HomeMy WebLinkAbout982517.tiff RESOLUTION
RE: APPROVE AMENDMENT TO SOCIAL SERVICES DIVISION POLICIES AND
PROCEDURES SECTIONS 2.400 THROUGH 2.405
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 an Amendment to the Social Services
Division Policies and Procedures, Sections 2.400 through 2.405 for the County of Weld, State of
Colorado, by and through the Board of County Commissioners of Weld County, on behalf of the
Department of Social Services, with terms and conditions being as stated in said amendment,
and
WHEREAS, after review, the Board deems it advisable to approve said amendment, 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 Amendment to the Social
Services Division Policies and Procedures, Sections 2.400 through 2.405 for the County of
Weld, State of Colorado, by and through the Board of County Commissioners of Weld County,
on behalf of the Department of Social Services be, and hereby is, approved.
The above and foregoing Resolution was, on motion duly made and seconded, adopted
by the following vote on the 30th day of December, A.D., 1998.
BOARD OF COUNTY COMMISSIONERS
WELQ COUNTY, COLORADO
ATTEST: �� girt-G%"L� C�
'Ti,�.�r Constance L. Ha,rbert, Chair
Weld County Clerk he o- �` / /II/ nn
r
, . W. H. Webster, Pro-?m
BY:
Deputy Clerk ' '' fee -z c
Vhcl� ; / Georg‘E. Baxter
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APP AS M: EXCUSED
Dale K. Hall
n
ty Attor ey /ar ; 4j/A/PLirk-.--
arbara J. Kirkmeyer
(LG.' S5, CA 82517 S
Ai I\CI a
DEPARTMENT OF SOCIAL SERVICES
r>; P.O. BOX A
lIDAdministration
GREELEY,COLORADO80632
and Public Assistance(970) 352-1551
C Child S ices (970) 352-6933
1
Protective and Youth Services(970) 352-1923
Food Stamps (970) 356-3850
COLORADO MEMORANDUM Fax(970) 353-5215
TO: Constance L. Harbert, Chair Date: December 29, 1998
Board of County Commissioners
FR: Judy A. Griego, Director, Social Services, V'•
RE: Cost of Living Increases for Foster Care viders and Purchase of
Physicals for County Certified Foster Care Homes
Enclosed for Board approval are:
1. Cost of living increases of 4% for County Certified Foster Care Homes, Special Services
Rates for Developmentally Disabled and Physically Disabled, Subsidized Adoption and
Specialized Group Homes. These cost of living increases are reflected in the Social
Services Policies and Procedures, Section 2.400 through Section 2.405, Weld County
Department of Social Services Manual, for Board approval.
2. The purchase of physicals from a County designated physician for Certified Foster Care
Home Providers.
Cost of Living Increases of 4%
The last time the Weld County Department of Social Services provided cost of living
increases for providers for base maintenance for foster care was on January 1, 1997. The
amount of the increase was approximately 2.5%. There were no cost of living increases
in 1998.
The cost of living increases of 4%would result in:
1. The County Certified Foster Care Homes monthly rates of$365 for children 10
years of age and under; $410 for children ages 11-14; and$425 for children over
14 years of age. We have approximately 150 children in County Certified Foster
Care Homes. Therefore, the financial impact of this increase in Out-of-Home
Placement expenditures is $2,400 per month, or$28,800 per year. Respite Care
allowance of$20 per month would remain the same. A one-time expenditure for
clothing for the child has been increased from $86 to $90.
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MEMORANDUM Page 2
Constance L. Harbert
December 29, 1998
2. Special Service Rates for Developmentally Disabled and Physically Disabled
would result in monthly payments of$95, $141, or$190, depending on the age of
the child and the extent of services needed. These rates are in addition to the
basic maintenance rate.
3. Receiving Homes would receive an average rate of$745 per month (base
maintenance cost plus direct care allowance). We have approximately 10 children
in Receiving Homes. The financial impact of this increase would be
approximately $300 per month or$3,600 per year.
4. The maximum Subsidized Adoption rate would be the same base rate for County
Certified Foster Care Homes.
5. Specialized Group Homes would have similar rates as Receiving Homes;
however, their direct care allowance cannot exceed $423 per month per child. We
have approximately 20 to 23 children in Specialized Group Homes per month.
Purchase of Physicals for County Certified Foster Care Homes
Currently, County Foster Care Home Providers pay for animal physicals. Under a
contract with one of the County's designated physicians, we are requesting approval to
pay for physicals and tuberculous testing at $55 per person or a total maximum amount
for the year of$11,000. We believe that this provision of service will be an incentive
for our County Certified Foster Care Homes to not become foster care homes under Child
Placement Agencies. The Department would present for Board approval a contract with
the County's designated physician next week.
If you have any questions,please telephone me at extension 6510.
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Social Services Division Policies and Procedures
2.400 Provider Reimbursement
Effective 1/1/99 The County Department has established rates for payments to providers. These
rates are similar to the State determined reimbursement for specific types of
facilities. The County Department is providing a 4% cost of living increase
effective January 1, 1999.
These provider reimbursement rates as described in Section 2.401 through
2.405.12 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.
2.401 Reimbursement for County Certified Foster Care Provider
Effective 1/1/99 The County 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.
2.401.1 County Certified Foster Care Rate
Effective 1/1/99 According to the following table, the County 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 $124 $55 $131 $ 6 $49 $365 $20
10 Yrs.
11-14 Yrs. $145 $56 $133 $15 $61 $410 $20
15-21 Yrs. $155 $58 $144 $21 $64 $442 $20
1/ The rates established by the County Department will be reimbursed
within the available appropriation. The rates effective January 1,
1999, reflects a 4% cost of living increase.
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
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Social Services Division Policies and Procedures
basis of the higher grouping rate.
3J County Certified foster homes are paid the basic rate, plus an
additional Respite Care Allowance of$20.
Effective 1/1/99 A. The County 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 County 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 County 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. The County Certified Foster Care Home may obtain their own
annual physicals; however, the County Department will pay for co-
payments, not to exceed $55 per person and excluding foster children.
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Social Services Division Policies and Procedures
Effective January 1, 1999, the contract with a physician for a physical and
tuberculous testing will be at a cost of$55 per person or less in the County
Certified Foster Care Home, excluding the foster child/ren. The maximum
reimburseable amount under the contract for a calendar year will be
$11,000.
2.401.12 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 County Department stated in
Colorado State Rules, Volume VII, and according to this Weld County
Manual. Facilities must be licensed or certified in order for the County
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 County Department caseworker and the
provider and copies of the updated log shall be maintained in the provider
file and by the provider of the facility.
Effective 1/1/99 G. An initial clothing allowance of$150 may be made at the time of
placement out of the home to insure that the child has an adequate
beginning wardrobe. If a child's wardrobe is lost, stolen, or destroyed, the
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Social Services Division Policies and Procedures
County 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 any type of out-of-
home placement made by the County Department, including
hospitalization, when the County Department has legal authority for
placement.
2.401.13 Temporary Absence
Effective 1/1/99 The County 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 County Department,
as allowed by the State Department, will reimburse the foster care facility for all
absent days.
2.401.14 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 County 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 1st 30 days of hospitalization. In cases of
children enrolled in the Children's Habilitation Residential Program Waiver, the
County 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 Supervisor 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 County
Department of the State's decision.
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Social Services Division Policies and Procedures
2.402 Special Service Rates for Developmentally Disabled and Physically Disabled
Effective 1/1/99 A. The County Department may consider the additional needs of the child to
determine which of the three additional rates is appropriate in accordance
with the following criteria:
1. The needs for a special service rate for professional services shall
be determined by a physician that the child requires more than the
normal amount of care, treatment and training, due to
developmental disabilities and/or a serious physical disability.
a. As used above, the term "developmentally disabled"means
a child who is profoundly retarded up to and including the
trainable child.
b. The term "physically disabled"means the child who puts
extra physical demands on foster parents; e.g., the child
who cannot walk without assistance or has to be lifted; the
child who has no bowel or bladder control, or must have
extra attention by the foster parents under the supervision
of a physician, etc.
Effective 1/1/99 B. Foster care parents may need relief in some cases to provide the necessary
24-hour care.
Effective 1/1/99 C. The developmentally disabled and physically disabled contract is reviewed
and renewed each 6 months when eligibility for foster care is
redetermined.
Effective 1/1/99 D. At the time a child in need of a developmentally disabled or physically
disabled allowance is placed, the County Department and the provider
shall enter into a contract(SS-22). The effective date of the contract is the
date the child is placed. The termination date of the contract is the next 6
month review date. A new contract shall be signed at each 6 month
review of the child's need for foster care.
Effective 1/1/99 E. The County Department's Foster Care Review Team must approve the
service payment level for each child.
Effective 1/1/99 F. The amount of the payment for services, based on each child served and
extent of services needed, the service payment of$95, $141, or$190 is
entered in Section F of Form 5710.4. Table 2 will be used to calculate the
service rate payment. The payment to the foster care provider will be the
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Social Services Division Policies and Procedures
basic maintenance rate for the child, according to his or her age, plus the
Respite Care allowance if the child is in a County Certified Foster Home
or Certified Kinship Home and the appropriate special service rate.
Table 2 1/
Age of Professional Flat Respite Care
Child Services 2/ Grant 3/ Allowance 4/
0 Mos. to $ 95 $141 $190 $365 $20
10 Yrs.
11-14 Yrs. $ 95 $141 $190 $410 $20
15-21 Yrs. $ 95 $141 $190 $442 $20
1/ The rates established by the County Department will be reimbursed
within the available appropriation. The rates effective January 1,
1999, reflects a 4% cost of living increase.
2/ Based on the range and degrees of service required, as determined
by a physician and approved the County Department's Foster Care
Review Team.
3/ For the flat grant breakdown, see the County Certified Foster Care
Homes Reimbursement Section of this manual.
4/ The respite care allowance is paid only to County Certified Foster
Care Homes and Certified Kinship Care Homes certified by the
County Department.
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Social Services Division Policies and Procedures
2.403 Receiving Home Reimbursement
The County Department has established and will reimburse the receiving home
rate in the method outlined in this manual.
2.403.1 The Basic Reimbursement to be Paid
Effective 1/1/99 A. Reimbursement for receiving home care is limited to 90 consecutive days.
Effective 1/1/99 B. For stays in receiving home care beyond 60 calendar days, the County
Department shall document in the child's record information that:
1. Indicates the County Department has a specific plan for the child's
living arrangements;
2. Specifies the reasons for the extension from 60 to a maximum of
90 calendar days; and,
3. Verifies that the extension will prevent additional temporary foster
care placements until the plan can be implemented.
Effective 1/1/99 C. The direct care allowance has the following components: surrogate parents
for supervising the children, administrative participation in staff
development, and assuring the County Department of emergency care for
children on a 24-hour basis.
Effective 1/1/99 D. The direct care staff shall be no less than one paid full-time equivalent
staff.
Effective 1/1/99 E. Reimbursement for receiving home care is the basic maintenance
allowance plus direct care and services allowance. The allowance per
month per child shall be based on the number of paid full-time equivalent
staff according to the following table:
Table 3
Number of Paid Payment per Month
FTE Staff Per Child
1.0 $338
1.5 $361
2.0 $382
2.5 $402
3.0 $423
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Social Services Division Policies and Procedures
Effective 1/1/99 E. The County Department may arrange to pay for reserved space in a group
care or receiving home on a monthly basis. The County Department may
at its discretion arrange to guarantee payment for reserved space. The
foster care rate and reserved space amount will be recorded at the end of
the home study and/or in each annual reevaluation.
2.403.11 Receiving Home Evaluation
Effective 1/1/99 A. The County Department shall evaluate the receiving home after the first
six months of operation. Thereafter, an evaluation shall be conducted at
least annually.
Effective 1/1/99 B. The County Department shall request an operating statement and review
financial records to determine if the receiving home is maintaining records
and files of revenue and expenditures. The operating statement shall be
used to justify payments. The format of the operating statement and
account classification of revenue and expenditures are included following
the evaluation report.
Effective 1/1/99 C. Any incorrect payments to the receiving 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 receiving
home staff and obtain the signature of the operators.
Effective 1/1/99 E. A receiving 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 County Department will contract for
improved performance. If after 60 calendar days the unsatisfactory
components have continued, the County Department shall terminate use of
the home.
Effective 1/1/99 F. If the staff of the receiving home does not agree with evaluation, an
attempt shall be made to resolve the dispute within 15 working days by the
Foster Care Program Supervisor. If not, the County Department will use
its County Grievance Procedures outlined in this manual.
2.403.11 Receiving Home Reimbursement Computation Form
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Social Services Division Policies and Procedures
Effective 1/1/99 A. The Reimbursement Computation Form will be completed by the County
Department's staff approving receiving home rate.
Effective 1/1/99 B. The instructions to the complete the form is as follows:
1. Rate period. Period that rate is to be effective.
2. Date. Date of completion.
3. Name. Name of receiving home.
4. Identification No. County Department's identification umber.
5. Licensed capacity. The capacity as certified by the County
Department.
6. Average number of children in residence. Average number of
children in residence for the last six months.
7. Personnel. Number of FTE staff. The number of full-time
equivalent staff is listed on the evaluation sheet.
8. Direct Care and Services Allowance. The allowance per month
per child shall be based on the number of paid full-time equivalent
staff(7, above) according to Table 3.
Effective 1/1/99 C. After an evaluation, the operating statement received should indicate full
utilization of the direct care and services total payment amount. A cause
shall be determined if underutilization of the total payment amount is
indicated. The County Department shall contract for corrective action and
continue the present payment for 60 calendar days. After 60 calendar
days, if a correction has not occurred, the County Department shall
terminate use of the home.
Effective 1/1/99 D. The receiving home provider will keep accounts according to the revenue
and expenditure form and submit an operating statement at the time of
evaluation.
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Social Services Division Policies and Procedures
2.404 Subsidized Adoption Reimbursement
Effective 1/1/99 The maximum subsidized adoption reimbursement is the County Certified Foster
Care basic maintenance rate,plus the special service rate for an age group, if
appropriate. The County Department may negotiate with the subsidized adoptive
parents for a rate for the age group and will renegotiate this rate at the time of
each annual review.
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Social Services Division Policies and Procedures
2.405 Specialized Group Care Reimbursement
The County Department has established procedures to follow and reimburse group
homes and centeres by the method outlined in this manual.
2.405.1 Reimbursement Rate
Effective 1/1/99 A. The direct care allowance shall not exceed $423 per month per child. This
is based on the number of paid full-time equivalent staff of no less than
two (2). The calculation of FTE staff is defined in the evaluation form
instructions.
The allowance is payment for services of group home staff for surrogate
parents and supervising the children, administrative and delivery of the
group care program and participation in staff development.
Effective 1/1/99 B. Direct care allowance - the allowance per month per child shall be based
on the number of paid full-time equivalent staff according to the following
table:
Table 4
Number of Paid Payment per Month
FTE Staff Per Child
2.0 $338
2.25 $361
2.5 $382
2.75 $402
3.0 and above $423
Effective 1/1/99 C. Other services - the other services allowance is granted at $169 per month
per child to include:
1. Administrative allowance as defined,but not be limited to, the
following expenses: bookkeeping, auditing, legal, office supplies,
licenses, permits, and insurance.
2. Education allowance is defined to enable specialized group home
staff to encourage the children to participate in extracurricular
activities of the school and the community.
3. Social development and recreation allowance is defined to
enable the specialized group home staff to provide experience to
assist behavioral changes to occur through field trips and outings
and to provide opportunities for learning social skills.
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Social Services Division Policies and Procedures
4. Transportation allowance is defined, but not limited to, the
following expenses: gas, oil, maintenance, insurance, license, and
depreciation. This allowance is included to enable the specialized
group home staff to transport the children as required to achieve 2
and 3, above, and for staff to participate in staff development
activities.
5. Equipment repair and maintenance allowance is defined, but
not limited to, the following expenses: household supplies,
equipment repair and maintenance, and equipment depreciation.
This allowance is included to enable the specialized group home
staff to keep the home clean and orderly and to keep all equipment
in proper working condition.
Effective 1/1/99 D. Special program components purchased or arranged by the County
Department are as follows:
1. The County 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 County Department or arranged for, at no cost
to the County Department, when the case plan included return of
the child to his or her families.
Effective 1/1/99 E. The County Department may arrange to pay for reserved space in a group
care home on a monthly basis. The County Department may at its
discretion guarantee to pay for reserved space. The foster care rate and
reserved space amount will be recorded at the end of the home study
and/or in each annual reevaluation.
2.405.12 Evaluation of Group Homes
Effective 1/1/99 A. The County Department shall evaluate the group home after the first six
months of operation. Thereafter, an evaluation shall be conducted at least
annually.
Effective 1/1/99 B. The County 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
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Social Services Division Policies and Procedures
used to justify payments. The format the operating statement and account
classification of revenue and expenditures are including following the
evaluation report.
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 County Department will contract for
improved performance. If after 60 calendar days the unsatisfactory
components have continued, the County 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 Supervisor. If not, the County Department will use its
County Grievance Procedures outlined in this manual.
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