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  DFCS Online Policies & Procedures

  DFCS Online Policies & Procedures

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   <<< Return to OPP Table of Contents [an error occurred while processing this directive]
Handbook 15: Health Care
15-1 Health and Education Passport (HEP)
Health Care
15-1  Health and Education Passport (HEP)
Reference Points
Overview
Health and Education Passport (HEP)
Health and Education Binder
DFCS Policy regarding HEP Binders
Well-Child Physical and Dental Examinations
Payment for Well-child Examinations
Role of the ER Social Worker
HEP Clerk Responsibilities
Placement Tracking Team (PTT) Responsibilities

Role of the CHDP Public Health Nurse (PHN)

Child Health and Disability Prevention Program (CHDP) Health Care Program for Children in Foster Care (HCPCFC)

Role of the DI Social Worker
Role of the Continuing Social Worker
Role of the Resource Family or Caregiver
HEP Discontinuance
Other References


Reference Points
Effective Date: 12/01/06
Last Updated: 7/30/13
 Legal Basis:
Popup Window Welfare and Institutions Code (WIC) § 16010, §16010.6
pdf California Department of Social Services (CDSS) Manual of Policies and Procedures (MPP) Division 31-206.351-352
Popup Window California Department of Social Services (CDSS) All County Information Notice #I-29-13 Extended Foster Care Update
Popup Window Education Code §49076
 Non CWS/CMS Forms:
pdf

Health and Education Questionnaire (JV225)

MS Word Child’s Immediate Health Care Needs (SCZ 2170)
MS Word Consent for Mental Health Treatment, Record Keeping and Acknowledgement of Receipt of Notice of Privacy Practices (SCZ 243)
MS Word Authorization for Use and Disclosure Of Protected Health Information (SCZ 244)
pdf Health Contact Form (SCZ 1702)
MS Word Request for School Records (SCZ 172c)
MS Word Family Social and Medical History Form (SCZ 222)
MS Word DFCS Request - Medical/Dental (SCZ 414Z)
 CWS/CMS Forms:
bullet Service Management Section: Contacts


Overview  

Welfare and Institutions Code § 16010 mandates that the case plan and court reports for every child in foster care include a summary of the child's heath and education information.  The Department of Family and Children's Services (DFCS) utilizes the CWS/CMS Health and Education Passport (HEP) to document the information. 

The purpose of HEP is to: 

  • Provide a summary of the child's health and education records.
  • Assist in the initiation and continuity of medical assessment and treatment.
  • Avoid duplication of medical services.
  • Preserve essential medical data on a child in out-of-home care.
  • Increase the willingness of health care providers to accept a child in out-of-home care as a patient by providing better background information on the child in an easily accessible format.
  • Consolidate the educational information, including current and former schools, special education information and grade level performance, in a location readily accessible to the caregiver, the child, educators and social workers.
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HEP Passport  

The Health and Education Passport (HEP) is a document printed out from information in the Child Welfare Services Case Management System (CWS/CMS).  It summarizes all obtainable health and education information for children in foster care from birth to present.  It includes the child's immunizations, alerts, hospitalizations, mental health, medication, dental, routine health visits and educational information.  The HEP for each child is printed out and placed in a binder, which becomes the child's HEP binder.  It accompanies the child throughout out-of-home placement.

A new copy of the HEP is generated when:

  • New information is inputted into CWS/CMS
  • To accompany a child when the child changes placements. 

For Non- Minor Dependents (NMD):

Agencies/case managers are required to provide the HEP to a caregiver when a NMD is first placed in the home, as all federal requirements that apply to a minor dependent applies to a NMD. The case manager must explain to the NMD the requirement and the benefits and liabilities of sharing this information with a caregiver. However, the HEP can only be included in a NMD’s court report with the NMD’s written consent [W&IC section 16010(b) & and (c)]. Any other stricter federal law regarding medical confidentiality for the NMD must be observed as well.

 

Click here for instructions on generating the HEP.

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HEP Binder  

The Health and Education Passport (HEP) is placed in a binder that contains other materials intended to provide the resource family or caregiver with medical and education information about the child.  The following information is included in the binder:

  • General HEP instructions
  • HEP Passport
  • Health Contact Forms (SCZ 1702)
  • Self-addressed envelopes
  • CHDP Brochure
  • First Aid Guide
  • Community Resource Guide
  • Compartments for Medi-Cal card, Medical Consents, Immunization Records, Educational Records, Individualized Educational Plan (IEP)and Life book. 
The HEP binder is given to the child's caregiver within 30 days of the child's initial placement in out-of-home care.  The binder accompanies the child to each subsequent placement, or the social worker ensures that the subsequent care provider receives the HEP binder within 48 hours of the child's placement. 
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DFCS Policy regarding HEP Binders  

It is DFCS policy that all children placed in out-of-home care receive a Health and Education Passport (HEP) binder containing a copy of the HEP.  The social worker must ensure that the most recent and accurate health and educational information is included in the HEP.  The HEP binder must accompany the child when there are placement moves, including when the child is admitted to the Children's Shelter.  The initial caregiver must receive the HEP binder within 30 days of the child's placement.  The binder must accompany the child to subsequent placements, or the social worker must ensure that the new caregiver receives and HEP binder within 48 hours of the child's move to the new placement. 

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Well-child Physical and Dental Examinations

 
  • Well-Child Physical Examinations
    • Well-child physical examinations must be accomplished according to the Periodicity Schedule for Health Assessment Requirements by Age Group.  The Schedule contains guidelines regarding the recommended intervals between examinations based on the child's age.  DFCS policy continues to emphasize that it is best practice for children age 4 years and older to have yearly physicals.  Although not required, yearly physical examinations for older children are strongly encourage because the health and development of foster children is often impacted by adverse life experiences.
    • In addition to the requirements for examinations set by the Periodicity Schedule, State regulations require that each child in placement receives a medical and dental examination, preferably prior to but not later than 30 days after every placement.  This applies to initial and subsequent placements


Periodicity Schedule for Health Assessment Requirements

by Age Groups

Infants
  Under 1 mo. 1-2 mo. 3-4 mo. 5-6 mo. 7-9 mo. 10-12 mo. 13-15 mo. 16-23 mo.
Interval Until Next Exam

1mo.

2 mos.
2 mos.
2 mos.
3 mos.
3 mos.
3 mos.
6 mos.
Toddlers and Older Children
 
2 yrs.
3 yrs.
4-5 yrs.
6-8 yrs.
9-12 yrs.
13-16 yrs.
17-20 yrs.
Interval Until Next Exam
1 yr.
1 yr.
2 yr.
3 yr.
4 yr.
4 yr.
None
    • The following items should be taken to the child's physical exam: 
      • Medi-Cal card
      • Immunization records
      • Health Passport
      • Any other available health records
      • Health Contact Form (SCZ 1702)
      • List of questions and concerns

For Non-Minor Dependents (NMD):

The CHDP exam is a service offered to a foster child and as such, is required to be offered to a NMD. The examination is a state requirement; therefore, a NMD, as an adult, has the right to refuse an annual exam. The case manager and caregiver, when appropriate, should explain to the NMD why the exam is important to help maintain good health.

 

Annual Dental Examinations

    • Beginning at age 3, all children must receive a dental examination annually.  Denti-Cal and may dental plans allow examinations every six (6) months.

CHDP staff may be contacted for a list of doctors and dentists who accept Medi-Cal and perform CHDP exams. 

 

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Payment for Well-child Examinations  

Most foster children are eligible for Medi-Cal which will pay for a well-child physical examination by a Child Health and Disabilities Prevention (CHDP) enrolled doctor.  Not all doctors are CHDP enrolled.  A list of CHDP providers is available from the CHDP Public Health Nurses (PHN's) located at 373 W. Julian, 5th floor (Tel: 408-501-6669).

When making an appointment for the well-child examination, caregivers should confirm that Medi-Cal or the child's other medical coverage will cover the physical examination related to placement or the child's change of placement.  If a required physical examination is not covered by Medical or any other insurance, the social worker requests special funds to pay for the well-child examination using the DFCS Request - Medical/Dental (SCZ414Z).

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Role of the ER Social Worker  

While conducting a referral investigation, the Emergency Response (ER) social worker attempts to solicit health and education information about the child.   The ER social worker:

  • Inquires about health information for the child including:
    • Medical needs
    • Injuries
    • Diseases
    • Allergies
    • Disabilities
    • Medications
    • Last health and dental exam
    • Immunization records
    • Medical and dental providers

  • Inquires about school information if any of the children are of school age.
    • Current school
    • Grade Level
    • Educational needs

  • If the referral investigation occurs at a medical facility:
    • Follows investigative procedures.
    • Collects information from medical personnel.
    • Requests information about the child's special needs.
    • Requests a copy of the child's medical charts, medications with instructions, and discharge plan. 

  • When removing a child, asks permission to take the following:
    • Medications and instructions
    • Special medical care apparatus
    • Immunization records
    • Medical Insurance cards
    • Information about the child's health, allergies, etc.


If the child is placed in temporary custody and.. then the social worker..
Circumstances allow for the completion of forms by the parents or legal guardians Requests that the parents complete and assists the parents in completing the forms:
  • Your Child's Health and Education (JV 225) and
  • Authorization for Use and Disclosure of Protected Health Information (SCZ 244).
 Circumstances do not allow for completion of the JV 225 and SCZ 244 by the parents or legal guardians Completes the form Child's Immediate Health Care Needs (SCZ 2170).
Circumstances do not allow for the completion of any forms Who is assigned to the dependency investigation is responsible for completion of the JV 225 and SCZ 244.
 
 
  • Makes a copy of the JV-225 or SCZ 2170 and places it in the HEP binder to be given to the caregiver at the time of the child's initial placement.
    • If the the child is admitted to the Receiving, Assessment and Intake Center (RAIC),  a copy of the form(s) in the binder is given to the RAIC staff, so it can be provided to the child's initial placement provider.
      • Binders are available in supply areas at the 373 W. Julian St. office, the Receiving, Assessment and Intake Center, The Family Resource Centers, and in South County, at the Rosanna St. and Tompkins Ct. offices.
  •  
  • Sends a copy of the SCZ244 to the HEP clerical support staff, 373 W. Julian, 5th floor.
  • Files the original SCZ 244 in the child's case file.
  • Documents the child's health and education information in a CWS/CMS Contact Note.
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HEP Clerk Responsibilities  

There are three HEP clerical staff who are responsible for tasks related to the Health and Education Passports and Binders.

Office Specialist III (for initial placements)

  • Reviews weekly a copy of the HEP Alert, which is a current list of initial placements for children in out-of- home care.
    • This list alerts the clerk as to which caregivers need to be sent an HEP binder.
  •  
  • Using the Bay Area Immunization Registry-CAIR, collects immunization records for each child listed on the HEP Alert list.
    • Reconcile data from HEP Alert with SOC 158's received from the Placement Tracking Team (PTT) to ensure each child in his or her initial placement receives a HEP binder.

  • Enters immunization records in the child's immunization section in CWS/CMS Health Notebook. 


  • Contacts the child's social worker or the Public Health Nurse (PHN) when health information is not available for the child to ask if the social worker has or can obtain health information.
  • Contacts medical providers to obtain medical records if the records are not received within 10 business days of the first request.

  • Mails HEP binders to the child's caregiver within 30 days of the child's initial placement.
    • The mailings occurs:
      • No later than 25 days after the child was initially placed and, again if necessary, after all medical records identified on the SCZ244 are received and entered into CWS/CMS by the CHDP PHN's.
      • At the request of the CHDP PHN's, social workers, or caregivers.

 

Office Specialist III (for placements subsequent to the initial placement)

  • Reviews daily a copy of the Children's Shelter bed list of newly admitted children into the Shelter.
  • Using the Bay Area Immunization Registry-CAIR, collects immunization records for each child listed on the bed list for whom immunization records have not already been obtained.
  • Enters immunization records in the child's immunization section in CWS/CMS Health Notebook. 
  • Forwards a copy of the child's immunization records to the social worker and DFCS PHN.
  • Forwards the HEP binder to the caregiver, including the Shelter if the child is placed at the Shelter, for any child who remains in out-of-home care for 15 days or more.
    • The binder accompanies the child to their next placement.
  • Enters the following information, if available, into the CWS/CMS Health Notebooks:
    • The current doctor or dentist
      • Attach this if the doctor or dentist is already listed in the service provider data base)
    • Well-child exam date

  • Contacts the child's social worker or the Public Health Nurse (PHN) when health information is not available for the child to ask if the social worker has or can obtain health information.  

  • Mails blank health contact forms to caregivers along with self-addressed envelopes for the caregiver to take to the child's next medical appointment.

  • ID's Health Assessment Discharge Summaries from the Children's Shelter and the Community Care Licensing (CCL) physician's report.
    • The originals are routed to the assigned social worker
    • The copies are forwarded to the PHN.
  • Forwards SCZ 1702 forms received from social workers or by mail to the CHDP PHN's for review and entering into CWS/CMS.

 



Customer Service Technician (parent liaison)

  • Reviews daily the Initial Petition worksheet faxed by Dependent Intake (DI) clerical to determine the schedule for and number of Initial Hearings that are set.
  • Prepares for each child on the Initial Petition Worksheet the:
    • Consent for Mental Health Treatment (SCZ 243)
    • Authorization for Use and Disclosure Of Mental Health Treatment (SCZ 244)
  • Attends Initial Petition Hearings to obtain initial health information for each child from the parent(s) or guardian(s).
    • Information is not obtained from incarcerated or otherwise institutionalized parent.

  • Meets with each child's birth parents at the time of the Initial Petition Hearing to complete the Health and Education Questionnaire (JV225).
    • The DI social worker remains primarily responsible for ensuring that these documents are completed if the HEP clerical support staff cannot complete the JV225 at the Initial Petition Hearing.
    • If the CST is unable to complete the JV225, the CST contact the DI social worker.

  • Obtains consent from the parents for:
    • Mental health services for the child by having the parents sign the Consent for Mental Health Treatment (SCZ 243).
    • Medical records of the child by having the parents sign an Authorization for Use and Disclosure of Protected Health Information (SCZ 244).

  • Explains the CHDP program and health contact forms to the parents, relative caregivers, and/or potential caregivers.

  • Requests from medical providers medical records as identified on the Authorization for Use and Disclosure of Protected Health Information (SCZ 244).
    • Medical records are required for each child under the age of three. 

  • Researches immunization records on the Bay ARea Immunization Registry-CAIR.

  • Enters JV225 into CWS/CMS HEP.

  • Enters information from Health Contact forms into the CWS/CMS Health Notebook.
  • Forwards copies of Health Contact forms and medical records to the CHDP PHN Unit for review and entry of complex medical information into CWS/CMS.

  • Confers with the DI social worker regarding given or existing health information on each child such as:
    • Birth records
    • Allergies
    • Immunization records

  • Reviews medical records for purposes of confidentiality and recording of appropriate health information.

  • As requested, meets with County Counsel regarding child's health issues.
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PTT Responsibilities  

The responsibilities of the Placement Tracking Team (PTT) are to: 

  • Enter in CWS/CMS new placement information for each child when a change of placement occurs, including:
    • New address
    • Current caregiver
    • School information, if available

  • Send a copy of the SOC 158 to the HEP support clerk to ensure each child in his or her initial placement receives a HEP binder. 


  • Generate a copy of the HEP for each child  when a change of placement occurs. 
    • If the HEP is blank and lacks the following information:
      • Child's last well exam
      • Education information, including school and grade level

      immediately contact the assigned social worker to ensure the the information is entered in CWS/CMS.

        • If the social worker does not respond within 24 hours, contact the social work supervisor. 
        • Document efforts made in contacting the social worker.
  • Enter educational information related to the new placement from information provided by the SCZ17, submitted by the social worker.
  • Within 48 hours send by mail to the child's new caregiver the:
    • Health and Education Passport (updated) and
    • Health Contact forms (SCZ 1702) with instructions.
  •  
  • Document in the CWS/CMS Contact Notebook the Date in which the HEP was sent to the child and caregiver.
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Role of the Public Health Nurse  

The Department of Family and Children's Services (DFCS) and Public Health Department's Child Health and Disability Prevention (CHDP) staff work in partnership with DFCS to administer the Health Care Program for Children in Foster Care (HCPCFC) and provide CHDP services to assist resource families in meeting the health needs of children in out-of-home care.  

The role of CHDP Public Health Nurse is to :

  • Provide consultation and training to social workers, resource home families, and HEP clerical support staff on the preventive and special health needs of children in foster care.
  • Maintain and update a list of CHDP doctors and Medi-Cal dentists.
  • Assist Resource Families in obtaining timely comprehensive physical and dental exams for children in their care.
  • Monitor completion of required preventive exams by checking the weekly Well Child Exam list.
  • Review health information forms to identify and follow-up on diagnosed conditions of foster care children.
  • Documents complex medical conditions and interventions on CWS/CMS Health notebook.
    • Once reviewed, forwards uncomplicated medical forms to clerical staff for entry.
  • Review medical records received as a result of attaining medical consent (SCZ 244).
    • When confidential health information is received on a health form, in CWS/CMS, check the box:
      • "Sensitive Health and Medical Information is on File for this Person" which is located on the Summary Page of the Health Notebook.
    • Forward a copy of the medical records to the social worker.
  • Expedite referrals to specialty medical providers, dentists, developmental services, and community programs.
  • Interpret health care reports for social workers as needed.
  • Collaborate with social workers to ensure that necessary health care information is available to those persons responsible for providing health care for the child.
  • Coordinate health services for children in out-of-county placements with the assistance of the statewide and network of Foster Care PHN's and CHDP services.

 

Social workers may contact the Child Health and Disability Prevention Program Unit (CHDP) to consult with CHDP Public Health Nurses. 

CHDP Unit

373 W. Julian Street, Bldg. 2, 5th floor

Tel: (408) 501-6669

 

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Role of the DI Social Worker  

While conducting a dependency investigation, the Dependent Intake (DI) social worker must solicit health and education information about the child if the information has not been obtained.  The DI social worker:

  • Has the parents or legal guardians complete the:
    • Health and Education Questionnaire (JV225) if the ER social worker and HEP clerk were unable to obtain all of the information.
      • The DI social worker remains primarily responsible for ensuring that the JV 225 is completed.
      • If the parents/guardians are not available, diligent efforts must be made to obtain this information from relatives or other persons who have knowledge of the child's medical history, current health condition, and education information.
    • Authorization for Use and Disclosure of Protected Health Information (SCZ244) if the ER social worker and HEP support clerk were unable to obtain all of the information.
      • If the parents/guardians are unable or unwilling to provide authorization to request medical records, the social worker must obtain court authorization to obtain the medical records.
    • Consent for Mental Health Treatment (SCZ243) if the child receives or is in need of mental health treatment and the ER social worker and HEP support clerk were unable to obtain all of the information.
      • If the parents/guardians are unable or unwilling to provide authorization to request medical records, the social worker must obtain court authorization to obtain the medical records.
     
  • Distributes the JV225 as follows:
    • Retain one copy in the child's file.
    • Forward one copy to the HEP clerical support staff.
    • Sends the original copy of the JV-225 to the County Clerk's Office to be filed in the child's legal file.

  • Begins filling out the Family Social and Medical History Form with the Family (SCZ 222).

  • Reviews the Health and Education Passport (HEP) with the child's caregiver during each and every monthly contact with the caregiver, whether in person or by telephone.
    • Confirm that the caregiver has received the HEP binder with the HEP, Health Contact forms, and other materials.
  •  
  • Plans with the caregiver for necessary medical and dental care for the child.
    • Well-child physicals must be scheduled at intervals recommended on the Periodicity Schedule as well as within 30 days of every placement.

  • Enters appropriate health information for the child in the CWS/CMS Contact Notebook. 

  • If the child is enrolled in school and educational information has not already been completed by the ER social worker or HEP clerical support staff. obtains and enters the following information in CWS/CMS Education Notebook:
    • Current school
    • Current grade
    • Special education needs of the child
    • School Performance, strengths and interests. 
    • Previous schools
  • Confers with the HEP support clerk at the Initial Petition Hearing to ensure that the health and education information for each child is accurate.
    • To facilitate the process of collecting initial health information for each child, Dependent Intake (DI) clerks email a copy of the Detention Worksheet on a daily basis to the DFCS Office Management Coordinator in the Administrative Support Bureau. 
  • At every child's initial placement or change of placement, provides the child's caregiver with the following:
    • Verbal explanation about the CHDP program
    • Health Contact Forms (SCZ 1702)
    • Basic medical information about the child contained in the Health and Education Passport (HEP).


  • Within 31 days of the initial placement, confirms with the caregiver that the updated HEP binder with the HEP has been received.
    • Follow-up as necessary to ensure that the caregiver has an initial Passport document and understands how to use the contents of the HEP binder.
  • Files medical records in the child's case folder.
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Role of the Continuing Social Worker  

Continuing social workers continue to complete and update health and education information for children on their caseload.  The Continuing social worker:

  • Generates and provides a copy of the HEP to the child's caregiver on a monthly basis. 

  • Ensures that the HEP Binder has been provided to the caregiver within 30 days of the child's first initial placement. 
    • The initial HEP binder for each child is sent by mail to the child's new caregiver within 30 days of the child's date of placement by the HEP Clerk. 
  • After any subsequent placements, ensures that the HEP Binder is transferred with the child and reviewed with the new caregiver.
    • The HEP passport is sent by mail to the child's new caregiver within 48 hours by the PTT.
    • Upon a change of placement, the social worker notifies the child's attorney of the move and provides the caregiver's name, address, and phone number.

  • Reviews the Health and Education Passport (HEP) with the child's caregiver during each and every monthly contact with the caregiver, whether in person or by telephone.
    • Confirm that the caregiver has received the HEP binder with the HEP, Health Contact forms, and other materials.
    • Emphasize the importance of maintaining a record of the child's medical care.
  •  
  • Documents all contacts in CWS/CMS Contact Notebook.

 


Health

  • At every child's initial placement, change of placement, and every six-month review, provides the child's caregiver with the following:
    • Verbal explanation about the CHDP program
    • Health Contact Forms (SCZ 1702)

  • Plans with the caregiver for necessary medical and dental care for the child.
    • Well-child physicals must be scheduled at intervals recommended on the Periodicity Schedule as well as within 30 days of every new placement.

  • Reminds caregivers to:
    • Take the Health Contact Form (SCZ1702) to all medical, dental, or clinic appointments for completion by the health provider. 
    • Maintain a copy of the Health Contact From (yellow copy) in the HEP binder (yellow form). 


      Generally, the medical provider returns the Health Contact Form by mail to the CHDP Unit.

      • If the provider gives the form to the caregiver to return to the CHDP Unit and caregiver asks the social worker to take the form to the CHDP Unit, the social worker takes the completed Health Contact Form (SCZ 1702) to the DFCS and:
        • Forwards a copy to the HEP clerical support staff, 373 W. Julian St., 5th floor.
        • Files the original SCZ 1702 in the child's case folder.
        • Consults with a CHDP PHN regarding any health related issues for a child. 
        If the social worker receives the Health Contact Form directly from the medical provider, the social worker handles the form according to the steps above.

  • Responds to the CHDP PHN with health information requested for each child. 



Education

The Continuing social worker:

  • Immediately after the case has been assigned, requests the child's school records using the Request for School Records for a Dependent Child of the Court (SCZ 172b).
    • Contact the Educational Rights Unit if the records are not received within ten (10) business days.  Education Rights Coordinator: (408) 501-6846.
    • If the child is in the process of transferring to a new school, request records from the last school attended.
  • Updates the child's school records on CWS/CMS with new school information.
    • If a gap appears in the child's school enrollment record, enter the child's previous school enrollment dates, if the information is known or available.
      • Reasonable efforts should be made to obtain accurate school enrollment dates by interviewing the child or reviewing school records. 
      • Contact the CWS/CMS Help Desk (408) 755-7575 for instructions on how to enter retroactive educational data.

  • Reviews and updates the Education Notebook in CWS/CMS by entering the child's educational record information, selecting information type under the drop down menu:
    • Attendance records
    • IEP, if applicable.

  • If the child is has an Individualized Educational Plan (IEP), obtains a copy of the child's (IEP). 
  • Enters the date of the IEP and the qualifying reason for the IEP in the IEP field in the child's CWS/CMS, Education Notebook.
    • A copy of the IEP must be included in the child's HEP binder.
  • If an Individual Family Service Plan (IFSP) (age 0-3) applies to the child, requests a record from the San Andreas Regional Center and record in CWS/CMS the:
    • Date of the IFSP and the qualifying reason.
    • Progress  record.
    • Year-end report card.
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Role of the Resource Family or Caregiver  

The resource family or caregiver has a major responsibility to protect the health, safety, and well-being of children placed in their care.  This responsibility extends to the following:

  • Maintain the Health and Education Passport (HEP) binder for each child in their care.
  • File health/education documentation reports in the HEP binder.
  • Ensure that a Health Contact Form (SCZ 1702) is completed by all health providers:
    • Medical physicians
    • Psychiatrists
    • Dentists
  • Return completed Health Contact Forms to the CHDP Unit while maintaining a copy in the HEP binder.
  • If necessary, schedule appointments for immunizations. 
    • Contact CHDP to clarify if the child requires immunizations.
  • Schedule a physical or dental exam within 30 days of the child's placement. 
  • Schedule follow-up medical/dental appointments as required. 
  • Track and report the child's developmental milestones.
  • Maintain the LIFEBOOK for the child while in care.
  • During the monthly contact, review all necessary medical, dental, and educational information with the child's assigned social worker.
  • Contact a CHDP Public Health Nurse for questions related to child's health status or a list of service providers that accept Medi-Cal and perform CHDP exams. 
  • Ensure that the HEP binder travels with the child if a change of placement occurs. 
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HEP Discontinuance  

The HEP is discontinued and the social worker provides a copy of the most  HEP to the parents/guardians/probation officer/child when the following occurs:

  • The child is returned home
  • The child is adopted
  • The Court orders legal guardianship
  • The child becomes a 602 and Ward of the Delinquency Court
  • The youth emancipates

 

The following steps should be followed:

  • Retrieve the HEP binder from the last out-of-home caregiver.
  • Photocopy all medical, dental, and educational materials and place the materials in the child's case file. 
    • Original documents must be provided to the parent(s), legal guardian(s), and emancipating youth.
      • Emancipating youth should not be provided with court ordered psychological evaluation reports.
  • Provide the parent(s), legal guardian(s), probation officer, or emancipating youth with a copy of the most recent HEP. 
  • Return the HEP Binder to the HEP support clerk for recycling. 
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Other References  
MS Word2 Agency Memo #08-21: Reminders and Revised Procedures concerning the Health and Education Passport
MS Word2 Errata to Agency Memo #08-21: Clarification of Dependent Intake Social Worker’s Role SCZ 244 Not Completed
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