YouthLink. A Tutorial for Case Management Entities.
A Tutorial for Case Management Entities
YouthLink is an electronic file created and maintained by the CSA. YouthLink identifies children, youth and young adults referred for Out of Home Treatment Services; it allows for appropriate placement by accurately matching the Intensity of Service (IOS) needs, the Provider Information and program capacity.
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Verify/Update Contact Information and Select Save
Upon completing the OOH Referral Request, select save and submit;
Case Management has the ability to print the OOH Referral Request document for their records;
The print function should be selected prior to submission.
received at the CSA.
day by a clinical Care Coordinator;
To enter YouthLink, select the “OOH Treatment” button from the button bar on the left side of the CYBER Welcome Screen;
Once you have selected this button, YouthLink will open;
The names that appear in the grid are user-specific (i.e., only the children assigned to your CM entity);
YouthLink displays all active open OOH Referral Requests in a grid format which includes the following items:
Referral # - The unique number assigned to each submitted OOH Referral Request
Status of Referral (Open, Assign, Review, etc.);
Youth/Child ID – Cyber ID #
Youth/Child Name – First and Last Name
Gender – Male or Female
Case Management Entity – The CM entity who submitted the OOH Referral Request
Intensity of Service
Days on YouthLink
Created Date – The date the OOH Referral was sent to YouthLink
Each column can be sorted in ascending or descending order by clicking on the column heading;
Open – Youth is open and available for OOH placement. This status indicates that this referral has not been forwarded to any provider for review or action.
Assign – Youth is assigned to an OOH provider that matches the Intensity of Services need.
Review – The OOH provider is reviewing the OOH Referral Information.
Awaiting Information (AwInfo) – An OOH provider is requesting additional information from the CM entity.
Meet and Greet (MeetGr) – The youth has been scheduled for a Meet and Greet interview with an OOH provider.
Accept – Youth has been accepted for admission by an OOH provider.
Not Accept – The OOH Referral has been reviewed and the youth has not been accepted for admission by an OOH provider.
Referral Requests on Youth Link that are exact matches to a Out of Home Providers PIF will be auto assigned to their Provider Queue and the Out of Home Treatment provider will have the ability to review the OOH Referral Request and contact the CM entity for further information;
If a referral was auto assigned by the CSA, there will be an indication under the Auto Assigned Heading in the Provider Queue. (The provider queue can only be viewed by the provider, not the CM entity);
In YouthLink view, when a user selects a child's referral by single clicking on the referral number, a grid listing of OOH providers that are currently assigned to that child will appear at the bottom of the screen. This section is called Provider Status.
Providers also have the ability to manually assign themselves to a child’s referral.
The grid listing includes the following information:
Contact Phone Number
Days in Provider Queue
IOS Determination Date
Date to Provider Queue
The CM entity has the ability to view the OOH Referral Request by double clicking on the referral number in the grid.
CM entity now has the ability to access the youth’s facesheet and CYBER record from the Youth Link screen.
To cancel the request for an OOH placement, first select the referral on YouthLink;
Next, select the CANCEL REFERRAL REQUEST button;
A window will open prompting you to select a reason for cancellation from the drop down list and enter an explanation in the text box. Open-text is only mandatory when “other” is selected from the dropdown selections.
Child no longer needs OOH Treatment
Child will remain at current placement
Child moved out of state
Child already placed in DCBHS OOH treatment
Child placed in Non DCBHS placement
Upon completion of the cancellation request, the OOH referral is removed from YouthLink and the status is changed to CANCEL.
The status of CANCEL is viewable to the CM, CSA and DCBHS by clicking status filter on the YouthLink Screen. Once cancelled, the referral will be automatically removed from all provider queue’s and YouthLink view.
Once the cancellation reason is submitted, a progress note will be auto-generated in the youth’s record reflecting this information.
If a child is on YouthLink for more than 45 days, you will be required to enter a progress note confirming that OOH treatment is still being sought:
The Continued Need Progress Note must include the following:
1) Child’s current location;
2) Presenting barriers toward securing
An automated process will check for the Continued Need Progress Note every 45 days that a child is active on YouthLink. The Continued Need progress note must be entered at minimum every 45 days, the CM entity can enter this note more often, if desired.
If the Continued Need Progress Note is not found within the 45 day time range the referral request will be removed from YouthLink.
If a child is auto-removed from Youth Link, the CM entity may request that the referral be reposted to YouthLink.
To request a repost, the CM entity should enter a Continued Need for OOH treatment progress note.
The reposted OOH Referral Request will retain the original referral # and YouthLink create date;
If the OOH Referral Request was completed more than 90 days prior to the request to repost, the CM entity must submit a new OOH Referral Request to the CSA. Once the new OOH Referral request is reviewed and approved by the CSA, the referral will be posted to Youthlink with a new referral number and date.
To view an Interactive NJ State Map of OOH providers, select the Map button next to the referral.
The map displays OOH provider locations and the current location of the child.
Different types of OOH treatment settings can be displayed by checking or unchecking the facility type options.
Select a provider location on the map to view the name, address location, contact information, # of beds and the # of admitted children.
The map can calculate the distance between the child’s location and the explored facility, by placing the cursor over the flag that maps the facility.
Once a child has been admitted to an OOH program, the OOH provider is required to submit a Joint Care Review (JCR) that is developed in collaboration with the CM and CFT for continued OOH treatment. The initial JCR is due 120 days after the admission date (60 days for IRTS);
The JCR and the associated Strength and Needs (S&N) will be submitted to the CM entity. The S&N must be written within the last 30 days;
CM will have view only access to the JCR and S&N;
CM will have the ability to approve the JCR or select No and add a comment note reflecting why CM is not in agreement and what is missing or inaccurate.
When the Child Family Team agrees that a transition from one OOH provider to another will best meet the needs of the child, a Transition JCR is created;
The TJCR and the associated Strength and Needs (S&N) will be submitted to the CM entity for review and approval;
CM will have view only access to the TJCR and S&N;
CM will have the ability to approve the TJCR or select No and add a comment note reflecting why CM is not in agreement and what is missing or inaccurate.
A Discharge JCR must be created and submitted when a child is discharged from an OOH treatment setting:
The DJCR and associated Strengths and Needs Assessment (done within the last 30 days) is submitted to the CM entity for review.
CM will have view only access to the DJCR;
CM will have the ability to approve the DJCR or select “No” and add a comment note reflecting they are not in agreement.
CM will then submit the DJCR to the CSA for review.
*If the CM entity does not submit the DJCR to the CSA within 72 calendar hours of receipt, it will automatically route to the CSA.
Within the DJCR, the OOH provider indicates an Actual Discharge in the Target Behaviors/Discharge Section of the DJCR. This date will be automatically entered in the Admissions Tab and will update Tracking Elements.
In order to maintain a smooth Youth Link process, case management should practice the following: