CFOP 140-10 STATE OF FLORIDA DEPARTMENT OF CF OPERATING PROCEDURE CHILDREN AND FAMILIES NO. 140-10 TALLAHASSEE, February 27, 2020 HOME CARE FOR DISABLED ADULTS This operating procedure provides guidelines for the provision of services through the Department of Children and Families, Adult Services Home Care for Disabled Adults Program and for maintaining and using the statewide Home Care for Disabled Adults waiting list. BY DIRECTION OF THE SECRETARY: (Signed original copy on file) PATRICIA BABCOCK Deputy Secretary SUMMARY OF REVISED, DELETED, OR ADDED MATERIAL In paragraph 7-4a, changed the phrase “to make semiannual face-to-face” to read “to meet quarterly, face-to-face” in the second sentence, and deleted the phrase “by phone” from the third sentence. This operating procedure supersedes CFOP 140-10 dated October 28, 2019. OPR: PDAS DISTRIBUTION: X: OSGC; PDAS; PDESA; Region Circuit Adult Protective Services staff; Region/Circuit Economic Self-Sufficiency Services staff. February 27, 2020 CFOP 140-10 CONTENTS Paragraph Chapter 1 – OVERVIEW Purpose ............................................................................................................................ 1-1 Goal ................................................................................................................................. 1-2 Authority ........................................................................................................................... 1-3 Definitions ........................................................................................................................ 1-4 Forms and Brochures Used in the HCDA Program .......................................................... 1-5 Chapter 2 – HCDA INTAKE AND REFERRAL Purpose ............................................................................................................................ 2-1 Request for Services ........................................................................................................ 2-2 Referral ............................................................................................................................ 2-3 Screening ......................................................................................................................... 2-4 Chapter 3 – STATEWIDE HCDA WAIT LIST Purpose ............................................................................................................................ 3-1 Introduction ...................................................................................................................... 3-2 Purpose of Wait List Policy ............................................................................................... 3-3 Criteria for Placement on HCDA Wait List ........................................................................ 3-4 Re-Screening ................................................................................................................... 3-5 Individuals on the Wait List Who Move Within the State ................................................... 3-6 Removing Individuals from the Wait List ........................................................................... 3-7 Electronic Wait List ........................................................................................................... 3-8 Referring Wait List Individuals for Assessment and Eligibility Determination ................... .3-9 Chapter 4 – APPLICATION AND ASSESSMENTS Purpose ............................................................................................................................ 4-1 Initial Home Visit .............................................................................................................. 4-2 HCDA Program Application .............................................................................................. 4-3 APS Client Assessment ................................................................................................... 4-4 Home Care Provider Agreement ...................................................................................... 4-5 APS HCDA Home Care Provider Background Check ....................................................... 4-6 Confidential Information Release...................................................................................... 4-7 HCDA Medical Statement................................................................................................ .4-8 Client Care Plan ............................................................................................................... 4-9 Chapter 5 – CAREGIVER SCREENING AND RESPONSIBILITIES Purpose ............................................................................................................................ 5-1 Primary Caregiver ............................................................................................................ 5-2 Alternate Caregiver .......................................................................................................... 5-3 Supervision ...................................................................................................................... 5-4 Background Screening ..................................................................................................... 5-5 Findings ........................................................................................................................... 5-6 Exceptions to Negative Results on a Background Screening ........................................... 5-7 Chapter 6 – ELIGIBILITY AND APPROVAL Purpose ............................................................................................................................ 6-1 Financial Eligibility ............................................................................................................ 6-2 Medical Eligibility .............................................................................................................. 6-3 Finalization of the Application and Eligibility Approval Process ......................................... 6-4 ii February 27, 2020 CFOP 140-10 CONTENTS (continued) Paragraph Chapter 7 – CASE MANAGEMENT Purpose ............................................................................................................................ 7-1 Services ........................................................................................................................... 7-2 Payment ........................................................................................................................... 7-3 Follow Up ......................................................................................................................... 7-4 Case Transfers ................................................................................................................. 7-5 Re-Determination ............................................................................................................. 7-6 Chapter 8 – DOCUMENTATION Purpose ............................................................................................................................ 8-1 Case Record Documentation ........................................................................................... 8-2 When to Document .......................................................................................................... 8-3 Falsification of Case Record Documentation .................................................................... 8-4 Field Notes and Case Narrative ....................................................................................... 8-5 Field Notes: Who, What, When, Where, Why, What’s Next .............................................. 8-6 Field Notes: Documentation Requirements ...................................................................... 8-7 Case Narrative ................................................................................................................ .8-8 Quarterly Narrative ........................................................................................................... 8-9 Closing Narrative ............................................................................................................ 8-10 Case Record Folders and Contents .............................................................................. .8-11 Retention and Destruction of Case Records ................................................................... 8-12 Chapter 9 – TERMINATION OF CASE MANAGEMENT Purpose ............................................................................................................................ 9-1 Termination of Services and Case Closure ...................................................................... 9-2 Procedures for Closing a Case ........................................................................................ 9-3 Due Process and Administrative Hearings ....................................................................... 9-4 iii February 27, 2020 CFOP 140-10 CONTENTS (continued) Paragraph iv February 27, 2020 CFOP 140-10 Chapter 1 OVERVIEW 1-1. Purpose. This operating procedure is the official document of the Department of Children and Families (Department), Adult Protective Services Program Office (APS) for the implementation of the Home Care for Disabled Adults (HCDA) Program. It describes the intake process, the process for placing and removing a person form the Statewide Wait List and provides guidelines for establishing eligibility of applicants