1. New Provider Residential Services Orientation
State of Georgia 1

2. Introduction What We Will Do - Educate Presented By:
Georgia Association of Homes & Services for Children (GAHSC)
Department of Human Services (DHS)
- Office of Residential Child Care (ORCC)
- Office of Provider Management (OPM)
Department of Juvenile Justice (DJJ) 2

3. Who Should Attend Applicants for the Licensing of:
Child Caring Institution – (Group Homes)
Outdoor Child Caring Programs
Child Placing Agency (Foster Care, Adoptions)
Children Transition Care Centers (CTCC) 3

4. Who Should NOT Attend Day Care Center Operators
Foster Parent wantabe’s
Adult Personal Care Home Applicants
Psychiatric Hospital Applicants
Maternity Homes Applicants Insect Exterminators Applicants
Beauty Shop Operators Applicants
Road Contractors Applicants 4

5. Georgia Association of Homes & Services for Children
Overview
Normer Adams
Executive Director
Georgia Association of Homes
& Services for Children 5

6. Steps to Provision of Services Presentation Organization
1. Organizational Capacity and Needs Assessments
2. Licensure
3. Contracting with the State
4. Referrals and Payments 6

7. Steps to Provision of Services
Step one - Organizational Capacity and Needs Assessments 7

8. Organizational Capacity Assessment
FIRST PRIORITY
Develop the
“BUSINESS PLAN”
The Plan vs. Good Intentions
-Board -Facilities
-Budgets -Legal Issues
-Constituency -Policies & Procedures
Organizational Capacity Assessment 8

9. THE BUSINESS PLAN (continued)
FIRST PRIORITY
THE BUSINESS PLAN (continued)
Research
The Need
The Competition
Interviews
Field Trips
Needs Assessment 9

10. What will I be When I grow Up?
FIRST PRIORITY
What will I be When I grow Up?
Child Placing Agency– An agency that recruits, supports and places children in foster homes
Child Caring Institution – Group home or other congregate care environment where facilities are built for the placement and care of children.
Outdoor Child Caring Programs – Programs using a wilderness model for care and treatment of children.
Needs Assessment 10

11. What will I be When I grow Up?
FIRST PRIORITY
What will I be When I grow Up?
Child Placing – An agency that recruits, supports and places children in foster homes
First placement priority for state.
75% of all foster children go into this placement.
Lowest cost per day per child
Regulations require that they be not-for-profit. You can not own them, profit from them or sell them.
Needs Assessment 11

12. What will I be When I grow Up?
FIRST PRIORITY
What will I be When I grow Up?
Child Caring Institution – Group home or other congregate care environment where facilities are built for the placement and care of children.
This is last placement choice for children with basic needs.
DFCS is not issuing any new contracts for this service
Only 14% of all foster children are placed in these facilities.
Needs Assessment 12

13. What will I be When I grow Up?
FIRST PRIORITY
What will I be When I grow Up?
Outdoor Child Caring Programs – Programs using a wilderness model for care and treatment of children.
These are wilderness programs for children.
Most are considered treatment facilities.
Few of these facilities are being used for placement.
Requires over 500 acres in land.
State very reluctant to contract with new providers.
Needs Assessment 13

14. FIRST PRIORITY What License should I get?
Child Placing / Foster Care
Private Family centered Child Care
Few Capital Costs
Labor Cost follow Labor needs
Higher Reimbursement to Cost ratio
Higher Percentage of children entering care
Required to be “Not-for-Profit”
Child Caring Institution / Group Homes
Campus focused Child Care
High Capital Costs
Labor cost do not follow labor needs
Lower Reimbursement to Cost ratio
Lower percentage of children entering care
No requirement for “not-for-profit.”
Needs Assessment 14

15. Board Development (Not-for-Profit Only)
Should you be a Not-for-Profit (501 c 3)?
For-Profit
Personal profit and benefit
Personal management
Ownership of assets
Risk of own resources
Not-for-Profit
Community ownership and control
Community support though contributions
Risk of community resources
Organizational Capacity Assessment 15

16. Georgia’s Priority of Placement
Family
Relative
Friend
Adoption
Foster Care – public sector
Private sector foster care
Private sector group homes
Organizational Capacity Assessment 16

17. Board Development (Those who are accountable for the organization)
Truism - An organization is as strong as its Board.
Choose people who can help you
Go beyond friends and family
Movers and Shakers of community make good Board Members
Organizational Capacity Assessment 17

18. Executive Director (He/She who manages the organization)
Choose person of experience, integrity, responsibility and history
He/She will represent your organization
He/She will carry out your policies and procedures
Organizational Capacity Assessment 18

19. Budgets and Budgeting Budget Development
Expenses
Staff--Base Pay
Benefits
Insurance--Property, Casualty, & Liability
Food
Clothing
Transportation
Other
Income
State Fees
Contributions-nonprofit only
Charity gifts
Grants
Endowments
Organizational Capacity Assessment 19

20. Organizational Capacity Assessment
Budgets and Budgeting
Medical Care Covered by Medicaid –
Nearly all children in residential care qualify for Medicaid.
Organizational Capacity Assessment 20

21. Organizational Capacity Assessment
Fundraising
Grants for Startup
List of all the Foundations and Charities that give to new organizations starting children homes and group homes.
Organizational Capacity Assessment 21

22. Organizational Capacity Assessment
Fundraising
Grants for Startup
All Foundations and Charities: 1.
2. 3.
Organizational Capacity Assessment 22

23. Organizational Capacity Assessment
Fundraising
Grants for Startup
Very Few
Only to Existing Groups
Need 501(c)(3) status – Not-for-Profit
Anticipate 18 months for startup support
Build constituency
Organizational Capacity Assessment 23

24. Not-for-profit Organization (Nearly all are 501(c)3)
Internal Revenue Service (IRS) Regulations for securing tax deductible contributions
Takes at least 1 year to secure
A knowledgeable person can do it without lawyer
Organizational Capacity Assessment 24

25. Organizational Capacity Assessment
Your Facilities
Fire Inspection - # 1 Problem Area
Most Expensive to Correct
State Regulations, County Interpretations and enforcement
Organizational Capacity Assessment 25

26. Organizational Capacity Assessment
Your Facilities
Truism- If Community Support starts off negative, walk away. It will never turn positive.
Community Support - # 2 Problem Area
Build Support Carefully
If negative, hard to overcome
Use community leaders to lead
Organizational Capacity Assessment 26

27. Organizational Capacity Assessment
Your Facilities
Zoning – The “Tip Off”
to the Community -- Required before Licensing -- Zone for “a licensed childcare institution for six or more unrelated children” -- Movers and Shakers of community can help with this
Organizational Capacity Assessment 27

28. Policies & Procedures (Provides the why and how of the organization)
Truism – If your director can not explain them, they should not be your director.
Get a person who has done residential child care to prepare your policies and procedures
These are your rule books for operations
You will live and die by them
They become your Bible for operation
Organizational Capacity Assessment 28

29. Technical & Clinical Assistance (Gut instinct is not enough.)
Truism – Education and Experience is more valuable than gut instinct.
A compliant child may be a depressed child.
An attentive, indulgent staff may be a pedophile.
Money in your pocket may not mean money in the bank.
Your High School Joe might like your facility as coed, but you won’t.
Organizational Capacity Assessment 29

30. Staff & Personnel Issues (They make or break your organization)
Truism - Your program is as good as your worst staff.
A thorough background check is essential.
“Would you let these folks care for your child?”
Organizational Capacity Assessment 30

31. Reporting Requirements
Truism – God Forgives but the State never Forgets
Child Abuse Reporting Requirements
Stuff will happen! Self-report.
The law requires you to report abuse and neglect.
Do not even THINK of not reporting.
Preserve your relationship with State by dealing with integrity.
Organizational Capacity Assessment 31

32. Organizational Capacity Assessment
Working with the State
Some Steer The State is our partner in caring for children. Their role is regulatory and contractual. Respect it.
Others Row Our role is providing services to children. Together we work to provide the best care for children.
Organizational Capacity Assessment 32

33. Budgeting/Rate Setting
Truism – Child Welfare programming makes for a bad business investment.
Georgia’s regulations prohibit any organization from making money. Your daily per diem will be the lesser of your costs or the maximum rate.
Organizational Capacity Assessment 33

34. Budgeting/Rate Setting
Truism – If you are doing it for the kids, then the money will come.
Funding remains the top priority for any administrator!
Without money, nothing happens.
The State is your number # 1 customer, and quite often, your only customer!
In Georgia, there are only a hand full of For-Profit agencies. (There is a reason for this. There is no profit in child welfare!)
Organizational Capacity Assessment 34

35. Budgeting/Rate Setting
Placement providers are paid a per diem for Room and Board and Watchful Oversight.
CCIs - Group Homes
Base $101.82
AWO $128.98
MWO $181.84
2nd Chance $162.91
Teen Development $108.21
Maternity home $101.82
Organizational Capacity Assessment 35

36. Budgeting/Rate Setting
Placement providers are paid a per diem for Room and Board and Watchful Oversight.
CPAs – Child Placing Agencies (Fixed Payment to Agency)
Traditional $21.44
Base WO $29.02
Max WO $40.07
SBWO $45.00
SMWO $69.00
SMFWO $81.00
Organizational Capacity Assessment 36

37. Budgeting/Rate Setting
Placement providers are paid a per diem for Room and Board and Watchful Oversight.
CPAs – Child Placing Agencies (Payment to Foster Parent based on age of child)
0-5 years of age $14.60
6-12 years of age $16.50
13+ years of age $18.80
Organizational Capacity Assessment 37

38. Departments & Divisions of State Agencies38

39. DHS Office of Residential Child Care Child Care Licensing
Rhonda James
2 Peachtree Street, Atlanta, GA 39

40. Steps to Provision of Services
Step Two - Licensure 40

41. DHR Office of Regulatory Services Child Care Licensing
License Categories:
CPA – Child Placing Agency - Placement of children in foster and or adoptive homes; domestic and international placement
and home Study Services.
CCI – Child Caring Institutions or group homes 6 or more residents 6-18 years old.
CTCC-Children’s Transition Care Center—medically fragile children. Short-Term (1-14 days); Long-Term (90-days)
OCCP – Outdoor Child Caring Program - Wilderness Camps
Maternity Homes (MATH)—home for pregnant mothers.
Determine which type of program you want to be.
Licensure 41

42. How to Apply for Licensure
All CCIs & CTCCs MATH must obtain local zoning and fire approval before submitting an application
Download the licensure application package
Familiarize yourself with ORS rules and regulations--develop a working knowledge of the meaning and intent of these rules and regulations
Develop policies and procedures to address each rule
Prepare your agency for compliance with the regulations
Licensure 42

43. Staff Qualifications for CCI
Director: Masters/2 years related experience or Bachelors/4 Years related experience
Human Services Professional (Social Services): Bachelors/2 Years Experience or supervised by Masters
Child Care Worker: 21 Years Old/ High School or GED
Director and owner both must document a satisfactory criminal records check.
Licensure 43

44. Staff Qualifications for CPA
Director: Bachelors/2 Years related experience unless doing clinical supervision of staff
Case Work Supervisor (Social Services): Qualified Masters/2 Years CPA experience
Case Worker: Bachelors degree
Director and Owner must document a satisfactory criminal records check
Licensure 44

45. Staff Qualifications for CTCC
Director: Master’s Degree or Higher in Nursing, Social Work or other Health Related field plus two years of experience working with medically fragile children; or
A licensed registered nurse, physician, other licensed health care professional with at least five years of experience working with medically fragile children.
Licensure 45

46. Staff Qualifications for CTCC (cont.)
Human Services Professional:
Bachelors Degree in social work with
two years experience or a master’s
degree or be a licensed LPN or
registered nurse.
There shall be one awake RN or other
staff on duty at all times when children
are present who is trained in first aid and
has a current CPR certificate.
Licensure 46

47. Criminal Records Check Law
Must be in compliance with Criminal
Records Checks Law.
If employee’s check reveals any crime,
person cannot be hired until resolved.
Must submit Live Scan and application
to Office of Investigative Services
for clearance.
Licensure 47

48. Physical Plant for CCI Water/Sewage
Bedrooms:63 Square Feet per resident (double occupancy) Square Feet (Single)
Bedrooms – must document space capacity to serve at least six residents. Not to exceed 16
Bathrooms – one sink/toilet per 8 kids, 1 shower per 10 kids.
Separate bathroom for staff.
Staff may not enter into a resident bedroom to access the bathroom.
SAFETY FIRST--Inside and Outside
Licensure 48

49. Physical Plant for CCTC
Water/Sewage
Bedrooms: 63 Square Feet per resident (double occupancy) Square Feet (Single)
Bedrooms – must document space capacity to serve at least six residents
Bathrooms – one sink/toilet per 6 kids.
1 shower per 6 residents.
Separate bathroom for staff.
Staff may not enter into a resident bedroom to access the bathroom.
Licensure 49

50. PHYSICAL PLANT CCTC (CONT)
All centers serving a child or children dependent on a wheel chair or other device for mobility shall have:
At least two exits, remote from each other, accessible to child with easily negotiable ramps.
All doorways and halls shall accommodate wheelchair access.
At least one bathroom of sufficient size to accommodate a wheelchair and assisting staff.
Licensure

51. Behavior Management
Develop behavior management policies and procedures.
Policies should address behavior management techniques for type of children served.
A behavior management plan must be documented in the resident’s service plan.
Licensure 51

52. Behavior Management (cont’d)
Develop policies and procedures on emergency safety interventions
Emergency safety means those behavioral interventions techniques that are authorized under and an approved emergency safety intervention
ESI’s are to only be utilized by properly trained staff in an urgent situation to prevent a child from doing immediate harm to self or others.
Licensure 52

53. Waivers & Variances
The department at its discretion may grant a waiver or variance of specific rules upon application being filed.
Variance may be granted by upon showing by the applicant that a particular rule or regulation would cause undue hardship.
A waiver may dispense entirely with the enforcement of a rule or regulation upon showing that the purpose of the rule or regulation is met through equivalent standards.
Licensure 53

54. Self-Assess for Rule Compliance and Completed Application Materials
Regulatory Process
Self-Assess for Rule Compliance and Completed Application Materials
Submit Application with all local approvals if required
Initial On-Site Inspection – Office Conference for CPA’s: Temporary License (12 Months)
Annual Re-Licensing Inspections
Follow-Up Inspections
Complaints/Self-Reported Incidents
Licensure 54

55. LICENSURE
Obtaining a license through the office of Residential Child Care does NOT guarantee a contract with other state departments to serve children and adolescents.
Licensure 55

56. B r e a k 56

57. Steps to Provision of Services
Step Three - Contractual Process for Providers 57

58. New Provider Orientation
Presenter: C. Richardson, DFCS, Office of Provider Management
Presentation to: GAHSC Provider Orientation
Date: October 11, 2012
Georgia Department of Human Services

59. Vision, Mission and Core Values
Stronger Families for a Stronger Georgia.
Mission
Strengthen Georgia by providing Individuals and Families access to services that promote self-sufficiency, independence, and protect Georgia's vulnerable children and adults.
Core Values
Provide access to resources that offer support and empower Georgians and their families.
Deliver services professionally and treat all clients with dignity and respect. Manage business operations effectively and efficiently by aligning resources across the agency.
Promote accountability, transparency and quality in all services we deliver and programs we administer.
Develop our employees at all levels of the agency.

60. New RBWO Provider Application Process
The RBWO Provider process is handled through the Department of Families and Children Services (DFCS) Office of Provider Management (OPM)
The process applies to agencies seeking to obtain a RBWO Provider contract as a Child Placing Agency (CPA) or Child Caring Institution (CCI)
Agencies seeking a RBWO Provider contract with DFCS must have an applicable CCI or CPA license from the Office of Residential Child Care

61. New RBWO Provider Application Process
As of 7/1/11, the start of FY2012, The Office of Provider Management has revamped the provider application process
Revised provider applications are closely aligned with the FY2012 RBWO Minimum Standards
The revised application process now includes an online New Provider Self-Assessment
New Provider application requests will be based on specific services and locations identified on the Current RBWO Provider Service Needs List

62. New RBWO Provider Application Process
Information about the application process is now available online at
Once on the home page of the website, click on the New RBWO Provider Application Information - FY12 icon (this is a posting in the News and Events section on the left side of the home page)

63. New RBWO Provider Application Process
Interested providers should review the applicable New Provider Information Sheet, which outlines the process step-by-step
New CCI Provider Information Sheet
New CPA Provider Information Sheet

64. New RBWO Provider Application Process
The New RBWO Provider Application Information FY12 icon also includes Helpful reference resources for review and downloading
All documents referenced on the CCI and CPA New Provider Information Sheets are available online:
FY2012 RBWO Provider Service Needs List
FY2012 RBWO Minimum Standards for CPAs and CCIs
DHS Map of Counties by Region

65. New RBWO Provider Application Process
After reviewing the New Provider
Application Process Information online,
interested providers with questions
should contact:
The Office of Provider Management
Main Office
(404)

66. Approval Process of Vendors
Department of Juvenile Justice
Division of Community Programs
Serves to Protect the Citizens of Georgia by Providing Prevention Services, Court Services and Supervision, Treatment and Rehabilitation of Youthful Offenders.
Approval Process of Vendors 66

67. Community Services and Intake (404)-508-6500
DJJ
Department of Juvenile Justice
DIVISION OF COMMUNITY Services and Intake
Community Services and Intake (404) 67

68. DJJ Contract Application Process
Upon Obtaining Licensure, Contact the Residential Placement Specialist (RPS) in the District in which Your Facility is Located
Potential Provider requests application package from the Residential Placement Specialist.
Completed Application is submitted to the Residential Placement Specialist.
Application is reviewed by Residential Placement Specialist and supervisor.
Approval Process of Vendors 68

69. DJJ Districts and Regions69

70. Residential Placement Specialists
4 DJJ Regions - NW, NE, SW, SE
Regional Placement Specialists
1. Richard Fox (NW)
2. Kim Settles and Curtis Washington (NE)
3. Jeffrey Bright and Ayrica Rhodes (NW)
4. Carl Harrison (SW)
5. Sue Riner (SE)
Approval Process of Vendors 70

71. DJJ Contract Approval Process
Residential Placement Specialist (RPS) Conducts Site Visit
Assesses Willingness and Ability to Service Delinquent Youth
School Issues
Supervision
Contract Process Initiated
Approval Process of Vendors 71

72. Characteristics of Children in DJJ’s Care
Average Age - 13 (range is from 8-17)
Mostly Males
Most Common Offenses - Property & Status
Oppositional - Lack Impulse Control
Common Mental Health Diagnoses - Conduct Disorder, Depression, PTSD
Substance Abuse Issues
Characteristics of Children 72

73. Services to Children in DJJ’s Care
During FY ,000 and FY ,753 youth were served by the Department of Juvenile Justice.
Services Purchased 73

74. Private Placements
Normer Adams, GAHSC 74

75. Private Placements
Agency determines what services to sell (or give away) to the private individual or corporation (usually another state.)
The nature of these services is determined on the ability to provide those services within the Licensing framework and Approved Levels of Care.
Services Purchased 75

76. Characteristics of Children
Characteristics of Children in Private Placement
Determined by agency’s mission and ability to care for the child.
And Agency’s ability to serve
Characteristics of Children 76

77. Approval Process of Vendors and Marketing
Private Placements
Client Application Process-- Licensing allows an agency to provide out-of-home services. Within the rules of Licensing, each agency develops their own application process.
Contract Approval Process -- There is no approval process save Licensure.
Approval Process of Vendors and Marketing 77

78. Private Placements Referrals and Payments
Referrals - Referrals are made by private individuals or agencies or another state. This referral network is determined by the agency.
Payments - Payments are negotiated with each referring party.
Referrals and Payments 78

79. Private Placements Referrals and Payments
Most Private Placements are done on a charity basis unless the placement is done by another State.
Referrals and Payments 79

80. In Conclusion: Steps to Provision of Services
1. Organizational Capacity and Needs Assessments
2. Licensure
3. State Approval Process for Vendors
4. Marketing to Referral Sources, DFCS, DJJ, Private Sector 80