Exhibit H - PSSF Intensive Management Guidelines.docx
DOCX document 21 KB Posted
- Solicitation number
- RFP QAAA 2026000215 3
- Issued by
- Arapahoe County, Colorado
About this file
This document is an Exhibit H containing Intensive Case Management Guidelines for the Promoting Safe and Stable Families (PSSF) Services program in Colorado. The guidelines establish the required activities and components that awarded service sites must implement to operate the PSSF Intensive Case Management program. The program targets kinship families in post-permanency stabilization, families in crisis with multiple identified needs, and families with or without active child welfare involvement. Case managers must maintain caseloads of 7-10 families with service durations typically spanning 3-12 months based on family needs. All activities and services must be documented in the OEC data system, primarily through Salesforce.
The guidelines specify detailed operational requirements across multiple service components, including case manager coordination and direct service delivery, clinical oversight by case management supervisors, and documentation of case reviews and supervision notes. Intake procedures require minimum one face-to-face meeting to determine eligibility and service needs, with data system consent and family demographics entered into Salesforce. Contact standards mandate minimum weekly face-to-face intervention-focused contacts during months one through three, with frequency based on family need thereafter. Additional required components include family engagement through collaborative decision-making models, assessment using CFSA2 and Protective Factors Survey, family-driven goal setting with clear milestones and timeframes, social connection facilitation, resource navigation and advocacy, and transition/celebration services at case closure. The guidelines allow up to 15 percent of the total PSSF award for optional emergency support and concrete needs, with all expenditures documented in the Flex Funding section of Salesforce. Quality improvement and quality assurance activities include regular family plan monitoring, file reviews, family feedback collection, and submission of required mid-year and year-end program reports.
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PSSF Intensive Case Management Guidelines To implement the PSSF Intensive Case Management program the awarded site must fulfill all of the required activities/components. All activities and services must be documented in the OEC data system, unless otherwise specified.
| Component/Activities |
| Standard of Practice |
| Performance Measures |
| Case Manager Role |
| · Coordinates services and provides direct services for a caseload of 7-10 families at a time. |
· Service duration typically spans 3-12 months based on family needs
· Number of families served
· Specific services
· Activities documented in Salesforce
| Case Management Supervisor Role |
| · Provides clinical oversight |
· Routine consultation
· Monitors of quality and performance
· Evidence of case reviews
· Supervision notes
· Verification of data integrity
| Target Population |
| · Kinship families/post permanency stabilization |
· Families in crisis, identified as having multiple needs
· With or without active child welfare involvement
· Aligned with target population defined in Statement of Work
· Number of families served included in Statement of Work
· Budget should reflect services costs
| Referral Source |
| · Community agencies |
· County DHS to community agencies
· Self-referrals
· Juvenile Justice
· Etc.
· Documented referral source
· Eligibility criteria documented in statement of work
| Intake |
| · Initial outreach via home/office visits or phone |
· Minimum one face to face meeting should occur during intake to determine eligibility and service needs.
· Obtain data system consent
· Enter family demographics in data system
· Enter case start date (required) in state data system.
· Enter service of “PSSF ICM Guidelines”
Family Engagement
· Utilization of collaborative/engagement models: Family Group Decision Making/Family Group conference, Family Team Conferencing and Team Decision Making
· Collaborative Management Program (CMP) Individualized Service and Support Teams (ISST) meetings
· Facilitated empowering family decision-making
· Identified engagement model in Statement of work
· Meetings documented in data system in service activity section
| Assessment |
| · Identify strengths and barriers, using the CFSA2 and Protective Factors Survey |
· Assess agency capacity to meet specific needs of the family
· CFSA2 pre/post/and follow ups entered directly into Salesforce (paper copies can be uploaded, but must be scored and documented in the assessment section, client case in data system)
· All items must be answered, even if N/A, N/I, or declined to answer
· Other assessment tools (AAPI, Depression Screening, parent satisfaction survey) used for other PSSF services must be identified in statement of work and date of completion documented in Salesforce
| Goal Setting |
| · Family driven |
· Attainable goals with clear milestones and timeframes
· Goal setting with CFSA2
· Goal setting through CW treatment plan
· Goals identified in Salesforce
· All goals documented in Salesforce goal setting section
· Identify outcomes of goals/services in Salesforce
| Contact Standards |
| · Months 1-3: Minimum of one intervention-focused face-to-face contact per week. |
· Month 4+: frequency based on family need (no set minimum)
· The expectation is that services are intense, as involved families have high needs.
· Documentation of all intervention focused contacts including face-to-face, or other methods in Salesforce, under PSSF service, Intensive Case Management
· Optional all non-intervention focused contacts/activities documented in Salesforce under PSSF service, Intensive Case Management
| *Optional Emergency support/Concrete Needs |
| · Optional concrete goods/funds to support family goals, must have a current open service(s) in data system |
· Must include line item in the PSSF budget to support costs
· Total allowable funds can be up to 15% of total PSSF award.
· Documented in the Flex Funding section of Salesforce with clear justification.
· Back-up documentation must be kept on file, gift cards unallowed.
Social connections
· Facilitate social/community activities
· Create ecomaps or support circles to build emotional and instrumental support systems.
· Documented family attendance in social/community activities
· Attach eco map or support circle in Salesforce.
| Resource Navigation/Advocacy |
| · Using multi-system planning meetings to maximize resources |
· Linking families to formal/informal community resources
· Case notes in activity section – Salesforce connected to Intensive Case Management service
· Resource referral tracking in Salesforce
| Transition/Celebration |
| · Identify on-going needs |
· Provide final referrals
· Facilitate a “Celebration of Success” at case closure
· Documented goal achievement/outcomes in Salesforce
· Documented PSSF service and case closure dates and reasons
| QI/QA |
| · Regular monitoring of family plans, and file reviews |
· Collection of family feedback/satisfaction surveys
· Determine appropriateness of provided services
· Review agency processes, services, and implement necessary changes
· Submit required data in Salesforce
· Submit required mid-year and year end program reports.
· Supervision and case review timeframes in statement of work
· Collected feedback from family surveys or provided input/participation in family voice opportunities.
· Documented achieved goals and outcomes
· Guidelines/activity checklist
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