Department for Community Based Services

Standards of Practice Online Manual

13.45.3 Post Adoptive Placement Stabilization Services (PAPSS)

Cabinet for Health and Family Services

Department for Community Based Services
Division of Protection and Permanency
Standards of Practice Online Manual
Chapter:
Chapter 13-Adoption Services
Effective:
11/30/2020
Section:
13.45.3 Post Adoptive Placement Stabilization Services (PAPSS)
Version:
3

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Legal Authority/Introduction

LEGAL AUTHORITY:

Post-adoption placement stabilization services (PAPSS) is an optional and supportive service offered to adoptive parents on a voluntary basis. Adoptive parents receiving adoption assistance (subsidy) for a Department for Community Based Services (DCBS) agency adopted child may request services if the placement is close to disruption.

Practice Guidance

  • When an adoptive family becomes involved with DCBS through an investigation or ongoing case, it is important for the caseworker and the recruitment and certification (R&C) worker to communicate regarding the family's needs and any available services to support and prevent disruption. 
  • After the SSW assists the adoptive family in completing referrals for community programs, the appropriate agency works with the family to address the crisis situation to include having the adoptive parents sign a DCBS-1 Informed Consent and Release of Information and Records form to allow DCBS to coordinate services.
  • DCBS may provide PAPSS for out-of-state requests on a case-by- case basis.
  • Out-of-state inquiries are directed to the central office (CO) Adoption Branch at (502) 564-2147.
  • During the PAPSS period, adoption assistance is temporarily renegotiated to one dollar ($1.00) and transportation assistance is provided through extraordinary medical expenses as allowed to support the child and family, effective on the date of the child’s placement.
  • Payments to the private child caring (PCC) agency are made by the Division of Administration and Financial Management (DAFM) through the special payments TWIST screens in the adoptive/provide case with PCC crisis stabilization selected as the payment type.
  • Any adoption assistance overpayment made to families must be repaid within ninety (90) days. Overpayment checks are made payable to the Kentucky State Treasurer and are submitted to DAFM at the address below:

    Division of Administration and Financial Management
    275 East Main Street, 3W-C
    Frankfort, KY 40621
    Phone: (502) 564-3427
    Fax:  (502) 564-4477
 
  • In-home visits with adoptive parents are not required while PAPSS is being utilized unless requested by the family or as a need arises.
  • A family team meeting (FTM) may be held more often than every thirty (30) days based on the needs of the child and/or family.
  • If the child is not ready to be discharged after sixty (60) days, the designated regional staff may request a thirty (30) day extension through the SRA from the commissioner or central office designee.    
  • Once the child exits PCC placement and returns to the adoptive home, adoption assistance is resumed to the rate prior to PAPSS and the family signs a new DPP-1258 Adoption Assistance Agreement.
  • If appropriate, an aftercare plan is developed with the family.

Procedure

Designated DCBS regional staff (e.g. R&C worker, intake worker, investigative worker, ongoing worker): 

  1. Works with the adoptive parents to assist, as needed, with complete completing referrals for services that support the family and adoptive placement.  the referral to the Family Preservation Program (FPP) or other preventative service (i.e. in-home services, respite, additional training/education); 
  2. Works with the adoptive family to contact the managed care organization (MCO) case manager of the adoptive child to discuss available services for the child to maintain in the adoptive home, in order to exhaust all available services through Medicaid, such as:
    1. Targeted case management and other behavioral health services through community;
    2. In-home services; and
    3. Crisis stabilization; 
  3. Completes the following tasks when the adoptive parent(s) has cooperated with other preventative services to prevent the adoption dissolution, services are unavailable, or if the services they do not effectively improve the child’s behavior/situation and a higher level of care is recommended by a mental health clinician:
    1. Works with the adoptive parents to complete the DPP-886 Private Child Care Interagency Referral, DPP-886A Application for Referral and Needs Assessment; the DSS-1251A Child Placement History Log, and the Child Behavior Check List (CBCL also know as the Auchenbach) for children four through eighteen (4-18) with an IQ of seventy (70) and above;
    2. Requests one of the following from the adoptive family: (If the family has several of the above options, use the documentation with the most information.) 
      1. Provider biopsychosocial assessment;

      2. Admission or discharge summary from psychiatric residential treatment facility (PRTF) or psychiatric hospital;

      3. PCC discharge summary, or current records;

      4. Psychological evaluation;

      5. Individualized education plan (IEP);

      6. Medically complex report;

      7. Individualized health plan; or

      8. Pre-dispositional report, assessment, etc. from the Department of Juvenile Justice;

    3. Forwards this information to the Children’s Review Program (CRP), at the following email address, so that CRP can assign a Level of Care (LOC) for the child:

      CRPLevels@bluegrass.org
         Children’s Review Program
      c/o GATEKEEPER
      Lexington, KY 40583-3520
    4. Reviews the LOC received from CRP to verify that the child’s level is a qualifying LOC four (IV) or LOC five (V); 1
    5. Works with the CRP regional placement coordinator to make referrals to PCC facilities that offer services to best meet the child's needs.
  4. Ensures that the adoptive parent(s) are willing to participate in the child's treatment to support reunification with the child;
  5. Ensures that there is an agreement between the Cabinet and the adoptive parents to renegotiate adoption assistance to one dollar ($1) prior to proceeding with the PAPSS referral;
  6. Consults with the Adoption Services Branch in central office, if the family refuses PAPSS;
  7. Consults with the FSOS, as needed, when a family is identified as possibly qualifying for PAPSS;
  8. Completes the following tasks upon concurrence of the adoptive parent(s):
    1. Provides the adoptive parent(s) written notice using the DPP-154-A Notice of Intended Action ten (10) days prior to the renegotiation of adoption assistance being reduced to  one​dollar ($1);
    2. Sends a DPP-154 Protection and Permanency Service Appeal with the notification letter;
    3. Discusses these procedures prior to mailing the notification to the family;
    4. Explains that the family is to participate in the child’s treatment plan while the child is in placement;
    5. Documents the contacts or involvement with the adoptive family events/activities in the service recordings of adoptive/provide case (The child remains in the adoptive/provide case in TWIST);
  9. Submits to DAFM:
    1. DPP-114 PCC Level of Care Schedule
    2. New DPP-1258
    3. PCC monthly billing statement;
    4. Child’s name;
    5. Social Security number;
    6. Date of birth; and
    7. TWIST case number;
  10. Holds an FTM with the adoptive family, the PCC staff, and the child to discuss the child’s progress and discharge plan at thirty (30) day intervals after placement; 2
  11. Contacts the central office Adoption Services Branch for assistance if the child cannot be returned to the adoptive home at the end of ninety (90) days.
    If it is determined the child will need greater than sixty (60) calendar days of treatment outside the home with PAPSS services:
    1. Completes an extension memo that provides a summary of the need for continued PAPSS treatment past the sixty (60) calendar days. Refer to template and submit to the Adoption Branch.  3
      1. The extension request can not exceed thirty (30) additional calendar days, for a total of ninety (90) calendar days. 
  12. At 90 days, with agreement from the adoptive parents and SRAA/SRCA to continue treatment through voluntary commitment:
    1. Completes the DPP-167 Consent to Voluntary Committment;
      1. The adoptive parents and the designated authorized DCBS staff sign the DPP-167.
    2. Submits a referral to centralized intake that includes:
      1. The family has exhausted PAPSS ;
      2. The family is in agreement with voluntary commitment and has been working with DCBS;
      3. The date of the DPP-167 being in effect needs to be included and must be tracked for ongoing case management; and 4
      4. The case has been staffed with SRAA/SRCA for continued need of out of home placement treatment services.
    3. Title IV-E adoption subsidy resumes to amount prior to PAPSS, once voluntary commitment has been signed by completing a new DPP-1258 contract and all required parties sign, however, state subsidy does not resume until the child is returned to the adoptive home; and
    4. Sends the DPP-167 and updated DPP-1258 (for title IV-E subsidy) to billing specialist, payment systems change;
  13. Once accepted by centralized intake and assigned for case management, completes the title IV-E paperwork for an out-of-home care (OOHC) placement and submit to children's benefit worker (CBW); and
  14. Notifies the Adoption Services Branch once the child has entered OOHC and is no longer receiving PAPSS services. 

The SRA or designee:

  1. Signs the DPP-114 Level of Care Schedule authorizing payment to the PCC once the child is determined to be eligible for PAPSS steps one (1) and two (2) have been completed and a PCC has accepted the child. 5

The FSOS:

  1. Consults with SRAA/SRCA after a PAPSS case has been identified; and
  2. Consults at least once monthly on all PAPSS cases and ensures the consult is documented in service recordings. 

The SSW with case responsibility:

  1. Notifies the regional billing specialist and DAFM (referenced above) of the child’s return home.
 

Footnotes

  1. If the child’s needs do not require that level of care, designated regional staff refers the family to other appropriate resources, as the child would not be eligible for PAPSS.
  2. Due to the specific circumstances in these cases, the monthly FTM meets the contact requirement outlined in SOP 3.10 Ongoing Contact with the Child and Family.
  3. The PAPSS extension memo is addressed to the DCBS commissioner, through central office Adoption Services Branch, through the service region administrator or designee. 
  4. If it appears the voluntary commitment will exceed one hundred and eighty (180) days, a petition should be filed prior to one hundred twenty (120) days of the voluntary commitment.  This should ensure that the case is heard by the court prior to one hundred forty (140) days, so that case will be eligible for title IV-E funding. The CBW should be advised of the outcome as soon as possible.  The child is placed in the most appropriate residential facility that can meet the child’s needs and the adoptive parents sign the medical consent portion of the DPP-114.  
  5. PAPSS cannot exceed a ninety (90) day period in any calendar year.

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