HomeMy WebLinkAbout20030387 RESOLUTION
RE: APPROVE REVISIONS TO OPERATIONS MANUAL, SECTION 6.000, COLORADO
WORKS IN WELD COUNTY AND CHILD CARE 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 6.000, Colorado
Works in Weld County and Child Care Policies and Procedures for the Weld County
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 6.000,
Colorado Works in Weld County and Child Care Policies and Procedures for the Weld County
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 10th day of February, A.D., 2003.
BOARD OF COUNTY COMMISSIONERS
�/�� WELD UN T , COLORADO
ATTEST:��� D/l/l�l/�� v� E L %
P 4% David E. Long, Chair
Weld County Clerk to th o Ace
f 1861 `V at`a2"1��
R bert D. Ma n, Pro-Tem
BY: �:.% ���•?:• .' ��
Deputy Clerk to the n `-� M. J. eil
A' ' '!% EDASTOF • EXCUSED
Willis H. Jerke
i�Tou y • torney A�,. (JQ
Glenn Vaad
Date of signature:
2003-0387
SS0030
114116(elPillq:21 DEPARTMENT OF SOCIAL SERVICES
PO BOX A
GREELEY,CO 80632
WEBSITE:www.co.weld.co.us
Administration and Public Assistance(970)352-1551
Child Support(970)352-6933
C
COLORADO
MEMORANDUM
TO: David E. Long, Chair Date: February 6, 2003
Board of County Commissioners
FR: Judy A. Griego, Director, Social Services.`t cf ) 1,� � L(
RE: Revision to Section 6.000, Colorado Works in Weld County and
Child Care Policies and Procedures, Weld County Department of
Social Services Operations Manual
Enclosed for Board approval is a revision to Section 6.000, Colorado Works in Weld
County and Child Care Policies and Procedures, Weld County Department of Social
Services Operations Manual. This revision was approved at the Board's Work Session
held on November 18, 2002.
The revision is to Section 6.035, Multidisciplinary Youth Assessment Team and
Program. The revision is in accordance with Section 6.035.4, which required the
development of detailed roles and responsibilities of Multidisciplinary Youth Assessment
Team (MYAT) Contractors. The revision reflects these detailed roles and responsibilities
including how to document "full participation" by MYAT Contractors and policies and
procedures regarding MYAT treatment, assessment, and the assignment of cases.
If you have any questions, please telephone me at extension 6510.
2003-0387
Colorado Works in Weld County and Child Care Policies and Procedures
6.035 Multidisciplinary Youth Assessment Team and Program
Added 6/10/02
6.035.1 General Organization
The Multidisciplinary Youth Assessment Team and Program involves six major entities as
follows:
A. The Weld County Department of Social Services (Department).
B. The Weld County Division of Human Services(Human Services)through its
Employment Services of Weld County(One-Stop Training Center).
C. North Range Behavioral Health, Inc. (North Range): North Range is the Mental
Health Assessment and Services Agency(MHASA) that serves, in part, Weld
County.
D. Island Grove Regional Treatment Center, Inc. (Island Grove): Island Grove
provides regional alcohol and drug services that serves, in part, Weld County.
E. The District Attorney for the 19th Judicial District(District Attorney): District
Attorney provides services through its Juvenile Diversion Program.
F. The Weld County Families, Youth, and Children (FYC)Commission: The FYC
is an advisory committee to the Board of County Commissioners, as the Board of
Social Services, and the Department.
6.035.2 General Description
A. The Department is developing and directing a pro-active approach to assist the
Department and the community in meeting the needs of at-risk youth and their
families in Weld County by connecting or developing positive alternatives for
youth and families, strengthening families, and preventing these youth from
entering the Child Welfare or Youth Corrections systems.
B. The Department is establishing a collaborative environment among the District
Attorney through its Juvenile Diversion Program,North Range,Human Services
through its Employment Services in Weld County Program, and Island Grove in
order to assist clients in developing coping skills and strategies, which include
developing appropriate relationships with community resources
C. The Department is establishing a multi-phase approach to planning and
development through a Multidisciplinary Youth Assessment Team(MYAT)
concept and system-wide development that will include:
1. The planning and development of a community-wide system to meet the
needs of youth and families in conflict or in need of positive youth
development.
Colorado Works in Weld County and Child Care Policies and Procedures
2. The development of specific treatment plans that incorporates access to
existing community services and the development of new service
alternatives to address the following four major areas:
a) Drug and alcohol issues including utilization of Detox,youth
services, education groups, support groups, Alcoholics
Anonymous, assessment and testing.
b) Mental Health issues including assessment, individual treatment,
medication evaluations,psychological evaluations.
c) Mediation/mentoring issues including family group
conferencing, mediation,parenting teen classes.
d) Educational and employment issues including interfacing with
schools and facilitating extracurricular recreational activities.
e) The development of case management services including
accepting the assignment of specific cases for purposes of
connecting services outlined in the treatment plan for families and
youth,reporting the outcomes of such treatment plans, and
identifying gaps, duplication, or system modification needs.
D. The Department is establishing the Multidisciplinary Youth Assessment Team
(MYAT)to be housed at Weld County Department of Social Services in
partnership with Island Grove,District Attorney,North Range, and Human
Services including participation on the team, interviewing clients and making
home visits, as appropriate.
E. Through Agreement, Island Grove, District Attorney,North Range, and Human
Services, are committed in participating in planning phases, as MYAT
Contractors, to develop and implement over a two-year period a multi-level and
multi-system approach over a two-year period. The approach would identify
current services,better alternatives to strengthen families, ways to develop youth
including multi-cultural and language alternatives, and system modifications or
changes, if appropriate.
F. The Department wishes to invest in the development of the MYAT and Program
to benefit eligible Colorado Works applicants and recipients under a two-year
phase-in plan.
6.035.3 Eligibility Criteria
A. Youth and families referred by Social Services;
Colorado Works in Weld County and Child Care Policies and Procedures
B. Youth who are not involved with child welfare or juvenile justice system and are
aged ten through seventeen years of age; and
C. Youth and families experiencing conflicts regarding alcohol and drugs, suicidal
ideation,runaway behaviors, depression, truancy, and/or disobedience; and
D. Youth from families who are applicants of or receiving TANF, Medicaid, and
Food Stamps and have incomes below 185%of poverty level; or
E. Youth from families who are non-custodial parents and are unemployed or
underemployed and have incomes below 185%of poverty level; or
F. Youth from families who meet the eligibility standards under Sections 6.002.1, D;
Section 6.009.3; and Section 6.027.4, Weld County Department of Social
Services' Operations Manual.
6.035.4 Functions of the Department
A. The Department will be responsible for identifying and referring adults and youth
who are eligible to be served by MYAT Contractors and the Program.
B. The Department will administer, organize the planning and implementation,
provide written policies as approved by the Board of county Commissioners, and
document the outcomes of the project.
C. The Department will utilize a multi-phased approach to build a program that will
address the needs of at-risk youth and their families. The phases include:
1. Phase I—Year 1 (June 1,2002 through October 1, 2002): The
Department will develop and implement, along with the MYAT
Contractors, detailed work flows and plans to identify roles and
responsibilities of each MYAT Contractor in regards to ongoing planning
and program development, the method(s)by which to document full
participation of MYAT Contractors,policies and procedures regarding
MYAT treatment and assessment sessions and processes, and policies and
procedures regarding the assignment of cases for case management
including post-participation services. The evolving program will
inventory current resources administered by Social Services and MYAT
Contractors and from other community resources.
2. Phase II—Year 1 (October 1, 2002 through June 30, 2003): The
Department will continue its development of the multi-systemic program
including, as treatment plans dictate, designing and developing additional
services to best meet the needs of youth and families in the program.
3. Phase III—Year 2 (July 1, 2003 through June 30, 2004): Social Services
will finalize the development of the MYAT program, report on the out-
comes of the program, and to finalize an ongoing evaluation component.
Colorado Works in Weld County and Child Care Policies and Procedures
D. The Department will assign the Youth in Conflict Ongoing Manager 2 to assist in
the development and implementation of the assessment team and assignment of
cases for MYAT Contractors.
E. The Depai lucent will manage biweekly meetings to be held between contracted
employees and the Youth in Conflict Ongoing Manager 2.
F. The Department will provide office space appropriate for one(1)FTE, at no cost
of the MYAT Contractor, at the Annex building of Social Services, through an
appropriate Lease Agreement with the MYAT Contractor.
G. The Department will administer and provide funding of$60,000, which is
authorized under its SFY02-03 Colorado Works funding during Phase I and II of
the project, and funding of$60,000, which is authorized under its SFY03-04
Colorado Works funding during Phase III of the project to authorize payment of
services, which are not duplicative of existing community resources, identified as
a result of the MYAT recommended treatment plan options.
H. The Department will manage the quarterly meetings, or as required, among the
policy makers of each MYAT Contractor to assess outcomes and future
development of the system.
6.035.5 Functions of MYAT Contractor
A. The MYAT Contractor will assign the appropriate staff member(s)who will meet
the various planning and implementation needs of the project including: program
development and planning for the project; the development and implementation of
the MYAT Assessment process including providing recommendations to
treatment plans; and the development and implementation of case management
services for families and youth assigned including accepting assignment of up to a
maximum of 16 youth per month with an expected involvement of a three-month
period, excluding post-participation case management, as designed in Phase I.
B. The MYAT Contractor will document that one FTE is provided to this project
beginning July 1, 2002, through each of the phases as identified in the two-year
project. Documentation is only to reflect case management,planning&
development, and consultation costs and not direct treatment costs. Funding for
this program is not to be used to supplant existing agreements for services with
the Department by the MYAT Contractor.
C. MYAT Contractor will participate in the four functions of the project as follows:
1. As a policy and program developer and planning partner for the project;
and
2. As a member of MYAT to develop appropriate treatment plans for youth
and families; and
Colorado Works in Weld County and Child Care Policies and Procedures
3. As a case manager to provide intervention, connection skills for program
services, and post-participation services, as appropriate and recommended
by MYAT; and
4. As a community resource for appropriate services, including Medicaid
services, to meet the requirements of treatment.
D. The MYAT Contractor will directly supervise and manage its employee(s)
assigned by the MYAT Contractor in order to meet the one(I)FTE participation
requirement.
E. The MYAT Contractor will assign staff to be housed at the Department according
to lease provisions provided by the Department.
6.035.6 Functions of FYC Commission
A. The FYC Commission will guide, oversee, and evaluate the implementation of the
MYAT and Program.
B. At a minimum, the FYC Commission will document and review, at least at the
end of each phase:
1. If the project successfully reduced the number of open cases in the child
welfare system or adjudicated youth in the juvenile justice system.
2. If the project successfully reduced high cost services, such as out-of-home
placement, detention, or DYC Commitment.
3. If the project successfully re-focused resources within Social Services and
the MYAT Contractor to continue the MYAT project.
4. If the project successfully developed a better system design to meet the
needs of the youth and families in regards and, at a minimum, to:
a) Keep families together through a better utilization of existing
community resources to avoid the opening of a case in the child
welfare and juvenile justice systems.
b) Graduate youth from school or GED, if appropriate.
c) Affect positively wage gains for youth.
d) Improve the ability of families to access and maintain services as
documented by outcomes of treatment plans.
5. If the project successfully reduced the number of minority youth entering
the child welfare and adjudicated as a youth offender.
6.035.7 Investment Authority for the Multidisciplinary Youth Assessment Team and
Program
A. The Department will pay each MYAT Contractor an amount not to exceed an
Colorado Works in Weld County and Child Care Policies and Procedures
$80,000 fee for a period ending June 30, 2002, to pay for a portion of the start-up
development under the two-year phase-in plan.
B. If the MYAT Contractor is not able to meet the full participation needs of the
project, the MYAT Contractor agrees to return to Department a proportional cash
amount of the award as follows:
1. If the MYAT Contractor is not able document full participation in Phase I
and II of the project by June 30,2003, the MYAT Contractor will return
$40,000 to Social Services.
2. If the MYAT Contractor is not able to document full participation in
Phase III of the project,by June 30,2004, the MYAT Contractor will
return $40,000 to Social Services.
C. The MYAT Contractor will bill the Department for the start up development
before June 30, 2002.
6.035.8 Multidisciplinary Youth Assessment Team Operations Manual
Added 1/03
To comply with Section 6.035.4, of the Department's Operations Manual,the Department
and the MYAT Contractors developed by October 1, 2002,policies and procedures to
document"full participation" by MYAT Contractors and regarding MYAT treatment,
assessment, and the assignment of cases.
6.035.81 MYAT Intake Procedures
Added I/03
The MYAT Intake Procedures provide guidelines for intake and treatment for eligible
clients as identified in Section 6.035.3 of the Department's Operations Manual that are
referred into the MYAT project.
A. Walk-in clients: The Department Intake Duty Worker will initially meet with the
family of the youth as they arrive. The duty worker would determine if they meet
Department eligibility criteria for services.
B. If the family does not meet Depai tnent criteria then the Department Duty Worker
will call the"On Call"MYAT Case Manager assigned for duty that day. If there
is more than one Case Manager on duty this day, then the case will go to the Case
Manager who can respond immediately.
C. Phone inquiries: The Deparment Intake Duty Worker may get phone inquiries as
well as walk-ins. The duty worker would determine if they meet Department
eligibility criteria for services. If the family does not meet Department criteria
then the Department Duty Worker will transfer the call to the MYAT Case
Manager assigned for duty that day. The Department Duty Worker will provide
the appropriate information to the MYAT worker at that time. The call should not
be transferred without providing the appropriate information to the MYAT
worker.
D. The MYAT Case Manager will meet and greet the family of the youth in the
Depai Latent lobby area and escort them back to the MYAT office area.
Colorado Works in Weld County and Child Care Policies and Procedures
E. The initial meeting between the MYAT Case Manager and the family should at a
minimum contain the following elements:
1. Provide calm assurance, de-escalate emotions,provide empathic support.
2. Explore and identify the presenting problem and precipitating factors as
to why the family is seeking assistance. Attempt to get as much history as
possible.
3. Inquire as to what procedures or resources that have been used or
contacted in the past to remedy this situation. Confirm eligibility.
4. Explain the MYAT program and what the program is designed to do for
youth and families in need. Provide a brochure or other handouts that
provide additional education regarding the program that the family can
take home with them.
5. Explain that there will be some amount of paperwork involved to initiate
services.
6. Explain and have the family sign necessary forms such as Release of
Information (ROI), and disclosure forms.
7. The initial screening process will include completion of the CYO-LSI
assessment.
8. Discuss and document a preliminary plan for treatment.
9. Give the family a list of community resources and direct them to specific
resources that they may contact.
10. Explain that their case will be staffed within a week and a specific MYAT
team member will be assigned to work with them based upon their
specific needs, and it may or may not be the Case Manager seeing them
that day.
11. Once a case is assigned to a specific Case Manager the designated CM
will contact them, initiate individual services and continue with the
treatment plan.
12. There may be occasions when after the first initial session with the on-call
Case Manager that the issues or crisis that brought the family in can be
resolved without further intervention or sessions.
If this is the case then the Case Manager will document this into the
record and notify the client that he/she will make a follow up contact with
the family to check on progress.
13. Upon completion of the session with the family the MYAT Case Manager
will document the following information in the main logbook.
Colorado Works in Weld County and Child Care Policies and Procedures
a. Client number(example: MY001)
b. Primary client name (the youth's last name)
c. MYAT staff name that provided the initial session, and if
another staff were assigned to the case then that individual would be
entered in the log at the staffing session.
14. The MYAT Case Manager will open a chart on this family, file all
available documents in the chart, and put the chart in the designated
MYAT records file. This should be done before the Case Manager leaves
for the day.
6.035.82 The MYAT Staffing Case Conference
Added 1/03
The MYAT Staffing Case Conference procedures define the process and provide
guidelines for staff to review client cases, assign Case Managers to specific cases, discuss
treatment planning,referrals and treatment progress for MYAT clients and their families.
A. Case conferences or client staffing will occur at minimum once per week at a
regular designated time and day. Additional client conferences may occur at the
discretion of the team per the unique needs of a particular client case.
B. The staffing conference will include but not necessarily be limited to the
following outline and presentation of the client cases:
1. Review the presenting problems and why the client/family sought
services.
2. Identify the priority needs of the client and their family.
3. Identify the client's strengths, and resources available to assist with their
problem.
4. Review the assessment information and discuss level of care needs.
5. Identify possible barriers that may block further progress.
6. What will this client need to be successful?
7. How can the MYAT team be best utilized to assist this client.
8. Develop a plan for treatment with specific goals and objectives to include
anticipated length of service and estimated number of sessions.
9. Assign a member of the team to be the primary case manager for this
client.
10. Reports follow up activities and information on past and present cases.
C. The staffing conference may also determine that some of these cases are
presenting with symptoms and or problems that are beyond the scope of the
MYAT Team. If this occurs then the case conference will include appropriate
referrals to indicated agencies that can best meet the needs of the client.
E. The designated primary case manager assigned to a particular case will be
responsible to contact the client to agree upon the recommended course of
treatment and to follow up with any indicated referrals.
6.035.83 MYAT Home Visits
Added 1/03
These policies and procedures provide guidelines for staff when services are provided out
of the Department's office location.
Colorado Works in Weld County and Child Care Policies and Procedures
A. A home visit may be recommended upon initial intake, or at any time during the
clients care. However, the decision to proceed and initiate home visits will be
made at the first available case staffing conference and upon consensus of the
MYAT team.
B. The rationale, goals, and objectives for home visits will be discussed with the
client/family and documented in the client's record.
C. The client/family must agree to allow home visits to occur and this must be
acknowledged by signature in the treatment plan. If the client/family does not
wish to cooperate with recommendations for home visits then the MYAT team
will explore alternative treatment options.
D. The treatment plan will identify the schedule, frequency, and number of sessions
recommended to meet goals for the home visits.
E. The following are safety guidelines that staff is expected to follow when they are
providing services out of the office:
1. Staff is advised to not enter any location where they feel threatened or
unsafe.
2. Always call ahead to confirm appointment. Do not show up
unexpectedly.
3. On first visit inquire if there are weapons in the home. Request that they
be secured during your visits.
4. Whenever possible, try to make appointments during daylight hours. This
may not always be possible because of clients who work during the day.
All appointment should be concluded by 9 pm.
5. Do not wear expensive or"flashy"clothing and/or jewelry. Dress
conservatively.
6. Carry a minimal amount of money and valuables. Whenever possible,
secure purses or other personal items in the trunk of your vehicle before
arriving for your appointment.
7. Always document and update your schedule on the sign out sheet that is
posted and available for the MYAT supervisor.
8. All incidents of threats or other aggression made against you during your
appointments are to be reported to the MYAT supervisor and your agency
program manager.
6.035.84 MYAT Treatment Planning
Added 1/03
These policies and procedures assure that each client/family is involved in and has a role
in planning the direction of their individual plan.
Colorado Works in Weld County and Child Care Policies and Procedures
A. Initial preliminary treatment goals will be established in collaboration with the
client/family during the intake meeting. It is suggested that the client and family
themselves identify specific treatment goals that they are willing to work towards.
B. The treatment plan will be individualized for each client. The preliminary
treatment plan should be developed during the first intake session. During case
stuffing's, additional input will be provided to the MYAT case manager regarding
other possible areas to be included in the revised treatment plan. A treatment plan
will be developed and finalized in collaboration between the MYAT case manager
and the client/family.
C. The treatment plan is to be signed and dated by the client/family and the primary
MYAT case manager assigned to this particular case.
D. The treatment plan should include goals that are, expressed in the words of the
client/family, appropriate to the client's age and culture, based upon strengths and
needs.
E. The treatment plan should include objectives that are measurable, achievable and
time limited.
F. The treatment plan should be reviewed, and revised as frequently as indicated by
changes to the clients' circumstances and progress. A treatment plan should be
reviewed at a minimum of once every 30 days.
6.035.85 MYAT Follow-Up Client Outcome
Added 1/03
These policies and procedures provide the guidelines for the MYAT case managers to
conduct follow up services and to track client outcomes.
A. At a minimum the MYAT program will be reviewed at minimum at the end of
each phase by the FYC commission to review the following outcomes:
1. If the project successfully reduced the number of open cases in the child
welfare system.
2. If the project successfully reduced the number of adjudicated youth in the
juvenile justice system.
3. If the project successfully reduced high cost services, such as out-of-home
placement, detention, or DYC Commitment.
4. If the project successfully re-focused resources within Social Services and
the MYAT Contractor to continue the MYAT project.
5. If the project successfully developed a better system design to meet the
needs of the youth and families in regard to:
a) Keep families together through a better utilization of existing
community resources to avoid the opening of a case in the child
welfare and juvenile justice systems.
Colorado Works in Weld County and Child Care Policies and Procedures
b) Graduate youth from school or GED.
c) Affect positively wage gains for youth.
d) Improve the ability of families to access and maintain services as
documented by outcomes of treatment plans.
6. If the project successfully reduced the number of minority youth entering
the child welfare system.
7. If the project successfully reduced the number of adjudicated minority
youth.
B. The MYAT case manager assigned to a particular client/family will be responsible
to conduct follow up contacts upon completion of the agreed upon course of
treatment. The follow up contacts are to occur at one (1) week, one(1)month,
three (3)months, and six (6)months post discharge.
C. The MYAT case manager assigned to a particular client/family will document the
results of the follow up contacts using the designated follow up contact sheet.
The follow up contact sheet will be placed in the clients record and a copy will be
kept in the follow up file for analysis of trends.
6.035.86 MYAT Activity Sheet/Activities Guidelines
Added 1/03
These policies and procedures establish standard guidelines for each MYAT agency
describing activities that count toward the 40 FTE hours of the MYAT worker(s).
Beginning October 1, 2002, activity sheets will be turned in by the 15th of the month to
the MYAT team supervisor. The activity sheets will cover the time frame of the 16th
through the 1511 of the month. One activity sheet will be turned in for each MYAT
worker.
A. The MYAT agency will use the designated activity sheet to document activities
related to each case. This activity sheet is attached as Exhibit A.
B. All work done by MYAT agency personnel related to the MYAT project would
count toward the 40 FTE hours. For example, if a Department referral were sent
to a MYAT agency for brief intervention, evaluation or assessment that cannot be
done by the primary MYAT team member(s) assigned to the MYAT project, it
would count toward the 40 hours.
C. Primary services related to the MYAT project include: any client contact, direct
services (counseling/groups),paperwork, documentation of activities, data entry,
travel time, home visits, case management activities, case consultation, collateral
contacts, any MYAT client or administrative staffing, and duty days at the
Department.
6.035.87 MYAT Guidelines Related to the MYAT Contracted FTE
Added 1/03
These policies and procedures provide guidelines, in addition to Section 6.035.4, of the
Department's Operations Manual, related to the MYAT Contracted FTE.
Colorado Works in Weld County and Child Care Policies and Procedures
A. Participation in the MYAT project is not intended to cost the participating agency
additional resources. Therefore, any out of pocket cost, which is pre-approved by
the Department's MYAT supervisor, would be billable to the MYAT project. It is
assumed that the$40,000 provided for each FTE pays for any staff time dedicated
to the MYAT project regardless of the staff's actual salary.
B. Approved expenses by the MYAT team will be billed to Department MYAT
project treatment plan fund on the form provided, as Exhibit B of the
Department's Operations Manual. Examples of types of treatment plan eligible
activities may be paying for participation fees so the youth can get into an after
school activity or maybe helping with uniforms or equipment.
C. The primary MYAT member(s) assigned to the team will have their benefits
covered by the MYAT contractor to include sick and vacation leave or any other
legally binding leave status such as worker compensation or Family Medical
Leave Act(FMLA). The MYAT Contractor ensures that its employees assigned
to perform the duties of this Contract will not exceed the number of paid holidays
established annually and published by resolution of the Board of County
Commissioners, and will not exceed 12 days of sick leave and 12 days of vacation
leave each year commencing October 1, 2002, as part of the definition of full time
participation by the MYAT Contractor through its FTE. The employees
performing the duties of the MYAT Contractor only and shall not be entitled to
any salary or benefits from the County.
D. Activities performed by the MYAT Contractor's employees,to ensure that they
are in compliance with agency licensing standards, shall be counted toward the
40-hour FTE. For example, if educational training or clinical supervision is
required to maintain their status of expertise the MYAT worker and clinical
supervisor's time spent in such activities will count toward the FTE hours (not
to exceed one hour per week for each worker/supervisor). Training hours will be
capped at 24 hours annually for all primary MYAT workers. Attendance at the
MYAT agency staff meetings is also included, as well as attendance at staff
meetings at member agencies(not to exceed 2 hours per week).
E. MYAT team members will follow the Weld County Policy and Procedures
Manual while engaged in contracted MYAT program duties.
6.035.88 Confidentiality
Added 1/03
All client information and records obtained in the course of screening, evaluation, and
treatment shall be kept confidential. Substance abuse client information shall be
safeguarded pursuant to Federal law(42 CFR,part 2); mental health client information
shall be safeguarded pursuant to Colorado Revised Statues.
A. Records and information regarding current or former clients are confidential.
Information and records may only be disclosed to individuals to whom the client
has given specific written consent.
B. Before making any disclosures of client information or records, MYAT case
managers will consult with the MYAT supervisor or their agency supervisor. An
exception may be made in the case of a medical emergency, which would require
Colorado Works in Weld County and Child Care Policies and Procedures
an immediate response.
C. During the initial intake process, the MYAT case manager should secure
appropriate release of information (ROI) forms and discuss with the client who
may be in need of information.
D. The MYAT case manager should document in the clients chart any request for the
release of client information, the information released, to whom it was released,
and when it was released.
6.035.89 Fees for Services
Added 1/03
These policies and procedures define the fee schedule for eligible clients referred to the
MYAT program.
A. All services performed by the MYAT team for clients will be documented and
recorded in the client's record.
B. All services performed by the MYAT team will be at no charge to the client or
their family. These services are as follows:
1. Intake and assessment into the MYAT program
2. Individual or group education sessions performed on-site for clients or
their family.
3. Crisis intervention.
4. Home visits(approved by the MYAT team).
5. Case Management, Referral,Resource finding,treatment planning,
discharge planning.
6. Follow-up contacts.
C. If a client or their family are determined to require a more intensive level of care
than that offered by the MYAT team, and a referral to another agency such as
mental health or substance abuse treatment is indicated, then the MYAT case
manager would assist the client with the referral and follow up with the contacts.
The client would then be subject to applicable fees as per the respective agency's
sliding fee scale for services.
6.035.90 Mileage Reimbursement
Added 1/03
These policies and procedures provide guidelines for staff to be reimbursed for mileage
for case management services and home visits.
A. MYAT staff will use the Department's County Expense Account Sheet as
provided in 8.100 Exhibit B, of the Department's Operations Manual to record
their mileage and submit the completed sheet to the Department's MYAT
Supervisor. Expense Account sheets are not to go through the MYAT contractor
agencies.
B. Home visits and other case management trips are to be recorded in the client's
record.
Colorado Works in Weld County and Child Care Policies and Procedures
6.035.91 MYAT Case Manager Duty Schedule
Added 1/03
These policies and procedures provide a current work schedule that will identify the MYAT
case manager(s)on duty during the week.
A. The MYAT case manager duty day schedule will be updated weekly and will be
posted for the following week no later than Friday afternoon.
B. A typical MYAT duty schedule will be from Monday through Friday. The time of
day may vary between respective agencies. The hours of duty and availability of
each duty worker will be posted on the duty schedule.
C. A copy of the duty schedule will be given to the Department's MYAT Supervisor,
a copy will be posted for the YIC duty workers, and a copy will be posted in the
MYAT case managers workstations.
D. It shall be the responsibility of the respective agencies MYAT case manager to
notify the department supervisor of any revisions or changes to their weekly
schedule as they may occur.
E. When a MYAT case manager is not in the building during their noted duty times
then they will be required to sign out on the sheet indicated for that purpose.
6.035.92 Grievance and Complaint Procedure
Added I/03
These policies and procedures are to insure a standard practice in processing client
grievances and complaints. This process will allow clients to complain about the type of
care received,the quality of the care received, the person providing the care, or other
concerns regarding the services provided by the MYAT case manager or team.
A. A client, to include their family, may initiate a complaint or grievance.
B. If the complaint or grievance can be addressed and handled satisfactorily between
the person(s) involved then the issue could be resolved without further
intervention. However,the case manager(s) involved with the client complaint
would still be required to advise the Depaituuent supervisor that a complaint was
initiated and how the matter was addressed and resolved.
C. If the complaint or grievance cannot be addressed between the parties involved
then the client will be given additional options as follows:
1. They can address their complaints directly to the Department MYAT
supervisor. If the client is not satisfied with the resolution of the
supervisor then they may appeal the decision to the next level of
supervision within the Department.
D. Upon intake into the MYAT program all clients will be provided with mandatory
disclosure of their rights to include the process for filing complaints and
grievances.
6.035.93 MYAT Referral Process
Added 1/03
Colorado Works in Weld County and Child Care Policies and Procedures
These policies and procedures assist clients in obtaining services that are needed but do
not meet current eligibility criteria for the Department's services.
A. The MYAT case manager will assess the client's needs. In the event that
assessment indicates that the client's needs cannot be met within the scope of the
MYAT team, or it would be in the client's better interests to obtain services from
other programs in the community, the MYAT case manager will assist the client
with a referral to alternative treatment options.
B. Staff is to assure that the appropriate release of information forms are completed
and a copy placed in the client's record prior to referral to outside agencies or
programs.
C. Referrals for continuing care and/or for services outside the scope of the MYAT
team will be part of and documented in the client's discharge plan.
D. In the event that a MYAT case manager is unclear regarding the appropriateness
of any referral to the MYAT program they are to consult available team members
and/or the MYAT supervisor.
6.035.94 MYAT Database
Added 1/03
These policies and procedures document demographic information, and outcome
evaluation information for clients whom the MYAT program has served.
A. The MYAT case manager assigned to a case is responsible for completing the
database form on their respective clients.
B. The intake/admit portion of the database form is to be completed at the time of
intake.
C. The discharge portion of the database form is to be completed within 3 working
days of the client's termination of services.
D. The follow up portion of the database from is to be completed at the following
intervals. One week post-discharge, one month post-discharge, three months post-
discharge, and 6 months post-discharge.
E. The completed portions of the database from will remain in the client's record. A
copy of each completed portion of the clinical database is to be turned in to the
Department's designated person immediately upon completion who will enter and
record the data into a computer database. This database will allow for query and
study of the program outcomes on an on-going basis.
F. Please refer to the attached database form for details on the information to be
collected and recorded.
6.035.95 Roles and Responsibilities of MYAT Contractor Agencies
Added 1/03
These policies and procedures identify the roles and responsibilities of the MYAT
Contractor Agencies in accordance with 6.035.1 and 6.035.5 of the Department's
Operations Manual.
Colorado Works in Weld County and Child Care Policies and Procedures
A. Comply with MYAT policies and procedures as outlined in the MYAT
Operations Manual.
B. Commit one FTE to work as a case manager in a Multidisciplinary Youth
Assessment Team which involves collaborating with team members in the design,
implementation, and revisions of the program, including development of polices
and procedures, design and utilization of assessment and evaluation instruments,
and treatment plans.
C. Provide interviews and crisis intervention to client and family by telephone and/or
face-to-face contact.
D. Provide case management services to family, which may involve visits to school,
home, or other community agencies.
E. Participate as a team member in case staffing conferences.
F. Maintenance of client charts and timely documentation of reporting data.
G. Learning and utilizing community resources to assist in client treatment as needed.
H. Consultation and coordination with other professionals concerning client's
treatment needs.
I. Attend supervisory sessions, agency staff meetings and in-service trainings.
6.035.96 Specialty Roles of MYAT Contractors
Added 1/03
A. Employment Services of Weld County: Assist clients in finding employment
and to provide career development information. This may include information on
major regional employers,job-line telephone numbers, web sites for job seekers,
and postings of city, county, state, federal and school district jobs along with other
local job openings.
B. Island Grove Regional Treatment Center: To provide identification of
substance abuse or substance dependency issues. Provide education and
information regarding various drugs of abuse, consequences of use, and treatment
options available. Implement short-term individual, family and group
interventions specific to the client's identified substance abuse needs.
C. The 19th Judicial District Attorney's Office,Juvenile Diversion Services:
Provide and assist families with referral to community resources. Assist with
school checks that include attendance, discipline issues, grades and schedules.
Can also be a school liaison that attends staffing and help families contact school
staff. Performs needs assessment for clients and families.
D. North Range Behavioral Health: Provide clinical assessments, of mental health
issues and referral for mental health services as necessary, develop and implement
short term individual, family and group interventions specific to client's identified
mental health needs.
MYAT PROGRAM FTE ACTIVITY SHEET CLIENT NAME EXHIBIT A
MONTH/YEAR FROM TO
HOURS SERVICES
DATE SPENT CLIENT ID NUMBER PROVIDED MYAT CONTRACTOR
TOTAL HOURS:
SIGNATURE DATE
SERVICE CODES
CODE DESCRIPTION
AD ADMINISTRATIVE (clerical, typing, file maintenance, etc...)
AME ANGER MANAGEMENT EVALUATION
AMG ANGER MANAGEMENT GROUP (Island Grove)
ANR ABUSE and NEGLECT REPORT (forward to DSS Screeners)
CA CANCELLATION BY CLIENT (prior to appt time)
AC APPEARANCE IN COURT (testimony, assistance, support)
HV HOME VISIT (MYAT worker to client home, includes travel time)
CM CASE MANAGEMENT (review casefiles/notes, etc..)
CT CASE TERMINATED WITH MYAT (final closure)
DA DATA ENTRY (case notes, correspondence, forms, letters)
DAE DRUG AND ALCOHOL EVALUATION (assess for substance abuse)
ES EMPLOYMENT SERVICES (contact by MYAT worker)
FC FILE CLOSED (to be followed up at 1 M, 3M and 6M)
FS FAMILY SESSION (meeting w/ client and family)
FU1 M FOLLOW UP - 1 MONTH (initial follow up after file closure)
FU3M FOLLOW UP - 3 MONTH (second follow up)
FU6M FOLLOW UP - 6 MONTH (last follow up prior to terminated status)
GRP GROUP (group sessions, define in parenthesis)
HOL HOLIDAY (approved Holiday scheduled closure)
IN INTAKE (initial session w/ client and/or family)
IS INDIVIDUAL SESSION (meeting w/ client or family member)
NS NO SHOW (no call to cancel, failed appt)
O OTHER (define in parenthesis)
OHP OUT OF HOME PLACEMENT (client removed from home)
PC PHONE CONTACT (w/ client, agency, etc)
PD PROGRAM DEVELOPMENT (research, reference, internet, books)
PR PUBLIC RELATIONS (w/ any other agencies)
REF REFERRAL (no time entry, indicate agency)
SC SCHOOL CONTACT (w/ school personnel)
SL SICK LEAVE (approved leave)
SM STAFF MEETING (attendance at individual agency SM)
SUP SUPERVISION (meeting/contact w/ supervisors)
SV SCHOOL VISIT (meeting w/ client at school)
TR TRAINING (conferences, in-services, instruction)
TS TEAM STAFFING (MYAT Team meetings)
VAC VACATION (approved leave)
EXHIBIT B
MYAT C/O Invoice No.
PO BOX A
GREELEY, CO 80632
INVOICE
r Customer
Name WELD COUNTY SOCIAL SERVICES
Address PO Box A Date 02/06/03
City Greeley State Co ZIP 80632
Phone 970-352-1551 Ext.6245
Qty Description Unit Price TOTAL
TOTAL $0.00
MARK LINDQUIST DATE D.A'S. OFFICE DATE
EMPLOY. SERVICES DATE
GLORIA ROMANSIK DATE
ISLAND GROVE DATE
NORTH RANGE DATE
PLEASE SUBMIT ALL BILLINGS TO MARK LINDQUIST
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