HomeMy WebLinkAbout20201731.tiffRESOLUTION
RE: APPROVE REVISIONS TO SECTION 2.000 CHILD WELFARE OF THE DEPARTMENT
OF HUMAN SERVICES POLICIES AND GUIDELINES MANUAL
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 Child Welfare
of the Department of Human Services Policies and Guidelines Manual, 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, that the revisions to Section 2.000 Child Welfare of the Department of Human
Services Policies and Guidelines 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 June, A.D., 2020.
BOARD OF COUNTY COMMISSIONERS
WELD COUNTY, COLORADO
ATTEST: ddedGio u, ;e1
Weld County Clerk to the Board
Kevin D. Ross
ounty Attorney
Date of signature: Cx0(3( o`1A
Mike Freeman, Chair
Steve oreno, "ro-Tem
Cc%1-46O, C kCtcm/GK)
7/01 12.0
2020-1731
HR0092
PRIVILEGED AND CONFIDENTIAL
MEMORANDUM
DATE: June 2, 2020
TO: Board of County Commissioners — Pass -Around
FR: Jamie Ulrich, Director, Human Services
RE: Weld County Department of Human Services' Child
Welfare Request to Update 2020-21 SFY Out -of -
Home (OO14) Department Policy for Foster
Care/Kinship Care, Foster Care Provider Contract
Template (CWS-7A), and Weld County 2020-21
Foster and Kinship Provider List
Please review and indicate if you would like a work session priir to placing this item on the
Board's agenda.
Request Board Approval of Department's Child Welfare 2020-21 SFY OOH Policy for
Foster Care/Kinship Care, CWS-7A Individual Provider Contract for Purchase of Foster
Care Services in a Foster Care Home with Exhibit A, Foster Care/Kinship Care Provider
List, and Associated Rates. The State requires Counties to enter into agreements with providers
for the purchase of OOH services and has established the CWS-7A as the State prescribed
agreement for these services. Counties are unable to alter the State CWS-7A agreement,
therefore Weld County has chosen to add County specific requirements for these providers
within the Exhibit A. Listed below and attached for your reference are the proposed updates to
WDHS policy 2.3.330 and the CWS-7A template with Exhibit A for the purchase of foster care
services. This updated policy and template have been reviewed by Assistant County Attorney,
Gabe Kalousek, and have been approved for our use for the 2020-21 contract year, at which time
individual provider contracts will be submitted through the CMS process. The term of these
contracts is based on the certification/recertification date of each provider and is valid for one
year. Weld County certified foster and kinship care homes will be reimbursed utilizing the Child
and Adolescent Needs and Strengths (CANS) assessment tool for children age 13 and older or
the state rate for children ages birth to 12 years of age. The following information is attached for
your review:
1.. Updated Department Policy 2.3.330 regarding OOH Placements with County Certified
Foster Care and Kinship Care Homes (tracked and clean version)
2. CWS-7A Individual Provider Contract with Updated Exhibit A
3. Weld County 2020-21 Foster and Kinship Provider List
Pass -Around Memorandum; June 2, 2020 - Not in CMS
OC°/ l o
2020-1731
-IROO9a
PRIVILEGED AND CONFIDENTIAL
The Joint Budget Committee has indicated that there may be a rate change to OOH provider rates
for SFY 2020-21, but the Department has not been officially notified at this time. If informed by
the State that there will be changes, those rate adjustments will be communicated to the BOCC
for review and approval at which time new provider contract addendums may be issued.
I do not recommend a Work Session. I recommend approval of this Policy, Contract Template,
and Provider List.
Mike Freeman, Chair
Scott James
Barbara Kirkmeyer
Steve Moreno, Pro -Tern
Kevin Ross
Approve Schedule
Recommendation Work Session
Other/Comments:
Pass -Around Memorandum; June 2, 2020 — Not in CMS
Page 2
Department of Human Service Policies
CHAPTER 2 - CHILD WELFARE
ARTICLE III — Foster/Kinship
Sec. 2.3.330. - Out -Of -Home Placement In County Certified Foster and Kinship Care
Homes.
A. Introduction
The Weld County Department of Human Services (WCDHS) shall reimburse a County
certified foster care or kinship foster care provider if such provider meets the State
requirements for County Certified Providers as established in Colorado State Rule, Section
7.417.1, Volume VII, Human Services Programs.
1. As required by C.R.S. 26-5-104, WCDHS will negotiate rates, services and outcomes
with providers as outlined in the submitted Rate Setting Methodology that is approved by
the Board of County Commissioners (BOCC) and the State.
2. WCDHS will enter into yearly contracts with each County Certified Provider that the
WCDHS utilizes. The Contract dates will match the providers certification dates in
Trails.
3. The Contract Management Team will initiate and send to providers, the State prescribed
CWS-7A, Individual Provider Contract for Purchase of Foster Care Services in a Foster
Care Home, as outlined in Colorado State Rules, Section 7.304.661 of Volume VII.
a) The exhibit within the CWS-7A shall reflect the daily rate to be paid for each child
placed with the contracted provider for the contract year.
b) Provider rates reflected within the exhibit of the CWS-7A may consist of State set
rates or County specific negotiated rates approved by the BOCC.
4. Once the signed contracts have been received from providers, the State prescribed CWS-
7A, Individual Provider Contract for Purchase of Foster Care Services in a Foster Care
Home, with the exhibit, will be signed by the Director and submitted to the BOCC for
approval pursuant to the required County process.
a) Upon approval of the BOCC, the Board Chair, or designee, will sign the contract.
Payment cannot be authorized to the provider until the contract is signed by all
parties.
5. Providers will be sent a fully executed electronic copy of the CWS-7A, Individual
Provider Contract for the Purchase of Foster Care Services in a Foster Care Home.
6. All original contracts will be scanned and stored in the official County records system
maintained by the Clerk to the Board of the BOCC.
Revised July 2020
Department of Human Service Policies
B. County Certified Foster and Kinship Care Reimbursement.
1. Weld County certified foster and kinship care homes will be reimbursed utilizing the
Child and Adolescent Needs and Strengths (CANS) assessment tool for children age 13
(thirteen) and older or the state rate for children age birth to 12 (twelve).
a) For children under the age of 13 (thirteen) who have severe behavioral challenges and
who are receiving intensive services such as, but not limited to, foster parent
consultation, behavioral coaching, sex abuse intervention or intensive in -home
services, the foster care or kinship coordinator or caseworker may request a staffing
with the Child Welfare Director, the Child Welfare Deputy Director or the Resource
Manager to request a CANS assessment be completed.
b) For children who have Intellectual or Developmental Disabilities or intensive
medical/physical needs or limitations that interfere with daily life functioning,
regardless of age, the Inventory for Client and Agency Planning (ICAP) assessment
will be completed to determine the reimbursement rate for certified foster and/or
kinship homes.
2. The CANS shall be completed by the Child Welfare Mental Health Professionals within
60 (sixty) days of placement and the CANS Addendum completed and signed by all
parties.
3. The CANS rate table, as outlined in Exhibit A or the ICAP rate table as outlined in
Exhibit B, shall be used to reimburse providers within the available appropriation and
may be made up of the following components:
a) Child Maintenance - is a reimbursement for the basic needs of a child placed in any
foster care facility. Basic child maintenance needs include but are not limited to food,
clothing, shelter, education, personal supplies and allowance. An additional difficulty
of care and/or medical needs component, as determined by the assessment, may be
added within the child maintenance rate.
b) Respite Care - is a reimbursement for costs associated with the temporary supervision
of foster care children in the foster care home. Respite care is reimbursed at $.66/day,
unless otherwise negotiated.
4. An initial clothing allowance may be reimbursed to County Foster Care/Kinship Care
providers of up to $200.00 per year (August 1st to July 31st) to ensure that the child has an
adequate wardrobe. Clothing reimbursement shall be submitted on the WCDHS approved
clothing allowance form available on the Foster Parents Internet Database and On-line
System (FIDOS).
a) Original receipts must accompany the clothing allowance form for reimbursement.
Revised July 2020
Department of Human Service Policies
b) The clothing reimbursed under the clothing allowance shall become the property of
that specific child and must follow the child upon discharge from the foster
care/kinship foster care home.
c) If a child's wardrobe is lost, stolen, or destroyed, the WCDHS may approve an
additional clothing allowance, the reason for which shall be thoroughly documented
in the child's record.
5. Transportation reimbursement is available to County Foster Care/Kinship Care providers.
Mileage reimbursement must be:
a) Mileage to transport the child(ren) to and from visits
b) Mileage to transport to school or medical appointments, out of county, and as
approved for special circumstances, with prior approval of the Foster Care
Supervisor.
c) Reimbursed at $.02 (two) cents per mile below the standard mileage rate allowed,
pursuant to 26, U.S.C. 162 of the IRS regulations as amended.
d) All requests for mileage reimbursements must be received by the WCDHS within 60
(sixty) days of the expenditure occurring. If the request is made over 60 (sixty) days,
the expense will become non -reimbursable.
e) Mileage reimbursement requests must be completed using the approved County
Foster Parent Mileage Expense Account Sheet.
6. Medicaid co -pays may be reimbursed to County Foster and Kinship Care providers for
youth in placement, from the age of 19 (nineteen) to 21 (twenty-one), if:
a) An original receipt is submitted to the WCDHS listing the co -pay amount(s) and
child's name; and
b) The receipt is turned in within 60 (sixty) days after the co -pay was made.
C. Rate Re -Evaluation and Adjustment
1. Placement rates may be re -negotiated based upon the changing needs of the child and a
request from the foster care coordinator or caseworker.
2. If a child moves from one foster or kinship home to another, the placement rate will
remain the same unless the foster care coordinator or caseworker requests a CANS
assessment be completed, for children 13 (thirteen) years or older or for younger children
as described in section.
D. Temporary Absence
1. Bed hold payments for a child's temporary absence from a provider are limited to a
maximum of 7 (seven) days unless the child is hospitalized at which time the bed hold
can be extended to a maximum of 14 (fourteen) days.
2. The caseworker must request a bed hold from the Resource Manager, or designee, within
24 (twenty-four) hours of notification from the provider of the need for a bed hold.
Revised July 2020
Department of Human Service Policies
Exhibit A. — CANS Rate Table (Effective 7/01/2020)
Level of Service
Child Maintenance
Respite
CANS Score
Daily Rate
Daily Rate
0 and 1
$35.70
$.66
2
$42.28
$.66
3
$48.86
$.66
Exhibit B. — ICAP Rate Table (Effective 7/1/2020)
ICAP IDD Level
Child Maintenance Daily Rate
Level 1
$97.11
Level 2
$112.64
Level 3
$123.75
Level 4
$134.86
Level 5
$154.94
Level 6
$194.75
Medically Fragile
Level 1
$54.73
Level 2
$110.30
Level 3
$165.88
Level 4
Negotiate up to $200
Revised July 2020
Department of Human Services Policies
CHAPTER 2 = CHILD WELFARE
ARTICLE III — Foster/Kinship
Sec. 2.3.330. - Out -Of -Home Placement Within County Certified Foster and Care -And
Kinship Care Homes.
A. The Department shall reimburse a County certified foster care or provider or kinship foster
care provider if such provider meets the State requirements for County Certified Providers
as established in Colorado State Rule, Section 7.417.1, Volume VII, Human 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 submi-t-ted—Rate Setting Methodology that is
approved has been approved by the Board of County Commissioners (BOCC) and the State.
C. The Department will enter into yearly contracts with each County Certified Provider that the
Department utilizes. The Contracts dates will match the poviders certification dates in
Trails. --will be in force from July 1, the start of the State Fiscal Year, t June 30, the end of
the State Fiscal Year
D. The Contract Management Team C ild Welfare Plaeement Cot act Coordinator will initiate
and send mail out to providers, the State prescribed CWS-7A, Individual Provider Contract
for Purchase of Foster Care Services in a Foster Care Home, as outlined in Colorado State
Rules, Section 7.301(G) and Section 7.304.661 of Volume VII. The exhibit within the CWS-
7A shall reflect the daily rate to be paid for each child placed with the contracted provider for
the contract year. that particular State Fiscal Year. Provider rates reflected within the exhibit
of the CWS-7A may consist of State set rates or County specific negotiated rates approved
by the BOCCBoard of County Commissioners.
E. Once the signed contracts have been received from providers, the State prescribed CWS-7A,
Individual Provider Contract for Purchase of Foster Care Services in a Foster Care Home,
with the exhibit, will be approved and signed by the -0h --enter and the BOCC.signed by the
Director and submitted to the Board of County Commissioners for approval pursuant to the
required County process. Upon approval of the Board of County Commissioners, the Board
Chair, or desiUnee, will sign the contract. Payment cannot be authorized to the provider
until the contract is siuned by all parties.
F. Providers will be sent mailed a fully executed electronic copy of the CWS-7A, Individual
Provider Contract for the Purchase of Foster Care Services in a Foster Care Home, for their
records upon request.
G. All original contracts will be scanned and stored in the official County records system
maintained by the Clerk to the Board of the Board of County Commissioners. OC-1C-.-
H
1e
Revised November 201D March 2020
I Formatted: Not Highlight
Department of Human Services Policies
( Policy of 1-19-2017(2) )
2.3.330.1. - County Certified Foster and Care and Kinship Care Reimbursement.
A. Weld County certified foster and kinship care homes will be reimbursed utilizing the Child
and Adolescent Needs and Strengths (CANS) assessment tool for children age 13 and older
or the state rate for children ge birth to 12. A child specific needs based care assessment
shall be used to determine levels of care for foster care placements made within County
certified foster care homes. For children under the age of 13 who have severe behavioral
challenges and who are receiving intensive services such as, but not limited to foster parent
consultation, behavioral coaching, sex abuse intervention or intensive in -home services, the
foster care or kinship coordinator or caseworker may request a staffing with the Child
Welfare Director, the Child Welfare Deputy Director or the Resource Manager to request a
CANS assessment be completed. For children who have Intellectual or Developmental
Disabilities or intensive medical/physical needs or limitations that interfere with daily life
functioning, regardless of age, the Inventory for Client and Agency Planning (ICAP)
assessment will be completed to determine the reimbursement rate for certified foster and/or
kinship homes.
.8. A 60 day assessment period shall be in place for new placements into the foster care level.
The assessment period will allow the Department and provider to gather pertinent
information on the true needs of the child. During the 60 day assessment period, the
assessment eve rate wi ie laic to tie provider un es of ierwise negotiated.
BC. The After the 60 day assessment-per-iede-CANS Needs Based Care -assessment shall be
completed by the Child Welfare Mental Health Professionals within 60 days of placement
and the CANS Addendum completed and signed by all parties. •P-lac,ement---Cent-raet
C-oeildinator based -on --information obt teed -from ---the --foster-care provider irid_ Department
stag.
-D. The levels of care and rates are determined based on the assessment information and shall be
mutua y agreec to 3y bot i tie Department anc tie County certified foster care arovicer and
documented on the Needs Based Care Addendum signed by all parties.
EC. The CANS }Needs Based Care rate table, as outlined in Exhibit ASeetion 242 -27 -or the
ICAP rate table as outlined in Exhibit B. shall be used to reimburse providers within the
available appropriation and may be made up of the following components:
1. Child Maintenance - is a reimbursement for the basic needs of a child placed in any
foster care facility. Basic child maintenance needs include but are not limited to: food,
clothing, shelter, education, personal supplies and allowance. An additional difficulty of
care and/or medical needs component, as determined by the assessment, may be added
within the child maintenance rate.
2. Respite Care - is a reimbursement for costs associated with the temporary supervision
of foster care children in the foster care home. Respite care is reimbursed at $.66/day,
unless otherwise negotiated.
F. An initial clothing allowance may be reimbursed to County Foster Care/Kinship Care
providers of up to $200.00 per year (August 1 S` to July 31 '` ) to ensure that the child has an
Revised November 2019 March 2020
Formatted: Not Highlight
Department of Human Services Policies
adequate wardrobe. Clothing reimbursement shall be submitted on the Department approved
clothing allowance form available on the Foster Parents Internet Database and On-line
System (FIDOS). Original receipts must accompany the clothing allowance form for
reimbursement. The clothing reimbursed under the clothing allowance shall become the
property of that specific child and must follow the child upon discharge from the foster
care/kinship foster care home. Admission and discharge clothing inventories shall be
required by the Department to track the clothing of each child in care. If a child's wardrobe
is lost, stolen, or destroyed, the Department may approve an additional clothing allowance,
the reason for which shall be thoroughly documented in the child's record.
GD. Transportation reimbursement is available to County Foster Care/Kinship Care providers.
Mileage reimbursement must be:
1. Mileage to transport the children) to and from visitsFor mileage not covered by other
resources.
2. For non Medicaid mileage when the foster parents are not involved in family
counseling.
3. Limited-te--eut--e€-county -tr-aver.
42. Mileage to transport to school or medical appointments, out of county, and For in
county travel, as approved for special circumstances, with prior approval of the Foster
Care and Kinship Supervisor.
.53. 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.
64. All requests for mileage reimbursements must be received by the Department within
60 days of the expenditure occurring. If the request is made over 60 days the expense
will become non -reimbursable.
75. Mileage reimbursement requests must be completed using the approved County Foster
Parent Mileage Expense Account Sheet. -available on F -I DOS.
H. Medicaid co -pays may be reimbursed to County Foster- and Care/Kinship Care providers for
youth in placement, from the age of 19 to 21, if:
1. an original receipt is submitted to the Department listing the co -pay amount(s) and
child's name; and
2. the receipt is turned in within 60 days after the co -pay was made.
I. -Medic-al-expenses-may be-rei- btwsed- e--C-.c- n --Foster-Core/Ki-nsh4frF'osteECare pr-o-v-iders
l . the foster care child is not for Medicaid; and
2. an original receipt is submitted to the Department listing the child's name, medical expense
amount(s) and service; and
3. the receipt is turned in within 60 days after the expense was incurred.
( Policy of 1 19 2017j2J
Revised November 2010 March 2020
Formatted: Not Highlight
Formatted: list°
Department of Human Services Policies
2.3.330.2. - Rate Re -Evaluation and Adjustment.
A. Placement rates may be All rates/services may be re -negotiated based upon the at any time
based upon the changing needs of the child and a request from the foster care coordinator or
caseworker.
B. If a child moves from one foster or kinship home to another, the placement rate will remain
the same unless the foster care coordinator or caseworker requests a CANS assessment be
completed, for children 13 years or older or for younger children as described in section
2.3.330.1 ARates/services may be re evaluated a minimum of every six months by the
Department Rate Negotiator anc t le Finaneia Supervisor, in co aboration with Department
staff, and the foster care provider.
( Polley -of -1-19 2017(2) )
2.3.330.3. - Temporary Absence.
A. Bed hold payments for a child's temporary absence from a provider, inoluding
hospitalization, are limited to a maximum of 7 days unless the child is hospitalized at which
time the bed hold can be extended to a maximum of 14 days. The caseworker must request a
bed hold from the Resource Managed or designee within 24 hours of notification from the
provider of the need for a bed hold.etherwise negotiated as -allowed in Volume V11 -All -bed
held authorizations need---to-be-approved, in writing, within 2 work-ing days by the
Administrator. Once a bed hold is authorized, the Placement Contract Coordinator will
contact tic provicor to negotiate a cai y rate for t ie approve bed io d is needec
( Pol iey-ef 1-1-9 2017(2) )
Exhibit A. — CANS Needs Based Care Rate Table (Effective 7/01/201-720)
LEVEL
Cull_,[)
REMIT
l
ADMINISTRATE
ADMINISTRATI
VE SERVICES
M
M-JDWAr
L N-E&DS
OF
SERVICE
MAl-NEN N
E
MA UN FE-NANCE
Daily -Rate
Daily
Daily
Level
a
Daily Rate
Daily --R rteRat
mate
Age 0
$12.52
County
10...$17.25
No crisis
$0.00
Basic
Age 11
intervention;
Not
needed OF
Maintenan
11...$19.07
CPA
covered under
minimal
Rate
Age 15
involvement, one
face to face
Medicaid.
ce
21...$20.37
visit
with child per
Revised November 2019 March 2020
l Formatted: historynote0
Commented [HW1]: Or designee
Department of Human Services Policies
4-
$20.85
a
A,
3-
$24.32
$27.80
$.66
month.
$-1.5-9.9
MtntFfl& -ei-i si s
intervent}en as
needed, one face to
face visit per month
with child, 2 3
contacts per month.
$17.72
$75:24
Regularly
Scheduled therapy
tip to 4
hours/month.
$3.50
$19.17
Occasional crisis
intervention as
needed, two face to
face visits with
child, 2 3 contacts
per ni onth-
$3l .2g
$.66 $21.20
4
€engcegate
Gaye
Drop
Down
$31.75
$766
$22.91
Ongoing crisis
intervention as
needed, weel4y
face to face v-isits
with-ehitelrand
Iintensive
coordination of
_multiple services.
$38.22.. $766 1 $2.4.68.
510.12
Weekly scheduled
therapy 5 S hours
a month with /
hours of group
therapy -
.1
$5.04
$15.63
Regularly scheduled
weekly, inttltiple
sessions, can
include mel-e-than.-
person, i e. -cam -4y
therapy, for 9 1-2-
hours/monthly.
$659
$4-1-770
$766
Revised November 2019 March 2020
$26.41
Ongoing crisis
f intervention as
'needed, which
includes high level
Ncgettated 1Ngset4ated
I
Department of Human Services Policies
of case management
CPA
and
involvement with
child and
provider
2 3 face to
and
face
contacts per
week-m-i t}t-rmmT
Assessmen
$27.80
$:•(6
349747
—
Etnef eney
lel-Rate
—
CANS (Colorado -System of Care)
Weld County Department of Human Services
Level of Service
Child Maintenance
Respite
CANS Score
Daily Rate
Daily Rate
0 and 1
$35.70
5.66
$42.28
5.66
3
$48.86
$.66
Exhibit 6 — ICAP Rate Table (Effective 7/1/2020)
ICAP IDD Level
Child Maintenance Daily Rate
Level 1
$97.11
Level 2
$112.64
Level 3
$123.75
Level 4
$134.86
Level 5
$154.94
Level 6
$194.75
Revised November 2010 March 2020
Formatted: Normal
Formatted: (Asian) Japanese
Department of Human Services Policies
Medically Fragile
Level 1
$54.73
Level 2
$110.30
Level 3
$165.88
Level 4
Negotiate up to $200
( Policy of 1 19 2017(:) ; Policy of 7 1 2017 ) Policy of 7/1/2020
Revised November 2019 March 2020
Hello