brevard family partnership
TRANSCRIPT
BREVARD FAMILY PARTNERSHIP
Executive Summary
for Subcontractor Monitoring
FY 2017-2018
1
Table of Contents
Residential Group Care………………………………………………………………………………………………………….2
Flexible Support Services……………………………………………………………………………………………………….7
Supervised Therapeutic Visitation…………………………………………………………………………………………11
Adoption Support Services……………………………………………………………………………………………………14
Independent Living……………………………………………………………………………………………………………….15
Prevention…………………………………………………………………………………………………………………………….19
Family Reunification Services……………………………………………………………………………………………….26
Dependency Case Management Services……………………………………………………………………………..29
2
Overview:
Brevard Family Partnership (BFP) is the Lead Agency for Child Welfare Services in Brevard
County, Florida within the 18th Judicial Circuit. BFP conducted annual monitoring of its
subcontracted child welfare service providers in Fiscal Year (FY) 2017/2018 and the following, is
a summary of the results.
Residential Group Care Services:
In FY 2017/2018, BFP contracted with six (6) providers that provide Residential Group Care
(RGC) services at seven (7) group homes. Friends of Children and Families operate two (2) group
homes in Cocoa and Palm Bay. The RGC providers are responsible for tracking contract
performance measures and reporting the measures on a quarterly basis. The following
performance measure data were obtained as a result of a random sample of actual on-site case
file reviews.
Performance
Measures
Have
n
Hacie
nd
a
De
vere
ux
Titusville
Cro
sswin
ds
Ro
yal Prie
stho
od
Frien
ds o
f
Ch
ildre
n &
Familie
s
Ave
rages 1
6/1
7
Ave
rages FY
7/1
8
90% with no
more than 2
runaway
incidents
100%
8/8
100%
3/3
0%
0/2
50%
6/12
100%
3/3
100%
12/12
70%
47/67
84%
32/38
Youth receive a
minimum of 4
recreational/cult
ural activities
away from
facility per
month
100%
8/8
100%
3/3
100%
2/2
100%
5/5
100%
4/4
100%
10/10
100%
36/36
100%
32/32
3
Performance
Measures
Have
n
Hacie
nd
a
De
vere
ux
Titusville
Cro
sswin
ds
Ro
yal Prie
stho
od
Frien
ds o
f
Ch
ildre
n &
Familie
s
Ave
rages FY
16
/17
Ave
rages FY
17
/18
100% enrollment
in school within
72 hours of
admission
8
N/A No youth
reviewed
required
school
enrollment
during the
PUR.
3
N/A
No youth
reviewed
required
school
enrollment
during the
PUR.
100%
2/2
0%
0/5
CAP
100%
4/4
10
N/A
No youth
reviewed
required
school
enrollment
during the
PUR.
67%
4/6
55%
6/11
90% in need of
initial Child
Health Check-Up
will have exam
completed
within 72 hours
of admission/
removal.
8
N/A No youth
reviewed
required
initial
health
check-up.
100%
1/1
2
N/A No youth
reviewed
required
initial
health
check-up.
100%
3/3
3
N/A No youth
reviewed
required
initial
health
check-up.
100%
1/1
75%
6/8
100%
5/5
100% will have
all
immunizations
up-to-date (for
youth over 90
days)
100%
8/8
100%
3/3
100%
1/1
5
N/A No youth
reviewed
had a LOS
more than
90 days.
100%
3/3
100%
10/10
93%
27/29
100%
25/25
100% will have a
dental
appointment
scheduled within
30 days of
admission
8
N/A No new
admissions
occurred
during the
PUR.
3
N/A
No new
admissions
occurred
during the
PUR.
2
N/A
No new
admissions
occurred
during the
PUR.
100%
2/2
3
N/A
No new
admissions
occurred
during the
PUR.
100%
1/1
64%
9/14
100%
3/3
100% will have
been seen by a
dentist at least
every 6 months
100%
8/8
100%
3/3
100%
1/1
1 N/A One child
refused to
attend.
100%
2/2
100%
3/3
100%
10/10
100%
28/28
100%
26/26
4
Performance
Measures
Have
n
Hacie
nd
a
De
vere
ux
Titusville
Cro
sswin
ds
Ro
yal Prie
stho
od
Frien
ds o
f
Ch
ildre
n &
Familie
s
Ave
rages 1
6/1
7
Ave
rages FY
17
/18
100% of children
will have regular
child health
check-ups as
mandated by the
FL Medicaid
periodicity
schedule.
100%
8/8
100%
3/3
100%
2/2
100%
5/5
100%
3/3
100%
9/9
92%
34/37
100%
30/30
Overall
Compliance by
RGC Provider
100%
40/40
100%
17/17
78%
7/9
68%
23/34
100%
16/16
100%
53/53
85% 92%
In FY 17/18 overall compliance with RGC Performance Measures increased from 85% to 92%.
Crosswinds RGC is an Emergency Shelter that cares for youth: voluntarily placed there by
parents from the community, youth with Juvenile Court involvement who are court-ordered to
be placed there, in addition to youth in foster care placed there by BFP. Crosswinds’
performance measure scores are impacted by a population of youth who are typically older
teens, are more difficult to place and usually have hard to manage behaviors. Frequently youth
are placed at Crosswinds after numerous admission denials from both foster homes and other
group care facilities.
5
The on-site annual monitoring review also included case file verification of the following Service
Tasks:
Service Tasks
The
Have
n
Hacie
nd
a Girls
Ran
ch
De
vere
ux
Titusville
Cro
sswin
ds
Yo
uth
Service
s
Ro
yal
Prie
stho
od
Frien
ds o
f
Ch
ildre
n &
Familie
s
Ave
rages FY
16
/17
Ave
rages
17
/18
Written Personal
Item Inventory at
admission and
updated
100%
8/8
100%
3/3
0%
0/2
CAP
80%
4/5
100%
3/3
100%
10/10
95%
35/37
93%
28/31
Documentation of
Allowance
100%
8/8
100%
3/3
0%
0/2
CAP
100%
5/5
100%
3/3
100%
10/10
100%
37/37
94%
29/31
Documentation of
Independent Living
activities
100%
2/2
100%
3/3
100%
2/2
100%
5/5
100%
3/3
100%
9/9
100%
30/30
100%
24/24
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
100% 100%
78%68%
100% 100%
Performance Measures
6
Service Tasks
The
Have
n
Hacie
nd
a Girls
Ran
ch
De
vere
ux
Titusville
Cro
sswin
ds
Yo
uth
Service
s
Ro
yal
Prie
stho
od
Frien
ds o
f
Ch
ildre
n &
Familie
s
Ave
rages FY
16
/17
Ave
rages
17
/18
Documentation of
demographic
information
100%
8/8
100%
3/3
100%
2/2
100%
5/5
100%
3/3
100%
10/10
100%
37/37
100%
31/31
Documentation of a
social history for the
child and his/her
family
100%
8/8
100%
3/3
100%
2/2
100%
5/5
100%
3/3
100%
10/10
97%
36/37
100%
31/31
Documentation of
required legal
documents
100%
8/8
100%
3/3
100%
2/2
100%
5/5
100%
3/3
100%
9/9
93%
29/31
100%
30/30
Copy of child’s
current case plan
100%
5/5
100%
3/3
0%
0/1
CAP
0%
0/3
CAP
100%
1/1
100%
10/10
83%
20/24
83%
19/23
Completed Monthly
Progress Reports
100%
8/8
100%
3/3
100%
2/2
100%
5/5
100%
3/3
100%
10/10
100%
36/36
100%
31/31
Maintain a
Medication Admin
Log
100%
7/7
100%
3/3
100%
2/2
100%
5/5
N/A 100%
10/10
100%
28/28
100%
27/27
Completed Release
& Aftercare Report
for each youth
discharged
100%
2/2
100%
3/3
100%
1/1
100%
4/4
3 N/A 10 N/A 100%
12/12
100%
10/10
Overall compliance
by RGC
100%
64/64
100%
30/30
72%
13/18
91%
43/47
100%
22/22
100%
98/98
97%
97%
The majority of our group home providers did well with Service Task documentation requirements. Both Crosswinds and Devereux Titusville were placed on a Corrective Action Plan (CAP) to address deficiencies with documentation of the case plan in the child’s file. Additionally the Devereux CAP addressed deficiencies in the availability of documentation of monthly allowances and inventory of personal belongings. The Crosswinds CAP also included deficiencies in timely school enrollment. Both facilities responded positively to the CAPs and
7
improved their performance as a result. Devereux satisfied the terms of the CAP by April 6, 2018. Crosswinds satisfied the terms of the CAP by May 10, 2018. Overall compliance remained consistent at 97%.
Overall RGC Service Task Compliance
Flexible Support Services:
BFP contracts with four (4) providers to provide in-home flexible support services. These in-
home supportive services are primarily provided to families where BFP is the primary payer,
involve both professional and para-professional staff and are short-term. Providers are
responsible for tracking contract Performance Measures and reporting the measures on a
quarterly basis. The following performance measures results, unless otherwise indicated, were
obtained as a result of actual on-site case file reviews, based on a random sample.
0%
20%
40%
60%
80%
100%
100% 100%
72%
91%100% 100%
Service Task Compliance
8
Performance
Measures
Co
astal
Be
havio
ral
The
rapy
Ye
llow
Um
bre
lla
(in –H
om
e)
Bre
vard
Be
havio
ral Co
ns.
Life P
aths
Ave
rages
FY1
6/1
7
Ave
rages FY
17
/18
95% of families will
be contacted or
attempt to contact
within next business
day of receipt of
referral
100%
12/12
100%
10/10
100%
7/7
100%
6/6
92%
35/38
100%
35/35
95% of clients will
have a face-to-face
contact within 7-10
days of referral or
documentation of
client’s non-response
to meet
100%
12/12
100%
10/10
100%
7/7
100%
6/6
72%
26/36
100%
35/35
95% of clients will
have a written
treatment plan
prepared and
submitted to BFP
w/in 30 days of 1st
visit
N/A 100%
10/10
N/A 100%
60/60
99%
79/80
100%
70/70
95% of clients will
have weekly
Mindshare reports
prepared and
submitted to BFP
100%
12/12
100%
10/10
N/A 100%
6/6
85%
35/41
100%
28/28
90% of all families
served will show
improvement in
family functioning
from pre-test to
post-test.
Based on Provider
Quarterly Reports
100%
2/2
98%
40/41
100%
5/5
97%
58/60
99%
103/104
97%
105/108
9
Providers continue to demonstrate excellent adherence to timeframes related to initial contact by the
next business day, face-to-face contact within 7-10 days and completion of weekly reports in Mindshare.
Additionally, Providers showed high performance in regards to increased family functioning and
satisfaction survey results.
Performance
Measures
Co
astal
Be
havio
ral
The
rapy
Ye
llow
Um
bre
lla
(in –H
om
e)
Bre
vard
Be
havio
ral Co
ns.
Life P
aths
Ave
rages
FY1
6/1
7
Ave
rages FY
17
/18
95% of families
served will show
satisfaction with the
provider’s program
Based on Provider
Quarterly Reports
100%
12/12
98%
40/41
100%
5/5
100%
11/11
100%
44/44
99%
68/69
Overall Compliance
100%
50/50
98%
120/122
100%
24/24
99%
147/149
94% 99%
10
Flexible Supports Overall Performance Measure
The on-site annual monitoring review also included case file verification of the following Service
Tasks:
Service Tasks
Co
astal Be
havio
ral
The
rapy
Ye
llow
Um
bre
lla
Bre
vard B
ehavio
ral
Co
ns.
Life P
aths
Ave
rages FY
16
/17
Ave
rages FY
17
/18
Services were
authorized by BFP
before service
provision
100%
12/12
100%
10/10
100%
9/9
100%
6/6
100%
37/37
100%
37/37
Provider
completed Weekly
Progress Reports
100%
12/12
100%
10/10
100%
9/9
100%
6/6
100%
37/37
100%
37/37
Documentation of
any failure to make
contact with family
on weekly
chronological note
in Mindshare
100%
12/12
100%
1/1
100%
2/2
100%
1/1
100%
16/16
100%
16/16
80%
100%
Coastal BehavioralTherapy
Yellow Umbrella Brevard BehavioralConsultants
Life Paths
100%98%
100%99%
Performance Measures
11
Service Tasks
Co
astal Be
havio
ral
The
rapy
Ye
llow
Um
bre
lla
Bre
vard
Be
havio
ral Co
ns.
Life P
aths
Ave
rages FY
16
/17
Ave
rages FY
17
/18
Services provided
were appropriate
to the tasks
stipulated on the
Care Plan, as
documented in the
provider’s service
notes and were
individualized to
family needs.
100%
12/12
100%
10/10
100%
9/9
100%
5/5
100%
36/36
100%
36/36
Utilizes a pre and
post test
100%
12/12
100%
10/10
100%
7/7
100%
6/6
100%
36/36
100%
35/35
Provider was
successful in
engaging client
100%
7/7
100%
10/10
100%
7/7
100%
5/5
97%
34/35
100%
29/29
Signed HIPAA
Acknowledgement
Form
100%
12/12
100%
10/10
100%
9/9
100%
5/5
100%
37/37
100%
36/36
Overall
Compliance
100%
79/79
100%
61/61
100%
52/52
100%
34/34
99% 100%
The above Service Tasks are a part of the Flex Support contract requirements. Overall, the
programs continue to provide appropriate services, engage the clients in a timely manner and
maintain excellent documentation.
12
Flexible Supports Overall Service Task Compliance
Supervised Therapeutic Visitation Services:
BFP contracts with Eckerd to provide supervised therapeutic visitation services. The following
service tasks results were obtained as a result of actual on-site case file reviews.
Service Tasks:
FY 16-17
FY 17-18
Services were authorized by BFP before
service provision.
100%
15/15
100%
14/14
Initial contact was made or attempted with
the family within 24 hours or next business
day after receipt of referral.
100%
15/15
100%
14/14
Initial visit with family occurred within 3-5
business days of receipt of referral.
88%
7/8
100%
13/13
Provider completed Weekly Progress
Reports.
100%
15/15
100%
14/14
80%
100%
Coastal BehavioralTherapy
Yellow Umbrella Brevard BehavioralConsultants
Life Paths
100% 100%
96%
100%
Service Tasks
13
Service Tasks:
FY 16-17
FY 17-18
Documentation of any failure to make
contact with family on weekly note in
Mindshare.
100%
14/14
100%
14/14
Provided and/or arranged for
transportation when lack of transportation
was identified as a barrier.
100%
11/11
100%
13/13
Utilizes a pre and post test. 100%
8/8
100%
8/8
Provider was successful in engaging client. 80%
12/15
100%
14/14
Signed HIPAA Acknowledgement Form. 100%
13/13
100%
14/14
Utilized client satisfaction survey. 100%
8/8
100%
7/7
Overall Compliance: 97%
100%
Supervised Therapeutic Visitation Overall Service Task Compliance
0%
20%
40%
60%
80%
100%
Timely initial contact(next business day)
Timely initial visit (3-5business days)
Provided or arrangedtransportation whentransportation was
identified as a barrier
100% 100% 100%
Service Tasks
14
Eckerd continues to show excellent compliance with contract documentation requirements
within client files. They also continue to have 100% compliance in providing transportation
assistance to clients.
Performance Measures:
FY 16-17
FY 17-18
90% of new families referred after 10/01/2015 step down to a lower level of
visitation or are reunified within the targeted timeframes.
Based on quarterly reports
100%
18/18
100% 10/10
100% of incidents in which families report transportation as a barrier will be
resolved successfully through Eckerd transportation assistance.
100%
11/11
100% 13/13
95% of clients referred for services will be contacted within one (1) business day of
receipt of referral.
100%
15/15
100% 14/14
90% of clients referred for services will have the initial visit within 3-5 business days
of the receipt of referral.
88%
7/8
100% 13/13
95% of weekly reports and data entry (Mindshare) will be submitted timely. 100%
14/14
100% 13/13
Supervised Therapeutic Visitation Overall Performance Measures
0%
20%
40%
60%
80%
100%
New families step down to alower level of visitation or arereunified within the targeted
timeframes.
Weekly reports and data entry(Mindshare) will be submitted
timely.
100% 100%
Performance Measures
15
Adoption Support Services:
BFP contracts with Impower to provide adoption support services. The following service tasks
results were obtained as a result of actual on-site case file reviews.
Adoption Support Service Tasks: FY 16/17 FY 17/18
Assisted in the recruitment of adoptive
homes and matching events for children
served.
100%
1/1
100%
5/5
Ensured fingerprinting and background
checks completed on potential adoptive
families.
100%
15/15
100%
14/14
Performed a comprehensive child study
within 30 days of intake for each youth
referred.
100%
15/15
93%
14/15
Completed adoptive home studies on
recruited adoptive parents, which also
included supervisor review before submitting
to BFP.
100%
15/15
100%
14/14
Provided support, education, and assistance
to prospective adoptive parents.
100%
15/15
100%
14/14
Staffed cases quarterly with care manager
and supervisor to assess progress towards
adoption.
100%
13/13
100%
12/12
Maintained all necessary documentation to
meet the applicable federal, state, and local
regulations.
100%
15/15
100%
14/14
Maintained a record of work in FSFN. 100%
15/15
100%
15/15
Registered eligible children on the Adoption
Exchange within 30 days of the date of
Termination of Parental Rights or within 30
days of case referral.
100%
15/15
87%
13/15
Overall Compliance: 100% 97%
16
Adoption Support Performance Measures (Based on Quarterly Outcome Measures
Reports)
FY 1
6/1
7
FY 1
7/1
8
The % of children with finalized adoptions within 6 months of TPR order obtained shall be at least 55%.
N/A 65% 93/143
100% of adoptions finalized will receive support services.
100% 41/41
100% 143/143
At least 77 adoptions shall be finalized during the state fiscal year.
100% 72/66
185% 143/77
80%
82%
84%
86%
88%
90%
92%
94%
96%
98%
100%
Fingerprinting Child Study Support, education,and assistance
100%
93%
100%
Adoption Support Service Tasks
17
The provider demonstrated consistent file documentation and compliance with the contract
mandated Performance Measures and significantly exceeded their adoption target for the year.
The Adoption Support Services provider continues to exceed performance expectations.
Independent Living Services:
BFP contracts with Crosswinds, Inc. for the provision of Independent Living services. The monitors noted
the quality and compliance of the Independent Living program files. The program showed excellent
compliance with the numerous and extensive documentation and eligibility requirements.
Postsecondary Education Services and Supports
(PESS) Files:
FY 16-17 FY 17-18
The young adult was in licensed care on his or her
18th birthday or is currently living in licensed care;
OR was at least 16 years of age and was adopted
from foster care or placed with court approved
dependency guardian after spending at least 6
months in licensed care within the 12 months
preceding the placement or adoption.
100%
10/10
100%
10/10
0%20%40%60%80%
100%120%140%
The % of childrenwith finalized
adoptions within 6months of TPR orderobtained shall be at
least 55%.
100% of adoptionsfinalized will receive
support services.
At least 77adoptions shall be
finalized during thestate fiscal year.
Adoption Performance Measures
18
Postsecondary Education Services and Supports
(PESS) Files:
FY 16-17 FY 17-18
Young adult has been admitted as a full time
student (9 credit hours) in a postsecondary school
as described in 1009.533. OR young adult is
enrolled less than full time if has a disability or
other "challenge" or "circumstance" that is
approved by the young adult's academic advisor.
100%
10/10
100%
10/10
Does the young adult meet all the eligibility
criteria?
100%
10/10
100%
10/10
The PESS award was evaluated for renewal
eligibility on an annual basis.
100%
6/6
100%
5/5
To be renewed, the young adult was enrolled for or
had completed 9 hours per semester or the
equivalent, unless the young adult qualifies for an
exception.
100%
6/6
100%
5/5
To be renewed, the young adult must maintain
standards of academic progress as defined by the
school, except that if the progress is insufficient,
the young adult may continue to be enrolled while
attempting to restore eligibility as long as progress
is maintained.
100%
6/6
100%
4/4
Extended Foster Care (EFC) files FY 16-17 FY 17-18
The young adult met all eligibility requirements. 100%
8/8
100%
10/10
Eligibility ended if the young adult stopped
participating in the activities required for eligibility.
N/A 100%
2/2
The CBC readmitted the young adult if they
continued to meet eligibility criteria.
100%
2/2
100%
1/1
The CBC assigned a case manager within 30 days of
readmission to care.
100%
2/2
100%
1/1
The case manager updated the case plan and the
transition plan for required services, in consultation
with the young adult.
100%
2/2
100%
1/1
The young adult’s permanency goal is “transition
from licensed care to independent living”.
100%
8/8
100%
10/10
19
The young adult resides in a supervised living
environment that is approved by the CBC.
100%
8/8
100%
10/10
Transition plan was reviewed periodically with the
young adult and updated if necessary prior to each
JR as long as the young adult remained in care.
100%
8/8
100%
10/10
17-Year Old files FY 16-17 FY 17-18
A transition plan was completed by the 181st day
after the child’s birthday.
100%
9/9
100%
10/10
The transition plan was reviewed periodically with
the young adult and updated if necessary prior to
each JR as long as the young adult remained in
care.
100%
6/6
100%
3/3
Independent Living Task Compliance
The monitors noted excellent quality and compliance of the Independent Living program files. The program showed compliance with the numerous and extensive documentation requirements and ensured documentation of eligibility requirements.
0%
20%
40%
60%
80%
100%
PESS EligibilityCompliance
EFC EligibilityCompliance
Timely TransitionPlans
100% 100% 100%
20
Independent Living Performance Measures
Performance Measures(Data as reported from
Provider Quarterly Outcome Measure Reports)
FY 16/17 FY 17/18
100% of the target population will have a plan for
primary and secondary stable housing upon turning
18 years of age.
100%
14/14
100% 18/18
Performance Measures(Data as reported from
Provider Quarterly Outcome Measure Reports)
FY 16/17 FY 17/18
90% of assessments will be completed timely. 90%
19/21
83% 5/6
90% of staffings will be completed timely. 95%
20/21
75% 3/4
95% of the target population will have
documentation in their case files that specific life
skills training were delivered on a monthly basis.
90%
90/21
83% 5/6
98% of eligible 17 year olds that are able to
participate will be given a timely transition plan.
100%
21/21
100% 6/6
21
Independent Living Performance Measures
Family Support Services/Prevention Program
Services:
BFP contracts with Brevard C.A.R.E.S. to provide voluntary prevention services to assist families in
regaining optimal functioning. Services include: Family Support Services/Prevention Program, MRT
(Mobile Response Team), and Safety Management Services Team. They do this through a full-array of
support services including Wraparound Family Team Conferencing for families that are experiencing
stressors that often lead to entry into the child welfare system. The following service tasks results were
obtained as a result of actual on-site case file reviews. A review of 20 Prevention files was conducted
based on a sample of open and closed cases during the 2017 calendar year.
20%
30%
40%
50%
60%
70%
80%
90%
100%
Target population will have aplan for primary and secondarystable housing upon turning 18
years of age.
Eligible 17 year olds that are ableto participate will be given a
timely transition plan.
100% 100%
22
Prevention Service Tasks
FY 16-17
FY 17-18
Request for Release of Information for referral
source, providers and all other
individuals/agencies engaged with the
child/family.
84%
16/19
100%
13/13
Strengths Discovery Release of Information. 95%
18/19
100%
13/13
First Contact with the family is made within:
Level 1&2: (Safe Low/Moderate Risk):
5 business days of receiving referral
Level 3: (Safe High/Very High Risk):
2 business days of receiving referral
78%
14/18
85%
17/20
SD is completed within the established
timeframes:
Level 2: 10 business days of receiving referral
Level 3: 5 business days of receiving referral.
87%
13/15
100%
9/9
The SD clearly describes the strengths & needs
of the family in a thorough and complete
manner.
89%
16/18
100%
14/14
The Initial FTC is completed within the
established timeframes:
Level 2: 14 business days from SD
Level 3: 5 business days from SD
85%
11/13
77%
10/13
Prevention Service Tasks
FY 16-17
FY 17-18
Issues regarding child and family safety and
related goals are well documented in the Care
Plan and indicated in the file. If not necessary,
documentation on the Care Plan indicates that
a safety plan is not needed.
100%
16/16
92% 12/13
Presenting needs are well documented in the
Care Plan.
100%
16/16
92% 12/13
23
Care Plans are within established timelines, are
consistent with strength discovery and have
measurable goals, timelines and responsibility
for each goal that is clearly identified.
100%
16/16
92% 12/13
The record reflects the Family Team
Conferences occurred at least every 60 days.
87%
13/15
82% 9/11
The Transition Plan and/or Graduation Care
Plan clearly identifies continuing goals for the
family, additional support systems, and other
outside supports that are available to the
family.
83% 5/6 100% 7/7
The record clearly indicates the family’s
readiness and/or willingness to discontinue
Family Team Conference Meeting?
100%
6/6
100% 9/9
Case notes are complete and summarize case
activities.
84%
16/19
87% 13/15
Care Plans are tailored to the changing needs
of the family.
93%
13/14
100% 12/12
Discharge summaries reflect child and /or
family condition at the time of discharge and
reflect adequate aftercare support.
100%
3/3
100% 7/7
The record indicates that at least one natural
support is attending the FTCs.
6%
1/17
25% 3/12
The team is comprised of 40% informal
supports.
6%
1/17
17% 2/12
Prevention Service Tasks
FY 16-17
FY 17-18
Natural resources and community supports are
identified on every plan?
88%
14/16
92% 11/12
The record clearly indicates that the FTC asked
for family satisfaction feedback on a regular
basis.
81%
13/16
42% 5/12
24
Prevention Service Task Compliance
Family Support Services/Prevention Program Performance Measures
The program is responsible for tracking performance measures as listed in the contract and for reporting
the measures on a quarterly basis. For each measure listed below, the results are listed as reported by
agency on the quarterly performance measures reports.
Prevention Program Performance Measures (Data
as reported from Provider Quarterly Outcome
Measure Reports)
FY 16/17 FY 17/18
90% of clients who successfully complete the
program will not have verified or some indicators of
abuse after 6 months of program completion.
97%
32/32
90%
38/42
80% of clients who successfully complete the
program will not have verified or some indicators of
abuse after 12 months of program completion.
94%
65/69
95%
78/82
70% of clients who successfully complete the 96% 84%
0%
10%
20%
30%
40%
50%
60%
70%
80%
90%
100%
First contactwith the familyis made within
established timeframes
StrengthDiscovery iscompleted
withinestablished
times frames
Initial FTCcompleted
timely
Case Plans arewithin
establishedtimeframes
85%
100%
77%
92%
25
program will not have verified or some indicators of
abuse after 18 months of program completion.
75/78 27/32
95% of the families successfully closed will have a
transition plan.
83%
19/23
100%
15/15
99% of the families successfully completing Brevard
CARES will be satisfied with their service.
100%
61/61
100%
36/36
99% of active families will engage in the FTC process.
100% 100%
Prevention Program Services Performance Measures
Monitors noted that the program did a good job in ensuring required documentation was routinely
completed for each client served, regardless of assigned Care Coordinator. Care Plans were consistent
with the Strength Discovery and had goals, timelines and responsibility for each goal clearly identified.
The case files were well organized and work being done with the families was well documented. The
provider did an excellent job ensuring that every family had a Transition Plan as part of the discharge
process to assist with continued success post case closure.
Improvements were noted in 21 of the 42 domains reviewed with 31 domains scoring within the 90 –
100% range. Since implementation of a Corrective Action Plan from the previous year’s monitoring the
following improvements were made:
20%
30%
40%
50%
60%
70%
80%
90%
100%
90% of clients whosuccessfully completethe program will not
have verified or someindicators of abuseafter 6 months of
program completion.
80% of clients whosuccessfully completethe program will not
have verified or someindicators of abuseafter 12 months of
program completion.
99% of the familiessuccessfully
completing BrevardCARES will be
satisfied with theirservice.
90% 95% 100%
26
• Safe but High/Very High Risk referrals received monthly face-to-face home visits and documentation in FSFN improved from 50% last year to 62% compliance; Supervisory review within 48 hours of case assignment that provides case direction and assesses child safety improved from 6% last year to 100% compliance;
Although overall the program showed that natural resources and community supports were identified
on the care plans (92%), they still struggle with ensuring that at least one natural support is attending
the FTC’s (25%) and the team is comprised of 40% informal supports (17%), which were both increases
in performance from the previous monitoring year.
Areas identified as needing a formal Corrective Action Plan include:
• For all families referred by CPI determined to be safe but high/very high risk that fail to engage, at least 3 attempts to contact were made within the first 2 business day of receipt of referral. (38% compliance);
• The Initial FTC is completed within the established timeframes: Level 2- 14 business days from SD completion Level 3- 5 business days from SD completion (77% compliance).
• The record clearly indicates that the FTC asked for family satisfaction feedback on a regular basis. (42% compliance);
• Safe but High/Very High Risk referrals received monthly face-to-face home visits and documentation in FSFN (62% compliance); although an increase from 50% was noted this is a repeat CAP item from last year.
• Ongoing supervisory reviews at a minimum of bi-monthly (no more than 62 days between reviews) (43% compliance). This is a repeat CAP item from last year. Compliance fell from 75%.
Mobile Response Team (MRT)
A review of 10 MRT client case files was conducted based on a sample of open and closed cases
during FY17/18.
MRT Service Task FY16/17 FY 17/18
Clinicians deployed as soon as possible but not to
exceed one hour from notification.
100%
10/10
90%9/10
Clinicians provided crisis intervention counseling and
assessment of the child and his/her family functioning
and provided recommendations for service needs.
100%
10/10
100%
10/10
Completed a Response Summary Report for each
family served that included a summary of the visit
along with any identified service recommendations
100%
10/10
100%
10/10
27
within 1 business day of the response.
Service dates from documentation in the clients’ file
correspond to the invoice received from the provider
(Note: for use of independent contractors only).
100%
3/3
100%
10/10
Monitors noted that the files were well documented with the work being done with the families
and in meeting contract timeliness requirements.
MRT Service Tasks
Safety Management Services Team (SMST)
A review of 10 SMST client case files was conducted based on a sample of open and closed
cases during FY17/18.
Safety Management Services Team Service Task FY16/17 FY 17/18
Timely initial contact was made or attempted with the family within 2 hours of
the initial request for service during business hours or within 4 hours after
business hours.
90%
9/10
60%
6/10
CAP
Completed BFP approved standardized assessment tool during the first 7 days
of services.
100%
10/10
30%
3/13
CAP
Documented all chronological information and case actions with family, DCF, 100% 100%
20%
40%
60%
80%
100%
Clinicians deployed as soon aspossible but not to exceed one
hour from notification.
Clinicians provided crisisintervention counseling andassessment of the child and
his/her family functioning andprovided recommendations for
service needs.
90% 100%
28
and providers in FSFN. 10/10 10/10
Collaborated with DCF on completion of a Present Danger Plan.
100%
8/8
100%
9/9
Engage with the family, to include daily visits, if needed, in an effort to provide
stabilization and support until recommended service providers involved with
the family.
100%
10/10
100%
10/10
Completion of a discharge report on each family’s status and outcomes. 100%
6/6
100%
10/10
The Safety Management Services Teams (SMST) are comprised of 2 teams (North and South areas of the
county). They currently utilize the Strength Discovery tool and the Family Assessment of Needs and
Strengths (FANS) for pre and post testing. Discharge reports were completed at termination of services,
for those families that were engaged in services. Monitors noted that the files were very well
documented in FSFN chronological notes and that visits and services were flexible as to the family
specific needs and risk level. Ongoing documentation was noted of frequent contact with the referring
CPI as well as weekly staffings between the program and DCF CPI.
Areas identified as needing a formal Corrective Action Plan include:
• Timely initial contact was made or attempted with the family within 2 hours of the initial request for service during business hours or within 4 hours after business hours. (60% compliance). Both the time the referral is received by CARES and the time of initial contact with the family needs to be documented.
• Completed BFP approved standardized assessment tool during the first 7 days of services. (30% compliance). The date the assessment is completed must be documented on the tool.
SMST Service Tasks
29
SMST Performance Measures FY 17/18
90% of clients who successfully complete the program will not have verified or some indicators of abuse after 6 months of program completion.
90% 38/42
80% of clients who successfully complete the program will not have verified or some indicators of abuse after 12 months of program completion.
95% 78/82
70% of clients who successfully complete the program will not have verified or some indicators of abuse after 18 months of program completion.
84% 27/32
95% of the families exiting Brevard CARES will have a transition plan.
100% 15/15
Family Reunification Services:
BFP contracted with JusticeWorks to provide in-home family reunification services during FY
17/18. The primary purpose of family reunification services is to provide pre and post reunification
services to children and their families in cases where the children have been removed from their home;
and serve as an ancillary overlay support to services and activities delivered by the Case Management
Agency. Through the utilization of Family Reunification Specialist positions, the provider expedited a
20%
30%
40%
50%
60%
70%
80%
90%
100%
Timely initial contactwas made or
attempted with thefamily within 2 hoursof the initial request
for service duringbusiness hours or
within 4 hours afterbusiness hours.
Completed BFPapproved
standardizedassessment tool
during the first 7 daysof services.
Collaborated withDCF on completion of
a Present DangerPlan.
60%
30%
100%
30
seamless transition of children back to their home by leading, guiding and directing the delivery of all
pre and post reunification activities of clients on their caseloads.
FRS Service Task
Based on review of actual client files
FY16/17 FY 17/18
Provide direct contact with the family within next
business day of receipt of referral.
100%
12/12
100%
7/7
Face-to-face contact within 72 hours of receipt of
referral or inform the referring party if client does
not respond to requests to meet.
100%
12/12
100%
9/9
Report to the case manager within 7-10 calendar
days of referral if client does not respond to requests
to meet or any further ongoing failure to make
contact with the family.
100%
6/6
100%
10/10
Provider was successful in engaging the client. 100%
12/12
100%
9/9
Completed Weekly Progress Reports/notes in
Mindshare.
100% 12/12
100%
10/10
Completed a minimum of weekly home visits for the
first 60-90 days.
100%
11/11
100%
10/10
Provided immediate feedback to the case
manager/supervisor when concerns arise.
100%
9/9
100%
10/10
Maintain weekly telephone or personal contact with
the case manager.
100%
12/12
100%
10/10
Conduct a case staffing with the case manager at
least seven calendar days prior to case closure.
100%
3/3
57%
4/7
Complete a closure summary. 100%
3/3
100%
8/8
Utilize a satisfaction survey to measure client
satisfaction.
100%
5/5
100%
9/9
Documentation of a signed HIPAA Form. 100%
12/12
100%
10/10
31
FRS Performance Measures Based on Provider Quarterly Reports
FY16/17 FY 17/18
100% of families will be contacted within 24 hours or
next business day.
100%
21/21
100%
24/24
100% of clients will have a face-to-face contact
within 72 hours of referral OR note indicating client’s
non-response to meet.
100%
12/12
100%
18/18
95% of families will engage in services. 100%
19/19
100%
9/9
% of children exiting foster care to a permanent
home within 12 months of entering care – target
40.5% and above.
NA – reunification
services provided less
than 12 months
61.6%
% of children served who do not re-enter foster care
within 6 months of permanency – target 95% and
above.
NA – reunification
services provided less
than 6 months after
case closure
98.2%
% of children who do not re-enter foster care within
12 months of permanency – target 91.7% and above.
NA – reunification
services provided less
than 12 months
93.6%
95% of families served will show satisfaction with the
program.
100%
9/9
100%
2/2
100% of families served will receive Family Team
Conferencing
100%
11/11
100%
8/8
Justice Works demonstrated a strong commitment to serving Brevard families referred to them for
services. A comprehensive welcome/intake packet was developed to review with clients at initial face to
face meeting. They were very persistent in attempts to engage non-responsive clients to initiate
services. Attempts at initial contact were well documented in the case file. Family Reunification
Specialists were very flexible in the types of activities they provided assistance for: transporting children
to visitation and going with family to the Urgent Care facility for a sick child, etc. Additionally there was
good documentation of assessment meetings with family to let the family help determine their goals.
32
Dependency Case Management Services:
The Family Allies contract funds child protective supervision and case management services to eligible
children and families in Brevard County. Services are provided to ensure the safety, well-being, and
permanency of children and families. This contract includes Case Management units with Care
Managers located in BFP’s Central and South Care Centers.
For purposes of this monitoring, client file reviews were not completed to determine compliance with
performance measures as this is accomplished by ongoing review of case files and FSFN data by DCF,
BFP, and Provider Quality Management staff.
PERFORMANCE MEASURES
Family Allies is responsible for meeting contract performance measures. Annual performance through
the 3rd quarter as reported by the DCF Score Card is indicated below. Four of the measures (noted with
an *) involve performance that Family Allies is not exclusively in direct control, as performance includes
other agencies involved in performing case management duties. Monitoring and review of performance
measures is conducted ongoing by way of weekly BFP reporting and analysis, monthly Operations
Meetings, Contract Meetings, as well as quarterly joint leadership meetings.
Ending with the 3rd quarter FY17/18 nine of the twelve performance measures met or exceeded the
target. Five measures where Family Allies met or exceeded the target for 3 quarters in a row include:
0%
20%
40%
60%
80%
100%
Timely initialcontact (nextbusiness day)
Timely initial visit(3-5 business days)
Weekly home visits
100% 100% 100%
Family Reunification Services
33
• Measure 2 - percent of children not abused or neglected while receiving in-home services. The target was 95% or greater. Family Allies consistently scored 95% or greater.
• Measure 5 - percent of children exiting foster care to a permanent home within 12 months of entering care. The target was 40.5% or greater. Family Allies consistently scored 52% or greater for each quarter.
• Measure 6 - percent of children exiting foster care to a permanent home in 12 months for children in foster care 12 to 23 months. The target was 43.6% or greater. Family Allies consistently scored 54% or greater for each quarter.
• Measure 8 - placement moves per 1,000 days in foster care. The target was 4.12 moves or fewer. Family Allies consistently scored 3.64 moves or fewer.
• Measure 9 - percent of children in foster care who have received medical services in the last 12 months. The target was 95% or greater. Family Allies consistently scored 95% or greater.
The three measures that did not meet the target performance were impacted by factors such as
(Measure 1 & 7) large sibling groups coming back into care and (Measure10) children placed with
relative/non relative caregivers not having timely dental appointments. Family Allies has identified
improvements for these measures such as newly created Child Welfare Specialist positions to be
proactive in ensuring that relative/non relative caregivers have assistance with timely dental
appointments.
Scorecard Measure Target
FY17 18 Q1 FY17 18 Q2 FY17 18 Q3
Performance Place Performance Place Performance Place
1
Rate of abuse or neglect per
100,000 days in foster care
≤8.5 10.51 13 7.78 7 9.76 14
2
% of children not abused or
neglected while receiving in-
home services
≥95% 95.20% 19 95.80% 17 97.10% 13
3
% of children with no verified
maltreatment within 6
months of termination of
dependency services
≥95% 90.60% 18 94.30% 15 96% 8
4
Children under supervision
who are seen every 30 days ≥99.5% 99.20% 19 99.60% 14 99.80% 8
5
% of children exiting foster
care to a permanent home
within 12 months of entering
care
≥40.5% 52.50% 2 52.80% 1 57.30% 2
34
6
% of children exiting foster
care to a permanent home in
12 months for children in
foster care 12 to 23 months
≥43.6% 54.40% 11 57.10% 10 56.20% 10
7
% of children who do not re-
enter foster care within 12
months of moving to a
permanent home
≥91.7% 81.20% 17 91.10% 9 86.50% 16
8
Placement moves per 1,000
days in foster care ≤4.12 3.16 3 2.87 2 3.64 6
9
% of children in foster care
who have received medical
services in the last 12 months
≥95% 95.60% 16 97.50% 13 97.60% 12
10
% of children in foster care
who have received dental
services in the last 7 months
≥95% 95.20% 10 93.50% 10 89.40% 16
11
% of young adults aged out
of foster care
completed/enrolled in
secondary/vocational/adult
education training
≥80% 78.50% 18 70.30% 20 92.80% 8
12
% of sibling groups where all
siblings are placed together ≥60% 59.60% 16 61.60% 14 62.80% 13
QUALITY ASSURANCE
For the FY2017-2018 there were two types of Quality Assurance Reviews completed; Rapid Safety
Feedback (RSF) and Florida Continuous Quality Improvement (FL CQI). Thirty (30) RSF reviews and
twenty nine (29) FL CQI reviews were completed during the 1st through 3rd quarters of FY17/18.
The target populations of the RSF reviews were children 0-4 year-olds and receiving in-home services
with a current open services case. During the 3rd quarter ten reviews were completed (data reported
includes 3 CARES cases and 7 Family Allies cases). Review items address sufficiency and timeliness of
Family Assessments, quality and frequency of visits with mother, father and child, completion,
assessment and utilization of background screens and home assessments, monitoring and sufficiency of
safety planning, and supervisor consultations being followed-up on.
As part of the review process, the BFP QA Reviewer completes a consultation with the DCM and DCMS
to go over the information obtained during the FSFN documentation overview and provides feedback on
strengths and areas needing improvement. There were a few trends noted for the fiscal year. Areas in
which case management scored well in included: background screening and home studies, frequency of
visits with children, frequency of visits with the mother, placement stability, and establishing
35
permanency goals timely. Areas where there were opportunities for improvement included: safety
planning (both creating and monitoring), family assessments (timeliness and quality), frequency of visits
with fathers, quality of visits with children and parents, and involving the family in the case planning
process. Overall, the biggest impact on all the item ratings this fiscal year has been the quality of FSFN
documentation as evident in the information we learn through the consultations, as well as the PIP
cases in which case participant interviews are conducted.
This fiscal year Family Allies has implemented strategies to positively impact performance improvement
on these reviews to include: Out-Of-Home Care reviews on every case that touch on areas of Safety,
Permanency and Wellbeing and pre review case overviews where upon notification of an upcoming
review the Family Allies Program Manager, DCM Supervisor and DCM review the cases with the specific
review tool to address needed information and updates. Additionally Family Allies staff participated in
multiple training with Action for Children for additionally training on Sufficient Safety Plans, Supervisor
case Consultations, Crafting Case Plan Outcomes and case specific consultations.
Subcontractor Monitoring Satisfaction Surveys
In order to continuously improve the BFP monitoring process, each provider is given a satisfaction
survey to rate the monitoring process. BFP requests information on the initial notification timeframe,
explanation of the process by BFP staff, whether an Exit Interview was completed, thoroughness of the
report, and overall satisfaction. Five (5) Provider agencies responded with 3 “Very Satisfied” and 2
“Satisfied”.
0%
10%
20%
30%
40%
50%
60%
Very Satisfied Satisfied Unsatisfied VeryUnsatisfied