Developmental Services - Case Management Manual

Coordinator or Transition of Children Under OCFS Care to the Adult Service Programs Under Developmental Services or OES

October 2002

Note:  This protocol covers youth with identified diagnoses of mental illness, youth with intellectual disabilities and youth who are in need of adult protective services who will transition from youth services to adult services. This protocol also covers youth served by DHHS children's services systems.

Introduction

The Department of Behavioral and Developmental Services (BDS)* and the Department of Health & Human Services, Office of Child and Family Services (OCFS) and Office of Elder Services (OES) are often serving people who are receiving supports from both agencies or who require a close collaborative working relationship to plan services for people leaving the OCFS children's service system and entering the DHHS or OES adult service system. In the first instance this refers to children who are in the care and custody of DHHS but who also need services or supports offered through DHHS Children's Services system. In the latter instance this refers to young people who are between the ages of 18 and 21 and in the care and custody of DHHS and who require services from the adult system of OES.

Both Departments are committed to providing a close collaborative working environment so that we can plan together and share our expertise to well support children and youth who are consumers of State services.

In setting forth this Protocol, the Departments reaffirm their commitment to providing the best services and supports possible by building on the strengths of their mutual work.

Purpose

The purpose of this Protocol is to set forth expectations and agreements that form a pathway to guide our work together, acknowledging and building upon excellent district collaboration. In helping youth transition to adult services, collaboration, consumer-focus, information sharing and planning become the most crucial components.

Agreements

OCFS, OES and DHHS agree that timely notification of transitioning youth and timely responses to requests for eligibility determination are critical to establishing a well-planned transition for youth to needed services.  A conflict resolution process for staff of all agencies is also a key component to effective working relationships

  • DHHS and OES will use a standard information and referral form in all regions across the state.  The form will contain space to include the youth's specific need for services as they approach the age of 18.
  • DHHS and OES eligibility criteria will be available and clearly stated so that OCFS staff will know the criteria that may qualify a youth for adult or children's services.
  • OCFS will provide information on youth who will need services to DHHS and/or OES between the ages of 16 and 16 and a half.  The information form will be at the DHHS/OES district office no later than six months after the youth's 16th birthday. The information form does not constitute a referral. DHHS/OES may, upon request, look at appropriate information to advise on the likelihood of eligibility (advisory eligibility) and to identify the need for further information.
  • Eligibility determinations will be made starting at approximately age 17, upon receipt of a referral, although actual adult services may not begin until age 18 or at a later agreed upon age for transfer. OCFS will receive a written response with regard to the referral to DHHS/OES within 3 months of the formal referral clearly stating the reasons for acceptance or non-acceptance of the referral.  This will enable OCFS staff to have the time necessary to explore other transition plan options if the youth is not accepted for services under DHHS. If the process cannot be completed within 3 months a letter will be provided to the applicant explaining that eligibility has not been determined and providing specific information as to why with a projected completion date.
  • If a youth is determined to be eligible for services as an adult, staff from the appropriate Departments will work together, prior to the youth's 18th birthday, to identify and review the services that the youth is expected to need under adult services.  For youth who qualify for services under DHHS, the DHHS case manager will be assigned and introduced to the youth to begin the relationship building process with the youth as early as possible but no later than 3 months prior to official transfer.
  • For eligible youth, commitments from all state agencies involved will be clearly stated in a transition plan document. Considerations in the planning process include:
    • Commitments regarding services that are needed and available
    • Funding commitments, including timeframes
    • Guardianship need
    • SSI and other benefit status, including plan for application with timeline
    • Date of transfer (adult case manager assigned)
    • Any other specific actions needed, with identified responsible party
  • Youth who have been declared ineligible for DHHS mental health or Developmental Services will be advised of the eligibility decision appeal process and the time lines for completing this process.
  • There will be a conflict resolution process available for those issues that are outside of the eligibility determination. This process will be conducted within 3 months of the disputed decision. A conflict resolution protocol will be developed and used by staff from DHHS, OES and OCFS.  OCFS district Program Administrators, DHHS district Program Administrators and OES Protective Program Administrators will approve any requests for initiating the conflict resolution process.
  • A committee with representatives from OCFS, DHHS, OES and other involved systems in each district will meet at least on a quarterly basis to review the status of referrals.
    • Local contacts for each program area (MH Services, Developmental Services, OES, Children's Services and OCFS) for information and referral will be designated locally.

DHHS, OCFS and OES agree that collaborative training, information sharing and resource development activities are also key components to effective working relationships and best practices for youth and families.

  • DHHS and OES will provide available resource directories and provide information on the array of available services to OCFS staff.
  • The quarterly meetings agenda will include items related to information sharing and resource development. Other agenda items may include the process and criteria for determining eligibility and managing waiting lists, strategies for accessing needed services, listing of adult service contract providers.
  • In addition, DHHS, OES and OCFS will extend invitations to one another to attend relevant training events.
  • OCFS, OES and DHHS will develop a tracking system so all systems can know at any point in time how many young adults are being considered for transfer between programs and Departments.
  • Any children’s resource development activity that requires the adult system to continue funding after transition will be coordinated with DHHS or OES to assure that funding criteria and responsibilities can be planned for and met.

The parties to this agreement will meet annually to review the status of the agreement.

______________________                __________________________
Director, OCFS, DHHS                       Program Director, Developmental Services, DHHS

________________________           ___________________________
Program Director, MHS, DHHS            Program Director, CS, DHHS            

________________________           ______________________________
Director, OES, DHHS                          Program Director, APS, OES, DHHS            

________________________        
Regional Director, R1, DHHS

_______________________     
Regional Director, R2, DHHS

 _______________________
Regional Director, R3, DHHS                                 

Date of agreement _________________________

Review due _______________________

 

______________________                __________________________
Director, BCFS, DHHS                       Program Director, Developmental Services, DHHS

________________________           ___________________________
Program Director, MHS, DHHS            Program Director, CS, DHHS                  

________________________           ______________________________
Director, BEAS, DHHS                          Program Director, APS, BEAS, DHHS            

________________________        
Regional Director, R1, DHHS

_______________________     
Regional Director, R2, DHHS

 _______________________
Regional Director, R3, DHHS                                

 

Date of agreement _________________________

Review due _______________________