MONDAY REPORT

February 3, 2003

SPECIAL NOTE:  Copyright 2003. The Monday Report is produced each week as a benefit to the member agencies of the Child Care Association. Please protect this membership benefit - DO NOT copy and distribute this report to agencies/staff that are not members of CCA. Thank you for your cooperation.

CHILD WELFARE.. 1

CCAI POLICY COMMITTEE REPORT.. 1

UIR WORK GROUP REPORT.. 2

CHANGE IN FOUNDATION TRAINING FOR COOK.. 2

CWAC PERFORMANCE CONTRACT WORK GROUP REPORT.. 2

SAVE THE DATE IN D.C. 4

GENERAL.. 4

HIPAA AND DCFS.. 4

YOUTH WHO AGE OUT OF FOSTER CARE.. 5

COLORADO � CHILD WELFARE AND TANF WORK TOGETHER.. 5

CENTER TO FOCUS ON SUBSTANCE ABUSE AND CHILD WELFARE.. 5

GENE SVEBAKKEN CELEBRATES TWENTY-FIVE YEARS AT LCFS.. 6

AMENDMENTS TO PROPOSED RULES.. 6

UPCOMING EVENTS.. 6

DOWNSTATE PERFORMANCE CONTRACT PROVIDER MEETING.. 6

CCAI�s SPRING MEMBERSHIP MEETING�March 20, 2003. 6

FEDERAL OUTCOME TRAINING.. 6

FREE IRS WORKSHOPS FOR SMALL AND MID-SIZED NONPROFITS.. 7

WHITE HOUSE CONFERENCE ON FAITH AND COMMUNITY BASED INITIATIVES IN CHICAGO   7

CALENDAR.. 7

CCAI POLICY COMMITTEE REPORT

The CCAI Policy Committee met on January 27. The committee acted on the following:

UIR WORK GROUP REPORT

The UIR Work Group met on 1-30-03 and reviewed a revised proposal for categorizing UIR's. The committee reached a consensus for further revision of the definitions and levels. The levels were compressed to 2. Second level UIR's that were identified as very serious would be treated as level 1 and require website notification within 48 hours. Level 2 would require entering it into the system or notification by hard copy within 5 days. Several agencies agreed to beta test the system when the website was up in about 4-6 weeks. One area of concern for multi service agencies was that they preferred to be under one system and would be able to enter non-residential UIR's in the web site. This feature will be included.

The issue of DCFS worker notification was discussed. DCFS staff will ascertain if they can be linked to the web site to reduce duplication. Building in a system for concurrent notification of the GAL�s office was discussed. Mary Sue will ascertain how to link the systems as more GAL's have e-mail. HIPPA issues were also addressed.

Next steps were outlined. Once the system is confirmed, in place and beta tested it will be rolled out for further comment and revision since this has been widely distributed and discussed through SED.  System revisions and updates will be completed prior to training to improve the consistency of training on the system before it will be fully implemented.  DCFS staff indicated that for agencies lacking technological support DCFS would negotiate exceptions to the reporting process as necessary.

Anyone having questions can contact [email protected] through 3/14 or at [email protected] after 3/14/03. We thank all those who participated through committee participation and through feedback, as it makes this kind of process more effective. Our thanks to Ed Sherk of Shelter, Inc. for this report and for serving as the CCAI linkage to the UIR work group. (MB)

CHANGE IN FOUNDATION TRAINING FOR COOK

DCFS has informed us that they are canceling the Foundation Training classes in Chicago for March 3-17 and May 13-28 due to a shortage of trainers. Agencies can enroll staff in the Northern Area classes for those cycles.

We have asked for further clarification of the schedule and reasons for cancellation from DCFS.  CCAI needs to know how many potential private agency staff will be impacted by this cancellation�particularly the March session.  Please e-mail this information and any concerns about the cancellations to Marge Berglind at [email protected]. We will keep you posted as we obtain more details. (MB)

CWAC PERFORMANCE CONTRACT WORK GROUP REPORT

The PBC Work Group met on January 15^th, 2003 in Chicago.

Discussion focused on:

Melissa discussed the shelter population and the extended length of time that children are currently staying in the shelter. POS workers are not attending shelter staffings. APT is contacting agencies that have children in the shelter for 20 days and over.

FY03 Reconciliation materials for first half should be mailed out to agencies during the 2^nd-3^rd week of February.  Agencies will then have a two-week completion deadline. This will be for the reporting period of July 1, 2002-December 31, 2002.  It is very important to examine neutrals and negative outcomes since Mid-Year adjustments will be occurring this year.

Effective January 1, 2003, POS providers will be permitted to purchase initial placement clothing and/or infant equipment as defined by Rule 359, and request reimbursement from the Department. Rule 359.70 and the CFS-1042 Billing Summary were attached to the letter mailed to Executive Directors.

SOC providers have been seeing an increase in referrals. It is important to note that SOC does not have to go on-site during crisis situations. SOC may do phone crisis intervention. Crisis response details are available in memo form.

October, November, and December letters have not yet gone out.  Agencies reported that there is still the issue with an ACR reviewer giving a chronic ACR feedback after giving a satisfactory rating in the review.  The Department is not seeing a decrease in the amount of cases receiving chronic ACR feedbacks.

Agency B letters were mailed out dealing with the phasing out of these contracts and reductions to come out in January. FY02 bonus payment letters also were mailed (combined Cook and Downstate). Bonus payments were used to offset excess revenue. The letter also explains how to report excess dollars to the Department.

�Children Absent from Authorized Placement� is the new term. Living Arrangement codes in process of being changed in CYCIS. Look for a revamped Rule 329, which explains the new process for reporting Children Absent from Authorized Placements. A new AP9 is also out and has Case management only billing policy that explains how to bill for these types of placements.

Fingerprinting and photos of children should be taken within 30 days of case opening. This is part of existing Department policy. Sylvan is the Department�s fingerprinting agency and they are available to come on-site to do groups of 20-30. Approximately 20,000 wards need to be fingerprinted and photographed over the next few months. Please contact Melissa or Kara with a plan for your agency. If your agency would like to do an evening or weekend activity for your children, let Melissa or Kara know so that they can work to see if Sylvan is available to come to your site.

Ensure that the correct date is used on the pre-printed forms. This may be a training issue that will need to be assessed. Some agencies have an internal process for how eligibilities get processed to ensure accuracy and that the eligibilities are done the month they are due.

New policy was mailed out with an effective date of January 1, 2003.  The purpose of the policy guide is to address the requirement for a clinical staffing when a notice of placement change is issued for a specific group of children.  The policy guide outlines the method of referral, the reviewing body, and the timeframe for reviews. 

The next meeting will be held on February 13th, 2003 from 9:30 � 12:00 at LSSI,

10 West 35^th Street (IIT Building) on the 15^th Floor.  There is parking across the street  (now for a small charge) and the Green El Line also is conveniently located across from the building. Contact Marcia Weflen of LSSI at (847) 635-4623 if you should have any questions or if you would like to add items to the agenda.

The following materials can be obtained by calling the Springfield CCAI office at 217-528-4409: Instructions for CFS 1014�Children Absent from Placement; Policy Guide for POS Agencies for Vouchers for Initial Clothing; Crisis Hotline Protocols; Placement Review Policy. (We thank Kara Teeple of DCFS and Marcia Weflen of LSSI for this report. MB)

SAVE THE DATE IN D.C.

Agencies planning to attend the Child Welfare League Conference on March 5, or who are planning on being in Washington, D.C. that evening, should plan to attend a reception for Illinois Congressmen and Senators. The reception is scheduled for March 5, 5-7 p.m., Room HC-9 in the Capitol. CCAI members planning to attend the League meeting should remember to contact their members of Congress to attend the reception and should schedule time to meet with these members during the league conference. More details of the reception will follow shortly. Questions and rsvp�s for the reception should be forwarded by February 20 to Jodi Doane of Uhlich Children�s Home at [email protected]. (MB)

HIPAA AND DCFS

In an earlier report of the CWAC Medicaid workgroup, it was noted that there was a change in the status how DCFS was impacted by HIPAA requirements.  This article includes some additional information related to that issue.  As was previously stated, it was recently determined that DCFS is now considered to be a hybrid entity under HIPAA as a health care clearinghouse.  For DCFS, Medicaid billing processing function is the link with HIPAA.  Medicaid providers will continue to use MBS and/or CMBS to submit Medicaid billing to DCFS.  DCFS will then convert the data to a HIPAA-compliant format before forwarding the data to DPA.  The State has purchased translator software that will be an important element in the State�s ability to submit HIPAA-compliant data to the federal government.  There will be some slight changes to the MBS and CMBS software to support the conversion process.  The new standardized procedure codes are now available.  It appears that all of the current procedure codes for Part 132 services can be mapped to the new system through a combination of procedure codes and modifier fields.  Although the new code sets are technically not required until October 2003, DCFS plans to switch the system at the beginning of FY 2004.  Medicaid counseling providers are given an opportunity to begin billing during the first quarter of the fiscal year because the Medicaid billings are the only source of payment for these contracts.  For the past few years, DCFS had been assisting with the electronic interchange for the Juvenile Rehabilitation/County Courts program.  As of July 1, 2003, the counties must submit their billing data directly to DPA, regardless of the date of service.

For the HIPAA Privacy Rule, the requirements for DCFS extend only to the Medicaid billing processing function.  DCFS will draft an Addendum for the DCFS Medicaid POS contract to serve as the Business Associate Agreement for DCFS� in processing Medicaid billing.  The goal is to send the Addendum to providers in February.  In its role as a health care clearinghouse, DCFS will not be responsible for issuing Notices of Privacy.  Contracted providers should still be able to share information with DCFS within the structure currently established for sharing information.  Part 132 reviews fall within the Health Oversight Activities provision under HIPAA.  Programs, operations, and services outside of Medicaid Part 132 are not a covered function for DCFS.  SACWIS is not a covered function for DCFS because it is not linked with the Medicaid billing process.  To the extent that SACWIS staff has access to health information on the system, their access is not structured in a way that would make SACWIS a covered function of DCFS.  System of Care programs, in general, are considered outside the scope of HIPAA because these contracts are not linked with Medicaid billing or any other standard transaction designated by DHHS.  However, providers will need to make their own determination of how they will implement their own HIPAA-related practices within their organizations.  DCFS is continuing to work on its implementation strategies for HIPAA.  As more information becomes available, additional details will be shared with providers.  DCFS may send a letter to Medicaid providers notifying them of DCFS� current status with HIPAA.  The POS agencies on the CWAC Medicaid Workgroup recommended that a notification be sent to providers regarding DCFS� status so as providers implement HIPAA privacy requirements in their own agency they are aware of how to incorporate sharing information with DCFS.  (JMS)

YOUTH WHO AGE OUT OF FOSTER CARE

In the weekly Handsnet Report there was an article about recent research on youth who age out of foster care.  A research brief from Child Trends finds that the nation has experienced rapid growth in the foster care population over the past two decades.  Overall, these foster children have emotional, behavioral, developmental, and health problems, often related to abuse or neglect. While many children are either adopted or returned to the care of their families, a substantial number remain in foster care until early adulthood.  For additional information go to: http://click.topica.com/maaaOB4aaVJBfaaaaaab/.  (JMS)

COLORADO � CHILD WELFARE AND TANF WORK TOGETHER

A study from the Center on Law and Social Policy reports that when El Paso County, Colorado considered how to bring the work of the child welfare and TANF agencies together, it decided to change its whole way of doing business.  The Department sought to integrate its child welfare and TANF agencies so that they would provide seamless, family-centered services regardless of how the families came to the attention of the Department.  Following a snapshot of El Paso County and the Department, this paper examines a number of TANF, child welfare, and cross-agency efforts to offer families in both systems more holistic, effective services.  Additional information is available at: http://click.topica.com/maaaOB4aaVJBhaaaaaab/.    Or for the full report go to: http://click.topica.com/maaaOB4aaVJBiaaaaaab/.   (JMS)

CENTER TO FOCUS ON SUBSTANCE ABUSE AND CHILD WELFARE

The U.S. Dept. of Health and human Services, together with the Substance and Mental Health Services Administration, the center for Substance Abuse Treatment and the Administration for Children, Youth and Families have joined to form the National Center on Substance Abuse and Child Welfare (NCSACW).  The Center will be administered by the Center for Children and Family Futures, Inc., an Irvine, California-based policy institute. Research in recent years has shown that an estimated 40 to 60% of children in the child welfare system are impacted by substance abuse.  The National Center will develop and implement a comprehensive program to promote practice, organizational, and systems change at the local, state, and national levels.  For additional information go to: http://click.topica.com/maaaOB4aaVJBmaaaaaab/.   (JMS)

GENE SVEBAKKEN CELEBRATES TWENTY-FIVE YEARS AT LCFS

Gene L. Svebakken, ACSW, President and CEO of Lutheran Child and Family Services of Illinois, was honored in January for having served as head of LCFS for the past 25 years. The celebration took place at an annual staff/board recognition dinner in Chicago.  I know you join the association in congratulating Gene for his 25 years at LCFS in serving the state�s most vulnerable children and families.  (Our thanks to Martha Rohlfing for this information).  (SKA)

AMENDMENTS TO PROPOSED RULES

In the Feb. 7, 2003 issue of the Illinois Register under proposed rules, DCFS is amending Section 302.20, 302.310 and 302.405 to enhance opportunities for a child to become adopted or go into subsidized guardianship programs and to comply with federal requirements. For a complete copy, contact Barb at the CCAI office or go online at www.cyberdriveillinois.com, click on Departments, go to Index and the most current issue. (BMO)

DOWNSTATE PERFORMANCE CONTRACT PROVIDER MEETING

The Downstate Performance Contract Provider meeting with DCFS will be held on February 27^th from 1 to 3 p.m. at DCFS, 628 E. Adams, 2nd Floor Conference Room.  Private agencies will be meeting at 10:00 a.m. at the CCA office in Springfield.  (Thanks to Tricia Fox for this information)

CCAI�s SPRING MEMBERSHIP MEETING�March 20, 2003

The association�s Spring Membership Meeting will be held on March 20, 2003 at the Marriott Hickory Ridge Conference Center, 1195 Summerhill Drive, Lisle, Illinois.  Agenda items will include:

The meeting will be specifically targeted for Executive Directors / CEO�s, senior management staff, policy Staff, and communications staff.  A more detailed agenda will be mailed to you in a couple of weeks.

If you need a room at Hickory Ridge call 630.971.5000 or toll free 800.228.9290.  The overnight rate is $80.00.  Please indicate you are attending the Child Care Association meeting.  (SKA)

FEDERAL OUTCOME TRAINING

Your agency could be selected for the Federal Review of Foster Care cases next September 2003.  Now is the time to prepare with participation in a training session specially designed to meet your needs.  CCAI has teamed up with the Child and Family Research Center to develop a short powerful program individualized for you.  The training will be held in February and is free and located with host agencies in six convenient locations across the state.  For more information or to register for the training visit: http://www.cca-il.org/training/index.htm  Look for �Federal Outcome Training� located in the training page on the CCA web pages.  (SKA)

FREE IRS WORKSHOPS FOR SMALL AND MID-SIZED NONPROFITS

The IRS is presenting free, full-day workshops in twelve cities across the country in 2003.  The topics covered include exemption and filing requirements, unrelated business income tax, and public disclosure rules. Agents from the IRS Exempt Organizations division will present the trainings, which are chiefly targeted to small and mid-sized nonprofits.

For more information and details on how to register, visit the IRS information page at  www.irs.gov/charities/article/0,,id=96083,00.html or call the Tax Exempt and Government Entities Customer Services at (877) 829-5500. (Our thanks to Julie Youngquist at Lawrence Hall for this information). (SKA)

WHITE HOUSE CONFERENCE ON FAITH AND COMMUNITY BASED INITIATIVES IN CHICAGO

The White House Conference on Faith and Community Initiatives is next scheduled for Chicago on March 14. The conference is free but advance registration is required.  For information/registration, go to: http://www.whitehouse.gov/government/fbci/chicago-20030314.html

CALENDAR

Feb.  5 � Best Practice Training Steering Committee � SACWIS Workgroup - Bloomington

Feb.  6 -- RSN Workgroup

Feb. 17-21 --  "Therapeutic Crisis Intervention Training of Trainers", a Residential Child Care

                   Project of Cornell University, hosted by Allendale Association. 9:00 a.m.-5:00

                   p.m. Seating is limited. For more information regarding the training, fee, and hotel

                   accommodations, please contact Dave McKenna at Allendale (847) 245-6393 or

                   [email protected]

Feb. 20 -- Cook Agencies Meeting with Presiding Judge, Juvenile Court, Chicago

Feb. 20 -- CWAC

Feb. 27 --  Downstate Performance Based Contract Provider Meeting, 1-3, DCFS, 628 E.

                 Adams, 2nd Floor Conference Room; Private agencies meet at CCAI office at

                10-Noon.

Feb. 27 � The MILL presents �SACY No More�. 8:30 a.m.-3:00 p.m. Contact: Ericka Potter,

                 at 815.877.3440

Feb. 26-March 1 -- Learning Disabilities Association 2003 National Conference, Palmer

                               House Hilton, Chicago.  For information, call Learning Disabilities

                               Association of Illinois (708) 430-7532

March 20 � CCAI Spring Membership Meeting, Hickory Ridge Conference Center, Lisle