new provider residential services orientation

Orientation 1

New ProviderResidential Services

Orientation

State of Georgia

Introduction• What We Will Do - Educate

• Presented By– Georgia Association of Homes & Services

for Children (GAHSC)– Department of Human Services (DHS)

• Office of Residential Child Care (ORCC)• Office of Provider Management (OPM)

– Department of Juvenile Justice (DJJ)

Orientation 3

Who Should AttendApplicants for the Licensing of:

•Child Caring Institution – (Group Homes)•Outdoor Child Caring Programs•Child Placing Agency (Foster Care, Adoptions)•Children Transition Care Centers (CTCC)

Orientation 4

Who Should NOT AttendDay Care Center Operators

Foster Parent wantabe’s

Adult Personal Care Home Applicants

Psychiatric Hospital Applicants

Maternity Homes ApplicantsInsect Exterminators Applicants

Beauty Shop Operators Applicants

Road Contractors Applicants

OverviewNormer Adams

Executive DirectorGeorgia Association of Homes

& Services for Children

www.gahsc.org

normer@gahsc.org

404 572 6170

1. Organizational Capacity and Needs Assessments

2. Licensure

3. Contracting with the State

4. Referrals and Payments

Steps to Provision of ServicesPresentation Organization

Step one - Organizational Capacity and Needs

Assessments

Steps to Provision of Services

FIRST PRIORITY

Develop the

“BUSINESS PLAN”

The Plan vs. Good Intentions-Board -Facilities

-Budgets -Legal Issues

-Constituency -Policies & Procedures

Organizational Capacity Assessment

FIRST PRIORITY

THE BUSINESS PLAN (continued)

• Research– The Need– The Competition

• Interviews• Field Trips

Needs Assessment

FIRST PRIORITY

What will I be When I grow Up?

Child Placing Agency– An agency that recruits, supports and places children in foster homes

Child Caring Institution – Group home or other congregate care environment where facilities are built for the placement and care of children.

Outdoor Child Caring Programs – Programs using a wilderness model for care and treatment of children.

Needs Assessment

FIRST PRIORITY

What will I be When I grow Up?

Child Placing – An agency that recruits, supports and places children in foster homes

• First placement priority for state. • 75% of all foster children go into this placement. • Lowest cost per day per child• Regulations require that they be not-for-profit. You

can not own them, profit from them or sell them.

Needs Assessment

FIRST PRIORITY

What will I be When I grow Up?

Child Caring Institution – Group home or other congregate care environment where facilities are built for the placement and care of children.

• This is last placement choice for children with basic needs.

• DFCS is not issuing any new contracts for this service• Only 14% of all foster children are placed in these

facilities.

Needs Assessment

FIRST PRIORITY

What will I be When I grow Up?

Outdoor Child Caring Programs – Programs using a wilderness model for care and treatment of children.

• These are wilderness programs for children.• Most are considered treatment facilities.• Few of these facilities are being used for placement.• Requires over 500 acres in land.• State very reluctant to contract with new providers.

Needs Assessment

FIRST PRIORITY What License should I get?

Child Placing/ Foster Care

• Private Family centered Child Care

• Few Capital Costs• Labor Cost follow Labor

needs• Higher Reimbursement to

Cost ratio• Higher Percentage of

children entering care• Required to be “Not-for-

Profit”

Child Caring Institution / Group Homes

• Campus focused Child Care• High Capital Costs• Labor cost do not follow

labor needs• Lower Reimbursement to

Cost ratio• Lower percentage of

children entering care• No requirement for “not-for-

profit.”

Needs Assessment

Board Development(Not-for-Profit Only)

Should you be a Not-for-Profit (501 c 3)?

Organizational Capacity Assessment

For-Profit•Personal profit and benefit•Personal management•Ownership of assets•Risk of own resources

Not-for-Profit•Community ownership and control•Community support though contributions•Risk of community resources

Georgia’s Priority of Placement

Organizational Capacity Assessment

1. Family

2. Relative

3. Friend

4. Adoption

5. Foster Care – public sector

6. Private sector foster care

7. Private sector group homes

Board Development(Those who are accountable for the organization)

Truism - An organization is as strong as its Board.– Choose people who can help you– Go beyond friends and family– Movers and Shakers of community make

good Board Members

Organizational Capacity Assessment

Executive Director(He/She who manages the organization)

• Choose person of experience, integrity, responsibility and history

• He/She will represent your organization

• He/She will carry out your policies and procedures

Organizational Capacity Assessment

Budgets and Budgeting Budget Development

Expenses• Staff--Base Pay• Benefits• Insurance--Property,

Casualty, & Liability• Food• Clothing• Transportation• Other

Income• State Fees• Contributions-nonprofit

only– Charity gifts– Grants– Endowments

Organizational Capacity Assessment

Budgets and Budgeting

Medical Care Covered by Medicaid –

Nearly all children in residential care qualify for Medicaid.

Organizational Capacity Assessment

Fundraising

Grants for Startup

List of all the Foundations and Charities that give to new organizations starting children homes and group homes.

Organizational Capacity Assessment

Organizational Capacity Assessment

FundraisingGrants for Startup

All Foundations and Charities: 1.2.3.

Fundraising

Grants for Startup

• Very Few

• Only to Existing Groups

• Need 501(c)(3) status – Not-for-Profit

• Anticipate 18 months for startup support

• Build constituency

Organizational Capacity Assessment

Not-for-profit Organization(Nearly all are 501(c)3)

• Internal Revenue Service (IRS) Regulations for securing tax deductible contributions

• Takes at least 1 year to secure

• A knowledgeable person can do it without lawyer

Organizational Capacity Assessment

Your Facilities

• Fire Inspection - # 1 Problem Area– Most Expensive to Correct– State Regulations, County Interpretations and

enforcement

Organizational Capacity Assessment

Your Facilities

Truism- If Community Support starts off negative, walk away. It will never turn positive.

• Community Support - # 2 Problem Area– Build Support Carefully– If negative, hard to overcome– Use community leaders to lead

Organizational Capacity Assessment

Your Facilities

Zoning – The “Tip Off”

to the Community -- Required before Licensing-- Zone for “a licensed childcare institution for six or more unrelated children”-- Movers and Shakers of community can help with this

Organizational Capacity Assessment

Policies & Procedures(Provides the why and how of the organization)

Truism – If your director can not explain them, they should not be your director.

• Get a person who has done residential child care to prepare your policies and procedures

• These are your rule books for operations• You will live and die by them• They become your Bible for operation

Organizational Capacity Assessment

Technical & Clinical Assistance(Gut instinct is not enough.)

Truism – Education and Experience is more valuable than gut instinct.

• A compliant child may be a depressed child.• An attentive, indulgent staff may be a

pedophile.• Money in your pocket may not mean money in

the bank.• Your High School Joe might like your facility as

coed, but you won’t.Organizational Capacity Assessment

Staff & Personnel Issues(They make or break your organization)

Truism - Your program is as good as your worst staff.

• A thorough background check is essential.

• “Would you let these folks care for your child?”

Organizational Capacity Assessment

Reporting Requirements

Truism – God Forgives but the State never

Forgets

• Child Abuse Reporting Requirements

• Stuff will happen! Self-report.

• The law requires you to report abuse and neglect.

• Do not even THINK of not reporting.

• Preserve your relationship with State by dealing with integrity.

Organizational Capacity Assessment

Working with the State

• Some SteerThe State is our partner in caring for children. Their role is regulatory and contractual. Respect it.

• Others RowOur role is providing services to children. Together we work to provide the best care for children.

Organizational Capacity Assessment

Budgeting/Rate Setting

Organizational Capacity Assessment

Truism – Child Welfare programming makes for a bad business investment.

Georgia’s regulations prohibit any organization from making money. Your daily per diem will be the lesser of your costs or the maximum rate.

Budgeting/Rate Setting

Organizational Capacity Assessment

Truism – If you are doing it for the kids, then the money will come.

• Funding remains the top priority for any administrator!• Without money, nothing happens. • The State is your number # 1 customer, and quite

often, your only customer!• In Georgia, there are only a hand full of For-Profit

agencies. (There is a reason for this. There is no profit in child welfare!)

Budgeting/Rate Setting

Organizational Capacity Assessment

Placement providers are paid a per diem for Room and Board and Watchful Oversight.

CCIs - Group Homes Base $101.82AWO $128.98MWO $181.842nd Chance $162.91Teen Development $108.21Maternity home $101.82

Budgeting/Rate Setting

Organizational Capacity Assessment

Placement providers are paid a per diem for Room and Board and Watchful Oversight.

CPAs – Child Placing Agencies – Fixed Payment to Agency

Traditional $21.44Base WO $29.02Max WO $40.07SBWO $45.00SMWO $69.00SMFWO $81.00

Budgeting/Rate Setting

Organizational Capacity Assessment

Placement providers are paid a per diem for Room and Board and Watchful Oversight.

CPAs – Child Placing Agencies – Payment to Foster Parent based on age of child

0-5 years of age $14.606-12 years of age $16.5013+ years of age $18.80

Departments & Divisions of State Agencies

DHS Office of Residential Child Care

Child Care Licensing

Rhonda James (rjames@dhr.state.ga.us)

2 Peachtree Street, Atlanta, GA 30303 404-657-5589

http://ors.dhr.georgia.gov/portal/site/DHR-ORS

Step Two - Licensure

Steps to Provision of Services

DHR Office of Regulatory ServicesChild Care Licensing

• License Categories:

– CPA – Child Placing Agency - Placement of children in foster and or adoptive homes; domestic and international placement

and home Study Services.

– CCI – Child Caring Institutions or group homes 6 or more residents 6-18 years old.

– CTCC-Children’s Transition Care Center—medically fragile children. Short-Term (1-14 days); Long-Term (90-days)

– OCCP – Outdoor Child Caring Program - Wilderness Camps

– Maternity Homes (MATH)—home for pregnant mothers.

– Determine which type of program you want to be. Licensure

How to Apply for Licensure

1. All CCIs & CTCCs MATH must obtain local zoning and fire approval before submitting an application

2. Download the licensure application package

3. Familiarize yourself with ORS rules and regulations--develop a working knowledge of the meaning and intent of these rules and regulations

4. Develop policies and procedures to address each rule

5. Prepare your agency for compliance with the regulations Licensure

Staff Qualificationsfor CCI

• Director: Masters/2 years related experience or Bachelors/4 Years related experience

• Human Services Professional (Social Services): Bachelors/2 Years Experience or supervised by Masters

• Child Care Worker: 21 Years Old/ High School or GED

• Director and owner both must document a satisfactory criminal records check.

Licensure

Staff Qualificationsfor CPA

• Director: Bachelors/2 Years related experience unless doing clinical supervision of staff

• Case Work Supervisor (Social Services): Qualified Masters/2 Years CPA experience

• Case Worker: Bachelors degree• Director and Owner must document a

satisfactory criminal records checkLicensure

Staff Qualifications for CTCC

• Director: Master’s Degree or Higher in Nursing, Social Work or other Health Related field plus two years of experience working with medically fragile children; or

• A licensed registered nurse, physician, other licensed health care professional with at least five years of experience working with medically fragile children.

Licensure

Staff Qualificationsfor CTCC (cont.)

• Human Services Professional: Bachelors Degree in social work with two years experience or a master’s degree or be a licensed LPN or registered nurse.•There shall be one awake RN or other staff on duty at all times when children are present who is trained in first aid and has a current CPR certificate.

Licensure

Criminal Records Check Law

Licensure

• Must be in compliance with Criminal Records Checks Law.• If employee’s check reveals any crime, person cannot be hired until resolved.• Must submit Live Scan and application to Office of Investigative Services for clearance.

Physical Plant for CCI1. Water/Sewage2. Bedrooms:63 Square Feet per resident

(double occupancy). 75 Square Feet (Single)3. Bedrooms – must document space capacity to

serve at least six residents. Not to exceed 164. Bathrooms – one sink/toilet per 8 kids, 1

shower per 10 kids.5. Separate bathroom for staff.6. Staff may not enter into a resident bedroom to

access the bathroom.7. SAFETY FIRST--Inside and Outside

Licensure

Physical Plant for CCTC1. Water/Sewage2. Bedrooms: 63 Square Feet per resident

(double occupancy). 75 Square Feet (Single)

3. Bedrooms – must document space capacity to serve at least six residents

4. Bathrooms – one sink/toilet per 6 kids.5. 1 shower per 6 residents.6. Separate bathroom for staff.7. Staff may not enter into a resident bedroom

to access the bathroom.Licensure

PHYSICAL PLANT CCTC (CONT)

• All centers serving a child or children dependent on a wheel chair or other device for mobility shall have:

• At least two exits, remote from each other, accessible to child with easily negotiable ramps.

• All doorways and halls shall accommodate wheelchair access.

• At least one bathroom of sufficient size to accommodate a wheelchair and assisting staff.

Licensure

Behavior Management

• Develop behavior management policies and procedures.

• Policies should address behavior management techniques for type of children served.

• A behavior management plan must be documented in the resident’s service plan.

Licensure

Behavior Management (cont’d)

• Develop policies and procedures on emergency safety interventions

• Emergency safety means those behavioral interventions techniques that are authorized under and an approved emergency safety intervention

• ESI’s are to only be utilized by properly trained staff in an urgent situation to prevent a child from doing immediate harm to self or others.

Licensure

Waivers & Variances

• The department at its discretion may grant a waiver or variance of specific rules upon application being filed.

• Variance may be granted by upon showing by the applicant that a particular rule or regulation would cause undue hardship.

• A waiver may dispense entirely with the enforcement of a rule or regulation upon showing that the purpose of the rule or regulation is met through equivalent standards.

Licensure

• Self-Assess for Rule Compliance and Completed Application Materials

• Submit Application with all local approvals if required

• Initial On-Site Inspection – Office Conference for CPA’s: Temporary License (12 Months)

• Annual Re-Licensing Inspections• Follow-Up Inspections• Complaints/Self-Reported Incidents

Regulatory Process

Licensure

LICENSURE

• Obtaining a license throught the office of Residential Child Care does NOT guarantee a contract with other state departments to serve children and adolescents.

Licensure

B r e a k

Step Three - Contractual Process for Providers

Steps to Provision of Services

Division of Family

& Children’s Services

DFCS

The Office of Provider Management

404-657-3572

http://www.dfcs.dhr.georgia.gov/portal/site/DHR-

DFCS/

The RBWO Provider process is handled through the Department of Families and children Services (DFCS) Office of Provider Management (OPM)

The process applies to agencies seeking to obtain a RBWO Provider contract as a Child Placing Agency (CPA) or Child Caring Institution (CCI)

Agencies seeking a RBWO Provider contract with DFCS must have an applicable CCI or CPA license from the Office of Residential Child Care

Services Purchased

New RBWO Provider Application Process

As of 7/1/11, the start of FY2012, The Office of Provider Management has revamped the provider application process Revised provider applications are closely aligned

with the FY2012 RBWO Minimum Standards The revised application process now includes an

online New provider Self-Assessment New Provider application requests will be based

on specific services and locations identified on the Current RBWO Provider Service Needs List

New RBWO Provider Application Process

Services Purchased

New RBWO Provider Application Process

Information about the application process is now available online at www.gascore.com

Once on the home page of the website, click on the New RBWO Provider Application Infolrmation – FY12 icon (the third posting listed in the News and Events section on the left side of the home page)

Services Purchased

New RBWO Provider Application Process

Interested providers should review the applicable New Provider Information Sheet, which outline the process step-by step

New CCI Provider Information Sheet

New CPA Provider Information Sheet

Services Purchased

New RBWO Provider Application Process

The New RBWO Provider Application Information FY12 icon also includes helpful reference resources for review and downloading All documents reference on the CCI and CPA New provider Information Sheets are available online:

FY2012 RBWO Provider Service Needs List FY2012 RBWO Minimum Standards for CPAs and

CCIs DHS Map of Counties by Region

Services Purchased

New RBWO Provider Application Process

After reviewing the New Provider Application Process

Information online, interested providers with questions

should contact:The Office of Provider Management

Main Office (404) 657-3572

Services Purchased

DJJDepartment of Juvenile Justice

DIVISION OF COMMUNITY Services and Intake

Community Services and Intake (404)-508-6500

Patricia Lavalais (404) 508-5087

www.djj.state.ga.us

Department of Juvenile Justice

Division of Community Programs

Serves to Protect the Citizens of Georgia by Providing Prevention Services, Court Services

and Supervision, Treatment and Rehabilitation of Youthful Offenders.

Approval Process of Vendors

· Upon Obtaining Licensure, Contact the Residential Placement Specialist (RPS) in the District in which Your Facility is Located

· Potential Provider requests application package from the Residential Placement Specialist.

· Completed Application is submitted to the Residential Placement Specialist.

· Application is reviewed by Residential Placement Specialist and supervisor.

Approval Process of Vendors

DJJ Contract Application Process

DJJ Districts and Regions

Residential Placement Specialists

4 DJJ Regions

NW, NE, SW, SE

Regional Placement Specialists

1. Richard Fox (NW)

2. Kim Settles and Curtis Washington (NE)

3. Jeffrey Bright and Ayrica Rhodes (NW)

4. Carl Harrison (SW)

5. Sue Riner (SE)Approval Process of Vendors

DJJ Contract Approval Process

• Residential Placement Specialist (RPS) Conducts Site Visit

• Assesses Willingness and Ability to Service Delinquent Youth– School Issues– Supervision

• Contract Process Initiated

Approval Process of Vendors

• Average Age - 13 (range is from 8-17)

• Mostly Males• Most Common Offenses - Property & Status• Oppositional - Lack Impulse Control• Common Mental Health Diagnoses - Conduct

Disorder, Depression, PTSD• Substance Abuse Issues

Characteristics of Children

Characteristics of Children in DJJ’s Care

• During FY 2004 - 59,000 and FY 2009 - 54,753 youth were served by the Department of Juvenile Justice.

Services Purchased

Services to Children in DJJ’s Care

Private Placements

Normer Adams, GAHSC

Private Placements

Agency determines what services to sell (or give away) to the private individual or corporation (usually another state.)

The nature of these services is determined on the ability to provide those services within the Licensing framework and Approved Levels of Care.

Services Purchased

• Determined by agency’s mission and ability to care for the child.

• And Agency’s ability to serve

Characteristics of Children

Characteristics of Children in Private Placement

Private Placements

• Client Application Process-- Licensing allows an agency to provide out-of-home services. Within the rules of Licensing, each agency develops their own application process.

• Contract Approval Process -- There is no approval process save Licensure.

Approval Process of Vendors and Marketing

Private PlacementsReferrals and Payments

• Referrals - Referrals are made by private individuals or agencies or another state. This referral network is determined by the agency.

• Payments - Payments are negotiated with each referring party.

Referrals and Payments

Private PlacementsReferrals and Payments

Most Private Placements are done on a charity basis unless the placement is done by another State.

Referrals and Payments

1. Organizational Capacity and Needs Assessments

2. Licensure

3. State Approval Process for Vendors

4. Marketing to Referral Sources, DFCS, DJJ, Private Sector

In Conclusion:Steps to Provision of Services