Department for Community Based Services

Standards of Practice Online Manual

1.5 Supervision and Consultation

Cabinet for Health and Family Services

Department for Community Based Services
Division of Protection and Permanency
Standards of Practice Online Manual
Chapter:
Chapter 1-Fundamentals of Practice
Effective:
6/19/2018
Section:
1.5 Supervision and Consultation
Version:
9

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Legal Authority/Introduction

 

LEGAL AUTHORITY:

 
  • N/A
 

Supervision is an integral part of ensuring that appropriate and timely services are being assessed, offered and provided to the vulnerable families and children served by DCBS.  It is important that the FSOS supports staff in critical thinking and decision making.  The purpose of case consultation is to use the knowledge and expertise of the supervisor and designated regional staff to guide the casework being completed by staff, and ensure that staff are completing tasks/objectives as delineated in the assessment, case plan and as instructed by the supervisor.  In addition to the standards established below, regional consultations can be requested by staff at any time. 

 

Regional case consultation protocol has been established for investigations and out of home care cases.  Protocol for in home cases and high risk protocol consultations are currently in development.  In order to eliminate additional meetings for staff the OOHC case consultations incorporate the following:

 
  • Swift adoption issues;
  • Utilization review consults;
  • MSW consults;
  • Adoption and Safe Families Act (ASFA) reviews;
  • Decisions about sibling separation/return/reunification;
  • Case closure reviews;
  • Planned permanency living arrangement (PPLA) reviews; and
  • Regional consult committee reviews.
 

This means that by completing the OOHC case consultations, as outlined in the procedures below, staff will no longer have to conduct the meetings listed above. 

 

Procedure

 

The FSOS:

 
  1. Meets monthly with each worker to discuss and strategize case specific issues for each CPS and APS cases;
  2. Ensures that staff complete all identified tasks or actions as discussed and documented on the corresponding case consultation form;
  3. Documents the following information on the consultation form when a task or action is unable to be completed by the next consult: 
    1. Why the task or action was not completed;
    2. Barriers to completing the task or action;
    3. Strategies to assist the family and SSW in completing the task; and
    4. Anticipated date of completion of the task or action;
  4. Assesses completion of the identified tasks or actions at the next consultation meeting. 
 

Utilization Review Consultation

  1. Upon determination that the child cannot safely remain in the home, consults with the regional office to include at least one master's level practitioner and utilizing the DPP 20 Utilization Review Consult Form. Regional office maintains a copy of the DPP-20 form.
 

 Regional Investigative Case Consultation

 
  1. Within 72 hours from the time the referral was accepted by centralized intake, the FSOS staffs with their regional office, investigations alleging physical abuse involving a child four (4) and younger unless the case:
    1. Involves a fatality/near fatality;
    2. Has been designated as a specialized investigation; or
    3. The case is receiving ongoing regional office or central office consultations.
  2. Designated regional office staff cover the following content during the consultation:
    1. Who are the household members (describe each member's age, disability, etc.);
    2. What are the allegations;
    3. What lead up to the event (48 hour timeline);
    4. What are the strengths and protective capacities of the family;
    5. What is the family history with CPS/APS (investigations and ongoing);
    6. What is the high risk pattern of the perpetrator;
    7. What is the protective capacity of the primary caregivers;
    8. Are you concerned about the children’s safety and why;
    9. Consider the vulnerability of the child based on age and development; (add this to the template)
    10. Who has been interviewed so far;
    11. What documentation has been gathered; and
    12. What needs to be done next (interviews, referrals for service, etc.).
  3. Designated regional office staff and the FSOS will conduct a follow up staffing no later than fourteen (14) working days after initial staffing, unless it is clearly determined that the allegations will be unsubstantiated.
  4. The FSOS will notify the designated regional office staff of any changes in the investigation since the fourteen (14) day investigative consultation.
  5. The FSOS will ensure all action steps are completed prior to the approval of the assessment.
  6. Investigative consultations will be documented in the assessment and will include the following details:
    1. Date each consultation was held;
    2. Type of consultation held (Regional Investigative Case Consultation);
    3. Parties involved in the consultation; and
    4. Rationale for omitting the fourteen (14) day follow-up consultation (if applicable).
 

In Home Services Case Consultations

 
  1. The FSOS meets with the SSW monthly to review all in home services cases.
  2. The FSOS and regional office staff meet with the SSW to staff in home cases that have been open for fifteen (15) consecutive months and every six (6) months thereafter: 
  3. During the consultation the FSOS and regional office staff cover the following content: 
    1. Who are the household members;
    2. What are the strengths of the family;
    3. What are the dates of the most recent face to face contact with the mother, father and children, investigative assessment, ongoing assessment, case plan and FTM;
    4. What risks were identified with the family that resulted in a case being opened;
    5. What are the services in place to reduce risk or further maltreatment;
    6. What high risk patterns were identified;
    7. What services are in place for each adult to address high risk patterns;
    8. What progress has been made by the mother, father or other caregiver to reduce high risk patterns and safety concerns identified on the case plan;
    9. Is the court case active and what court orders are in place;
    10. What are the final tasks that need to be completed on the case plan for the case to be closed;
    11. What does the family see as barriers to case closure and how do they believe these barriers can be overcome;
    12. What does the SSW see as barriers to case closure and how do they believe these barriers may be overcome;
    13. What is the projected date of closure;
    14. What community resources does the family need to be linked to prior to case closure (formal and informal). 
  4. Ongoing in home consultations will be documented in service recording and will include the following details:
    1. Date the consultation was held;
    2. Type of consultation held (in home services case consultation); and
    3. Parties involved in the consultation.
  5. The completed case consultation template will be maintained by the regional office designee (either electronically or in hard copy format). 
 

Out of Home Care Regional Case Consultation

 
  1. The FSOS and designated regional office staff meet to consult on the progress of an out of home care ongoing case:
    1. After a child has been in out of home care for three (3) months and documents information on the Three (3) Month Initial OOHC Case Consultation Template;
    2. Prior to the child being in care for twelve (12) months; and
    3. Every twelve (12) months thereafter, according to the child's entry date into OOHC, until the child achieves permanency;
  2. The results of the periodic case consultations are documented on the Ongoing OOHC Case Consultation Template.
  3. Ongoing OOHC consultations will be documented in service recording and will include the following details:
    1. Date the consultation was held;
    2. Type of consultation held (Out of Home Care Regional Case Consultation); and
    3. Parties involved in the consultation.
  4. The completed case consultation template will be maintained by the regional office designee (either electronically or in hard copy format). 
 

Adult Services and Provide Case Consultation

 

The FSOS:

 
  1. Conducts a formal consult, quarterly, on each case and as part of the formal consult covers the following items:
    1. Documents on the appropriate consultation form (either the APS or Provide Supervisory Consultation Quarterly Review form) the complete details of the consultation including, but not limited to:
      1. Strengths of the case;
      2. Areas for improvement; and
      3. Required tasks or actions and timeframes for each party;
  2. Ensures that staff complete all identified tasks or actions as discussed and documented on the appropriate consultation form;
  3. Documents the following information on the individual supervisory consultation form when a task or action is unable to be completed by the next quarterly consultation:
    1. Why the task or action was not completed;
    2. Barriers to completing the task or action; and
    3. Anticipated date of completion of the task or action;
  4. Assesses completion of the identified tasks or actions at the next quarterly consultation.
 

Practice Guidance

 
  • Supervision documentation in this SOP may be used as supporting documentation in grievances, disciplinary actions and legal actions.
 

 

Communicate

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