DFCS Online Policies & Procedures

  DFCS Online Policies & Procedures

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Handbook 1: Financial Support Systems
18-7.1 Supplement to the Dual Agency Rate

 

Financial Support Systems
18-7.1  Supplement to the Dual Agency Rate
Reference Points
Overview
What is a Supplement to the Rate
What is the Supplemental Rate Based Upon
Who May Request a Supplemental Rate
Required Disclosure regarding Supplemental Rates
Completing the Forms Used to Submit a Request
Timeframe for the Completion of the Determination
Eligibility and Effective Date of the Supplement

Social Worker Procedures

PTT Procedures
Quarterly Statistical Reports on the Supplemental Rate
Post-Adoption Cases
Contacts
Other References


Reference Points
Effective Date: 1/9/09
Last Updated: 10/22/13
 Legal Basis:
pdf All County Letter (ACL) 08-54: Instructions regarding the Supplement to the Rate Paid on Behalf of a Dual Agency Child
Popup Window WIC § 11464 (a)(4)
pdf Senate Bill (SB) 84
 Non CWS/CMS Forms:
MS Word Multiple Questionnaire Worksheet (SOC 835)
MS Word Supplement to the Rate Eligibility Form (SOC 836)
MS Word Supplement to the Rate Questionnaire (SOC 837)
MS Word Caregiver Supplement Request Acknowledgement - Caregiver (SCZ 14a)
MS Word Caregiver Supplement Request Acknowledgement - Regional Center (SCZ 14b)
MS Word Dual Agency Rate and/or Supplement Authorization (SCZ 4)
 CWS/CMS Forms:
bullet Placement Management Section


Overview   Dual agency rates apply to those children who are consumers of both Regional Center services and recipients of services from either public child welfare or juvenile probation agencies.  Welfare and Institutions Code § 11464(c)(2)(A), enacted by Senate Bill (SB) 84, established rates for the care and supervision of dual agency children three years of age and older.  Subsequently, objective criteria was developed by the California Department of Social Services (CDSS) and the Department of Developmental Services (DDS) to be used for determining eligibility for, and the appropriate level of, a supplement to the rate based on the extraordinary care and supervision needs of a dual agency child. 
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What Is a Supplement to the Rate  

Counties have sole discretion to determine a supplement to the $2162 rate up to, but not to exceed, one thousand dollars ($1000) per month, if the dual agency child is deemed to have a need for extraordinary care and supervision that cannot  be met by the $2162 rate.

The supplemental rate structure has four levels ($250, $500, $750, and $1000) based on the assessed severity of a dual agency child's condition.  The amount of a supplement may not exceed one thousand dollars ($1000).

A supplement to the rate, once determined, remains in effect until the dual agency child is no longer eligible to receive Regional Center services or is no longer eligible for AFDC-FC or AAP benefits.  If a dual agency child changes placement to a foster care provider or adoptive home placement, a new authorization is not necessary.

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What is the Supplemental Rate Based Upon  

The supplemental rate is based on four objective criteria:

  1. Deficits in self-help skills
  2. Impairments in physical coordination and mobility
  3. Medical conditions
  4. Disruptive or self-injurous behavior
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Who May Request a Supplemental Rate  

The supplement may be requested by the:

  • Child's foster care provider
  • Adoptive parent or
  • Regional Center

based on the extraordinary care and supervision needs of a dual agency child.  The caregiver may request verbally or in writing that the child's eligibility for the supplement be determined.  Upon receiving a request for a supplemental rate, the social worker must request information regarding the four criteria upon which a supplemental rate is based. 

The information may come from the Regional Center or other collateral service providers.

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Required Disclosure regarding Supplemental Rates  

Social workers must inform all recipients of AFDC-FC and the Adoption Assistance Program (AAP) benefits and any prospective and new foster/adoptive parents that the law authorizes a supplement to the $2162. dual agency rate.  The supplemental rate may not to exceed $1000 for children three (3) years of age and older who require extraordinary care and supervision. 

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Completing the Forms Used to Submit a Request  

There are three State forms that are used in completing the determination regarding a supplemental rate for a dual agency child.

  • Supplement to the Dual Agency Rate Multiple Questionnaire Worksheet (SOC 835)
    • This form may be used as a tool to gather responses from all questionnaires (SOC 837) when multiple questionnaires are used.  Responses from each questionnaire can be viewed on this one document.  the Worksheet helps to ascertain that all questions on the SOC 837 have been asked and answered.
    • When using the SOC 835, transfer the circled answers from each SOC 837 onto the SOC 835.  Write in the name of each agency consulted to complete each questionnaire on the space provided on the SOC 835.
  • Supplement to the Rate Eligibility Form (SOC 836)
    • The SOC 836 is a chart to determine the supplemental rate for which the child qualifies.
    • Circle the number(s) that correspond with "YES" answers on the Questionnaires.
    • The dollar amount of a specific supplement to the rate corresponds to the "YES" responses to the items on the Questionnaire(s).
  • Supplement to the Rate Questionnaire (SOC 837)
    • Completed by the social worker and Regional Center coordinator.
    • Directions for completion are on the form.
    • To the extent that the Regional Center cannot respond to a specific item on the form concerning the child's condition, the social worker may seek the information from other professionals who have relevant information regarding the condition and needs of the child.
    • Multiple questionnaires may be used when consultations with multiple professionals are necessary to complete a thorough evaluation of the child's condition.
    • If the Questionnaire lacks adequate information crucial to an assessment of the child's health or has not been completed accurately, the social worker should immediately schedule or have the caregiver schedule any needed medical appointments or psychological evaluations to obtain the needed information.
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Timeframe for Completion of the Determination  

The eligibility of a dual agency child for a supplemental rate must be determined within 90 days of receipt of the request. 

  • If the request comes from a foster care provider or an adoptive parent, the social worker must send:
    • The foster or adoptive parent a Caregiver Supplement Request Acknowledgement - Caregiver (SCZ 14a).

  • If the request comes from the Regional Center, the social worker must send the:
    • Regional Center a Caregiver Supplement Request Acknowledgement - Regional Center (SCZ 14b) and
    • Foster or adoptive parent a Caregiver Supplement Request Acknowledgement - Caregiver (SCZ 14a)

Both forms have a place for documenting the date of the request and the date by which the eligibility must be determined, which is 90 days from the date of the request.

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Eligibility and Effective Date of the Supplement  

The effective date of the supplement is retroactive to the date the request for the supplement was made by the foster or adoptive parent or Regional Center. 

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Social Worker

Procedures

 

To complete the process of determining the eligibility of a dual agency child to receive a supplemental rate, the social worker:

  • Discusses the supplemental rate with the dual agency child's foster care providers or adoptive parents and the Regional Center coordinator or representative.
    • It is best practice to review the Supplemental rate eligibility process with the caregiver and to maintain ongoing communication about the status of the eligibility process with the caregiver as it proceeds.
  • Upon request by the foster or adoptive parent or Regional Center for an eligibility determination for a supplement, prepares the Supplement Request Acknowledgement - Caregiver (SCZ 14a) letter or Supplement Request Acknowledgement - Regional Center (SCZ 14b).
    • The social worker does not need to try to obtain a specific rate level amount from the caregiver; however, if the caregiver requests a specific amount ($250, $500, $750, or $1000), the requested amount is recorded on the Dual Agency Rate and/or Supplement Authorization (SCZ 4).
    • See Timeframe for Completion of the Determination above.

  • Mails the Acknowledgement Letter(s) to the respective parties.
  • Completes Supplement to the Rate Questionnaire (SOC 837) based on current information about the dual agency child.
    • Information must be obtained by telephone, fax, email or mail from a Regional Center service coordinator or representative.
    • If additional information is needed, other professionals with relevant information about the child, including the caregiver, may be contacted to complete additional Questionnaires. 
  • Sends the Questionnaire by fax, email or mail to the Regional Center service coordinator or representative or to any other professional or the caregiver if another professional or caregiver assisted in completion of a Questionnaire.

  • Requests that the person review and sign the Questionnaire and return it within ten (10) business days.
    • Each completed Questionnaire must have a date, phone number, fax number, agency name and address, and the printed name and signature of the person reviewing the information.
  • Completes the Supplement to the Rate Eligibility Form (SOC 836), using the responses on the completed SOC 837 forms and any other relevant information.
    • The SOC 836 establishes the level of the supplemental rate.
    • The dollar amount of a specific supplemental rate corresponds with the "Yes" responses to the items on the Questionnaire (SOC 837).
    • The effective date is the date of the request from the caregiver.
    • The approval or denial date is the date the social worker completes the form to determine the child's eligibility
  • Completes the Dual Agency Rate and/or Supplement Authorization (SCZ 4).

 

If the child... then the social worker...
is eligible for a supplement to the rate
  • forwards to the Placement Tracking Team (PTT), copies of the:
    • SCZ 4
    • SOC 837
    • SOC 836, and, if applicable,
    • SOC 835
  •  
  • retains original copies of the forms in the child's case file.
  • provides copies of all completed SOC 837's and the SOC 836 to the foster care provider or adoptive parent upon request.
is not eligible for a supplement to the rate
  • enters on the SOC 836:
    • Date of denial
    • Social worker's phone number
    • Agency name and address
    • Circle Social Services or Adoption

  • Immediately notifies staff in the DFCS Special Funds Unit of the denial.
    • The Special Funds analyst assists the social worker in informing the caregiver of the denial and the caregiver's appeal rights.

  • Files the SOC forms in the case file.
 
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PTT Procedures  

When receiving supplemental rate approval documents for AFCD-FC children and children in adoptive home placements receiving AAP, the PTT:

  • Opens the client's services case folder in CWS/CMS.
  • Goes into the Placement Notebook (red button) to enter data.
    • Select the Ongoing Requests tab.
    • Check the Specialized Care Increment (SCI) Rate button.
    • Enter the appropriate rate from the SOC 826 in the SCI Rate box.
    • Under Payment Type, select Developmentally Disabled Children from the drop down menu.
  • Generates the SOC 158 documenting authorization of the Supplement and the amount of the Supplement.
  • Obtains the social worker's signature on the SOC 158.
  • Forwards the SOC 158 and required documentation to the eligibility worker.
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Quarterly Statistical Reports on the Supplemental Rate  

The California Department of Social Services (CDSS) and the Department of Developmental Services (DDS) must report to the state legislature various data regarding the Supplement.  This data cannot be collected via CWS/CMS and must be gathered directly from social workers quarterly.  The data includes:

  • The number of pending requests for eligibility determination for the Supplemental and
  • The rate level requested by the caregivers.
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Post-Adoption Cases  

For Children Receiving AAP and a Supplement to the Rate, the AAP social worker:

  • Opens the client's services case folder.
  • Goes to the Adoptive Placement Notebook.
  • Selects the Adoptions Assistance Program Agreements tab.
    • Select the “+” button
    • In the “Benefit Basis” box, select “Regional Center”;
      • The “Benefit Based on Regional Center Rates” becomes enabled.
    • Select the appropriate Regional Center
    • Within the “Service Level”, select level number “1”
    • Within the “Amount” field; enter the total amount the child is receiving.  Examples:
      • Enter $967 (no supplement for a child under three years of age)
      • Enter $2,162 (no supplement for a child under three years of age determined to be a Regional Center client)
      • Enter $2,162 (no supplement for a child under three years of age determined to be a Regional Center client)
    • Within the “Comments” field, enter the amount of the supplement to the rate the child is receiving.
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Administrative Hearings  

WIC § 11464 (a)(4) specifies that children who receive rates pursuant to the new dual agency rate provisions are afforded the same rights to due process as all children who apply for AFCS-FC or AAP benefits, pursuant to WIC § 10950.

Foster care providers and prospective adoptive and adoptive parents must be informed through a Notice of Action (NOA) provided by the eligibility worker of the denial or approval of their request for a supplement and, if applicable, the amount of any supplement to the $2162 rate.

In the NOA, foster care providers and adoptive parents must be advised of their appeal rights pursuant to WIC § 10950 and, if requested, provided with copies of the completed Questionnaires and Eligibility Form.

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Contacts  

General Inquiries:

  • Mary Beth Rogers, Management Analyst

Special Funds Unit

Tel:  408-501-6828

marybeth.rogers@ssa.sccgov.org

 

For Post-Adoption Inquiries:

  • Irene Peoples, Social Work Supervisor

Post Adoption Services

Tel: 408-501-6351

irene.peoples@ssa.sccgov.org

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Other References  
bullet2 OPP Chapter 18-7: Dual Agency Rates
MS Word2 Agency Memorandum 09-03: Instructions for the Supplement to the Dual Agency Rate
MS Word2 Agency Memorandum 09-25: Updates on Dual Agency Rate and Supplement
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