Functional Family Parole FFP Documentation and Quality Assurance 1Transforming Lives - Juvenile Rehabilitation

What types of Documentation? Parole Case Reporting System  Parole Standard 1  Parole Contacts  FFP Session Notes Family/Youth Service/Activity Plans  Using Relational and Hierarchical Information  Matching Services to Youth and Families Quality Assurance  FFP Staffing  Global Rating Measure Organization  1-31 Calendars and Time Management 2Transforming Lives - Juvenile Rehabilitation

Parole Standard #1 – Parole Case Reporting System Parole Case Notes: The notes written by parole staff to document a variety of case activities, e.g., functional family parole sessions, other youth and family contacts, provider contacts, family service plans, and other case management activities. 3Transforming Lives - Juvenile Rehabilitation

Parole Standard #1 – Parole Case Reporting System Parole Case Note: The community counselor or designee completes a Parole Case Note following routine and/or significant case management contacts related to youth. Case information to enter in Parole Case Notes may include: a. Change in parole status b. Issuance or cancellation of Parole Arrest Warrant c. Efforts to locate parole absconders d. Active warrant confirmation 4Transforming Lives - Juvenile Rehabilitation

Parole Standard #1 – Parole Case Reporting System e. Activities/information regarding youth compliance, accountability and interventions, follow up documentation of parole violations including graduated interventions and response to interventions f. Youth activities, including school, work, community service, and pro-social activities Case Notes of events outside of family sessions can be completed as daily summaries. Unsuccessful attempts to make contacts are also documented in ACT. 5Transforming Lives - Juvenile Rehabilitation

Parole Standard #1 – Parole Case Reporting System  A Functional Family Parole session note is completed for each FFP session – within five working days  This is your tool to track progress through FFP phases and identify next session plans  This also provides a record of your work for quality assurance monitoring 6Transforming Lives - Juvenile Rehabilitation

Parole Case Notes Primary Audience: Administrators Program Managers FFP Consultants Treatment Program Coordinators Community Counselors Community Counselor Assistants 7Transforming Lives - Juvenile Rehabilitation

Parole Case Notes  Case notes may be subject to disclosure  Case notes can be provided to clients, families and other through records release requests  Case notes may be used in court litigation  Case notes are considered a permanent record  Case notes are reviewed by others in JR 8Transforming Lives - Juvenile Rehabilitation

Parole Case Notes – General Guidelines 1. Be specific. Use facts. 2. Be objective. Leave out assumptions. “I think” and “maybe” are terms to be used with caution. 3. Use quotation marks when documenting other’s statements, including profanity. Do not replace letters with blanks. Example: He said, “I’m never going to go to counseling again.” Example: He called me a “jackass” vs. He called me a “j_____s.” 9Transforming Lives - Juvenile Rehabilitation

Parole Case Notes – General Guidelines 4. Document emotions only with supporting behavior. Example: He appeared to be angry because his voice was elevated and he was throwing chairs. 5. Check all identifying data prior to submitting the note. 6. For parole contacts, document UA results, graduated interventions, programming and all other information pertinent to the Order of Parole Conditions. 10Transforming Lives - Juvenile Rehabilitation

Parole Case Notes – General Guidelines 7. Document only observable, measurable behavior. Avoid speculations, opinions, labels and judgments Example: Instead of saying “Johnny was drunk,” state the observable symptoms or behaviors you saw, or the results of any tests that were done. 8. Avoid diagnosing behavior 9. Document safety issues including the actions taken to address the risk 10. Define abbreviations the first time, e.g. Functional Family Therapy (FFT) 11. Do not invent your own abbreviations, use standard ones. 11Transforming Lives - Juvenile Rehabilitation

FFP Session Notes Engagement and Motivation Support and Monitor Generalization 12Transforming Lives - Juvenile Rehabilitation

FFP Service Plans What to Include? Any service that impacts risk or protective factors  mental health treatment, individual counseling, family counseling, employment, school, etc. Family activities they regularly participate in  church, soccer league, community support groups, family movie night, etc. Individual and family activities that youth and/or family identify as important to them and occur on a regular basis like weekly visits to grandma’s house or fishing Some services or activities you support and others you monitor 13Transforming Lives - Juvenile Rehabilitation

FFP Quality Assurance FFP Staffing – your primary method of gaining support and ideas to be adherent to and build competence in FFP ‘formal’ FFP staffing ‘informal’ FFP staffing FFP case reviews Monthly feedback with FFP Consultant and PM2 14Transforming Lives - Juvenile Rehabilitation

FFP Global Rating Measure Global Rating Measure “GRM” – 30 item instrument to assess adherence, competence and overall relational skills GRM completed monthly by Regional FFP Consultant and PM2 First year of practice focused on learning and increasing adherence quickly FFP sessions Matching to Paperwork adherence Using skills Target is a rating of 3.0 in adherence by end of first year of practice 15Transforming Lives - Juvenile Rehabilitation

FFP Organization Parole standards are a guide to minimum contact standards FFP is contingent based on risk and protective factors within the family 1-31 calendars are dynamic Tracks your activity with each family over the month Can be altered with PM2 approval Assess progress on phase goals and family readiness along with risk – when do we need to meet again? USE OUTLOOK 16Transforming Lives - Juvenile Rehabilitation

FFP Organization Schedule time within work week to do FFP session notes – treat them like appointments Schedule travel time between appointments Limit FFP sessions to 2-3 per day Communicate with your PM2 and FFP Consultant if you get behind Get tips from your peers Be willing to adjust your schedule – leave open spaces in your calendar for re-scheduled appts. Enter parole contacts as daily/weekly summaries 17Transforming Lives - Juvenile Rehabilitation

FFP Organization and Support Meet with Regional FFP Consultant and PM2 Ask about GRM, paperwork deadlines, best practice, tips on organizing work load Read the FFP QA plan Get active right away – try the skills now Ask for co-visits Ask for feedback and be willing to discuss pathways for improvement – everyday is an opportunity to learn – every family…a new challenge Read FFP session notes from other parole counselor’s Get on the JR Home Page/Library/Parole Desk Manual – lots of information on FFP, learn the history 18Transforming Lives - Juvenile Rehabilitation