REQUIREMENTS

The Division of Family and Children Services (DFCS) shall:

1. Recommend closure of a foster care case when a child has achieved permanency in a safe, stable placement setting with appropriate supervision. This may be obtained through reunification or any other approved permanency plan (see policy 10.22 Foster Care: Permanency Planning).
2. Recommend closure of cases involving caregiver substance abuse only after meeting all requirements as outlined in policy 19.26 Case Management: Case Management Involving Caregiver Substance Use or Abuse.
3. Close a foster care case only after receiving authorization from the Juvenile Court. EXCEPTION: Closures resulting from the appropriate termination of a Voluntary Placement Agreement do not necessarily require court authorization (see policy 10.2 Foster Care: Placement of a Child via a Voluntary Placement Agreement).
4. Document all case closure decision making activities in Georgia SHINES within 72 hours of occurrence.

The Social Services Case Manager (SSCM) will:

1. Review the Case Plan to determine if sufficient progress has been made to remedy the conditions that caused a child to enter foster care and assess the following:
   1. The family’s developmental stage(s);
   2. The family’s interaction around specific everyday situations they were previously unable to safely manage resulting in the emergence of safety threats;
   3. Observed and documented changes in behaviors and/or circumstances that alleviate safety concerns and enhance caregiver protective capacities such as the family’s development of specific skills, including the ability to:
      1. Identify high-risk situations;
      2. Identify early warning signals;
      3. Prevent high-risk situations;
      4. Interrupt high-risk situations not avoided; and
      5. Escape situations not interrupted.
2. Obtain feedback from all service providers regarding case closure (i.e. recommendations, issues, concerns).
3. In cases involving substance abuse:
   1. Obtain verification from the treatment provider that the parent has successfully completed a substance abuse treatment program, demonstrates behavior that supports a desire to maintain a sober lifestyle and the ability to provide protection and appropriate care for the child, and has a relapse plan that addresses child safety.
   2. Observe the parent’s behavior for indicators that the parent is maintaining a sober lifestyle
   3. Follow policy 19.26 Case Management: Case Management Involving Caregiver Substance Use or Abuse related to case closure.
4. Staff the case with the Social Services Supervisor to discuss reasons for case closure.
   1. Confirm that the child has achieved an approved permanency plan (i.e., Reunification, Adoption, Guardianship, and Another Planned Permanent Living Arrangement).
   2. Verify that all qualifying conditions for return have been met and obtain authorization to request approval from the juvenile court to proceed with case closure.
   3. Discuss what, if any, additional services will be provided to the family post-closure.
5. Conduct a Family Team Meeting or some other transitional meeting to discuss case closure, making a “good faith” effort to involve all family members in the discussion of the case closure decision (see policy 19.3 Case Management: Solution-Focused Family Team Meeting). The discussion should include the following:
   1. Progress made in the areas of caregiver protective capacity and remediation of the issues that caused the child to enter foster care;
   2. The plan to prevent the circumstances that led to the child’s removal from reoccurring (i.e. relapse prevention plan);
   3. Formal or informal supports that can remain involved with the family following case closure;
   4. Linkage to community resources that might provide future support;
      1. Show the family where to locate contact information for various community agencies, including how to apply for public assistance.
      2. Verify that the family understands how to utilize community supports by asking them to demonstrate or describe what they will do in various circumstances in which supportive services might be needed (e.g., food, utilities, mental health services).
      3. Explain that the child will remain on Medicaid without any coverage gaps once exiting foster care, if they are eligible.
   5. Issues or concerns the family may have.
6. Arrange any additional services needed post foster care.
7. Notify all service providers actively involved in the case of the case closure decision and request any outstanding invoices be submitted expeditiously.
8. Ensure the parent/caregiver has received copies of the child’s health and education records when the child exits foster care. Provide this information directly to youth who exit care after attaining 18 years of age (see policies 10.11 Foster Care: Medical, Dental, and Developmental Needs and 10.13 Foster Care: Educational Needs).
9. Ensure the child has a driver’s license or official identification, if applicable (see policy 13.8 Independent Living Program: Driver Education, Licensure and State Identification).
10. If applicable, coordinate with the parent and the Amerigroup Care Coordination Team (CCT) to schedule the required discharge physical.

11. Notify the Revenue Maximization (RevMax) Unit, Department of Community Health (DCH), and the Amerigroup Care Coordination Teams (CCT) of a child’s exit from foster care within 24 hours.

12. Update Georgia SHINES to reflect case closure.
    1. Close each Foster Care Child (FCC) Stage
       1. When Post Foster Care (PFC) stages are needed to manage relative or guardianship subsidy payments or Independent Living Program (ILP) services for youth no longer in care, stage progress the FCC stage to the Post Foster Care (PFC) stage before completing FCC stage closures.
       2. When families are referred for Family Preservation Services, stage progress the Foster Care Family (FCF) stage to the Ongoing (ONG) stage before completing the FCF stage closure.
    2. Add the child’s new legal status within 48 hours of the change.
       1. Choose the appropriate ‘Not in DFCS Custody’ legal status based upon the court’s decision/ruling.
       2. The legal status effective date is the date DFCS no longer has legal custody of the child.
    3. End any open placements.
       1. The placement end date is the same as the ‘Not in DFCS Custody’ legal status effective date.
       2. The end time entered does not have to be exact, but should be within 30 minutes of the reported change. The end time should not be 12:00 AM.
    4. End any open payment of care (POC) records. The POC end date is the same as the placement end date.
    5. Submit a Notification of Change (NOC) to notify the RevMax Unit that foster care Medicaid eligibility has ended.
       1. Follow up with the RevMax Unit to ensure timely completion.
       2. To close the FCC stage, an end date must be indicated on the Eligibility Summary List page.
       3. On the Foster Care Application List page, all IV-E Applications and NOC entries must be in approved (APRV) status (not PROC or PEND) before stage closure.
    6. Address Case Watch Errors and Warnings
    7. Ensure all case activity has been documented and upload all appropriate documents into Georgia SHINES External Documentation (e.g. court orders, etc.)
    8. Complete the Stage Closure page.
       1. Choose the appropriate closure reason and add relevant comments.
       2. The stage closes when the Supervisor approves the FCC stage closure.
       3. After all FCC stages for a case have been closed, complete the Stage Closure page in the Foster Child Family (FCF) stage.
       4. After the Supervisor approves the FCF stage closure, the FCF stage closes.

The Social Services Supervisor will:

1. Review each case prior to closure to confirm that sufficient progress has been made to remedy the safety conditions that caused a child to enter foster care. Look for evidence in the case record that supports the decision to close the case.
2. Staff each case with the SSCM prior to case closure (see policy 19.6 Case Management: Supervisory Staffing). During the staffing:
   1. Engage the SSCM in partnership decision-making to help the SSCM evaluate the family’s progress toward achieving and maintaining behavioral changes that promote child safety and well-being.
   2. Encourage the SSCM’s use of critical thinking by seeking answers to questions such as
      1. Why do we believe a family’s circumstances have been adjusted to the point where conditions are safe for a child to be returned to the home?
      2. How reliable and valid is the information we have obtained that supports the decision to close the case?
      3. Have we spoken to everyone with relevant information about this family’s capacity to protect the child(ren) exiting foster care?
      4. Are there any actions or services still needed to manage any behaviors or conditions that threaten child safety and well-being?
      5. Is an in-home safety intervention warranted?
      6. Has the juvenile court provided its approval of case closure?
      7. What formal and/or informal supports can remain involved with the family following case closure?
3. Confirm that case documentation is current in Georgia SHINES prior to case closure, especially all evidence supporting case closure. This includes documentation of the supervisory staffing that evaluated the case information that had been gathered and weighed the evidence in a decision-making process that clearly supported the decision to close the case.

PRACTICE GUIDANCE

Conclusion of Services

Permanency planning begins when a child enters foster care. Case closure is appropriate once the permanency plan goals are achieved. Throughout the life of the case, the various judicial reviews should have been leading to a case outcome that ensures the safety, permanency and well-being of the child. Consequently, conclusion of services should be a natural and planned component of the case work process. Maximum effort must be put forth to fully engage the family throughout the life of the case and clearly communicate the desired case plan outcomes. Consider the following when ending services with families:

1. Family Preparation

Throughout the life span of the case families should be knowledgeable regarding what requirements are needed for case closure and should be engaged regularly regarding their level of progress made toward that end.

1. Developing Support Systems

Families should be assisted in developing formal and informal systems that can support them during and after DFCS involvement. The support system should be identified with the involvement of the family. This support system or family team can assist a family after case closure. Families should be encouraged to utilize these systems during the life of the case as a way for them to “practice” for life after DFCS intervention ends.

1. Disengagement

When terminating DFCS involvement with families, it is important to begin the process of disengagement of the working relationship between the SSCM and family prior to closing the case. The family should be reminded of the ongoing progress being made in resolution of risk and safety factors and that this will lead to a reduced need for DFCS

involvement. This can be a challenging process for both the SSCM and the family as the SSCM must separate from the family while continuing to support and encourage them. The goal of the SSCM is to increase the emphasis on the family taking on more responsibility for problem solving and follow up.

1. Family Reactions

Conclusion of services can be met with ambivalent feelings, especially when the helping relationship with the family has been rewarding. Some typical reactions may include denial, regression, creation of additional needs, and flight. It is essential to validate the family’s feelings regarding case closure and provide positive feedback regarding their achievements as well as assisting them in recognizing their strengths and abilities.

1. SSCM Reactions

SSCMs may experience a sense of loss as a result of discontinuing their work with a child and/or family. Separating from someone with whom a meaningful relationship has been developed can be difficult. SSCMs should talk to their supervisors for support and assistance with processing their feelings.

1. Process Evaluation

Conclusion of services should be a joint decision-making process between the SSCM and the family. The SSCM should review with the family all critical elements of intervention, while empowering the family to express their opinions/feelings and provide constructive feedback. Obtaining feedback from the family regarding their experience can provide valuable information to the family and agency regarding performance as well as in establishing future relationships. The evaluation helps the family to assess and recognize their progress and encourages future self-assessment/evaluation.