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Collaboration at the Front End: How Linkages Supports Prevention and Early Intervention Linkages Shared Learning Webinar #7 October 2, 2012 with Leslie Ann Hay of Hay Consulting

Agenda Family Maintenance & CalWORKs An overview of the opportunities and challenges for establishing and maintaining coordinated services for FM/CalWORKs families Best Practices for FM/CalWORKs families County innovations by Madera, Stanislaus and Los Angeles Open Forum About Key Challenges Dialogue about maintaining coordination through case transfers and shifting expectations with service providers

Client Identification  Match List  Case by CWS intake  Case by CalWORKs intake  Case by FR to FM transfer  Match List  Case by CWS intake  Case by CalWORKs intake  Case by FR to FM transfer Collaborative Meeting  TDM  MDT  MCPC  TDM  MDT  MCPC Family Maintenance and CalWORKs  Staffings (no family present) Coordinated Case Plan  Exchanged CWS Plan WtW Plan  Integrated CWS Plan WtW Plan Cover Sheet/Summary  Summarized WtW Plan Integrated Plan Integrated Plan Collaboration at Case Closure  CalWORKs ends  CWS ends  Both end  CalWORKs ends  CWS ends  Both end

FM/CalWORKs: Opportunities – FM families tend to be more open to family engagement – Teaming increases support for families to reach their goals – Collaboration expands the scope of available resources Challenges – Services are time-limited; need for quick client ID – Communication with Linkages partner at caseworker transfers – Coordinated case plans shift expectations for service providers

Collaborative Meeting Family Maintenance and CalWORKs Client Identification Collaboration at Case Closure Coordinated Case Plan MADERA

Madera Client Identification Process Terry Hurt, Psy.D, CalWORKs Central Database to Identify Linked Clients Data includes: – CWS/CMS – C-IV – IHSS – Public Guardian Form: screenshots to follow

Madera Title Presenter Bullet Points

Madera Documentation Presenter Bullet Points

Madera Documentation Jeff Dent, MSW, Child Welfare Services Document on: Index of Attachments Madera County Department of Social Services Linkages: Policy & Procedure Guide – Generic Linkages Referral Staffing Narrative Madera County Linkages/AB429 Coordinated Case Plan For Stabilization of Families Monthly Linkages meeting including Child Welfare, Welfare to Work and Eligibility(Staff, Supervisors and Managers)

Madera - Linkages Flow Chart ReferralIntake Screener ER Investigation ER SW WTWClose referral WTW SW Open case Linkages Staffing Joint Case Plan Office Assistant SW & WTW Case Manager 6 mths 12 mths 18 mths Close Case

Questions & Comments Madera

Family Maintenance and CalWORKs STANISLAUS Collaborative Meeting Client Identification Collaboration at Case Closure Coordinated Case Plan

Stanislaus Coordinating With Support Service Providers Bergen Filgas, Program Manager, Child Welfare Services Lori Gray, Family Services Specialist, CalWORKs

Stanislaus County Client identification: ⃘ Integrated Services Screening Tool ⃘ Case Staffing Referral Form ⃘ Coordinated Contact Sheet ⃘ Behavioral Health Screening Tool Time Lines: ⃘ First six months ⃘ Bridging activities ⃘ Beyond

Stanislaus County (cont.) Behavioral Health Services On site ⃘ AOD ⃘ Domestic Violence Counseling ⃘ Mental Health Off Site ⃘ AOD ⃘ Clean and Sober Living

Questions & Comments Stanislaus

Family Maintenance and CalWORKs LOS ANGELES Collaborative Meeting Client Identification Collaboration at Case Closure Coordinated Case Plan

Los Angeles Family Preservation Protocol Alma Vega, Department of Public Social Services (DPSS) David Yada, Department of Children and Family Services (DCFS) Linkages Family Preservation (FP) Protocol for FM/CalWORKs families who are Welfare-to-Work Eligible Automation around this service coordination Desk Guide

Los Angeles Target Population: Parent has an open CalWORKs case who is eligible to GAIN and volunteers for DCFS’ Family Preservation (FP) services. Partners Involved: Child Welfare worker, Child Welfare Community Based Liaison (CBL), Welfare-to-Work (WtW) worker, and DCFS contracted FP Agency. Automation: The referral process and coordination of the Multi-Disciplinary Team (MDT) Meeting through a DCFS FP web-based system.

FP AgencyCSW WorkerGAIN FP GSW Participate in Multi-Disciplinary Case Planning Committee (MCPC) meetings held for mutual cases to coordinate services. Ongoing service coordination until FP terms or family is no longer a mutual case. CBL Updates DCFS 800 with CalWORKs “YES” to auto generate referral (GN 2016) to GAIN FP Liaison of potential mutual client. CSW Requests approval for FP Services. GAIN FP Liaison GAIN FP GSW Updates FP system after MCPC meeting. Tracks on GEARS ongoing FP service coordination and services/referrals provided through GAIN. DCFS CBL Processes GN 2016 on FP system verifying parent’s GAIN eligibility. If eligible, confirms FP service coordination & assigns case to GAIN FP GSW. CBL approves FP services & assigns to FP agency. CBL/Unit Clerk Is the FP family open to CalWORKs? If no, there will be no Linkages FP service coordination – not a mutual case. No Yes DCFS CSW After initial MCPC meeting, updates CWS/CMS via Linkages Special Project Code “Linkages - Mutual Clients.” FP Family Centered Services System FP Agency schedules MCPC meeting on FP system, initiating automatic notification to CSW, GAIN FP GSW, Supervisor, and CBL.

Los Angeles (continued) From: Sent:Monday, October 25, :24 PM Cc: Subject:A Linkages case has been initiated by DCFS - FP CASE ID: A Linkages case has been initiated. FP Case ID: Leader Number: AABB123 GAIN Office: San Gabriel Valley (III) Agency Assigned: ASSISTANCE LEAGUE OF SC - METRO NORTH (29) Please use the following link to logon to the Family Center Services System for details. For Network Agency click on Network Agency Logon For DCFS & DPSS users click on DCFS User Logon Child Welfare’s CBL initiates the referral (GN 2016) to the WtW Linkages Liaison through an automated when a CalWORKs parent is assigned to the DCFS contracted FP Agency.

Los Angeles (continued) WtW Linkages Liaison processes the referral (GN 2016). Liaisons have access only to the cases assigned to their office. NOTE: FP agencies only have access to cases assigned to their agency.

Los Angeles (continued) The referral (GN 2016) is processed by confirming whether or not it is a Linkages case, eligible to FP service coordination. FP Linkages cases are assigned to a FP WtW worker.

Los Angeles (continued) The DCFS contracted FP agency is the lead in coordinating MDT meetings. FP agency schedules MDTs for FP Linkages families via the DCFS FP web-based system. An automatic is generated to all key partners. Sent:Tuesday, October 26, :58 PM Subject:A MCPC Meeting has been scheduled by ASSISTANCE LEAGUE OF SC - METRO NORTH (29) - FP CASE ID: , meeting time: 10/28/ :00 PM -03:00 PM A MCPC meeting has been scheduled. FP Case ID: Leader Number: AABB123 GAIN Office: Beverly Sub-Office (IV) Agency Assigned: ASSISTANCE LEAGUE OF SC - METRO NORTH (29) When: 10/28/ :00 PM - 03:00 PM Where: MCPC Meeting Room Imperial Hwy, Norwalk CA Please use the following link to logon to the Family Center Services System for details.

Los Angeles (continued) Other automatic s generated are: Case is transferred from one WtW office to another. When there is a MDT meeting change (e.g., rescheduled, cancelled, location change, time change). Service coordination that occurred at the MDT meeting and services to be provided through WtW are documented on the FP web-based system. Service referrals are tracked through each department’s respective system (CWS/CMS, WtW/GEARs). FP Automated Process Desk Guide: See CA Linkages Toolkit, Index of Attachments Link, under Sustainability Toolkit Section.

Questions & Comments Los Angeles

Quick Tips for Accessing Forms The Linkages Toolkit home page has two quick routes to forms: Index of Attachments Search

Maintaining Coordination Through Case Transfer Challenges: – Continuity of information & knowledge about the case – Tracking worker assignment changes – Centralized documentation How have you addressed these challenges? What’s worked? What lessons have you learned?

Shifting Expectations with Service Providers Challenges: – Service plan goals may be broader in coordinated case plans – Gaining service provider agreement to serve this linked population & meet dual goals. How have you addressed these challenges? What’s worked? What lessons have you learned?

Questions? – Copy of this PowerPoint – Updated Linkages Coordinators Directory – Webinar Schedule 2012 Follow Up: we’ll with… – November 6 – Data Management – Cathy Murnighan will send registration link Next Webinar