowance of$200 may be made at the time of
placement out of the home to ensure that the child has an adequate
beginning wardrobe and annually thereafter for the primary purpose of
preparing the child for the initial start of the school year. A clothing
allowance is the property of a specific child who is in the custody of the
Department and is to be spend for the benefit of that child only. All
clothing purchased with these funds must follow the child upon discharge
from the foster home. Admission and discharge clothing inventories, with
the exception of expendable items, e.g. diapers, may be requested by the
Department. Original receipts must accompany any claims for
reimbursement. If a child's wardrobe is lost, stolen, or destroyed, the
Department may again approve an additional clothing allowance, the
reason for which shall be thoroughly documented in the child's record.
The clothing allowance may be made for children in County certified
foster care homes, when the Department has legal authority for placement,
and expressly pre-approved in writing by the Director.
Added 5/00 H. Transportation reimbursement is available to foster parents as mileage
Revised 1/1/02 reimbursement. The mileage reimbursement for visitation must be:
1. For mileage not covered by other resources.
2. For non-Medicaid mileage when the foster parents are not involved
in family counseling.
3. Limited to out-of-county travel.
4. In-county travel as approved for special circumstances with prior
approval of the casework's supervisor.
5. Reimbursed at two cents per mile below the standard mileage rate
allowed, pursuant to 26, U.S.C. 162 of the IRS regulations as
amended.
2.321.12 Temporary Absence
Effective 14/99 The Department, as allowed by the State Department, will reimburse a foster care
facility for a period not to exceed seven days of a child's temporary absence from
a foster care facility. Only one such seven-day reimbursement will be made for
absences that occur within 30 calendar days. For children enrolled in the
Children's Habilitation Residential Program Waiver, the Department, as allowed
by the State Department, will reimburse the foster care facility for all absent days.
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Social Services Division Policies and Procedures
2.321.13 30-Day Absence Leave Due to Hospitalization
When a child is absent due to hospitalization and if the plan is for the child to
return to the foster care facility immediately following the hospitalization, and if
the Department documents in the child's record the fact that the bed space will be
kept open for the child during the absence, the foster care facility may be paid its
full regular rate during the first 30 days of hospitalization. In cases of children
enrolled in the Children's Habilitation Residential Program Waiver, the
Department may pay the full daily rate for medical services, approved by the
Waiver Administrator for days 15 through 30 only. The provider of these children
will be receiving the equivalent of the maximum Federal SSI monthly benefit that
will assist to defray expenses for the first fourteen days of hospitalization. At the
end of 30 days, the child's situation will be documented in writing to the Foster
Care Program Manager to obtain approval to continue to hold the space in the
facility. Approval of continued reimbursement will be reviewed by the State
Department. The State Department will notify the Department of the State's
decision.
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Social Services Division Policies and Procedures
2.326 Critical Care Foster Care Reimbursement
Revised 3/29/99 The Department has established and will reimburse the Critical Care Foster Care
rate in the method outlined in this manual.
2.326.1 Special Needs Rates for Children in the Critical Care Foster Care Program
Revised 3/29/99 A. The Department may consider the additional needs of the child to
determine which of the rates is appropriate in accordance with the criteria
of children who require services under the Critical Care Foster Care
Program in Section 2.308.1.
B. Foster care parents may need relief in some cases to provide the necessary
24-hour care.
C. The Critical Care Foster Care Program contract is reviewed and renewed
each 6 months when eligibility for foster care is redetermined.
D. The direct care allowance has the components described in Section
2.308.2.
E. The Department's Placement Review Committee must approve the
eligibility of the child to enter the Critical Care Foster Care Program.
Revised 1/02 F. Reimbursement for the critical foster care home is the county basic
maintenance allowance plus direct care allowance. The total
reimbursement per month per child shall $819.
G. Critical Care Foster Care Program reimbursement is not guaranteed for the
duration of the child's placement. Reimbursement is based on the
eligibility of the child for the program as determined and approved by the
Placement Review Committee.
H. If the foster parent(s) does not agree with the assessment for eligibility, an
attempt shall be made to resolve the dispute within 15 working days by the
Foster Care Program Manager. If not, the Department will use its County
Grievance Procedures outlined in this manual.
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Social Services Division Policies and Procedures
2.326.11 Evaluation of the Critical Care Foster Care Home
Revised 3/29/99 A. The Department shall evaluate the home after the first six months of
operation. Thereafter, an evaluation shall be conducted at least annually.
B. Any incorrect payments to the receiving home due to omission, error,
fraud, or embezzlement shall be recovered from the home by deduction
from subsequent payments.
C. The evaluator shall discuss and review the evaluation with the Critical
Care Home foster parents and obtain the signature of the foster parents.
D. A 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 60 calendar days the unsatisfactory practices have continued, the
Department shall terminate use of the home.
E. If the foster parent(s) does not agree with the evaluation, an attempt shall
be made to resolve the dispute within 15 working days by the Foster Care
Program Manager. If not, the Department will use its County Grievance
Procedures outlined in this manual.
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Social Services Division Policies and Procedures
2.327 Child Placement Agencies
Add 1/02
The Department has established and will reimburse the Child Placement Agencies
(CPA)by the method in this manual.
2.3271 Reimbursement Rate
All reimbursement rates are based off the child's Needs Based Care Assessment.
The rates are set by the Northern Consortium of Counties. The Needs Based Care
Assessment is filled out by the caseworker to assess the child's needs. It is then
passed on to the CPA for review. Once the Department and CPA has agreed upon
the rates for the child's needs, the County Negotiator sets these rates as final in the
Needs Based Care Addendum. Both the Needs Based Care Assessment and the
Needs Based Care Addendum forms have been adopted from the Northern
Consortium of Counties. Effective October 1, 2001, all providers received a 2.5%
to 3% increase in its rates.
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Social Services Division Policies and Procedures
2.328 Residential Treatment Centers
Add 1/02
The Department has established and will reimburse the Residential Treatment
Centers (RTC)by the Method in this manual.
2.3281 Reimbursement Rate
A. The room and board is based off of the State determined rate. Weld
County may negotiate child-specific rates due to the high service needs of
the child and facility rate increases for room and board. Effective July 1,
2001, all providers received a 2.5% increase to its room and board rates.
B. The Medicaid rate is based off of the State determined rate. Effective July
1, 2001, all providers received a 2.5% increase to its room and board rates.
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