Attachment 7 - Record Transfer Protocol.docx
DOCX document 21 KB Posted
- Attached to
- Foster Care Case Management
- Solicitation number
- 300000284009834
- Issued by
- Missouri
About this file
This is a Record Transfer Protocol document for the Missouri Department of Social Services, Children's Division, establishing procedures for managing case records and documentation related to foster care case management contractor assignments. The protocol outlines the comprehensive transfer of all family information, including prior child abuse and neglect reports, Family Centered Services records, and Alternative Care records, from the state agency to contracted case management providers. The contractor is required to search the state automated data system for relevant prior records, with the Children's Division Oversight Staff responsible for obtaining hard copies of existing records within specified timeframes: five business days for records within the same building, ten business days for records in different buildings, and one business day for inter-county record requests. Active cases must be staffed prior to service transition with serious medical issues discussed during the staffing process.
The protocol establishes specific procedures for managing child abuse and neglect report expungement, requiring contractors to return expunged reports within five calendar days unless immediate response is warranted. Upon case closure, contractors must return all transferred records, newly developed documents, subsidy files, and resource files to the Children's Division Oversight Staff or designated office within thirty calendar days, either by hand-delivery to a state-designated office or by mail at the contractor's expense. The Children's Division Oversight Staff maintains responsibility for documenting all record transfers and returns in the CA/N and FCS Log or county office equivalent, and for notifying contractors immediately upon record availability for pickup within five calendar days of notification.
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Text version
STATE 0000000597SL
Attachment 7 Record Transfer Protocol Information to Accompany Contracted Case Management Assignments
All information Children’s Division (CD) has on a family, including prior child abuse/neglect (CA/N) reports (regardless of conclusion), Family Centered Services (FCS) or Alternative Care (AC) records, will be provided to the foster care case management contractor when assigning a case Any existing records on the family, with the exception of closed adoption records and archived materials unless there is a documented need, will accompany all referrals. The CD Oversight Staff (OS) are responsible for making sure that any existing records are made available for the contractor.
Procedures related to New Cases and Active AC Cases
1. The contractor must search for prior CA/N, FCS, and AC information in the state automated data system. Any closed CA/N, AC, or FCS records not uploaded to the state automated system needed for review, a request should be made to the state agency oversight staff (OS).
2. OS, or other designated CD staff, will obtain hard copies of existing case records and CA/N reports within five (5) business days of the contracted providers request, when possible. When closed records are in another building, CD OS, or other designated CD staff, should make arrangements to obtain the records within ten (10) business days of the request. When a record is in another county, CD OS, or other designated CD staff should request the record within one (1) business day of the contractor’s request. Case information that has been archived will not be requested unless there is a documented need. NOTE: When there is a pending CA/N investigation, copies of pertinent records should be made available for the investigator and case manager.
3. Once the CD OS receives the prior records and CA/N reports, the CD OS will enter the information pertaining to such on the CA/N and FCS Log or the log utilized by the county office. The CD OS will note if original CA/N reports were provided.
4. After the case records and CA/N reports have been logged in, the CD OS will immediately notify the contractor that the records are available. The contractor must obtain the records from the local office within five (5) calendar days of notification.
5. Active cases are to be staffed to allow for a smooth transition of services. Serious medical issues need to be discussed at the staffing prior to the case transfer.
Procedures related to CA/N Expungement
1. When a prior CA/N report needs to be expunged, a local process needs to be in place to notify the CD OS. The CD OS will notify the contractor’s supervisor and program manager and request the return of the CA/N report, even when the original was retained by CD with a copy provided to the contractor.
2. The contractor will have five (5) calendar days to return the CA/N report to the CD OS unless the request warrants an immediate response.
3. After the CA/N report has been received, CD OS will record this information on the CA/N and FCS Log, or the log utilized by the county office. The OS will return the CA/N report to the CD designee who requested such.
Procedures related to case closings
1. When the contractor no longer serves a case, all records pertaining to the child and family which were transferred to the contractor or were developed by the contractor must be returned to the CD OS or designated CD office or uploaded to the state automated system within thirty (30) calendar days of closing. This included subsidy files and resource files for relative providers.
2. Unless otherwise specified, the contractor shall hand-deliver any physical case records to an office designated by the state agency. In the event the state agency authorizes the contractor to mail the records to the state agency, the contractor shall be responsible for all costs associated with such.
3. The CD OS will record the return of all records and CA/N reports on the CA/N and FCS Log or the log utilized by the county office.
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