A complete clinical record for the previous 30 days may not be available because the child or youth:
- Has run away or is living in an unauthorized placement.
- Lives in a kinship placement.
- Is in juvenile detention.
- Is in the hospital.
- Is living independently, on a trial basis.
In these circumstances, the CPS caseworker must submit one of the following to the third-party contractor:
- A sufficiently updated application for placement.
- A narrative report of the child or youth’s circumstances and any available supporting documentation.
The effective date for the service level is the date that the third-party contractor reads the request for a review and the application for placement or narrative.
If a case meets the criteria for submitting a narrative or application for placement instead of a clinical record, the narrative or application must include certain details. See the table below.
For information on the types of service levels, their time frames, and the application for placement, see 4410 Service Level Determinations and Reauthorizations.
| If the child or youth was or is… | the narrative or application for placement must include the following: |
| a runaway or living in an unauthorized placement … | • The length of time the youth has been living in that status. • Where the youth has been living while in that status. • Where the youth is living now. • The youth’s behavior since he or she returned, including any behavior that placed the youth or others at risk. • Any available supporting documentation, such as any law enforcement incident reports. |
| living in a family or kinship placement … | • The length of time the child or youth has been in the placement. • The reason the placement was disrupted. • The child or youth’s behavior while in placement, including any behavior that placed the child or youth or others at risk. • Any available supporting documentation, such as school documents and therapy notes. |
| in juvenile detention … | • The length of time the youth has been in detention. • The current charges against the youth and the reason the youth was detained. • A list of any prior juvenile history. • The youth’s behavior, including any behavior that placed the youth or others at risk. • Any available supporting documentation, such as law enforcement incident reports and detention-related documents. |
| in the hospital … | • The location where the child or youth was living before he or she was admitted to a hospital. • The length of time the child or youth has been in the hospital. • The reason the child or youth was hospitalized. • The last incident of the following, since hospitalization: • Aggression or assault • Self-harm • Restraint • The use of pro re nata (PRN) medications (that is, medications used as the need arises) • Any new medication prescribed and whether the medication will be discontinued upon discharge. • Any significant risk behaviors placing the child or youth or others in danger. • The medical condition and services needed to manage it, if the child or youth has a primary medical need. • Any available supporting documentation, such as discharge documents. |
| living independently, on a trial basis … | • The length of time the youth has been living independently, on trial basis. • The reasons the youth wishes to return to extended foster care. • Where the youth has been living since leaving care. • Any behaviors that placed the youth or others at risk. • The youth’s present educational, medical, and emotional needs. |
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