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PSP Service provider Alternate Care Arrangement (ACA) Flowchart (June 2020)
1. If eligible, Intensive Therapeutic Care (ITC) placements are arranged through Central Access Unit (CAU). 2. If eligible, Transitional Care placements are arranged through the Interim Care Model Unit (ICMU). 3. DEADLINE: Form A Approval to arrange an ACA is required before a child is placed in an ACA.
4. ACA Mailbox is [email protected]. 5. The nominated unit exercising secondary case responsibility is mostly likely a CFDU, but may also be a CSC. 6. If another NGO has been sub-contracted, the delegate of that NGO is responsible for conducting staff probity checks;
and the sub-contracting SP’s delegate verifies the sub-contracted NGO has met its obligations.
Day 0: Request for approval to arrange and ACA
After-hours process:
Before a child is placed in an ACA, the PSP service provider (SP), in collaboration with DCJ, demonstrates all efforts have been exhausted to:
maintain child in current placement
(if already in OOHC)
arrange a suitable foster or
relative/kin placement
arrange ITC placement1
arrange TCM placement2.
Service Provider
Request DCJ approval to arrange ACA; indicate whether additional funding will be sought; and (if so) projected cost/day.
Email Form A3 to ACA mailbox4.
Also see Funding and Financial Support (ACAs).
ACA team
Review Form A and progress to Deputy Secretary for approval (if funding requested).
Request additional information if needed by Deputy Secretary (DepSec).
Deputy Secretary
Review Form A. Outcome sent
to ACA mailbox.
ACA team
Where funding is sought, advise service provider of DepSec approval and approved projected cost/day. Copy nominated unit (CFDU)5 and Commissioning & Planning (C&P) team.
Where no funding is sought, provide acknowledgement to SP of receipt of Form A, confirming no funds will be
provided.
Service Provider
SP’s Principal Officer (PO) to conduct probity checks of all ACA workers6
Share with CFDU relevant child information, including risk assessments and current Behaviour Support Plan (BSP).
The SP follows their internal procedures in regards to after-hours placements. This should include contacting DCJ Helpline to notify change and report ROSH based on Mandatory Reporter Guide (MRG).
Although approval is NOT required prior to an afterhours ACA, it is required the morning of the following
business day.
Service Provider
Following an afterhours ACA, in the morning of the next business day(before midday), provide Form A and indicate if additional funding is being sought.
Email the Form A to DCJ ACA mailbox.
Refer to / follow the flow for Request for approval to arrange and ACA (above).
PSP Service provider Alternate Care Arrangement (ACA) Flowchart (June 2020)
7. Recommendations of Coronial Inquest AF17/187#35. 8. Recommendation of Serious Case Review AF19/252#345. 9. LEGAL: Required under section 149B-K Children and Young Person’s (Care and Protection) Act 1998 (the Care Act). 10. Recommendation of Coronial Inquest AF19/252#260.
11. DEADLINE: OCG notification of placement in Non-home based Emergency Care is required within 24 hours of commencement of placement (service start date).
12. Complex needs panel or similar panel, subject to local operating arrangements. 13. A Briefing Note (BN) is not required. 14. Subject to local operating arrangements and work-flows.
Day 1: Approval of request to arrange ACA
The child’s caseworker ensures the placement is physically safe7.
ACA workers are immediately provided relevant information about child’s needs, including behavioural and special needs8.
Placement information is disclosed to parents9.
Significant decisions (change of placement) are always explained to the child10.
If the ACA has resulted from a Critical Event, apply the PSP Critical Events policy.
Service Provider
Create Placement on ChildStory Partner Community.
Attach approved Form A and related correspondence; OCG notifications; records that detail CFDU, CAU and ICMU outcomes (if applicable).
Service Provider
Complete OCG Notification11 of placement in Non-home Based Emergency Care (NBEC).
Email notification to OCG notification mailbox. Copy ACA mailbox.
ACA team
Verify OCG notification has occurred and cross reference information on ChildStory.
Provide advice of due dates for future OCG notifications, ACA forms and the possibility of a
briefing note (BN).
Service Provider
Send itemised invoices to invoice payment mailbox (copy CFDU mailbox) based on purchase order.
Provide evidence of expenditure, if
requested by CFDU or C&P.
CFDU
Add child to district complex needs panel12 agenda.
Generate purchase order13 based on approved projected cost/day & number of days approved (Form A).
Provide purchase order to SP.
Commissioning & Planning Liaise with CFDU to monitor service delivery, performance and ensure accountability requirements are fulfilled.
Check SP invoices14.
Verify ACA payments are occurring.
15. LEGAL: Required under section 10, 162, the Care Act). Also see Charter of Rights. 16. DEADLINE: OCG notification of plan to transition child out of NBEC required within 7 days of commencement of
ACA (service start date). 17. Relevant records are attached on ChildStory Partner Community (by SP) and ChildStory (by CFDU) to ensure
visibility by both agencies.
18. DEADLINE: OCG Notification of end of NBEC placement is required within 24 hours. 19. DEADLINE: Notification of an Away from Placement event is required within 24 hours of the event – see PSP
Away from Placement policy.
Days 1-7: Transition plan
Exit notification
The SP develops a plan to transition child from ACA to a permanent foster care, relative/kin care, ITC or interim care placement.
The transition plan will seek to identify family/kin suitable for provisional authorisation.
The transition plan will include re-application of CAT, placement needs assessment, placement broadcasts, referral to ICMU (if eligible for ICP) or referral to CAU (if eligible for ITC).
The child is directly involved in developing the transition plan15.
Service Provider
Attach transition plan, OCG notification and records that detail transition casework to Placement on ChildStory Partner Community.
Provide transition plan, OCG notification and other relevant information to
CFDU.
ACA team
Verify OCG notification has occurred and cross reference information on
ChildStory.
CFDU
Attach transition plan and OCG notification to Notes & Attachments (in child’s case) on ChildStory17.
To support transition plan, reapply Child Assessment Tool (CAT), broadcast request for placement; and/or refer to ICMU (if eligible for ICP); or refer to CAU (if eligible for ITC).
Service Provider
Complete OCG notification of plan to transition child out of NHEC16.
Email notification to OCG notification mailbox. Copy ACA mailbox.
CFDU
Attach OCG notification and other relevant information to Notes & Attachments (in child’s case) on ChildStory.
Service Provider
Complete OCG notification of end of NBEC placement18 when child transitions from ACA to a permanent foster care, ITC or transitional care placement.
Also complete OCG notification if ACA is closed because child is away from placement19.
Email notification to OCG notification mailbox. Copy ACA mailbox.
Service Provider
Attach OCG notification and relevant documents to Placement on ChildStory Partner Community.
Update and end Placement on ChildStory Partner Community.
Provide OCG notification and other relevant information to CFDU.
ACA team
Verify OCG notification has occurred and cross reference information on ChildStory.
Provide advice on any outstanding briefing note (BN) requirements to CFDU.
Notify C&P of closure of ACA.
20. LEGAL: Required under section 150, the Care Act. 21. LEGAL: See Sections 157, 158, 162, the Care Act. 22. DEADLINE: Form B Application for an ACA – up to 28 days is required no later than 7 days from the
commencement of ACA (service start date).
23. Whilst CFDUs role is to assist and advise, CFDUs are not responsible for completing Form B. Form B is a funding application completed by SP.
24. Approved funding is for the 28 day period commencing on the service start date (not date of approval).
Days 7-28: Application for ACA
Service Provider
Complete Form B22 and ensure information provided supports application for funding. Attach relevant quotes and supporting evidence for 28 day period.
Email Form B to CFDU.
Provide additional information to CFDU and ACA team as requested.
CFDU
Liaise with SP regarding case planning and review.
Provide advice23 to SP regarding completion of
Form B.
ACA team
Review Form B.
Request additional information if likely to be needed by DepSec.
Deputy Secretary
Review Form B. Outcome sent to ACA mailbox.
CFDU
Review Form B.
Check information and evidence of expenditure provided are sufficient to support approval of application for funding.
Obtain district endorsement of Form B.
Email Form B to
ACA mailbox.
The SP conducts case plan review20.
A permanency consultation considers the current case plan goal of the child.
Child’s BSP is reviewed and updated. Or a new BSP is created (if no BSP exists)21.
Service Provider
Send itemised invoices to invoice payment mailbox (copy CFDU mailbox) based on new purchase order.
Provide evidence of expenditure, if requested by CFDU or C&P.
CFDU
Generate new purchase order13 based on approved funding.
Provide new purchase order to SP.
Verify performance of service.
Commissioning & Planning Liaise with CFDU to monitor service delivery, performance and ensure accountability requirements are fulfilled.
Check SP invoices14.
Verify ACA payments are occurring.
ACA team
Advise SP, CFDU and C&P of DepSec approval24.
25. DEADLINE: Form C Application for 8 week extension is required no later than 28 days from the commencement of ACA (service start date).
26. Service providers are required to complete Form C every 8 weeks (unless requested earlier). This allows DCJ to monitor the ACA and expenditure on a regular basis.
27. Approved funding is for the 8 week period commencing on expiry of the previous approved period (not date of approval).
Week 5-12: Extension of ACA
Service Provider
Complete Form C25,26 and ensure information provided supports application for extension of funding. Attach relevant quotes and supporting evidence for the period.
Email Form C to CFDU.
Provide additional information to CFDU and ACA team as requested.
Provide additional information to CFDU to support completion of BN22.
The SP continues to work toward transitioning the child to from the ACA to a permanent foster care, relative/kin care, ITC or interim care placement.
A family group conference is conducted (or has already been conducted).
Clear arrangements are in place for family time and
contact with siblings.
CFDU
Liaise with SP regarding case planning and review.
Provide advice to SP regarding completion of
Form C.
ACA team
Review Form C.
Request additional information if likely to be needed by DepSec.
Deputy Secretary
Review Form C. Outcome sent to ACA mailbox.
CFDU
Review Form C.
Check information and evidence of expenditure provided are sufficient to support approval of application for extension of funding.
Obtain district endorsement of Form C.
Email Form C to ACA mailbox.
Service Provider
Send itemised invoices to invoice payment mailbox (copy CFDU mailbox) based on new purchase order.
Provide evidence of expenditure, if requested by CFDU or C&P.
ACA team
Advise SP, CFDU and C&P of DepSec approval27.
Commissioning & Planning Liaise with CFDU to monitor service delivery, performance and ensure accountability requirements are fulfilled.
Check SP invoices14. Ensure invoices are within approved annualised cost of ACA (recorded in BN).
Verify ACA payments are occurring.
CFDU
Generate new purchase order based on approved funding13.
Provide new purchase order to SP.
Verify performance of service.
28. Based on possible 12 month annualised cost. 29. DEADLINE: ACA team allocates BN to CFDU at week 5 (day 29). 30. DEADLINE: Endorsed BN is forwarded to ACA team no later than 2 weeks of after allocation or by end of
week 6 (day 42).
31. CFDU and SP work to minimise delays in requesting and providing additional information to ensure the approval process is as efficient as possible.
32. DEADLINE: Approval by DepSec ($250-$499K) or Secretary (over $500K) is to be in place by end of week 8 (day 56).
Week 5-8: Briefing Note (BN)
ACA team
If child has not exited ACA, allocate BN for approval of ACA funding28 to CFDU29.
ACA team
Review BN.
Request additional information if likely to be needed by DepSec.
Deputy Secretary
Review BN. Outcome
sent to ACA mailbox.
ACA team
Coordinate approval32 by DepSec or Secretary.
Advise SP, CFDU and C&P of DepSec
approval.
CFDU
Draft BN in collaboration with SP. Seek information from SP to complete BN as required.
Seek endorsement of MCS and district’s PO.
Endorsed BN forwarded30 to ACA mailbox.
Service Provider
Provide additional information to CFDU to support their completion of BN31.
The Briefing Note takes into account all of the case planning and casework conducted by the SP with the goal of transitioning the child to from the ACA to a permanent foster care, relative/kin care, ITC or interim care placement.
33. See rules and practice guidance for handling disputes in Permanency Case Management Policy (PCMP).
General roles and specific responsibilities in ACA management
Service provider
Complete all ACA applications (forms A, C and D) within the required timeframes.
Ensure all invoices to DCJ are properly itemised with sufficient detail to demonstrate evidence of expenditure.
Liaise with C&P regarding contracting issues or concerns.
Service provider
Work toward transitioning child from ACA to a more suitable foster care, ITC or transitional care placement.
Identify family/kin that may be suitable for provisional authorisation.
Liaise with CFDU about CAT, placement needs assessment and placement broadcasts. Liaise with CAU or ICMU (if applicable).
Service provider
Continue to deliver high quality OOHC casework with strong focus on case planning and review.
Participate in Permanency Consultation.
Respond to requests from complex needs panel, including invitations to participate and requests for action/follow up.
Liaise with CFDU in the preparation of briefing notes (if required).
Service Provider
Continue attaching relevant information to Placement on ChildStory Partner Community.
Continue to liaise with and provide relevant case information to CFDU, ICMU and CAU (as required).
Service provider
Continue to conduct relationship based casework, creating genuine meaningful and effective relationships with the child, the significant people in their lives, and those who can support change.
Practice approaches include Family Group Conferencing and Family Finding.
Commissioning & Planning
Continue to manage contractual relationship with and support SP.
Verify ACA payments are occurring.
Support ACA team by reminding SP of key funding deadlines.
Liaise with SP and CFDU (contracting issues)
Intervene in and facilitate resolution of any disputes if required33.
DCJ ACA team
Act as steward of the ACA service system.
Manage relationship with, and coordinate requests from Deputy Secretary and Secretary.
Oversight approvals and statutory delegations
Positively influence casework practice.
Verify OCG requirement (all OCG notifications) are fulfilled.
Allocate system tasks to CFDU, C&P and SP.
Collect service system data.
CFDU
Continue attaching relevant case information to appropriate records on ChildStory.
Reapply Child Assessment Tool (CAT) and/or broadcast request for placement to support transition plan; or refer to ICMU or CAU as required.
Coordinate response to requests from complex needs panel, including invitations to participate and requests for action/follow up.
Liaise with SP (exercise of secondary case responsibility) and C&P (contracting issues).