Children Seen Not Seen Special Circumstance

Often times, special circumstances arise that make basic documentation of home visits difficult or confusing.  The following are special situations that may require different or additional efforts on the part of the Case Manager. 

Home Visit – Child’s Current Residence (Attempted)

When a Case Manager (CM) attempts a home visit with a child but is unable to complete it, the following occurs:

·          A note is entered into FSFN reflecting “child not seen” under the contact section of the note.  The CM must also document their efforts to complete visit in the narrative.

·          CM continues to make attempts to visit the child in the home until contact is made. 

·          CM should make attempts to see the child at school if visits to the home are not successful.

·          If the CM is denied access to a home under court-ordered supervision, the CM informs the family of the possible consequences of their actions.  The CM is to notify their supervisor and YMCA management to assess what action steps should be taken (i.e. contact legal service, call to Hotline).  The series of events surrounding the denial of access should be documented thoroughly in FSFN.

Child is on Runaway/Missing Status:

When a child is determined to be missing or has run away, the following occurs:

·          The CM updates the child’s placement information in FSFN through an Edit Request to reflect the child appropriate placement type.

·          CM documents all diligent efforts made to locate the child in FSFN, efforts must be made every 7 days until the child is located then completes a Face-to-Face (FTF) Home Visit immediately upon the child’s return.

Child/Family is on Vacation:

·          CM is responsible for seeing all children every 30 days.  If a family is on vacation for less than 30 days, the CM is responsible for ensuring that a FTF Home Visit occurs with the child.

·          If a family is away for longer than 30 days, the CM is to work with the caregiver to determine if having a video conference via Skype or other means is feasible. 

·          If using video conference is not a viable option, the CM works with the caregiver and the local Department of Children and Families (DCF) to arrange a ‘Well Child Contact’ at the DCF office.  The CM requests the DCF agency complete a ‘Face to Face Acknowledgement Form’ form that is provided to them, and email it back to the CM. If the DCF agency is not willing to do this, the CM arranges to have verbal conversations with the DCF worker and family when they are at the office.

·          As a last resort the local Law Enforcement Agency can be contacted to do a ‘Well Child Contact’ either where the family is staying or at the local LE station.  These visits/contacts should be documented in FSFN within 48 hours as a face-to-face visit indicating who and where the visit was conducted.

·          If none of the above efforts are able to be completed, the Case Manager is to enter a note into FSFN as a Home Visit “not attempted” and identifies in Reason Not Seen section of note, “Family Traveling/Away From Home”. Although the reason the child was not seen is clearly documented, this will still result in the child showing up on the children not seen list.

Out of County/ICPC Supervision Cases:

·          Safe Children Coalition primary CM is to contact the Out of County Services (OCS) worker on a regular basis for updates on the case and to ensure child is being seen.  The OCS worker documents the visit in FSFN.  (If there are issues with the OCS worker’s documenting visit, the primary CM should enter a note detailing the conversation with the OCS worker.)

·          If an OCS worker has not visited a child under SCC Legal Jurisdiction, and the CM has been unsuccessful in getting the OCS worker to do so, the CM is to contact their supervisor to assist from a higher management level and document the efforts in FSFN. However, the primary CM is ultimately responsible for ensuring the child is seen.

·          For out of state case: Home visits are requested through the receiving state’s ICPC worker in conjunction with the ICPC process.  CM documents all pertinent information into FSFN and follows up with the ICPC worker regularly.  Home visits are to be competed based on the ICPC agreement (we request a visit every 30 days) however the ICPC process allows other states to only complete quarterly at a minimum.  When encountering resistance with getting home visits completed, the CM can request a “Wellness/Safety Check” to be conducted by local law enforcement.  These visits/contacts should be documented in FSFN within 48 hours as a face-to-face visit indicating who and where the visit was conducted.

NOTE: A note must be entered into FSFN every 30 days, for the time period when the child was not seen by ICPC worker, enter a face to face contact noted by selecting the child under Contact Information then select Face to Face Contact as “Not Attempted”, Reason Not Seen -  “Out of Town/State”

·          SCC supervision of Out of County/State case: The CM completes home visits with child every 30 days, documents in FSFN within 48 hours.  Home visits are to be completed until written documentation of case closure is received from the other county/State.  

·          Whether a child is placed out of county or out of state, the case manager must maintain contact with the OCS/ICPC worker at minimum of every 30 days to obtain updates on assessment of risk, concerns, needs, etc.