Community Based Prevention Services Orientation

Training presentation for Carolina Youth Development Center

June 2014

Developed by Qaitlin Peterson

Acronyms and Names to Know

• Community Based Prevention Services (CBPS)- program that provides secondary prevention services to families at risk of child abuse and neglect

• Voluntary Case Liaison (VCL)- DSS supervisor/worker that assists CBPS with obtaining DSS history and alternative contact information for families and participates in staffing decisions for families. Also staffs for Reasonable Candidacy at 30 and 90 days.

• Department of Social Services (DSS)- Child Protective Services, Referral source for CBPS

• Voluntary Case Manager or Parent Aide (VCM)- Masters level worker who handles moderate risk cases and low risk cases

• Family Strengthening Services worker (FSS)- Bachelors level worker who handles lower risk cases

• Supervisor- All cases must be staff with program supervisor and VCL prior to case decisions

• DSS portal- system that is used to document all interaction with and concerning clients

Types of cases

• Voluntary Case Management (VCM)- Families/clients at a moderate risk of child abuse and neglect. These families must have an initial face to face within 5 days of the referral and once agreeing to participate in services will work with the CBPS program 6-12 months. When working with this level, the VCM must see family twice a month with at least one visit in the home with child(ren) present.

• Family Strengthening Services (FSS)-Families/clients at a low risk of child abuse and neglect. These families need to have an initial face to face within 5 days of the referral and once agreeing to participate in services will work with the CBPS program 3-6 months. The FSS (or VCM) must see the family one time a month in the home with the child(ren) present.

Safety: Identifying and Documenting Safety

Once involved with a family, the worker may observe safety issues. Safety issues are situations or conditions where the child may be placed at imminent risk of harm and these cases need to be staffed immediately for return to DSS for CPS investigation. Safety is determined by using ISOLVE and the safety and risk assessment tool.

I- Imminence/Impending

S- Specific

O- Out of Control/On Going

L- Level of Severity

V- Vulnerability

E- Evident (Observable)

Life of a Case: 30 Day General Timeline

Day 20-30: Comprehensive Assessment and Case Plan Due and Staffing

Complete and place Comprehensive Assessment in portal, Case Plan development home visit with family, place case plan in portal and signed case plan in folder before or on Day 30. Review Case plan every 90 days. Staff at 30 and 90 days with VCL for for Reasonable Candidacy.

Day 10-20: Staffing and Planning

Staff case with VCL and/or Supervisor for suggestions. Call family and talk about case plan goals (What are they concerned about?)

Day 1-10: Initial Contact

Initial Face to Face, Presenting program, Building Rapport, Completing safety and risk assessment

Initial Time line: Finding our familiesAll actions below should be documented in portal for each case*

Day 1: Referral Received

• Make initial contact with family through telephone to schedule initial visit

• If no telephone number then staff with VCL for alternative information and complete 2 internet searches (Ex. Yellow pages) for more contact info for family. VCL can search CAPSS and CHIPS history and can contact schools and reporter for additional information if needed.

• Begin completing one of the 3 required unannounced visits to attempt contact and schedule a follow up home visit with family

By Day 5:

VCM case

• VCM should have made contact with family and completed initial face to face home visit and Safety and Risk

• If no response OR family has refused services the case must be staffed before the end of Day 5 for closure and all attempts to find/work with family must be documented in portal

• Attempts to locate family must include: 3 unannounced visits, staffing with VCL, 2 internet searches and telephone contact

Day 10: FSS case

• FSS or VCM should have made contact with family and completed initial face to face home visit and Safety and Risk

• If no response OR family has refused services the case must be staff before the end of Day 10 for closure and all attempts to find/work with family must be documented in portal

• Attempts to locate family must include: 3 unannounced visits, staffing with VCL, 2 internet searches and telephone contact

Dictation Time Lines

• You have 24 hours to place completed home visit note and Safety and Risk in portal

Initial home visit

• You have 48 hours to place completed paper work and dictation in the portal

All other dictation

Family Engagement Model: Case frame work

1. Relationship building and Family Engagement

2. Holistic Family Assessment

3. Case planning

4. Implementation of case plan

5. Successfully achieving outcomes in case plan

Day 30: Paperwork and Case Planning

• Initial face to face home visit completed- family signed authorization and privacy rights forms

• Ask family what they are worried about and begin thinking about case plan

• Completed and billed for safety and risk assessment 24 hours after initial face to face

Day 1-10: Family has signed on for Services

•Staff case with VCL and Supervisor-VCM cases must have Reasonable candidacy staffing•Call family and discuss case plan goals•Type up case plan and bring copy for family to sign and one for them to keep•Meet family for Case plan home visit—use tools of engagement

Day 10-30: Case planning

• Comprehensive assessment is completed, hand signed by worker, and in portal

• Second home visit is completed and note is in portal

• Case plan is completed, signed by family, and in the portal

By Day 30: 30 Day Paper work is due

Case plan Development

• If family agrees to services, begin developing your case plan with the family towards the end of your initial visit:

• Ask family questions: What are you worried about? What concerns do you have right now?• These questions will help you begin to develop goals with the family

• After initial visit, complete phone call to family:• Talk with family about the concerns and goals they talk about during initial• Ask about any other goals or concerns they may have been thinking about• Schedule second visit with family • Use this information to begin to develop 30 day case plan with families goals

• On second visit with family, bring developed typed case plan to review with family

• Give family a printed copy of case plan• Both you and family sign case plan

Every 90 Days: Case plan review

After completing 30 day paper work, every 90 Days you need to complete…..

1. New safety and risk assessment

2. Review case plan goals with family and have them sign review

3. Place reviewed case plan in portal and file4. Staff case with VCL and supervisor

5. Staff with VCL for Reasonable Candidacy

Discharge paper work

• If family has completed goals on case plan or family wants to prematurely terminate services, staff with VCL and Supervisor.

• If case is determined to close whether premature, successful or partially successful please complete the follow paper work including copies in file and portal• Final Safety and Risk

• Satisfaction survey filled out and signed by family (one copy given to supervisor and one copy in file)

• Discharge summary signed by case worker

Case File Organization• Intake

• DSS Letter to family• DSS Safety and Risk assessment• Provider (CYDC) Safety and Risk assessment• Privacy rights (signed and dated by worker and family)• Authorization form (signed and dated by worker and family)• Any release forms-(signed and dated)

• Assessments• 90 Day Safety and Risks (Newest on top, Oldest on bottom)• Comprehensive Assessment• Hand written assessment if used by worker- not required

• Case Plan• Satisfaction survey (Copy in file and original given to Supervisor to scan to GHSE)• Discharge Summary for all successful and premature terminated cases• 90 day Case Plan reviews (Newest to oldest--signed and dated by all)• Case plan (signed and dated by family, worker, supervisor, and VCL along with RC staffing)

• Correspondence• Any collateral info gathered (Ex. School Records etc)

Engaging with Families

• Open ended questions

• Affirmations

• Reflective listening

• Summarizations

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• I Statement

• Language of concern

Engaging with families: Engagement Tools

Affirmations:

• Acknowledge the difficulties the client has experienced

• You are saying “I hear, I understand”

• Validating the client’s experience and feelings

• Can demonstrate strengths, success or power to prevent discouragement

Roll with Resistance:

• view it as a sign that the client views the situation differently

• understand the client’s perspective and go from there

• signal that you need to change directions or listen more carefully

Menu of Options:

• Compliance may change when clients feel that her or she can choose from a menu of options

• choices about goals and services

Summaries:

• Periodically summarize what has occurred in a discussion

• shows you have been listening

Advice:

• Suggestions to help change behavior

• Suggest – don’t tell people what to do = results

Self-efficacy:

To succeed clients must believe that they are capable of taking on tasks and workers help acknowledge that they have the skills and confidence to complete tasks

Engaging with families: Engagement Tools

Open-Ended Questions:

• Facilitated dialog

• Cannot be answered with a single word or phase

• Client does MOST of the talking

Feedback:

• Providing constructive, non-confrontational feedback

• Respectful / comfort level

• Worker is NOT confrontational or judgmental

• To help client recognize existence of a problem and the need for change

Responsibility:

• Clients are active and they choose their treatment and take responsibility for change

• If you are working harder than the client – step back-reevaluate, buy in and commitment

Empathic Approaches:

• Warmth

• Respect

• Caring

• Commitment

• Active interest

Reflective Listening:

• Demonstrate you have accurately heard and understand a client’s communication by restating its meaning

• Benefits:• Reduces resistance• Encouraging clients to keep talking• Communicates respect• Cements the therapeutic alliance• motivates