DHS Systems and IT Updates SSIS resources Training Job Aids

Out-of-Home Placement Plan Overview

Completing the Document Tab

Service Plans Folder – OHP Plan Document Tab and Screen

Once the Setup tab is complete, the Document tab of the Out-of-Home Placement Plan (OHPP) is accessible. The Document tab houses the actual service plan.

Every plan opens to a Title Page. The Title Page displays the type of OHP Plan selected, the CW-TCM heading (if selected on the Setup tab to indicate this is the identified CW-TCM Plan), demographic information about the identified child, and a grid listing persons selected beneath the Relatives section on the Setup tab.

The following navigation points are important to consider when completing any OHPP.

• Blue arrow: Indicates the OHPP screen displaying to the right.
• Red checkmark: Indicates Complete box was checked on this screen.
• Items that display beneath a plus sign print as they display (if Complete is selected at the bottom of the screen). There is no additional selection required on the screen.

Checkboxes and Editor Boxes

• A blue Editor button displays next to a text box. Either enter text directly into the textbox, or click on the Editor button to open the Editor in a full screen. Text may be altered directly in the Editor box by highlighting and right-clicking on a word or paragraph, and text may be copied and pasted between Editor boxes. Changes to how text displays in an Editor box is specific to that Editor box only.

Reference: For information regarding helpful features of the Editor, see the Spell Check and AutoCorrect Options Job Aid and the Service Plans Editor Boxes Job Aid.

• Any checkboxes displaying above an Editor button is intended for additional text to be added regarding each selection made; it does not only reference the ‘last’ checkbox. It is also intended to enter any text as to why none of the checkboxes are applicable, or to enter text that is relevant to the child but not listed in any checkbox.

Grids and Columns

• Click as many checkboxes within a Services column as are applicable, and provide additional information in the corresponding Provider field. All Provider columns have Memo boxes that allow for up to 500 characters. You can enter more information than displays on the screen, but it will print in its entirety on the complete OHPP. Therefore, additional details such as address, telephone, website, email, hours of operation, directions, fees, schedule of services, transportation, and many more can be entered within these boxes.

• Questions on a Document tab screen display based upon the type of OHPP selected. All questions and statements reflect either a requirement in MN Statute or Rule, a related DHS Policy, or Best Practice.

• Complete everything that is applicable on any OHPP whether in an Editor box, grid, list of checkboxes, or text field. This ensures compliance with all OHP Plan requirements, and most importantly, ensures that all aspects of the child’s safety, permanency, and well-being needs are met during placement.

Complete Checkbox

• Clicking Complete at the bottom of each screen means that the screen will print on the complete OHPP.
• A red checkmark next to this screen’s node in the Navigation bar indicates that Complete has been selected.
• If you forget to click Complete, the data still saves on the screen. You may return at any time to click the Complete checkbox on any plan’s screen.

Double Arrows

• To navigate between screens, click on the node in the Navigation bar, or click the double-arrows to advance or return by one screen at the bottom right of each screen.

The following instructions are applicable to the completion of all OHPP’s, and are divided based upon the sections that display on the Navigation bar. For information specific to completion details for a particular plan, see that specific service plan’s Job Aid.

Document Tab – Title Page Node

To complete the Title Page of an OHPP:

1. Review the merge fields and ensure the data is accurate.
2. Expand the plus signs next to merged clients and/or collaterals. Note that the selected address displays, as well as a scroll bar to the right of the field to view additional entries.
3. Indicate the child’s sibling status, Placement authority, and Current placement setting by clicking in the corresponding checkboxes as appropriate.
4. Indicate the persons you met with to create the plan in the corresponding fields.
5. Click the Complete checkbox to ensure this screen prints on the service plan.

Document Tab - Safety Plan and Services Node

To complete the Safety Plan and Services screens of an OHPP:

1. 1. 1. 1. In the Family Needs screen define the needs of the family by answering the questions in the Editor boxes and selecting identified needs in checkboxes. Click Complete.
         2. On the Services for Parent screen click in the checkboxes beneath the Services column to identify the services for either parent. For any selections in the Services column, click in the corresponding Provider column to the right and identify the Provider of the services and any other pertinent information. Click Complete.
         3. Answer the questions on the Parent Service Detail screen. Click Complete.

Document Tab – Sibling Separation Services Section

To complete the Safety Plan and Services screens of an OHPP:

1. Click in the Siblings were separated on date box and enter the date any sibling was first separated from the other due to placement. The remaining questions on this screen are Child and Family Service Review (CFSR) items.
2. Be specific in answering Editor box questions as to what efforts the agency made to place the sibling group together (or why the agency is unable to do so), and any future efforts the agency will undertake in an attempt to place the siblings together.
3. Indicate if joint placement is unsafe for any of the siblings in the corresponding checkboxes as is applicable, and provide greater detail as to those selections, or other information as is applicable, in the corresponding Editor box. Click Complete.

Best Practice: Agencies are to exhaust all possible resources in their efforts to place siblings together whenever it is possible and safe to do so.

Hint: This section is not required if you are certain the child has no siblings, but be aware that half-siblings and step-siblings are also relevant to enter here.

Document Tab – Placement and Permanency Section

3. Select the child’s Permanency Plan in the drop-down menu. Note that the last two selections in the menu include two choices in the same selection. The selection made here should match the selection(s) made within the Placement/Location/Absences Permanency Plans tab.
4. Enter the date the Permanency Plan will be reviewed. This may or may not be the same as the Review Date based upon what the family wishes. Click Complete.
5. The nine sections highlighted above all require similar completion. The checkboxes above the first Editor box are specific to the child. The checkboxes above the second Editor box are specific to the foster caregivers. Select the relevant checkboxes, and provide additional detail regarding each selected checkbox in the associated Editor box. Click Complete.
6. Enter any needs not already specified in the in the Additional Needs text box, and click Complete.

Hint: Specific to the Child’s Functioning and Behaviors screen, the DSM-IV and ICD-9 diagnoses selected on the Setup tab display in merge fields. And specific to the Medical Needs screen the child’s Allergies, Dental Needs, and any Other Health Considerations display in merge fields.

Best Practice: The school selected on the Setup tab displays in the Current School field. If the child’s school changes due to placement, you can delete the school that merged and enter the new school. However, this school still must be entered in the CWB/Education folder.

7. On the Services screen click in the checkboxes beneath the Services column to identify the services for the child. For any selections in the Services column, click in the corresponding Provider column to the right and identify the Provider of the services and any other pertinent information. Click Complete.
8. The Youth Age 18-21 screen is used if this plan was created for a child who has since turned 18 and is remaining in placement, and you do not wish to create a separate new OHPP 18-21. In this situation, select this checkbox and additionally complete a separate Independent Living Plan. Click Complete.
9. Select the checkboxes and answer the questions on the Child/Youth Preference screen. Click Complete.
10. Select the checkboxes specific to Placement Stability and provide any additional details in the Editor box. Click Complete.

Document Tab – Health Plan Section

To complete the Health Plan section:

1. The Health Care Providers screen displays all Medical, Dental, and Mental

Health Providers selected on the Setup tab, as well as selected checkups. Click

the Complete box to ensure this screen prints with the completed service plan.

This provides the placement caregivers with important health care information

regarding the child.

2. The agency and foster parents are to have a copy of the child’s immunization records. Indicate Yes or No in the corresponding fields.
3. The Medication screen includes columns for the child’s Medication and related information to be recorded at the time the plan is created. Update any changes to this information in the Medication folder after the plan is Active, and revise it on this screen when the plan is reviewed. Click in the Psychotropic medication field to display Yes or No menu selections. Click Complete.
4. In the Medical Responsibilities screen indicate the persons who will be responsible for different aspects of the child’s medical care. Click in the check boxes next to which individuals will be responsible for the items listed on the screen. Click Complete.

Document Tab – Education Plan Section

To complete the Education Plan Section:

1. Indicate Yes or No as to whether the child is enrolled in school.
2. The school selected on the Setup tab merges into the Current School field. If the child is not remaining in this school while in placement, highlight the text, click Delete, and make any desired changes. Additionally make this change in the CWB/Education folder.
3. Enter text regarding the child’s Current Grade and indicate whether or not the child has an Individual or Specialized Education Plan.
4. If you answer Yes as to a change in schools due to placement, then answer the questions in the three corresponding Editor boxes. Click Complete.

Document Tab – Visitation/Contact Plan Section

To complete the Visitation/Contact Plan Section:

1. If there are Visitation Limits as to who may have contact with the child, click in any applicable checkboxes and provide specific details in the corresponding Editor box. Click Complete.
2. The Face to Face Visits screen provides a table where specific information is recorded in the columns regarding the name of the Visitor, the Frequency, if the visit is to be supervised the name of the Supervisor, and the Location of the visits. Include any siblings who may be in a different placement setting or who remain in the home.
3. Provide specific Transportation details in the corresponding Editor box. Include specific details for each person listed in the above columns.
4. Provide for any Other visitation details in the corresponding Editor box and click Complete. Examples of visitation details may include:

• How long before a visit may be cancelled if parties are not present
• Who will be providing supplies such as diapers or toy
• Whether or not pictures may be taken or cell phone calls made
• Who must authorize any changes to visits as previously arranged
• Whether or not food or snacks may be provided
• What if any items may be exchanged.

5. The table on the Other Contacts screen contains columns where information is specified regarding other types of contact either permitted or not permitted. List the Name of the person, the Frequency, and the Type of contact. Provide further detail in the corresponding Editor box and click Complete. Examples of other contacts may include:

• Social media sites such as Face Book, My Space, and My Life.
• On-line gaming connections such as X-Box, PlayStation, and Wii U.
• Computer email such as Outlook, G-mail and Hot Mail; fax machine.
• Private cell phone use or use of a house phone.

Document Tab – Final Issues Section

To complete the Final Issues Section:

1. Enter any services or concerns not agreed upon by any of the signers in the Final Issues Editor box. Click Complete.

Hint: On the Signature Page of each service plan it states that signing the plan indicates that the signer received a copy of the plan, and that the plan was explained to them. It is not an indication of complete agreement of the contents with the plan. Any disagreements as to the plan contents are noted in the Final Issues Editor box, and any potential consequences should be discussed with the appropriate parties.

Document Tab – Signature Page Section

To complete the Signature Page Section:

1. Enter the names of the required signers in each Signatories field. The Complete box defaults to being selected on this screen, Required signers include the following individuals as are applicable and appropriate:

• Custodial parent
• Non-custodial parent
• Child age 10 and older
• Guardian ad Litem

Hint: Remember to file the complete OHPP with the court as required in statute.

Hint: If a youth is age 16 and older and will be in placement longer than 30 days an Independent Living Plan is required in addition to the selected OHPP.

Hint: A 90 Day Transition Plan is also required to be completed minimally three months before the date it is anticipated that the youth will exit placement.

Alternate Print Format Checkbox

• Selecting Alternate Print Format means that the plan prints without breaks to specify the different sections of the plan. Alternate Print Format may shorten the length of a completed plan, but it will also divide text, grid columns, or other parts of the plan with spacing that may make it more difficult to read.
• If the Alternate Print Format checkbox is not selected, the complete plan prints with space breaks between the sections.
• View both options in the Print Preview to determine which option to print.

Hint: When printing the complete plan, only selected checkboxes, text entered within specific grid columns, and Editor boxes with text entries print (if Complete is checked at the bottom of the screen). Blank checkboxes and text fields with no data entry will not print on a complete plan.

Reference: For additional information regarding printing service plans, see the Printing a Complete Service Plan Job Aid.