WorkFirst HandBook

6.4.6 Children: Special Needs - Step-by-step guide

When a parent indicates the inability to participate in WorkFirst activities because of a child with special needs, the WFPS or WFSW:

Requests documentation of the child's special needs and the impact the child's special needs has on the parent's ability to participate in WorkFirst. If needed, the WFPS or WFSW refers the family to the local Public Health Department, using an electronic referral* to the Public Health Nurse (PHN) in eJAS [or manually uses DSHS form 10-256], following the Step-by-Step Guide below:

* Please note that not all eJAS users have access to the PHN Referral. It will be available to the following eJAS security models:

Admin
Casemgr
Casemgr2
Regcoord
Socwkr
Supervsr
Suprvsr1
Suprvsr2
Wfdmgr
Csocoor
Csocoor2
Finwkr

PHN eJAS Referral Step-by-Step guide

1. From the client's main menu, select the ‘Referrals' link.
2. Select the ‘Public Health Nurse Referral' link.
3. The user will be taken to the ‘Public Health Nurse (PHN) Referral'.
4. The system auto-fills certain client level and worker level information based upon eJAS client demographic information and the user taking the action. The auto-filled information may be edited with the exception of the JAS id and the system posting date.
5. The user will complete the remaining fields and sections of the form with the necessary information.
6. The user will either select the ‘Print this Referral' or ‘e-Msg this Referral' button.
7. Once the user selects either of these buttons the information is stored and cannot be modified. It is part of the case record.
8. If the user selects ‘print this Referral' the form will locally print. The system will post a “Children w/Special Needs Referral to Public Health Nurse” note type with a link titled “Click here to view the PHN Referral”. The user may select the link within the client note to view the referral.
9. If the user selects ‘e-Msg this Referral', the user will finalize sending the e-Msg to the nurse's user id or contracting agency code. When the nurse receives the e-Msg, the subject line text will read ‘Public Health Nurse Referral'. By selecting this link, the nurse will be able to view the referral form. In addition, the system will post a “Children w/Special Needs Referral to Public Health Nurse” note type with a link titled “Click here to view the PHN Referral”. The user may select the link within the client note to view the referral.

Searching Client Notes - Step-by-step guide

1. From the client's main menu, select ‘Client Notes'.
2. In the Search Options, Select ‘Type' and review the drop down menu.
3. The new note type ‘Referral to Public Health Nurse' has been added as an option and will display below the previously existing ‘Referral' note type.
   
   • The ‘Referral to Public Health Nurse' note type is specific to referrals generated in the How to Make a Referral step-by-step guide.
   • The existing Referral will search client notes for all generic referrals including generic referrals created for Children with Special Needs.

Using Ad-hoc Reports - Step-by-step guide

1. From the client's main menu, select ‘Ad-hoc Reporting'.
2. In the section labeled ‘View Notes' review the drop down menu containing default text ‘Any Type'.
3. The new note type ‘Referral to Public Health Nurse' has been added as an option and will display below the previously existing ‘Referral' note type.
• The ‘Referral to Public Health Nurse' note type is specific to referrals generated in the How to Make a Referral step-by-step guide.
• The existing Referral will search client notes for all generic referrals including generic referrals created for Children with Special Needs.

Step-by-step guide

1. After completing the PHN referral, the WFPS or WFSW documents permission for a public health nurse's home visit on the IRP.
2. Obtains permission to exchange highly protected (special record) information using the DSHS 14-012(X), Authorization to Obtain/Release Information form .
3. Places the parent in the deferral code XN or ZC.
4. Refers the public health nurse to the local contracted vendor if interpreter services are required. (The nurse will return the Interpreter Services verification voucher to the CSO for payment.)
5. Faxes the DSHS 10-256(X) (If the PHN does not have/or use eJAS access), PHN Referral form and a copy of the release of information form to the local public health nurse.
6. The public health nurse:
1. Initiates the home visit within five working days of receipt of the referral form.
2. Sends the following completed forms to the case manager or social worker within ten days of the home visit:
1. DSHS 10-254(X), Public Health Nurse Evaluation; and,
2. DSHS 10-255(X), Public Health Nurse Summary.
7. The WFSW and/or WFPS then reviews the information gathered by the Public Health Nurse evaluation and determines whether the parent qualifies for deferral or exemption and whether the child is attending school full-time. The definition of full-time school is going to class 6 1/2 hours per day or more.
1. If the child is a full-time student, complete the component/IRP screen in eJAS using the XN code.
2. If the child is NOT a full-time student, complete the component/IRP screen in eJAS using the ZC code.
8. If the parent is able to participate, the WFSW or WFPS:
1. Meets with the parent to develop an IRP, taking into consideration information gathered during the Public Health Nurse's evaluation process.
2. Completes the component/IRP screen in eJAS.
3. Develop IRP based upon existing information, or public health nurse evaluation (using the DSHS 10-256, Public Health Nurse Referral form).
9. If the parent is not able to participate, the WFSW or WFPS:
1. Meets with the parent, Public Health Nurse (if possible) and other relevant professionals.
2. Approves the deferral or exemption based upon the information gathered.
3. Explains to the parent what the deferral or exemption means, how long the exemption will be approved for and how the review process works.
4. Completes the component/IRP screen in eJAS, with a deferral length no longer than 6 months or an exemption length no longer than 12 months.