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New Provider Residential 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)

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New provider residential services orientation

New ProviderResidential Services Orientation

State of Georgia

Orientation


Introduction
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)


Who should attend

Who Should Attend

Applicants 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


Who should not attend

Who Should NOT Attend

Day 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

Orientation


Overview

Overview

Normer Adams

Executive Director

Georgia Association of Homes

& Services for Children

www.gahsc.org

[email protected]

404 572 6170


Steps to provision of services presentation organization

Steps to Provision of ServicesPresentation Organization

1. Organizational Capacity and Needs Assessments

2. Licensure

3. Contracting with the State

4. Referrals and Payments


Steps to provision of services

Steps to Provision of Services

Step one - Organizational Capacity and Needs Assessments


First priority
FIRST PRIORITY

Develop the

“BUSINESS PLAN”

The Plan vs. Good Intentions

-Board -Facilities

-Budgets -Legal Issues

-Constituency -Policies & Procedures

Organizational Capacity Assessment


First priority1

THE BUSINESS PLAN (continued)

Research

The Need

The Competition

Interviews

Field Trips

FIRST PRIORITY

Needs Assessment


First priority2

What will I be When I grow Up?

Child PlacingAgency– 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.

FIRST PRIORITY

Needs Assessment


First priority3

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.

FIRST PRIORITY

Needs Assessment


First priority4

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.

FIRST PRIORITY

Needs Assessment


First priority5

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.

FIRST PRIORITY

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.”

FIRST PRIORITY What License should I get?

Needs Assessment


Board development not for profit only
Board Development(Not-for-Profit Only)

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

Organizational Capacity Assessment


Georgia s priority of placement
Georgia’s Priority of Placement

Organizational Capacity Assessment


Board development those who are accountable for the organization
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
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

Budgets and BudgetingBudget Development

Organizational Capacity Assessment


Budgets and budgeting
Budgets and Budgeting

Medical Care Covered by Medicaid –

Nearly all children in residential care qualify for Medicaid.

Organizational Capacity Assessment


Fundraising
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


Fundraising1
Fundraising

Grants for Startup

All Foundations and Charities:

1.

2.3.

Organizational Capacity Assessment


Fundraising2
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
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
Your Facilities

  • Fire Inspection - # 1 Problem Area

    • Most Expensive to Correct

    • State Regulations, County Interpretations and enforcement

Organizational Capacity Assessment


Your facilities1
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 facilities2
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
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
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
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
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
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
Budgeting/Rate Setting

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.

Organizational Capacity Assessment


Budgeting rate setting1
Budgeting/Rate Setting

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!)

Organizational Capacity Assessment


Budgeting rate setting2
Budgeting/Rate Setting

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

CCIs - Group Homes

Base $101.82

AWO $128.98

MWO $181.84

2nd Chance $162.91

Teen Development $108.21

Maternity home $101.82

Organizational Capacity Assessment


Budgeting rate setting3
Budgeting/Rate Setting

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

CPAs – Child Placing Agencies – Fixed Payment to Agency

Traditional $21.44

Base WO $29.02

Max WO $40.07

SBWO $45.00

SMWO $69.00

SMFWO $81.00

Organizational Capacity Assessment


Budgeting rate setting4
Budgeting/Rate Setting

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 $14.60

6-12 years of age $16.50

13+ years of age $18.80

Organizational Capacity Assessment


Departments divisions of state agencies

Departments & Divisions of State Agencies


Dhs office of residential child care child care licensing
DHS Office of Residential Child CareChild Care Licensing

Rhonda James ([email protected])

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

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


Steps to provision of services1

Steps to Provision of Services

Step Two - Licensure


Dhr office of regulatory services child care licensing
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
How to Apply for Licensure

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

  • Download the licensure application package

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

  • Develop policies and procedures to address each rule

  • Prepare your agency for compliance with the regulations

Licensure


Staff qualifications for cci
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 qualifications for cpa
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 check

Licensure


Staff qualifications for ctcc
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 qualifications for ctcc cont
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
Criminal Records Check Law

  • 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.

Licensure


Physical plant for cci
Physical Plant for CCI

  • Water/Sewage

  • Bedrooms:63 Square Feet per resident (double occupancy). 75 Square Feet (Single)

  • Bedrooms – must document space capacity to serve at least six residents. Not to exceed 16

  • Bathrooms – one sink/toilet per 8 kids, 1 shower per 10 kids.

  • Separate bathroom for staff.

  • Staff may not enter into a resident bedroom to access the bathroom.

  • SAFETY FIRST--Inside and Outside

Licensure


Physical plant for cctc
Physical Plant for CCTC

  • Water/Sewage

  • Bedrooms: 63 Square Feet per resident (double occupancy). 75 Square Feet (Single)

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

  • Bathrooms – one sink/toilet per 6 kids.

  • 1 shower per 6 residents.

  • Separate bathroom for staff.

  • Staff may not enter into a resident bedroom to access the bathroom.

Licensure


Physical plant cctc cont
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
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
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
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


Regulatory Process

  • 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

Licensure


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



Steps to provision of services2

Steps to Provision of Services

Step Three - Contractual Process for Providers


Division of family children s services dfcs

Division of Family

& Children’s Services

DFCS


New RBWO Provider Application Process

  • 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
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

Services Purchased


New rbwo provider application process1
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 process2

New RBWO Provider Application Process

Services Purchased


New rbwo provider application process3

  • The New RBWO Provider Application Information FY12 Provider Information Sheet, which outline the process step-by step 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

New RBWO Provider Application Process

Services Purchased


New rbwo provider application process4
New RBWO Provider Application Process Provider Information Sheet, which outline the process step-by step

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


DJJ Provider Information Sheet, which outline the process step-by step

Department 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 Provider Information Sheet, which outline the process step-by step

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


Djj contract application process
DJJ Contract Application Process Provider Information Sheet, which outline the process step-by step

  • 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 Districts and Regions Provider Information Sheet, which outline the process step-by step


Residential placement specialists

4 DJJ Regions Provider Information Sheet, which outline the process step-by step

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)

Residential Placement Specialists

Approval Process of Vendors


Djj contract approval process
DJJ Contract Approval Process Provider Information Sheet, which outline the process step-by step

  • 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


Characteristics of children in djj s care
Characteristics of Children in DJJ’s Care Provider Information Sheet, which outline the process step-by step

  • 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


Services to children in djj s care
Services to Children Provider Information Sheet, which outline the process step-by stepin DJJ’s Care

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

Services Purchased


Private placements

Private Placements Provider Information Sheet, which outline the process step-by step

Normer Adams, GAHSC


Private placements1
Private Placements Provider Information Sheet, which outline the process step-by step

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


Characteristics of Children in Private Placement Provider Information Sheet, which outline the process step-by step

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

  • And Agency’s ability to serve

Characteristics of Children


Private placements2
Private Placements Provider Information Sheet, which outline the process step-by step

  • 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 placements referrals and payments
Private Placements Provider Information Sheet, which outline the process step-by stepReferrals 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 placements referrals and payments1
Private Placements Provider Information Sheet, which outline the process step-by stepReferrals and Payments

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

Referrals and Payments


In conclusion steps to provision of services

In Conclusion: Provider Information Sheet, which outline the process step-by stepSteps to Provision of Services

1. Organizational Capacity and Needs Assessments

2. Licensure

3. State ApprovalProcess for Vendors

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


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