CFS provides services to families with children who are at risk of being removed from their home. Determining which at risk families and children are eligible to receive services through SRS is a function of the intake and assessment process. Determining the specific services the family will receive is a function of the case planning process. The desired outcome for these families is preservation of an intact family unit with no out-of-home placement. If a child is in SRS custody and not removed from their home, the permanency goal is “maintain safely at home”.

CFS may provide services directly or arrange for purchase of services, regardless of custody status. When scheduling payment for any in home services, payment staff should utilize PCA and Sub-Object codes as listed on the vendor pay information tables at http://www.srsks.sr.state.ks.us/commissions/admin/VenPay_03/venpay_information.htm. Access to the most current codes is always available at this site.

2100 Family Services Funds

Family Services funds may be used to maintain children in their homes and ensure safety. CFS seeks to make the definition of "family" as flexible as possible. A family must include:

• A child who is at risk for transfer of custody, removal from the home (family), or institutionalization.

• The child is living with a parent or other kin. This is the person who has day-to-day responsibility for the care and control of that child. Time-limited visits and other temporary absences from the caretaker do not change a child's living status.

Other family members may be included in service delivery to ensure the at risk child remains in the home.

2110 Purchase Limitations/Guidelines

Family resources must be accessed for payment of services prior to using Family Services funding. Any service that is authorized under Family Services funds shall be for the purpose of relieving a situation that places a child or children at risk or potential risk of removal from the home. Inability to pay or ineligibility for funding shall not exclude a family from receiving access to services through the family service funding.

When authorized by a Client Service Agreement, Family Services funding may be used to pay for any service in the CW/CBS Handbook. A Client Service Agreement can also be used to purchase goods and household services provided to the family which are not in the Handbook. Law enforcement emergency placements are paid through family service funds, as well as parental out-of-home placements (e.g. respite care), if the family and placement are not Medicaid eligible. For services listed in the Handbook, providers must have a Provider Agreement on file with SRS in order to bill for services delivered to CFS customers. Rates paid to providers are established by SRS. Use Family Services PCA codes for payments.

All services shall be provided at usual and customary rates unless other limitations exist (see below). Services that may be purchased to alleviate a crisis include, but are not limited to:

A. Emergency Shelter or Respite Care: For “parental or voluntary placements” only. For children who are not in the custody of SRS, a Client Service Agreement is required to fund Emergency Shelter or Respite Care.

B. Adaptation of Current Residence, such as locks on doors or providing a ramp for a child with a disability, to alleviate emergency circumstances.

C. Emergency Housing, including rent to obtain housing or prevent eviction up to a maximum of $600 to insure the safety of a child at risk.

D. Emergency Utilities, including payment of past due utilities, which may include an amount to turn on the utility if necessary.

E. Emergency House Repairs, up to $1,000, to a customer-owned home in which the applicant resides.

F. Household Furniture, Appliances and Supplies, up to $1,000, which may include repair and/or purchase of used or new furniture, appliances and other household supplies.

G. Emergency Clothing, up to $250 per person.

H. Any Other Identified Good or Service to Alleviate the Emergent Situation.

2120 Payment Procedures for Family Services

Family Service Payments are made with an open KAECSES or KANPAY case number. If the case is open on KAECSES or KANPAY when the CSA is received, use that case number and customer ID number. If no open case is available, open a KANPAY case. If the customer already has an ID number on any system (KAECSES, KANPAY, FACTS, etc.) use that customer ID number when opening the KANPAY case. These numbers shall be used to generate all payments for approved services paid with Family Services funding. Only the family member receiving services is entered into the KANPAY system with the following information:

• Status will be coded “IN”.

• Type of Service = SS

• Start Date is found on the CSA.

• The End Date should be no longer than a year from the start date.

2121 Required Forms and Documentation

CFS staff complete ADM-3465 and attach supporting papers, to document the family service payment. Use Family Services PCA codes.

2200 Family Preservation In Home Service Responsibility

Please see PPM, Section 5100 for details.

CW/CBS provider payments for family preservation services are made by the Children and Family Services Division. Referral entry into FACTS initiates opening the account in SCRIPTS and subsequent CW/CBS provider payments.

Family preservation CW/CBS providers shall submit encounter data each month for all services provided, including services of subcontractors. Encounter data submitted shall be reviewed for completeness and accuracy. Payments are made according to the following:

1^st payment - at time of referral

2^nd payment - 45 days after referral

3^rd payment - 90 days after referral

2300 Eligibility for Medical Exam Related to an Abuse or Neglect Investigation

During an abuse or neglect investigation the SRS social worker determines and documents need for a child's CPS medical exam.

Check KAECSES to determine if the child has a medical card, if a parent is unwilling or unable to pay for the child's medical exam or subsequent treatment during an investigation of alleged abuse or neglect. Authorize payment according to sections 2310 and 2311 if the family is not eligible for medical assistance.

2310 Payment Procedures for CPS Medical Exams

Payments for medical exams arising out of a CPS investigation are made with an open KAECSES or KANPAY case number. If the case is open on KAECSES or KANPAY, use that case number and customer ID number. If no open case is available, open a KANPAY case. Use the Child Protective Services- Medical Exams PCA code.

All other investigative costs such as photographs, drug testing or interpreter services shall be paid with Family Services PCA codes.

2311 Required Forms and Documentation

A ADM-3465 shall be completed by CFS staff to document the medical exam expense. The provider must present a bill for the specific medical service in order to generate a payment. Payment should not exceed the established Medicaid rate. Consult with your Regional Medicaid Liaison for Medicaid rates.

2400 Police Protective Custody

2410 Law Enforcement Emergency Placements

KSA 38-1528 provides law enforcement agencies the ability to take children into their custody on an emergency basis without a court order, for the protection of children. LAW ENFORCEMENT AGENCIES ARE THE ONLY AGENCIES GIVEN THIS ABILITY BY STATUTE. KSA 38-1528 also gives law enforcement agencies the ability to place children in the temporary care of someone other than the child's legal guardian for up to 72 hours (excluding weekends and holidays) pending a court hearing in the matter.

2420 Purchase Limitations/Guidelines

Emergency placement providers shall receive documentation from law enforcement when a child is placed stating that law enforcement has given the facility custody. This documentation is referred to in the state statute as a "law enforcement application". Many law enforcement agencies have their own form for this purpose. CFS must receive a copy of the "law enforcement application" given to the emergency placement provider as documentation before payment is made to the provider. The law enforcement application authorizes the emergency placement provider to give consent for medical treatment and for transportation of children placed in their facility or home.

A. Emergency Placements Must Be Licensed and Designated by SRS.

Each SRS Regional office has a list of licensed emergency placement providers. CFS staff shall not pay for law enforcement emergency placements if the provider is unlicensed or not designated, unless approved by the CFS Program Administrator.

In rare instances, a child is taken into police protective custody and placed in an unlicensed /non-designated home or facility. This may happen when qualified emergency placements are distant or have no available beds. Regional CFS Program Administrator approval is required prior to paying for this type of placement, including detention. This type of payment shall be considered a one time exception to the rule.

2421 Seventy-Two Hour Limitation for Law Enforcement Emergency Placements.

Emergency placements made by law enforcement are limited to 72 hours following admission (excluding weekends and holidays), unless a court has continued the custody hearing.

2422 Law Enforcement Emergency Placement Payment.

Payment for the care of children in licensed and designated emergency placements is made by SRS even though these children are not in SRS custody. Providers are responsible for payments when the child is the responsibility of a FP CW/CBS provider within the active FP service period or a FC CW/CBS provider. Payment shall not exceed the established SRS rates found in the CW/CBS Handbook. (See Section 1210 for web address.) Emergency placements made by law enforcement have a 72 hour limit (3 day, excluding weekends and holidays ) maximum length of stay by statute. If the emergency placement overlaps a weekend or holiday, payment should also be made for the weekend or holiday and these days do not count toward the 72 hour limit.

Emergency shelter stays of five calendar days or less shall have all days of stay purchased. Any portion of a calendar day shall be considered as one day. If the child is in the emergency placement for one or two days, then CFS pays for one or two days accordingly, including the last day of care.

☆Practice note example: A child is placed by law enforcement on Friday afternoon and leaves this placement on the following Tuesday, SRS will pay for Friday, Saturday, Sunday, Monday, and Tuesday. Emergency placements made by law enforcement have a 72 hour limit (3 day) maximum length of stay by statute. This example is a scenario in which SRS pays for 5 calendar days, including the last day of care.

In situations where the child remains in a law enforcement emergency placement over a Court or SRS holiday, payment may be made for up to 7 calendar days for a 3 or 4 day weekend/holiday period. However, once the placement exceeds 5 calendar days, do not pay the last day of care.

☆Practice note example: A child is placed by law enforcement on Wednesday afternoon, the day before Thanksgiving, and leaves this placement on the following Wednesday. SRS will pay for Wednesday, Thursday Friday, Saturday, Sunday, Monday, and Tuesday. Thursday and Friday are paid because they are Court and SRS holidays; Saturday and Sunday are paid because they are weekend days; therefore these 4 days do not count in the 72 hours limit for length of stay as holidays and weekends are excluded. However, do not pay the last day of care, Wednesday, as the placement exceeds 5 calendar days.

There may be rare situations where the child does not leave the emergency placement within 72 hours; i.e. temporary custody hearing not yet held or parent did not pick up the child as scheduled. When this occurs, staff will need to evaluate circumstances for exceeding the 72 hour time period to determine if SRS is responsible for any further payment and if the additional time should be reopened and paid as an emergency police admission payment or as a family service payment. If paid as a family service payment, a Client Service Agreement would be required.

2423 Responsibility for Payment

If a child is the responsibility of a CW/CBS provider, CFS does not pay for law enforcement emergency placements. These bills shall be returned to the provider indicating the appropriate contact person at the CW/CBS provider’s office.

If a child is not the responsibility of a CW/CBS provider, CFS is responsible for payment through the SRS Region in which the law enforcement emergency placement occurred.

2424 Payment Procedures for Law Enforcement Emergency Placements

Payments for law enforcement emergency placements are made with an open KAECSES or KANPAY case number. If the case is open during the emergency placement on KAECSES or KANPAY, use that case number and customer ID number. If no open case is available, open a KANPAY case.

2425 Required Forms and Documentation

A ADM-3465 shall be completed by CFS staff or received from the provider documenting the emergency placement expense. A “law enforcement application” for the specific placement must be received. Use the law enforcement protective custody PCA codes.

2426 Detention and Secure Care Placements

SRS pays for detention only when the court places a child in SRS custody and orders a Secure Care placement. A detention payment covers only a 24 hour period, excluding weekends and legal holidays per K.S.A. 38-1568. A copy of a journal entry ordering a Secure Care Placement is required.

Payment shall be made at the established SRS rate in the CW/CBS Handbook. Use the CINC in Detention PCA codes. (See Section 1210 for Handbook web address.)

2500 Emergency Medical Expenses

When a child is placed into a designated emergency placement by law enforcement, payment for a child's emergency medical expenses are charged to Family Services PCA codes. Payment should not exceed the Kansas Medicaid rate. CFS should not pay for medical expenses covered by the parents' health insurance carrier, by Medicaid or by Healthwave21.

2510 Payment Procedures for Emergency Medical Expenses

Payments for emergency medical expenses are made with an open KAECSES or KANPAY case number. If the case is open during the medical emergency dates of service on KAECSES or KANPAY, use that case number and customer ID number (either case number can be used). If no open case is available, open a KANPAY case.

2511 Required Forms and Documentation

ADM-3465 shall be completed by CFS staff with an attached, itemized bill from the medical provider which documents the emergency medical expense. Use the Family Services PCA codes.

2600 Medicaid Mental Health Service Delivery

Medicaid mental health/substance abuse services are provided to Medicaid eligible recipients by a Prepaid Ambulatory Health Plan (PAHP) or Prepaid Inpatient Health Plan (PIHP) associate, including a Community Mental Health Center (CMHC) or individual practitioner, who is providing services as a member of the PAHP or PIHP provider network. If a child or youth needs mental health/substance abuse services, the services must be accessed through the PAHP or PIHP.

To access the Kansas Medical Assistance Program Provider Manual access the following website: http://www.khpa.ks.gov/ and click on the Provider link, then the Manuals link. To access the Pre-paid Ambulatory Health Plan for mental health services, Kansas Health Solutions, go to: http://www.kansashealthsolutions.com/

To access the Pre-paid Inpatient Health Plan for substance abuse services, Value Options, go to: http://www.valueoptions.com/members/Members.htm