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Title:

Child Welfare Manual

Section 3:

Delivery of Services/Intact Families

Chapter 5:

Working with Contracted Treatment Providers

Subsection 8:

Procedures for Ongoing Use, Updating, and Closing of CTS

Effective Date:

February 9, 2006

§3 ch5: Working with Contracted Treatment Providers

• 5.8  Procedures for Ongoing Use, Updating, and Closing of CTS

  The following procedures are required of the Children’s Service Worker for ensuring the efficient use of CTS:

  1. Obtain progress or evaluation reports from the service provider, as needed, and as required by the provider’s contract;
     • Inform the payment designee if written reports are not received appropriately. Payment for these services will not be made until reports are received;
  2. Update the CS-67A when the frequency of service is to be increased (i.e., a child in child care, authorized for three (3) days per week, but now needs to attend five (5) days per week);
  3. Close authorization(s), using CS-67A turnaround, when a client’s actual service needs change, the frequency is to be reduced, a client moves to another county, or when the case plan indicates CTS or P.S. child care is no longer needed.
     1. Complete a new authorization (CS-67A) for an alternate service, when needed.
     2. Complete a new authorization (CS-67A) when frequency of service is reduced or increased.
     3. When a client, presently authorized for a service, moves to another county/area he/she shall continue to receive the service if:
        • The client continues to need the service, and
        • A provider is available to provide the service.
        • When a client moves to another county and is expected to continue to receive services, the Children’s Service Worker will close the CS-67A. The worker will enter the new county code and new client address, if known, on the CS-67 to transfer the form to the new county. The new county will update the eligibility information on the CS-67 and complete a new authorization (CS-67A).
     4. When an out-of-home care child is placed in a permanent placement (i.e., adoptive home, natural parent, independent living) outside the present county of residence, services, whether or not presently received in the county of residence, shall be provided if:
        • The services are vital to the success of the placement; and
        • There is a provider available to provide the service.
     5. Review turnaround for correctness, upon receipt.
  4. Notify the client in writing at least ten (10) calendar days in advance when it is known that a provider’s contract or license will not be renewed, or a CTS service is being terminated.
     1. Submit a copy of the letter (CS-41 for license expiration) to provider;
     2. Assist the family, if requested, in securing another provider;
     3. Close the CS-67A which authorized services from a non-contracted provider on the date of contract expiration or earlier if the child moves to another provider. SEAS will not allow payments during the time a contract or license is not valid; and
     4. Complete a CS-67A authorizing services with a new provider if child moves to another provider (child care).
  5. Monitor the family members' use of the service resource.
     1. Set up and attend a conference with the provider, if he/she is not fulfilling the planned agreement with the family members or the Division.
     2. Review activity with family members if they are failing to use the service appropriately;
  6. Record the use of the service in case narrative, as appropriate, but at a minimum of every 30 days.

Chapter Memoranda History: (prior to 1/31/07)

• CD05-72,
• CD06-14

Memoranda History: