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Collaboration at the Front End:How Linkages Supports Prevention

and Early Intervention

Linkages Shared Learning Webinar #7October 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 familiesCounty innovations by Madera, Stanislaus and Los Angeles

• Open Forum About Key ChallengesDialogue about maintaining coordination through case transfers and shifting expectations with service providers

Client Identification

Match ListCase by case @ CWS intakeCase by case @ CalWORKs intakeCase by case @ FR to FM transfer

CollaborativeMeeting

TDMMDTMCPC

Family Maintenance and CalWORKs

Staffings (no family present)

CoordinatedCase Plan

ExchangedCWS Plan

WtW Plan Integrated

CWS Plan

WtW Plan

Cover Sheet/Summary SummarizedWtW

PlanIntegrated

Plan

Collaborationat Case Closure

CalWORKs endsCWS endsBoth 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

CollaborativeMeeting

Family Maintenance and CalWORKs

Client Identification

Collaborationat Case Closure

CoordinatedCase Plan

MADERA

MaderaClient Identification ProcessTerry Hurt, Psy.D, CalWORKs

• Central Database to Identify Linked Clients• Data includes:

– CWS/CMS– C-IV– IHSS– Public Guardian

• Form: screenshots to follow

MaderaTitlePresenter• Bullet Points

MaderaDocumentationPresenter• Bullet Points

MaderaDocumentationJeff Dent, MSW, Child Welfare Services

Document on: http://www.cfpic.org/toolkit/ 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 InvestigationER SW

WTW Close referralWTW SW

Open case Linkages Staffing

Joint Case Plan

Office Assistant

SW & WTW Case

Manager6 mths

12 mths

18 mths Close Case

Questions & Comments

• Madera

Family Maintenance and CalWORKs

STANISLAUS

CollaborativeMeeting

Client Identification

Collaborationat Case Closure

CoordinatedCase Plan

StanislausCoordinating With Support Service ProvidersBergen Filgas, Program Manager, Child Welfare ServicesLori 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 ANGELESCollaborativeMeeting

Client Identification

Collaborationat Case Closure

CoordinatedCase Plan

Los AngelesFamily Preservation ProtocolAlma 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 Agency CSW Worker GAIN FP GSWParticipate 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.

CBLUpdates DCFS 800 with CalWORKs “YES” to auto generate referral (GN

2016) to GAIN FP Liaison of potential mutual client.

CSWRequests

approval for FP Services.

GAIN FP Liaison

GAIN FP GSWUpdates 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 ClerkIs the FP family open

to CalWORKs?

If no, there will be no Linkages FP service coordination – not a mutual case.

No

Yes

DCFS CSWAfter initial MCPC meeting,

updates CWS/CMS via Linkages Special Project Code “Linkages -

Mutual Clients.”

FP Family Centered Services SystemFP Agency schedules MCPC meeting

on FP system, initiating automatic email notification to CSW, GAIN FP

GSW, Supervisor, and CBL.

Los Angeles (continued)

From: linkages@dcfs.lacounty.gov

Sent: Monday, October 25, 2010 4:24 PM

To: xxxxxxxxxx@dpss.lacounty.gov; xxxxxxxxxx@dpss.lacounty.gov; xxxxxxx@dcfs.lacounty.gov;

xxxxxx@dcfs.lacounty.gov, JohnDoe@sampleFPAgency.com

Cc: xxxxxxxxxxxxx@dpss.lacounty.gov; xxxxxxx@dcfs.lacounty.gov; xxxxxxx@dcfs.lacounty.gov

Subject: A Linkages case has been initiated by DCFS - FP CASE ID: 1234567

A Linkages case has been initiated.

FP Case ID: 1234567Leader Number: AABB123GAIN 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 LogonFor 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 email 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 email is generated to all key partners.

From: linkages@dcfs.lacounty.govSent: Tuesday, October 26, 2010 1:58 PMTo: xxxxxx@dcfs.lacounty.gov; xxxxxx@dpss.lacounty.gov; xxxxxx@dcfs.lacounty.gov, JohnDoe@sampleFPAgency.comCc: xxxxxxxxxx@dpss.lacounty.gov; xxxxxxxx@dpss.lacounty.gov; xxxxxx@dcfs.lacounty.gov; xxxxxxxx@dcfs.lacounty.govSubject: A MCPC Meeting has been scheduled by ASSISTANCE LEAGUE OF SC - METRO NORTH (29) - FP CASE ID: 1234567, meeting time: 10/28/2010 01:00 PM -03:00 PM

A MCPC meeting has been scheduled.

FP Case ID: 1234567

Leader Number: AABB123

GAIN Office: Beverly Sub-Office (IV)

Agency Assigned: ASSISTANCE LEAGUE OF SC - METRO NORTH (29)

When: 10/28/2010 01:00 PM - 03:00 PM

Where: MCPC Meeting Room - 15440 Imperial Hwy, Norwalk CA 90650

Please use the following link to logon to the Family Center Services System for details.

Los Angeles (continued)• Other automatic emails 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

www.cfpic.org/toolkit

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 email with…

danna.fabella@cfpic.org

– November 6 – Data Management – Cathy Murnighan will send registration link

Next Webinar