Documentation
The home visit report should be completed and approved no later than.
14 calendar days after the completion of the home visit.
How should a Case Manager start a home visit.
With the welcome letter.
Location of most up to date resources (medical, legal, education, and other)
Excel resources links
In the event of a loss of contact with a sponsor/caregiver and/or child, PRS will close.
After 30 calendar days of no contact.
Steps Case Manager should follow when family wishes to decline PRS.
The PRS worker should ask the sponsor and minor why they wish to end services, and document their reasoning in a case note.
The PRS worker should speak with both the sponsor and the minor. The case should remain open until the PRS worker is able to speak with the minor to assess and confirm their safety and wellbeing. The PRS worker should make attempts to reach the minor for no more than one week. (Cases with known safety concerns may be kept open longer on a case-by-case basis.)
The PRS worker should inform their supervisor of the family declining services and any safety concerns with the case within two business days of the family declining services. The supervisor should determine whether there is a safety concern based on the PRS worker's current assessment and the reason for PRS referral. The supervisor may ask to staff the case with the PRS worker.
If a family declines services and there are safety concerns with the case the supervisor will complete a notification of concern consistent with NOC policy.
The PRS worker should send the family a community resource list, including the ORR hotline number (1-800-203-7001), within two business days of the family declining services and upload it to Apricot if it was not previously uploaded.
The supervisor will inform the PSS of the case closure in their weekly closure report. The closure date is the date the last step was completed (either the date the sponsor declined, the minor declined, or the resource list was sent—whichever happened last).
A case note should be written for the home visit that details.
Date, time, location, and household members who took part in the home visit.
PRS Service areas (11)
Placement stability and safety
Immigration proceedings
Guardianship
Legal services
Medical
Individual mental health
Education
Family stabilization and counseling services
Substance abuse
Gang prevention
Child trafficking
Process for asking for help from Case Aide.
Go to YMCA4 Resource share point
Fill in a slot in the correct month's table
Insert case manager name, client & sponsor info, address, activity needed, required due date, and additional notes
Send the case aide a message about the new addition to the table
Biweekly contact requirements.
PRS worker must make a minimum of two contacts per month.
The following types of cases will be considered for EPRS:
Minors with significant mental health needs such as suicidal ideation, self-harming behaviors, psychiatric hospitalization, or severe behavioral concerns affecting their safety and life functioning.
Examples of behavioral concerns include substance abuse, truancy, physical aggression, running away, gang activity, or other high-risk behaviors.
Placement stability and/or safety concerns such as ongoing family conflict, criminal activity, possible placement disruption with safety concerns, significant CPS reports with no follow-up from CPS, and domestic violence.
Intensive case management needs that require weekly or more frequent follow-up by the case worker such as a disability, pregnant/parenting teen, or significant medical needs.
Details of a case summary.
Individuals present during the home visit.
Documents reviewed with the minor and sponsor.
Documentation that individual meetings occurred with the sponsor/caregiver and minor.
Any significant events or updates since the last report.
Topics addressed during the home visit that were not previously mentioned in the service areas section.
The PRS worker's overall assessment of the placement and wellbeing of the minor.
Safety protocol to follow before, during, and after a home visit.
Before:
Make a teams meeting about the home visit
Check surroundings of the client's home (if you feel unsafe, reschedule the visit)
Send a text to supervisor about having arrived to the home
Check surroundings after leaving car
During
Let family lead you around home
Make sure you always have view of an exit
Do not let anyone be behind you during the visit
After
Check surroundings after leaving the client's home Send a message to your supervisor that the HV has ended.
Name of the website that provides useful and relevant information on health centers based on one's zip code.
Find a health center
During the 24-hour phone call, the PRS worker should cover.
Introduce themselves to both the minor and sponsor, explain PRS, and provide a description of the organization where they work.
Discuss confidentiality and duty to warn, and obtain informed consent from both the minor and the sponsor.
Confirm the child’s safe arrival to the sponsor’s home.
Discuss the home visit schedule with the family, including the first home visit which should occur within two weeks of reunification.
Provide their contact information to the child and sponsor during the first phone call in case they need to contact the PRS worker before the first home visit.
Any immediate needs, concerns, or questions should be addressed during the 24-hour phone call.
A discussion should take place to identify any specific resources needed.
If the minor was on medication upon being released to the sponsor, the PRS worker should inquire as to whether there is enough medication to last until the minor attends a medical or psychiatric appointment.
NCMEC and their phone number.
National Center for Missing and Exploited Children (NCMEC, 1-800-843-5678)
SMART goals and provide an example.
Specific, measurable, achievable, relevant, and time-bound. Answers will vary.
Case closure visit procedure.
he PRS worker will ensure the minor and sponsor are connected to any and all necessary resources. The PRS worker will ensure that the minor and sponsor understand that services will be ending, and ensure they have a plan of who to contact in the event an urgent need or if a concern arises. If safety concerns are identified at the closure visit, the PRS worker should staff the case with their Regional Supervisor to determine if an extension should be requested from the ORR Project Officer.
Item that provides relevant and accurate monthly events for clients and their families.
Monthly sway newsletter
If the PRS worker is unable to communicate with a sponsor or minor during the initial 24-hour phone call, multiple efforts should be made to establish contact. Efforts should include, but are not limited to:
Call or text sponsor and/or minor at different times of the day.
Call the person listed as an alternate caregiver in the FRP or the emergency contact.
Contact the facility case manager to request alternate contact numbers in the U.S. and in the minor's country of origin.
The case closure process.
On the last business day of each week, the Case Manager will send the “PRS Closures and Case Requests” template to their Case Aide and it should include the child’s name, A#, date of closure and the reason for closure.
The PSS marks the case inactive in Apricot and enters the case worker assignment end date. Once the PSS marks the case as inactive, the case will appear in the "Closures Pending Upload to the UC Portal" report in Apricot.
Using the “Closures Pending Upload to the UC Portal” report in Apricot, the team’s Case Aide (or the PSS, if the team does not have a Case Aide), uploads the PRS case closure report and closes the case in the UC Portal. Case closure reports that are ready to upload to the UC Portal should be approved and signed by the Supervisor, and marked as “Closing Summary.”
After uploading the PRS closure report in the UC Portal, the Case Aide adds the "date closure report uploaded to UC Portal" in Apricot on the client’s Intake Form.
Fix the reason for referral:
The Minor is a 16-year-old mail from Honduras and she was released to her caregiver. The UC was referred to PRS only due to the 11-year separation between the Minor and the sponsor and their unrelated sponsorship. The Sponsor is new to her community and reported being unaware of community resources.
The Case Manager will provide provide community-based resources and applications for the following: dental, medical, legal, and food pantries. The Case Manager will also ensure that the Sponsor and Minor understand attendance compulsory laws and child labor laws. The Case Manager will educate the Minor and Sponsor on the EIOR system and inform regarding the immigration court process. SC
The Minor is a 16-year-old male from Honduras and she was released to his Sponsor (Category 3), a family friend. The UC was referred to post-release service only due to the 11-year separation between the Minor and the Sponsor and their unrelated sponsorship. The Sponsor is new to her community and reported being unaware of community resources.
The Case Manager will provide community-based resources and applications for the following: dental, medical, legal, and food pantries. The Case Manager will also ensure that the Sponsor and Minor understand attendance compulsory laws and child labor laws. The Case Manager will educate the Minor and Sponsor on the EIOR system and information regarding the immigration court process. SC
Model motivational interviewing with another team member.
Answers will vary.
When and how individuals will hear about their Harris Health application.
After you have submitted your application, you will receive a notification about your application through the mail in 7 to 10 business days. If you do not hear back within that time, do not worry, as it may take longer to receive a reply. (NOTE: You will only be contacted by mail about your application.)
LOC procedure for cases that have already started participating in PRS.
Call or text the sponsor/caregiver and/or child at least once a week.
Within the 30-day Loss of Contact period, attempt at least one collateral contact such as contacting the ORR facility, family members in home country, alternate caregiver or other contacts listed in the referral documents, or the child’s school or other community service providers involved with the child (if a consent to release information was previously signed).
Within the 30-day Loss of Contact period, send a sealed no-contact letter to the sponsor and child following the guidance above, or conduct an unannounced home visit following the guidance above. Note: The PRS worker should staff the case with their assigned Supervisor to determine if an unannounced home visit or the no-contact letter are more appropriate depending on the case.
If contact is still not made following the procedures above, the PRS worker must staff the case with their assigned Supervisor and to determine whether to contact local law enforcement to request a child welfare check. Child welfare checks should only be requested for cases where there are safety concerns with the child or placement.
If a child welfare check is deemed necessary, this should be completed at least one week before the 30-day Loss of Contact closure date, to allow time for the family to respond to the welfare check and contact the PRS worker.
Case files should contain the following:
Complete Universal Profile- Minor
Updated Contact Information in Universal Profile (if applicable)
Complete Universal Household Profile (completed by the PSS)
Universal Program Intake- PRS
Must include complete and accurate reason for referral and reason for case closure
Referral Documents (completed by the PSS)
Release Request
Home Study Report (if applicable)
*PRS workers should review other relevant referral documents in the UC Portal but are not required to upload them to the Apricot database.
Fully completed PRS Welcome Letter to include initials and signatures
Resource Lists documenting all required service areas
Consents for Release of Information (if applicable)
Case Notes
Home Visit Reports
PRS Assessments
Notifications of Concern (if applicable)
Extension Requests (if applicable)
EPRS Referral (if applicable)
Mental Health Assessments (if applicable)
Legal Referral Form (if applicable)