Program Standards
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Program Standards


Revised October 3, 2013



Purpose: Program Standards are consistent with Policy and WAC rules already in place. They are driven by State, Federal and acceptable Standard Practices. They are key points that make the outcome of a program successful.

To read what the Program Standards are for any of the services provided by social service case workers, click on a program category below.


ABD Cash

Case Review

Limited English Proficiency (LEP) Pathway

Case Staffing

Necessary Supplemental Accommodation (NSA)

Chemical Dependency

Children with Special Needs

Confidentiality

Pregnancy to Employment Pathway

Family Planning

SSI Facilitation

Family Violence

Teen Living Assessment

First Steps

Good Cause


Social Services Manual - SSM
Eligibility A-Z Manual - EA-Z
Working Connections Child Care Manual - WCCC
WorkFirst Handbook - WF


ABD CASH

Required Actions

·         Explain program and determine incapacity for financially eligible applicants

·         Document all case decisions, actions and treatment, work or agency requirements

·         Develop and provide written notice of treatment or agency referral requirements

·         Complete Disability Assessment, DSHS 11-053 form.

Time Frames

·         45 calendar days of date of application

·         5 working days of receipt of medical evidence or change in circumstances affecting work

·         After every incapacity decision

·         Develop / update case plan after every incapacity decision.

Required Verification

Objective medical evidence ICMS screens and Case Notes

WAC/Policy

·         Social Services Manual - Incapacity and SSI Facilitation

·         WAC 388-449-0001 

CASE REVIEW

Required Actions

·         CSO Social Services Supervisors are responsible for monitoring the work of their staff by reviewing 5% of an experienced worker's caseload. 

·         In addition, for new workers, a 100% review is recommended for the first 6 months.

Time Frames

Monthly

Required Verification

ACES, eJAS Case Notes, Case Reading Guide, ABD Audit Program

WAC/Policy

N / A

CASE STAFFING

Required Actions

·         Case Staffings must be completed prior to NCS status.

·         SW participates in case staffing held at any point it appears the client is not progressing or there are significant changes in the client's situation

Time Frames

Prior NCS status.

Required Verification

eJAS NCS tool.

WAC/Policy

·         Social Services Manual

·         WorkFirst Handbook - chapters 3.5 and 3.6.1.

CHILDREN WITH SPECIAL NEEDS

Required Actions

Referral to Public Health Nurse made by WorkFirst Program Specialist or Social Worker

Time Frames

Public Health Nurse initiates home visit within 5 working days of referral

Required Verification

Reports to WorkFirst Program Specialist or SW within 1 working day of scheduled home visit if the client is absent from home at the time of the appointment.

WAC/Policy

N / A

CHEMICAL DEPENDENCY TREATMENT (including Alcoholism and Drug Addiction Treatment and Support Act (ADATSA) program

Required Actions

·         All TANF applicants are screened for substance abuse and referred to Social Worker assessment when appropriate

·         Refer to chemical dependency counselor for treatment assessment

·         Refer other financially eligible applicants who request chemical dependency treatment

·         Refer General Assistance recipients with indications of chemical dependency as identified by health professional, client report or social worker observation.

Time Frames

At application or when developing incapacity case plan.

Required Verification

eJAS, or ICMS Treatment Monitoring screen and Case Notes

WAC/Policy

·         WorkFirst Handbook Chapter 6.7 - Substance Abuse

·         Eligibility A-Z - Chemical Dependency - WAC 388-800, 388-488-0010 and -0130

CONFIDENTIALITY

Required Actions

·         All clients enrolled in the Address Confidentiality Program (ACP) must have an ACP address in all systems. 

·         Enter the ACP P.O. Box number in the eJAS work screen and Confidential Note screen instead of the actual work address.

·         Release information to individuals or agencies with valid consent form.

Time Frames

On-going

Required Verification

ACES, eJAS, ICMS

WAC/Policy

FAMILY PLANNING

Required Actions

·         Screen and provide family planning information to all TANF/SFA applicants 

·         Offer client referral to the family planning worker or family planning nurse in the CSO. 

·         The social worker can also make referrals to the family planning worker or family planning nurse, as appropriate. 

·         The family planning worker or nurse will follow up on the referrals and make contact with the participant based on local office procedure.

Time Frames

  • At application, eligibility review, or client contact (until the nurse or social worker make contact with the participant).  
  • Goal is 100% of clients are screened. 
  • Nurse standard: Of those referred, 100% are seen by the FP nurse within 30 days of referral or there is documentation supporting the reason for not being seen.

Required Verification

ACES, eJAS

WAC/Policy

·         WorkFirst - Chapter 1

·         Social Services Manual - Family Planning

FAMILY VIOLENCE

Required Actions

·         All applicants must be screened for family violence and refer to Social Worker for Assessment according to local office policy.

·         If family violence counselor is not available, social worker may develop a safety plan and assist with referrals (safe shelter, counseling, legal, etc.)

Time Frames

Upon application and any contact with the client

Required Verification

ACES, eJAS

WAC/Policy

·         WAC 388-61-001

·         WorkFirst Handbook  - Chapter 6

·          Social Service Manual - Family Violence

·         EA-Z Manual - Interview Requirements

FIRST STEPS

Required Actions

·         Refer all Washington Apple Health-eligible pregnant women to local Maternity Support Services (MSS) provider

Time Frames

Pregnant women must be offered a referral to First Steps services as soon as she is found eligible for Washington Apple Health coverage.

Required Verification

eJAS, ACES

WAC/Policy

·         WorkFirst Handbook Chapter 5.1

·         Social Services Manual

GOOD CAUSE

Required Actions

·         Social Workers must determine whether clients have "Good Cause" to not cooperate within 30 days of referral.

·         For DCS - Review physical or emotional harm to child or caretaker periodically (usually every six months)

·         For WorkFirst – Prior to sanctioning, the Social Worker may participate in case staffing, or consult with WorkFirst Program Specialist, to review reasons for non-participation. (See standards for Case Staffing)

Time Frames

·         30 days of request for good cause determination

·         For ABD:

o    Verify as necessary, usually monthly

o    Ten working days from date of noon-cooperation warning letter

o    Two working days to send 14-118 to financial

Required Verification

eJAS, ACES

WAC/Policy

·         Social Services Manual - Incapacity Determination - Section E. -  and SSI Facilitation - Section H. - , WAC 388-422-0020

LEP PATHWAY

Required Actions

After the initial interview and WorkFirst Orientation:

The Refugee Social Worker:

  • Inputs client data in JAS
  • Completes the screening using eJAS
  • Provides family planning and family violence information in the client's primary language and makes appropriate referrals
  • Refers the client to the LEP Pathway provider for WorkFirst services and activities by completing the Component screen
  • Documents the referral in eJAS
  • Creates the IRP with the participant

Time Frames

Ongoing

Required Verification

ACES, eJAS Case Notes

WAC/Policy

  • WorkFirst Handbook - Chapter 5.2 - WAC 388-310-0900
  • EA-Z Manual - LEP

NSA - Necessary Supplemental Accommodation 

Required Actions

  • Screen all heads of households for need for accommodation
  • Develop an Accommodation Plan for all confirmed NSA cases.
  • Review client’s need for NSA services as often as possible

Time Frames

At application and any in-person or phone contact with client. Complete prior to plan activity for which accommodation is required.

Required Verification

ACES NSA Assessment and Accommodation Plan Screens

WAC/Policy

·         EA-Z Manual - NSA - WAC 388-472-0010 to 0050

·         WorkFirst - Chapter 1.3

NON-GRANT MEDICAL ASSISTANCE (NGMA)

Required Actions

·         Identify medical information sources and obtain releases of information

·         Forward releases on sources and releases to DDS

Time Frames

·         Contact client within 10 days of referral from financial

·         Send packet to DDDS within 10 days of receipt of releases.

·         Forward DDDS decision to financial within 5 workings days of receipt

Required Verification

ICMS

WAC/Policy

WAC 388-505-0110 EA-Z Adult Medical Programs Social Services manual

PREGNANCY TO EMPLOYMENT PATHWAY

Required Actions

·         A SW completes the assessment and consults with the case manager to develop an IRP.  The IRP is based upon the results of the assessment

·         The assessment results are documented in e-JAS

·         Review the IRP every three months and update if needed.  Review may be via telephone contact, office or home visit

Time Frames

Ongoing - upon discovering a participant is pregnant or parenting an infant, the WorkFirst Program Specialist will refer the person to the SW for an assessment.  P to E plan is reviewed every three months via telephone contact, office or home visit and documented in e-JAS

Required Verification

·         Pregnancy verification.

·         Verification of child under 12 months

WAC/Policy

WorkFirst Handbook - Chapter 5.1 - WAC 388-310-1450

SSI FACILITATION

Required Actions

·         Obtain Interim Assistance Reimbursement Agreement

·         Send signed IARA to SSA within 30 days

·         File SSI application  and subsequent appeals within 60 days

Time Frames

At application or within 5 working days of ABD approval

Required Verification

ACES and ICMS SSI screens

WAC/Policy

WAC 388-400-0060, 388-449-0200, and 388-449-0210

Social Services Manual -  SSI Facilitation 

TEEN LIVING ASSESSMENT (Pregnant and Parenting Minors)

Required Actions

·         Social Worker completes a Teen Living Assessment (TLA) (DSHS 14-427) to determine the appropriateness of the home the minor proposes to live in

·         Verify enrollment and attendance in based education activities leading to the attainment of a high school diploma or GED

·         Document communication (e-JAS and ACES) between the Social Worker and the WorkFirst Program Specialist indicating the living arrangement has been approved

Time Frames

The assessment should be completed as soon as possible and as dictated by your local office.  Pending applications must be processed within the federal Standard of Processing (30-day time frame)

Required Verification

  • Verification of living arrangement, school enrollment and attendance
  • Documentation in ACES and eJAS

WAC/Policy

EA-Z Manual - Teen Parents WAC 388-486-0005 and -0010

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Modification Date: October 3, 2013