Initial
When should we contact the sponsor upon receiving a case? Transferred or new?
2 Business days of referral acceptance (policy 6.4)
Do we treat an external transferred case as if it were a new case?
Yes.
Do this when you receive a new case.
Review case acceptance and shelter discharge date. Input revised case acceptance date if applicable.
What is the updated PRS naming convention for monthly PRS reports?
Last4 A#_Initials_PRS_(Month & Year)_Report
*Use naming convention calculator for the most updated naming convention.
7 Calendar Days
When to provide the supervisor with PRS closure report.
The number of days to complete the initial home visit
Level 2: 14 Business days (policy 6.4)
Level 3: 7 Business days (policy 6.5)
Do we upload Spanish and English documents?
Yes, Sponsor is to keep Spanish consents, and you keep English consents. English consents are to be uploaded by CM and filed at HUB by case aides.
24 hours from the first suspicion or knowledge of the event(s).
Submit an NOC
What steps do I need to take before uploading a PRS report to the UC portal after my supervisor has approved it?
Click on the submitted tab and input the data. The report will be uploaded to the UC portal.
10 Calendar Days
Approved PRS Case Closure Report uploaded to UC portal.
Home Checklist
Welcome Packet
- signed forms (confidentiality, consents, disclaimer)
- Review VOR, COA/COV forms
Should I skip researching UC portal if it's an external transferred case?
No, make sure all of the information is up to date and correct.
Review the last PRS report.
You submit this when you want to extend services.
ORR Case Extension Requests
Complete this before the child ages out.
Post 18 Assessment when the child is 17.5 years old.
17 Calendar Days
All documents from the database were uploaded to the UC portal from the case being closed.
What has to be in the database in 7 Calendar days?
Upload documents
Should I schedule the next home visit for the same day of the following month?
Submit this when you need to extend a home visit date.
Request an extension if the home visit will take place more than 30 days after the scheduled date.
*Encounter tab
Include start and time of visit, and address where visit took place, on what document.
PRS report. Preferably in the safety/placement section of the PRS report. Also include consent to continue receiving services.
Example: Case Manager completed the monthly home visit at Sponsor's reported address 3607 Schwartze Ave Apt 4 Cincinnati, OH 45211 from 12:14pmAM to 1:10PM. The Sponsor consented to continue PRS.
May close after 1 year. Close the portal within 30 calendar days after it is closed.
TVPRA
We send this email out with the child's information.
Case acceptance email.
Complete this tool during the Initial HV and when there is a change in case levels.
Metrics
What is the difference between 180 days and 6 months?
Six months can be more or less than 180 days.
What are types of NOC's?
Emergencies,Human trafficking,Abuse abandonment, and neglect,runaway, criminal activity, CPS involvement, Potential fraud, child behavioral incident that raises safety concerns, Media attention,
Placement disruption with safety concerns,
Contact by or involvement with organized crime,
PRS provider unable to make contact with released child within 30 days of release or referral acceptance.
PRS provider is providing services on an ongoing case and loses contact with the child and there are safety concerns.
Reasons to close a case.
PRS services provided for 6 months
Child turns 18
Sponsor or child chooses to disengage
CM assesses that PRS is no longer needed