DFCS Online Policies & Procedures

  DFCS Online Policies & Procedures

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Handbook 1: Financial Support Systems
18-7  Dual Agency Rates

 

Financial Support Systems
18-7  Dual Agency Rates
Reference Points
What Is the Amount of the Dual Agency Rates
Who May Receive the Dual Agency Rates
Alternative Residential Model (ARM) Rates
DFCS Social Workers' Responsibilities
Regional Center's Responsibilities
Required Actions by the Social Worker to Establish Payment
Placement Tracking Team (PTT) Instructions
Other References


Reference Points
Effective Date: 8/1/08
Last Updated: 10/22/13
 Legal Basis:

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All County Letter (ACL) 08-17: Dual Agency Care Rates for Children with Developmental Disabilities who Receive Aid to Families with  Dependent Children-Foster Care or Adoption Assistance Program Benefits

All County Letter (ACL) 13-62: Aid To Families with Dependent Children-Foster Care (AFDC-FC) California Necessities Index (CNI) Increases and other Rate Increases

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Welfare and Institutions Code § 11465

 Non CWS/CMS Forms:
MS Word Dual Agency Rate and/or Supplement Authorization (SCZ 4)
MS Word Dual Agency Rate - Verification of Child's Dual Agency Status(SCZ 4A)
 CWS/CMS Forms:
bullet Client Management Section:  Health Notebook
bullet Placement Management Section


Overview  

Rates for children who are served by both child welfare or probation agencies and California regional centers are set in Welfare and Institutions Code § 11465, which was enacted as a result of Senate Bill (SB) 84.   The law clarifies the roles and responsibilities of child welfare agencies, probation agencies, and regional centers and is intended to promote the timely and appropriate placement of developmentally disabled children with foster and adoptive families.

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What Is the Amount of the Dual Agency Rates  

For purposes of this chapter, a "dual agency child" is a child in foster care home, in an adoptive placement, or who was adopted from the foster care system who receives benefits through AFDC-FC or the Adoption Assistance Program (AAP) and who is concurrently a consumer of California Regional Center services due to a determination that the child has a developmental disability.

Rates set for a dual agency child are referred to as dual agency rates.  The rates are:

  • Dual agency children as described above - $2,162.

  • Children under three (3) years old who receive services under the California Early Start Intervention Services Act but are not yet determined to have a developmental disability - $967.

  • Dual agency children with extraordinary care and supervision needs - a supplemental rate not to exceed $1000.
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Who May Receive the Dual Agency Rates  

Substitute care providers who may receive dual agency rates include:

  • Relatives and non-relative family members (NREFM) whose homes have been approved
  • Licensed foster parents
  • Current non-relative guardians
  • Former non-relative guardians when the guardianship of a child otherwise eligible for AFCD-FC has been dismissed due to the child attaining 18 years of age

Foster Family Agency (FFA) homes and group homes are not eligible to receive the dual agency rates. 


Adoptive families may receive dual agency rates if they have a dual agency status child, they have an established Adoption Assistance Payment (AAP), and the rate for the dual agency child exceeds the current AAP rate.  Unless renegotiated earlier, rate increases occur at the time of the adoptive parents' next AAP re-determination.  If the adoptive family currently receives a rate that is higher than the dual agency rate for a dual agency status child, the family will continue to receive the higher rate as long as the child is eligible for AAP.

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Alternative Residential Model (ARM) Rates  

Unless the child was in the process of being assessed for an Alternative Residential Model (ARM) rate in a "foster care provider" placement prior to  7/1/07, regional centers no longer establish ARM rates for AFDC-FC or AAP purposes.  Counties may not accept letters from the regional centers to have AFDC-FC or AAP rates established for children placed with a "foster care provider."

AFDC-FC rates paid for dual agency children who are placed in license community care facilities that have been vendorized by a regional center continue to be based on the facility Alternative Residential Model (ARM) rate established by the Department of Developmental Services (DDS).

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DFCS Social Workers' Responsibilities  

Child welfare and licensed adoption agencies remain obligated to refer any child with a suspected developmental disability to a regional center for an assessment.  Based upon the results of the assessment, an Individualized Family Service Plan (IFSP) or Individual Program Plan (IPP) is developed if the child is determined to be eligible for regional center services.  Social workers then arrange for an appropriate dual agency rate to be paid to the caregiver.

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Regional Center Responsibilities  

The regional center continues to be responsible for:

  • Evaluating children who are recipients of AFDC-FC or AAP benefits to determine their eligibility for regional center services. 
  • Assisting county welfare and probation departments in identifying appropriate placement resources for children eligible for regional center services.
  • Separately purchasing or securing services that are in a dual agency child's IFSP or IPP.

 

The regional center cannot deny a dual agency child:

  • Respite care services from a regional center.
  • Any service or reduced services based on receipt of AFDC-FC or AAP benefits.

Further, regional centers may not count AFDC-FC nor AAP benefits as benefits or gross income that can be calculated for the purposes of the Family Cost Participation Program requirements for regional center services.

 

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Required Actions by the Social Worker to Establish Payment  

Upon being assigned a new case, the social worker determines if the child is a regional center client or should be assessed for eligibility as a regional center client by the regional center.

The Child Is Three (3)-Years-Old or Older and Determined to Be Developmentally Disabled by the Regional Center

If the child receives regional center services after determined to be developmentally disabled, the social worker:

  • Obtains written documentation from the regional center that the child is a consumer of regional center services due to a developmental disability.
    • Social workers may send the Verification of Child's Dual Agency Child (SCZ4A) to the regional center for documenting the child's status.
  • Completes the Dual Agency Rate and/or Supplement Authorization (SCZ 4).
  • Writes "Dual Agency Child - $2,162" on the the first page of the printed SCZ4.
  • Submits to the Placement Tracking Team (PTT) the SCZ4 with a copy of the documentation stating that the child is developmentally disabled.
    • Do not submit medical, psychological, developmental, or any other clinical reports.




The Child is in Early Start

If the child is in Early Start but has not been determined to be developmentally disabled, the social worker:

  • Obtains written documentation from the regional center that the child is in Early Start.
    • Social workers may send the Verification of Child's Dual Agency Child (SCZ4A) to the regional center for documenting the child's status.
  • Completes the Dual Agency Rate and/or Supplement Authorization (SCZ 4).
  • Writes "Dual Agency Child - $967" on the the first page of the printed SCZ4.
  • Submits to the Placement Tracking Team (PTT) the SCZ4 with a copy of the documentation stating that the child is in Early Start.
    • Do not submit medical, psychological, developmental, or any other clinical reports.



The Child under the Age of Three is in Early Start Is Determined to Be Developmentally Disabled by the Regional Center

 

If a child under three (3) is in Early Start and is determined to be developmentally disabled by the regional center, the social worker:

  • Obtains the regional center's written documentation that the child receives Early Start services due to a developmentally disabled.
    • Social workers may send the Verification of Child's Dual Agency Child (SCZ4A) to the regional center for documenting the child's status.
  • Completes the Dual Agency Rate and/or Supplement Authorization (SCZ 4).
  • Writes "Dual Agency Child - $2,162" on the first page of the hard copy SCZ 4.
  • Submits to the PTT the SCZ4 with a copy of the documentation from the regional center.
    • Do not submit medical, psychological, developmental, or any other clinical reports.



The Child In Early Start Is Determined NOT to Be Developmentally Disabled by the Regional Center by the Time the Child Reaches Age Three

In the case of a child who is in Early Start and is determined NOT to be developmentally disabled by the time he or she is three (3)-years-old, the social worker:

  • Obtains the regional center's written documentation that the child is NOT developmentally disabled.
  • Completes a Dual Agency Rate and/or Supplement Authorization (SCZ 4).
  • Writes "NOT a Dual Agency Child" on the first page of the hard copy SCZ4.
  • Submits to the PTT the SCZ4 with a copy of the documentation from the regional center.
    • Do not submit medical, psychological, developmental, or any other clinical reports.
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PTT Instructions  

Instructions for a New Dual Agency Child Who is in Early Start or Determined to Be Developmentally Disabled

Upon receiving an SCZ4 marked "Dual Agency Child," the PTT:

  • Enters the information from the SCZ4 into CWS/CMS.
  • In the Health Notebook, places a check mark in the "Regional Center" box on the Summary Page.
  • In the Placement Section, opens the existing placement. 
  • Clicks the Ongoing Requests tab. 
  • Marks "Basic Rate" under the Rate Type box. 
  • Enters the Start Date and the Basic Rate dollar amount under the Request Details box.
  • Generates the SOC 158
  • Gets the social worker's signature on the SOC 158.
  • Writes the applicable notation on the SOC 158: either "Dual Agency Child Rate of $2,162" or "Dual Agency Child Rate of $967."
  • Forwards the SOC 158 and the documentation from the regional center to the eligibility worker.
    • The eligibility worker sets up the child's eligibility case for payment of the dual agency rate and sends out payment.




Instructions for a Dual Agency Child Who is in Early Start and Determined NOT to Be Developmentally Disabled by the Time the Child Is Three Years Old

Upon receiving an SCZ4 marked "NOT a Dual Agency Child", the PTT:

  • Enters the information from the SCZ4 into CWS/CMS.
  • In the Health Notebook, removes the check mark in the "Regional Center" box on the Summary Page.
  • In the Placement Section, opens the existing placement. 
  • Clicks the Ongoing Requests tab. 
  • Deselects "Basic Rate" under the Rate Type box.
  • Removes the the Basic Rate dollar amount of $898 under the Request Details box.  
  • Generates the SOC 158.
  • Gets the social worker's signature on the SOC 158.
  • Writes the applicable notation on the SOC 158: either "Dual Agency Child Rate of $2,167" or "Dual Agency Child Rate of $967."
  • Forwards the SOC 158 and the documentation from the regional center to the eligibility worker.
    • The eligibility worker sets up the child's eligibility case for payment of the appropriate basic foster care rate and sends out payment.
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Other References  
bullet2 OPP Chapter 18-7.1: Supplement to the Dual Agency Rate
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