Case Management (CW-TCM) Policies and Guidelines for …CW-TCM Contacts Client Contact o...

11/29/2011

December 2011 – Combined training DHS County & Tribal Social Services and SSIS 1

Child Welfare – Targeted Case Management

(CW-TCM)

Policies and Guidelines for Claiming

Presenters: Sue Krinkie

Meredith Martinez

Lexie Kjos

Child Welfare - Targeted Case Management (CW-TCM)

Activities which assist a child under age 21 and the child’s family to:

o Gain access to needed services

o Coordinate the delivery of services

o Assure continuity of care

o Assess services on a regular basis

12/1/2011Combined training: DHS County & Tribal Social Services and SSIS2

Who Is Eligible?

Under age 21

&

Enrolled in MA or Minnesota Care

&

Meet at least one of the following criteria: o At risk of placement or in placement

o At risk or experiencing maltreatment

o In need of protection or services


11/29/2011


What needs to be entered in SSIS on the CW-TCM

Eligibility screen?

4

Discussion Point

12/1/2011Combined training: DHS County & Tribal Social Services and SSIS

5

Discussion Point


CW-TCM ASSESSMENTS

11/29/2011


CW-TCM Assessment

Identify eligibility criteria for child

Describe child’s family situation

Explain why CW-TCM services are needed

CW-TCM Supplemental Eligibility

o The initial case finding is noted on the screen under the Client node


CW-TCM Case Finding

Identifies reason CW-TCM services are needed

Assessment & case finding can be combined in one sentence


What are some examples of

Good & Bad

case findings?


Discussion Point

11/29/2011



Discussion Point

Some children don’t fit in a specific

category… Are they CW-TCM eligible?


Discussion Point

CASEPLANS

11/29/2011


Case Plan Requirements

Own Case Plan

o Each child must have its own case plan

Must be identified as the CW-TCM plan

o Plan selected in the drop-down menu on the SSIS Supplemental Eligibility screen for CW-TCM


14

Can you use “Other” in the Case Plan drop-

down menu on the SSIS Supplemental Eligibility screen?

Discussion Point

Combined training: DHS County & Tribal Social Services and SSIS 12/1/2011


Hint:

If Other is selected, enter the type of case plan you are using in the CW-TCM finding and initial CW-TCM plan.

Discussion Point

11/29/2011


Case Plan Requirements

Duel Case Management

o Jointly developed

Plan Signed

o All people responsible for its success need to sign the plan

Plan reviewed at least annually

o Review recorded in SSIS on Review tab of CW-TCM Supplemental Eligibility screen


CW-TCM Case Plan Must …

Be Specific to child's needs

Include goals to be achieved

Identify:

o Action steps

o Timelines

o Person responsible


Example of CW-TCM Case Plan

Case plan for: Mary Martin (DOB 05/01/2002)

Mary is in need of protection or services and CW-TCM will be provided. Mary has missed 60 days of school this year. She cannot ride the school bus as she hit another child. Her mother does not have a car to transport her to school and has not kept meetings with school staff to discuss Mary’s school attendance problems and behavior on the bus.

Goals to be achieved:

1. Mary will attend school every day

2. Mary will demonstrate appropriate behavior on the school bus


11/29/2011



Services Mary needs:

Educational team planning meeting with Mary’s mother and school staff

Education assessment to determine Mary’s educational needs

Referral to child therapist to assess Mary’s behavior problems

Referral for transportation to enable Mary to attend school



Action Steps to be taken and person responsibleCase manager will meet with Mary’s mother within one week to determine what services she may need to ensure Mary’s school attendance Case manager will facilitate a meeting with school staff and Mary’s mother within two weeks to discuss issues preventing Mary returning to school

(Social Worker met with parent on __/__/__ to make this plan.)



Discussion Point

Can I write a short case plan in the CW-TCM finding and initial plan text box on the SSIS CW-TCM Supplemental Eligibility screen?

11/29/2011



Discussion Point

Can the case plan be more family focused

rather thanchild focused?

12/1/201123

Discussion Point

Combined training: DHS County & Tribal Social Services and SSIS

12/1/201124

Discussion Point

If the case plan date changes…

Do I have to change the CW-TCM eligibility

effective date?


11/29/2011



Hint: The date selected in the Service plan date: field autofills into the CW-TCM effective Start date: field.

If a child is placed through an

inter-state compact…

Can the case plan from the other state

be used?

12/1/201126

Discussion Point


CONTACTS

11/29/2011


CW-TCM Contacts

Client Contact

o Face-to-Face

o Completed, not just attempted

Collateral Contact

o Face-to-Face

o Completed, not just attempted

Child in Placement 60 miles or more from agency/tribal border

o Telephone contacts for two months


Contact Recorded in SSIS

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Documentation of Contact

Identify name of child the contact involves

o Select the Child in the Regarding field

Must be about the child, not the parent

o Relates to the services to achieve goals of case plan

o Specific enough to determine who, what, where, when and why of the contact


11/29/2011


12/1/201131

Discussion Point

How can I document multiple contacts for the same client in SSIS?

Chronology Folder


12/1/201132

Discussion Point

How can I document multiple contacts for the same client in SSIS?

User Activity Log


Do all contacts need to be

documented in SSIS?

12/1/201133

Discussion Point


11/29/2011


34

If all the children from one family are seen at one time, can a

CW-TCM claim be made for each child?

Discussion Point

Hint: Use the Allocate Time button to change the split of time between clients if needed.


What if the contact is only

about the parent?

12/1/2011

35

Discussion Point

Reference: Refer to

claimable CW-TCM activities

listed in the MHCP Provider

Manual.


DUAL CASE MANAGEMENT

11/29/2011


Dual Case Management

Documentation Regarding Child:

o Why does the child need two services?

o Why does the child need more than one case manager?

Documentation Regarding Workers:

o Roles of case managers need to be clearly defined and distinct


Each service program must have a separate file (workgroup) with all

the required documentation.

Documentation in Plan

Document the answers to the following question in the CW-TCM identified case plan:

o Why are two services needed?

o What services will each case manager provide?

o Which case manager is identified as the primary?

o What steps will the workers take to ensure communication and coordination of services?


Coordination and Communication is necessary to avoid duplicating services.

CW-TCM, DD & MH-TCM

Developmental Disabilities (DD)

o Related to disability diagnosis

Mental Health–Targeted Case Management (MH-TCM)

o Related to mental health diagnosis

Child Welfare–Targeted Case Management (CW-TCM)

o Related to CW service eligibility criteria

According to Minn. Stat. 260C


11/29/2011


Dual Case ManagementFor MH-TCM, CW-TCM & DD

Service roles must be clearly distinguished

o Claiming for MH-TCM and CW-TCM

MH-TCM or CW-TCM claims must be different than the DD Waiver services

All Services must be documented in SSIS


Can two claims be made in the same

month when there is dual case

management?

12/1/201141

Discussion Point


If MH-TCM & CW-TCM are both being claimed… Do there have to be separate

contact/activities entered in SSIS?12/1/201142

Discussion Point


11/29/2011


Can one case manager provide two separate services, such as

CW-TCM & MH-TCM?12/1/201143

Discussion Point


CLAIMABLE CW-TCM

ACTIVITIES

CW-TCM Claimable Activities

Assessment

o Assessment of needs after eligibility assessment is complete

Service Plano Development, completion and review

of the written service plan

Meetings with Familyo Face-to-face contact with child and/or family


11/29/2011


CW-TCM Claimable Activities

Services

o Coordinating referrals

o Coordinating service delivery

o Monitoring and evaluating services

Documentation

o Completing and maintaining documentation


Non-Claimable CW-TCM Activities

Maltreatment Assessments

Therapy Services

Treatment Services

Transportation Services

Outreach Services


Non-Claimable CW-TCM Activities

Foster Care Placement Activities

Legal Services

Duplicate Serviceso Services that duplicate the same service

from another case manager

MA Funded Facilityo EXCEPTION:

30 days prior to discharge is claimable for planning purposes

This exception is limited to two instances per year


11/29/2011


12/1/201149

Can CW-TCM claims be made in Child Protection Assessment?

Discussion Point

Refer to Minn. Stat. 256B.094 subd. 8

(in effect since 1993)


12/1/201150

Can CW-TCM claims be made when a worker

supervises a child/parent visitation?

Discussion Point


12/1/201151

Can I claim for a child in a Rule 5 Facility?

Discussion Point

Refer to: Minn. Stat. 256B.094 subd. 8 para. (9)

Why is it different than other placements?


11/29/2011


12/1/201152

Who claims for CW-TCM?

County providing the service

OR

County of Financial Responsibility?

Discussion Point


12/1/201153

Discussion Point

What about dual case management

with a Tribe?

Who claims for CW-TCM?


12/1/201154

What are the consequences of

invalid claims found in an audit?

Discussion Point

Last Federal Audit – 118 claims were reviewed

$3.5 Million


11/29/2011


References for CW-TCM

DHS Bulletins for CW-TCM:#10-68-08

County Social Services & Contracted Vendors

#10-68-09Tribal Social Services

Minnesota Health Care ProgramsCW-TCM Provider Manual

SSIS SSIS Claiming Requirements Software Specification

SSIS Training Documentation for Claiming



CW-TCM Contacts

Medicaid Questions:

Provider Call Center: 651-431-2670

Meredith Martinez: 651-431-2623

[email protected]

SSIS Questions:

Have your SSIS mentor or coordinator contact Help Line: 651-430-4801

[email protected]

CW-TCM Policy Questions

Sue Krinkie: 651-431-4697

[email protected]

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