Developmental Services - Case Management Manual

Inter-District Placement Procedure

When placement is being pursued in another region, the following procedure should be followed.

I. Placement Need is Identified

  1. Sending Resource Coordinator will contact receiving Resource Coordinators in other regions and will provide them with appropriate referral information regarding the identified consumer and intended placement via e-mail. Referral information is supplied by the sending ISC/CCM. Sending RC confirms MaineCare eligibility and Waiver status.
  2. Receiving Resource Coordinator will send out Formal Referral/Vendor Call (based on referral information provided by the ISC/CCM) to all qualified vendors in receiving region via e-mail.
  3. Interested vendors will contact the sending ISC/CCM via e-mail to collect more information about identified consumer and present placement options.     
  4. Once an appropriate opening is identified, the sending CM, in cooperation with the designated person will arrange a visit to potential placement site. Residential movement sheet may be completed.
  5. Sending Resource Coordinator assures that receiving Resource Coordinator is aware of  visit and/or placement if/when it occurs.
  6. The persons team will determine the need for a pre-placement meeting and will arrange if needed.
  7. Sending Resource Coordinator completes EIS authorization, after consultation with receiving Resource coordinator, prior to placement.  

II. Placement The sending and receiving supervisor will negotiate case responsibility at the time of placement. The sending CM usually maintains case responsibility for 30 days or as negotiated.

  1. The receiving supervisor, with consultation from the sending CM or supervisor, will determine the need for a post-placement planning meeting.
  2. In those instances where a post placement meeting is deemed unnecessary, a case conference, consisting of the sending and receiving CMs, the consumer and the home operator, will be held. The purpose of the case conference is to review the consumer's program and service needs and assign responsibility to the appropriate individual.
  3. The receiving CM will assume responsibility for setting up the appropriate meeting forum. If a post-placement meeting is to be held, it will be chaired by the receiving region.

III. Transfer of Information The following information will be transferred at the time of placement.

  1. Psychological
  2. Residential movement sheet (to both CM and home operator), (optional)
  3. Medical
  4. Plan
  5. Communication information (videotape of unusual signs, dictionary of communicative intent, instructions for use and programming of augmentative communication devices).

The consumer file, including the following information, will be transferred, as per negotiations of sending and receiving CMs:

  1. Transfer of the primary responsibility on EIS
  2. Rep payee account
  3. Other pertinent information

The waiver file is transferred with the client file. The sending ISC/CCM retrieves the waiver file from the sending RC at transfer time. The receiving ISC/CCM forwards the waiver file to the receiving RC.

The supervisor will assure that the record is complete prior to transfer.

Development of the IST

  1. Criteria: An IST will be developed whenever the person receiving services experiences any of the following incidents:
    1. Admission into a state run crisis residential program or other respite home as a result of a crisis situation.
    2. Admission to an inpatient psychiatric hospital.
    3. Three restraints in a two week period
    4. Becomes homeless. A person will be considered homeless when he/she cannot return to his/her present home, and does not have a support network or a plan in place for future timely residential services.
      Other. "Other means that, upon review of a situation or a series of situations, a person's team recommends creation of an IST. Examples might include behavior or psychiatric concerns that to not meet criteria above, health concerns of the consumer or family members, etc.
  2. When one or more of the above criteria occur for an individual the Individual Support Coordinator (ISC) will be notified and will coordinate the convening of the person's planning team within seven working days.
  3. If the individual has been admitted to a state run crisis residence an assessment will be done at the crisis home. This assessment will include a review of the incident, observations made in the home, environment of the crisis location, and recommendations for future intervention and support.
  4. The person's planning team will review the crisis incident and any documentation provided, such as hospital assessments, restraint information, resource development information. The planning team will then develop a written crisis intervention plan, and will identify IST members and their roles. This plan should be preventative in nature and should include guidance about future response to potential crisis situations.
  5.  The person's planning team will review the need for specific training and identify who is responsible with clear time frames.
  6. The IST will report to the person's planning team at least annually, but can determine if more frequent review is needed. The I.S.T. will determine what type of communication and review process is necessary for its role. The planning team also will determine if and when the I.S.T. has completed its work and may be dissolved.
  7. A member of the Crisis Team and the person's I.S.C. must be a part of the I.S.T. Whoever is designated, as the lead coordinator for the planning process will monitor the I.S.T. team. The Crisis Team will maintain 24 hour, ten day, and quarterly follow-up to individuals who have an active IST. It will provide written follow-up to the I.S.C. for distribution to the planning team as appropriate.