Department for Community Based Services

Standards of Practice Online Manual

4.11.1 Level of Care Assignment

Cabinet for Health and Family Services

Department for Community Based Services
Division of Protection and Permanency
Standards of Practice Online Manual
Chapter 4-Out of Home Care Services (OOHC)
4.11.1 Level of Care Assignment

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Legal Authority/Introduction



The SSW: 

  1. Completes the level of care (LOC) packet for a child who is:
    1. Four (4) years of age or above; or
    2. Any child who is designated medically complex regardless of age.
  2. Submits the following documents to the Children’s Review Program (CRP) within ten (10) five (5) working days of the child's entry into OOHC in order to obtain a LOC level of care assignment:
    1. DPP-886-Private Child Care Interagency Referral;
    2. DPP-886A-Application for Referral and Needs Assessment; 1
    3. DSS-1251A-Child Placement History Log;
    4. Child Behavior Checklist (CBCL) for children with an IQ above seventy [70] (online version for children ages 6-18 or paper version for children ages of 1 1/2-5); and
    5. Screener; and
    6. For medically complex children, documentation verifying medically complex status.
  3. Follows the guidelines in SOP 4.11.2 Request for Emergency Level of Care Assignment if an unforeseen circumstance necessitates a child without a LOC level of care assignment, or with an expired LOC level of care assignment, to be placed; and
  4. Ensures that the review of the LOC  level of care assignment occurs to keep the child’s LOC level of care assignment active. 2

Practice Guidance

  • Within three (3) working days of receipt of the complete LOC level of care packet, CRP the Children’s Review Program determines the child’s assigned LOC level of care, and returns the completed DPP-886A-Application for Referral and Needs Assessment form to the billing specialist who will forward the form to the SSW.
  • CRP Children's Review Program works with the medical support section to obtain an acuity level for children designated medically complex which will be considered when assigning the LOC. level of care.   
  • Levels may also be assigned upon request for children under the age of four (4) with significant behavioral or mental health needs.  In these cases, the SSW must submit to CRP the Children's Review Program a request letter from a supervisor along with the items listed in number two (2) above. If PCC or PCP staff requests that a child under the age of forty eight (48) months be leveled and the SSW and FSOS are not in agreement, a request from the provider will be sent to the Department of Protection and Permanency, Out of Home Care Branch Manager, at 502-564-2147, for determination.
  • The time frame to complete the screener is ten (10) working days, however, because the screener correlates with assigning the LOC and obtaining mental health services, the SSW is encouraged to complete the screener as soon as possible to minimize delays. 


  1. Any child who is being considered for residential treatment must have a LOC prior to placement.  As such, the LOC packet, including the completed DPP-886A and Screener must be submitted to CRP before placement is secured. 
  2. Review of the LOC level of care assignment is outlined in SOP 4.11.3 Reviews of Level of Care Assignment.


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