WorkFirst HandBook

Resolving Issues

6.4 Children: Special Needs

Legal References:

The Children with Special Needs section includes:

6.4.1 Who are children with special needs?

A child with special needs has medical, developmental, or behavioral needs that require individualized care, treatment, or intervention. Families that include a child with special needs will have their special needs accommodated in the development of their Individual Responsibility Plan (IRP). Make every effort to meet the child's needs while allowing the parent to progress in employment.

Accommodations may include:

6.4.2 Who needs help with this issue?

Whenever a parent indicates the inability to participate in WorkFirst activities because of a child with special needs or the need for special child care arrangements, the WorkFirst Program Specialist (WFPS) should accept the statement and make referrals to get more information and assistance.

The Public Health Department may initially evaluate the child's needs and document the impact on the parent's ability to participate in WorkFirst activities. Or, a DSHS social service specialist may be able to assess the situation based on existing information.

At the end of any deferral or exemption period, use other forms of documentation to determine whether the parent qualifies for continued deferral or exemption. If no other documentation is available, you may request a follow up evaluation from a public health nurse with supervisory approval.

Parents who care for a child with special needs may also qualify for an exemption if the parent is only able to participate for 0 to 10 hours per week. We code these cases with a ZC eJAS component code. For more information see section 6.8 Exemptions section.

6.4.3 What are appropriate Individual Responsibility Plan activities?

Use creativity in developing the IRP for a parent who is parenting a child with special needs. Work with the parent(s) to develop activities that keep her and/or him engaged, support work, job search activities, or prepare him and/or her for future work. The following activities are examples of appropriate WorkFirst activities.

NOTE: An IRP is not required for an exemption, unless volunteering to participate.

6.4.4 What do I document?

Documentation for a parent caring for a child with special needs may include health-care professionals as described in WAC 388-448-0020 or other types of documentation provided by:

6.4.5 eJAS codes

When a parent has a child with special needs, use the following eJAS codes:

 

6.4.6 Children: Special Needs - Step-by-step guide

When a parent indicates the inability to participate in WorkFirst activities because of a child with special needs, the WFPS or WFSSS:

Requests documentation of the child's special needs and the impact the child's special needs has on the parent's ability to participate in WorkFirst. If needed, the WFPS or WFSSS refers the family to the local Public Health Department, using an electronic referral* to the Public Health Nurse (PHN) in eJAS [or manually uses DSHS form 10-256], following the Step-by-Step Guide below:

* Please note that not all eJAS users have access to the PHN Referral. It will be available to the following eJAS security models:

Admin
Casemgr
Casemgr2
Regcoord
Socwkr
Supervsr
Suprvsr1
Suprvsr2
Wfdmgr
Csocoor
Csocoor2
Finwkr
PHN eJAS Referral Step-by-Step guide
  1. From the client's main menu, select the 'Referrals' link.
  2. Select the 'Public Health Nurse Referral' link.
  3. The user will be taken to the 'Public Health Nurse (PHN) Referral'.
  4. The system auto-fills certain client level and worker level information based upon eJAS client demographic information and the user taking the action. The auto-filled information may be edited with the exception of the JAS id and the system posting date.
  5. The user will complete the remaining fields and sections of the form with the necessary information.
  6. The user will either select the 'Print this Referral' or 'e-Msg this Referral' button.
  7. Once the user selects either of these buttons the information is stored and cannot be modified. It is part of the case record.
  8. If the user selects 'print this Referral' the form will locally print. The system will post a "Children w/Special Needs Referral to Public Health Nurse" note type with a link titled "Click here to view the PHN Referral". The user may select the link within the client note to view the referral.
  9. If the user selects 'e-Msg this Referral', the user will finalize sending the e-Msg to the nurse's user id or contracting agency code. When the nurse receives the e-Msg, the subject line text will read 'Public Health Nurse Referral'. By selecting this link, the nurse will be able to view the referral form. In addition, the system will post a "Children w/Special Needs Referral to Public Health Nurse" note type with a link titled "Click here to view the PHN Referral". The user may select the link within the client note to view the referral.
Searching Client Notes - Step-by-step guide
  1. From the client's main menu, select 'Client Notes'.
  2. In the Search Options, Select 'Type' and review the drop down menu.
  3. The new note type 'Referral to Public Health Nurse' has been added as an option and will display below the previously existing 'Referral' note type.
    • The 'Referral to Public Health Nurse' note type is specific to referrals generated in the How to Make a Referral step-by-step guide.
    • The existing Referral will search client notes for all generic referrals including generic referrals created for Children with Special Needs.
Using Ad-hoc Reports - Step-by-step guide
  1. From the client's main menu, select 'Ad-hoc Reporting'.
  2. In the section labeled 'View Notes' review the drop down menu containing default text 'Any Type'.
  3. The new note type 'Referral to Public Health Nurse' has been added as an option and will display below the previously existing 'Referral' note type.
    • The 'Referral to Public Health Nurse' note type is specific to referrals generated in the How to Make a Referral step-by-step guide.
    • The existing Referral will search client notes for all generic referrals including generic referrals created for Children with Special Needs.
Step-by-step guide
  1. After completing the PHN referral, the WFPS or WFSSS documents permission for a public health nurse's home visit on the IRP.
  2. Obtains permission to exchange highly protected (special record) information using the DSHS 14-012(X), Authorization to Obtain/Release Information form .
  3. Places the parent in the deferral code XN or exempt code ZC, if appropriate.
  4. Refers the public health nurse to the local contracted vendor if interpreter services are required. (The nurse will return the Interpreter Services verification voucher to the CSO for payment.)
  5. Faxes the DSHS 10-256(X) (If the PHN does not have/or use eJAS access), PHN Referral form and a copy of the release of information form to the local public health nurse.
  6. The public health nurse:
    1. Initiates the home visit within five working days of receipt of the referral form.
    2. Sends the DSHS 10-255, Special Needs Evaluation and Engagement Recommendations, to the case manager or social service specialist within ten days of the home visit.
  7. The WFSSS and/or WFPS then reviews the information gathered by the Public Health Nurse evaluation and determines whether the parent qualifies for deferral or exemption.
  8. If the parent is able to participate full-time (more than 30 hours per week), the WFSSS or WFPS:
    1. Meets with the parent to develop an IRP, taking into consideration information gathered during the Public Health Nurse's evaluation process.
    2. Completes the component/IRP screen in eJAS.
    3. Develop IRP based upon existing information, or public health nurse evaluation (using the DSHS 10-255, Special Needs Evaluation and Engagement Recommendations).
  9. If the parent is not able to participate full-time, the WFSSS or WFPS:
      1. Meets with the parent to develop an IRP, and discusses the case with the Public Health Nurse (if possible) and other relevant professionals as needed.
      2. Approves the deferral or exemption based upon the information gathered. If the documentation shows the parent can participate:
        1. 11 to 30 hours per week, approves a deferral.
        2. 0 to 10 hours per week, approves an exemption. (See WFHB 6.8, Exemptions, for more information.)
      3. Explains to the parent what the deferral or exemption means, how long the deferral or exemption will be approved for and how the review process works.
      4. Completes the component/IRP screen in eJAS, with a deferral length no longer than 6 months or an exemption length no longer than 12 months.
  10. At the end of the initial deferral or exemption, obtains documentation to determine whether the parent qualifies for another exemption or deferral. Only use a follow up evaluation from a public health nurse if there is no other documentation available and with supervisory approval.

Resources

Related WorkFirst Handbook Sections
Forms