Basic Placement and Legal
Basic Placement and Legal Documentation in FamLink
Time: 3.5 hours
Developmental Competencies
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SW101-06 Ability to use FamLink to document specific casework activities that pertain to a
worker’s position
Proposed Competency -Ability to document Placement and Legal activities and associated
tasks in FamLink
Curricular Competencies
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Understand the relationship between placement and legal
Understand the concepts and processes for placement in FamLink
Understand the difference between Events and Episodes
Understand the difference between Placements and Temporary Situations
Familiarity with importance of the Child Information and Placement Referral
Understand the Overcapacity Admin Approval process
Familiarity with Placement training resources
Understand the Placement Correction process
Ability to perform the following functions in FamLink
o The ability to review existing placements in FamLink
o The ability to create and update PCAs in FamLink
o The ability to create and update FamLink placement records
o The ability to create temporary situations
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Talking about Competencies
 Despite the fact that most workers will be involved in the coordination of placements, either
occasionally or on an ongoing basis, there is still a lot of confusion about how it works.
 There is quite a bit more to placement than simply entering the placement on the placement page.
For example a Child Information and Placement Referral must be created for the provider to give
them the information they need to take care of the child. And before a placement is made, we must
document our Placement and Care Authority (PCA) or legal right to place the child. Then a home
must be located. If the placement is outside the providers’ standard licensing parameters, an
Overcapacity Administrative Approval must be obtained. And once a placement episode is
established, it must be updated as to placement changes or temporary situations such as respite.
 FamLink also has a tool for placement correction if errors are made, but understanding the tool and
its limitations is essential to ensure our children are safe and providers are compensated correctly.
Materials and Preparation
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Projector
Student access to FamLink training environment (Mirror or Alliance)
Student laptop computers
Handouts
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Placement –Temporary Situation QHG
Placement Correction QHG
Over Capacity QHG
Child Information and Placement Referral QHG
Service Referral QHG
Service Referral Guide
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Session Flow
Placement Training:
1.
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3.
4.
5.
6.
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8.
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10.
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12.
13.
14.
15.
Step
Intro –Understanding the placement
process and the relationship between
Legal and Placement
Reviewing an Existing Legal Record
Reviewing Existing Placement Records
Placement Review Exercise
Placement Creation Process
Placement Entry Exercise
Placement Ending and Placement
Moves
Break
Placement Closure Exercise
Temporary Situations
Temporary Situation Exercise
Placement Correction Process
Placement Correction Exercise
Service Referral Process
Conclusion
Delivery Method
Lecture and Discussion
Time
10 minutes
Projected Demo
Projected Demo
Hands on Practice
Projected Demo
Hands on Practice
Projected Demo
10 minutes
20 minutes
10 minutes
20 minutes
10 minutes
20 minutes
Hands on Practice
Projected Demo
Hands on Practice
Projected Demo
Hands on Practice
Projected Demo
Lecture and Discussion
20 minutes
10 minutes
10 minutes
10 minutes
30 minutes
10 minutes
10 minutes
10 minutes
Session Coach’s Notes
COURSE DESCRIPTION
Students will become familiar with the process of entering, modifying or reviewing placements in FamLink.
They will learn about basic concepts in placement such as Episodes vs Events and Placements vs Temporary
Situations. They will review the ChIPR and Overcapacity pages and learn about the importance of these
tools in placement. They will learn how to document Placement and Care Authority, intimal placements
and placement moves. And they will become familiar with placement correction and its limitations.
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Welcome and Overview
1. Welcome participants
2. Today’s training will be an introduction to the Placement Process in FamLink
3. We will demonstrate the process of creating placements and reviewing existing placement
histories. In addition, we will review additional FamLink tools associated with placement including
the ChIPR and the Overcapacity Approval Waiver.
4. Finally, we will demonstrate the Service Referral process
5. We will be working in a FamLink K-Web Mirror Training Environment.
http://ssvwbolyflpg01.ssv.wa.lcl/famlink
or the Alliance 1 Training environment
http://ssvwbolyfltrn01.ssv.wa.lcl:8080/famlink
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Introduction
Review an Existing Legal Page
1. Discuss Relationship between legal and Placement.
a. Legal gives us the right to care for youth and when necessary frees them to be adopted and
completes the adoption process or other permanent plans.
b. Placement and Legal are often documented by different staff members
2. Legal Page from the Outliner
a. Placement and Care Authority (PCA) identifies who has legal responsibility for the youths care
and is required for all placements.
b. Legal Jurisdiction at a minimum identifies the date of jurisdiction and when appropriate, the
court and legal number
c. Legal Record group box
i. A two part process identifying Legal Actions and Legal Results
ii. The specific legal action filters the available legal results
iii. For example, Legal Actions of Dependency Petition Filed is used to identify Legal status
and basis for care. And the Legal Action of Dependency Permanency Review is used to
document the Perm Plan. Both would be required for a standard dependency case
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Documenting Perm Plans (AFCARS Requirement)
The Initial Permanency Plan must be documented by the 60th day of Out of Home Care even if there is no hearing
during this time period. The Perm Plan must then be updated in Legal every 6months for as long as the child is in
Out of Home Care. FamLink edits will prevent case closure if this is not documented correctly
d. The Termination Referral/Compelling Reasons/Aggravated Circumstances section
i. This section is used to document when the court finds Aggravated Circumstances
relieving the Department of the reasonable efforts to reunify requirement, Compelling
reasons not to terminate parental rights and the date(s) of termination referrals.
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Review an Existing Placement
3. Placement from the Outliner
a. Placements displays as under the placement Icon
b. A worker can select Participant View to review simplify review if multiple siblings and multiple
placements are present.
i. The child’s name and birthday display on the hyperlinked first line
ii. The date of placement, child’s name, the placement provider, location, type of
placement and status display below
c. Existing ChIPRs display below the placements
d. Existing Overcapacity Admin Approvals will display by clicking he icon for the specific Out-ofPome Placement. If no Admin Approval exists, hovering over will icon will display the Slash
Circle
indicating the placement icon won’t expand.
4. Review the Placement Page
a. Placement Information tab
b. Provider tab
c. Review Options pane
i. Hold Payment (Automatic age Limitations)
ii. Create IVE Record (Secured to 4E Workers)
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iii. Review Placement History
iv. Open any placement for the youth and select the Placement History hyperlink in the
Options pane to display the entire history in table form
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v. The placement history page identifies case, begin and end dates, the end reason,
provider, service type and setting and if this is a temp situation
vi. Review the Columns
vii. Demo Placements vs Temp Situations
viii. Temp Situations outside the Placement Episode if any would display in the expando
below
ix. The Episode is indicated by the Removal Date/Episode End date row
x. Demo the Placement Report Document
xi. Note multiple episodes on this placement history with individual Removal Dates
5. Close and return to the Desktop
Student Activity ~~Placement Review Exercise
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Placement Process
1. Click the Case Work button and select and open the Placement list
a. *All new placements start here. Open or pending placements are accessed from the Outliner.
b. Point out the Placement Request {This is occasionally mistaken for the actual Out of Home
Placement selection on the Create Casework Page, but is secured [i.e. workers will receive a
security error] to Placement Desk staff and rarely used)
c. Point out the ChIPR value (Discuss how it can be accessed here, under Utilities and on the
Placement page. Review the Time Frames)
d. Point out the Out of Home Placement and Temporary Situations in the list
2. Create a ChIPR
a. Open the ChIPR from the Outliner and demo
b. The Child and Placement Referral is used for to provide essential information to the placement
desk and potential placement providers to help to ensure safe and caring living conditions for
our children.
c. This page can be created in three ways:
i. From Create Case Work
ii. From the Placement Page
iii. From the Utilities Menu
d. Information from the CHIPR Page and other FamLink Pages fills the Referral Document
i. An attached Mapping Guide will assist you in determining where a piece of information
is entered in FamLink so that it displays on the Referral Document
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e. The Child Information/Placement Referral Access Page displays
f. If there are existing ChIPRs they will display as separate rows to Copy or View
g. Click Copy or Create for a new referral (Historical ChIPRs cannot be copied forward)
i. The Placement Information, Child Youth Preferences and Attachments fields do not copy
forward.
The Placement Information/Child Youth Preferences group boxes
h. Placement Type and Placement Need by are the only pieces required for all ChIPRs. But
depending on the specific selections on the form, other fields may become required.
i. The Respite Date fields are only enabled if the Placement Type of Respite Placement is
selected
ii. The Explain Fields on the Child/Youth Preferences group box are only enabled if “Other”
is selected in the Gender Identity or Sexual Orientation lists.
iii. Placement Change is required for Emergent or Planned Placement Change
i. Enter the Name of the current/previous caregiver (foster parent, relative etc.-In many cases this
should be deleted for confidentiality)
j. Enter Information about current/previous Day Care (Current paid Day Care will pre-populate this
field but is modifiable.)
k. Each time you save a popup will display asking if you wish to finalize and freeze the page
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i. Click Yes if you are sure you are completely done
ii. Click No if you wish to edit or review
The Sibling Information group box
l. Click Add Edit to create a Sibling Information row
m. Explain box is only enabled when the location of “Other” is selected
The Child Summary group box
n. Address each of the Text Fields
o. Child Functions on a Daily Basis –Special Needs –Notable Behaviors –Sexualized child etc. (This
field will pre-fill from the most recent CFE, FAR or IA or existing ChIPR but can be modified.)
p. Select an answer from the Safety Concern from Parents
q. Describe any immediate needs or information the Foster Parents need
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The Child Summary group box
r. Selecting Attachments does not print or attach them to the CHIPR. It only indicates that you will
be attaching them.
s. Most of these attachments can be opened and printed from the Court Report Attachment page
accessed by hyperlink in the Options Pane
The Options Pane
t. Access the Court Report Attachment Page and the Child Information/Placement Referral
document from the Options Pane
The Child Information/Placement Referral document (15-300)
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u. Most of the information comes from the CHIPR Page
v. Some information comes from other areas such as Person management, Placement and Legal
and the Education page.
w. Use the Mapping guide to identify where a given piece of information is entered to display on
the CHIPR.
x. This document may be printed or e-mailed by clicking File and Selecting Send File on the PDF
3. Create the Placement
The Out of Home Placement Page displays on the Placement Information tab
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a. Enter the date and select one or more reasons for Removal from Home (w/o first creating a
PCA)
i. Note the PCA validation error that displays
b. Close the message and minimize the Out of Home Placement page
i. Explain that you can create your PCA without starting the Placement over
c. Select Legal Record from the Create Casework Page and create
d. Enter a Legal Jurisdiction row. Explain the Begin Date is the only required field since there may
not be any actual court involvement at this point. (i.e. Protective Custody or VPA).
e. Enter a begin date of at least as early as the date of placement and save
f. Click the Placement and Care Authority (PCA) hyperlink
g. Complete the PCA
i. Discuss Inserting, Deleting/Voiding
ii. Stress the necessity of approving
iii. A popup warning will display “When the row is marked as completed, this row is frozen
and not editable. Do you wish to continue?” Click “Yes”
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h. Return to the Out of Home Placement page and enter the Required Fields in the Placement
group box *If the PCA required warning still pops up, make sure the Completed checkbox is
selected on the PCA page
i. Remind folks about the double dagger, red for fed
ii. Explain that the Provider will be an option if the correct category, type and setting are
selected and if those active for the Provider
iii. The Removal Reasons hyperlink can be used to edit the reasons
iv. Discuss the System Selected Overcapacity check box and the Manually Selected - After
Hours Placement (Prior to Release 6.5, the Overcapacity hyperlink only displayed when
the checkbox was marked but this prevented creating the document for a placement
when if the condition no longer applies i.e. another child left, but the home was at
overcapacity at the original time of placement.)
i.
Enter the Child Removal from Home Information
i. Explain that this field as well as the Removal Reasons field will only display on the initial
event in an episode
ii. The Legally Free Child field should only be used for Legally Free kids
iii. *Note that if you try to save at this point you will receive a validation error that you must
select a provider first.
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j.
Navigate to the Provider tab and select Search in the Provider Information group box
i. Discuss Retrieval (system filtered) search vs Navigational search. Retrieval search only
displays results that will meet the requirements of the page they are being retrieved for.
Why doesn’t my Provider display for me to select?
There are many possible causes that an existing provider is not returned to select for the
placement. The general answer is that the Provider does not meet the requirements in
FamLink for the specific service. The most common example of this is Overcapacity, if the
By Availability hyperlink is not selected. Other common possibilities may include the
License is not in effect for a licensed service, the specific service has not been authorized
for the provider or the provider does not have a physical location established. Contact
the Service Desk for assistance if you are unable to determine the issue.
ii. Deselecting the “By Availability” checkbox *Displays results that are outside of the
requirements, but may be waived with an Overcapacity Approval will still be returned,
but will check the Over Capacity box on the Placement Information tab
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iii. A Popup warning will display indicating all vacancies are reserved and an overcapacity
approval will be required.
iv. Demo results with and without the “By Availability” checkbox selected
1. Note that the Overcapacity Admin Approval hyperlink displays and the
Overcapacity checkbox has been selected
v. Discuss the Family/Provider characteristics expando
1. The Family Provider Characteristic information is rarely entered on Providers so
to tool is not very useful at this time. If you enter filters, it rules out where that
information wasn’t included.
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vi. The Payee Information prefills from FamLink but is modifiable
vii. Select the Relationship of the Provider to the Child for Relative Care Placements
viii. Approve complete the approval process. (* Note - The Overcapacity requirement will
not prevent placement completion.)
4. Complete the Overcapacity/Age/Gender Administrative Approval
i. Launch the Overcapacity/Age/Gender Admin Approval from the Options Pane
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ii. The Overcapacity/Age/Gender Approval Copy popup page displays
iii. Use this page to view or copy existing Approvals or create new ones
iv. The Overcapacity/Age/Gender Approval
1. The only fields required for initial save (Not for Approve) are the Start and End
Date fields
2. The Capacity Details, Children in Foster Home and the Foster Parent Training PA
and SA fields pre-fill from FamLink. Supervision Plan pulls from the FamLink for
plans within 6 months of launching this document
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3. The approval will now be automatically routed from worker through the
supervisor to the licenser.
4. An Extend Capacity hyperlink in the Option Pane of an existing Approval copies
and launches a new plan for incident when the youth must remain in the home
past the original End Date. Just update the dates and approve.
Student Activity ~~Placement Entry Exercise *Enter Basic Foster Care
5. Placement Ending
a. Placement Ending is a completely different process from Placement Creation. New workers are
often confused by the fact that the approval for placement is distinct from the approval for
placement ending
b. The Placement Ending hyperlink displays in the Options Pane after the placement is approved
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c. This page can be used for placement changes within an episode, discharges from an episode,
and for administrative purposes such as designating the placement made it error.
i. **Trial Returns Home are Placement Changes within the Episode but workers return to
the placement ending page at the end of the trial return home and close out the Episode
using Override
Student Activity ~~Placement Closure Exercise *Note that you won’t be able to approve the placement
in the Mirror or Alliance environments so you won’t be able to complete the placement ending process
6. Temporary Situations
a. Discuss the reason for Temporary Situations (Identifying where kids are, if they are on the run
and holding open primary placements during respite, runs or emergency placements.
b. Demo Temporary Situation Creation
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Student Activity ~~Temporary Situation Exercise *
7. Placement Correction
a. Placement Correction does not affect payment, only the FamLink display. The worker must
coordinate with the fiduciary for payments or to stop overpayments. If a placement is closed
and a new one created through Create Casework, the Provider could be paid twice if the
fiduciary is not informed.
b. Placement correction only corrects closed placements. Open placements can be “NotApproved” as made in error on the placement closure page.
c. Placement correction must be approved but will not approve unless all FamLink edits are
satisfied.
d. Demo Placement Correction
e. Launch from the Utilities Menu/Placement Correction
The Placement Correction History popup displays
f. Click the Search hyperlink in the Child Information group box to find and retrieve the child
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g. Click the child’s blue person Icon to display casework
h. Click the Cases Icon and then select the radio button for the case with the placement to be
corrected
i. a. Click Continue
The Placement Correction History popup displays again, but now the child’s name displays in the
Child Information group box and a new View Placements hyperlink is visible
j. Click View Placements to review
k. Click the Create button to create a new Placement Correction
The Placement History Page displays
You must click Save to display an edit hyperlink to modify a placement. Placements that have not ended
cannot be modified using placement correction. Open Placements can be closed as Made in Error and re7/29/2017
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entered. *Note that you must work with the Fiduciary to ensure the provider is not paid twice when the
placement is re-entered.
The Insert Placement and Insert Temp buttons now display on the bottom of the page. Use these to enter
a new placement/temporary situation on the placement record.
l.
Click the Edit hyperlink to modify an existing placement
m. Update the Placement fields as needed. Click Re-set to return to the original selections.
n. Click Save and Close once the desired changes have been completed
The status for the row now display as modified
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o. Click the Validate Corrections to Placement History hyperlink to ensure all essential elements
have been included and FamLink edits satisfied
A validation Error popup displays indicating any errors present or if no errors are present
p. If no Validation Errors are present, Click Approve
Placements that have been corrected can be identified by the Actions hyperlink next to them on the
Outliner.
q. Click the Actions hyperlink to review existing corrections
AFCARS Elements in Legal
 Some common AFCARS elements addressed in Legal that will prevent case closure include AFCARS #5 and
AFCARS #43.
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Review the AFCARS Guides for Step by Step instructions on completing these errors
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Student Activity ~~Lookup and Review AFCARS 5 and 43 Exercise *
Service Referral
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Like Placements, Services are authorized in FamLink. But unlike placements where workers create the
authorizations directly, workers use the service referral to instruct Fiduciaries to create the authorizations.
(Plans are in place to have placements use a referral process in the future as well).
In the past, Social Workers launched created services directly. However because of the complexities in the
authorization process where federal funding is based on accurately identifying the appropriate “bucket of
Funds, the Service Referral Process came about. –Demo what Worker sees vs what Fiduciary sees as
below.
When Authorizing Ancillary Services a worker only sees one option, specifically Ancillary Services in the
Service Referral.
But in order to receive Federal Funding the Fiduciary must make the appropriate selection from many
options.
1. Use the Service Referral Hand Out to go over the process
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Service Referral Guide
Service Referral >Service Tab
Service Participants Group Box
1. Click the Add Edit button to select all participants involved in the Service. *Even if the Service is primarily for
the parent you will select a child/youth as their safety/wellbeing would be the ultimate reason for the service
2. Select the Eldest Child involved in the Service as the Primary *If a primary is not selected or the primary is
not the Eldest Child, the Service Type may not display for selection as filtered for the Primary Participants
Age
3. Use the Upload hyperlink for each individual to upload receipts and other required docs
Service Group Box
4. Enter the Service Authorized to Begin Date *This can be pre-dated 45 days in the future but fiduciaries
can’t initiate the service until the actual begin date
5. Enter the Primary Reason for Referral. *This is only used for statistics
6. Select the appropriate Service Groups from the list (Child Care, Concrete Goods, In-Home or
Reunification and Receiving Care) *Not all regions currently use the Service Referral to initiate Receiving
Care.
7. Select the appropriate Category and Service Type. *Service Group filters Service Category and Service
Type
8. The question “Why wasn’t an Evidence Based Service Selected for this family?” is not currently
required for any service
9. Select your Program Area (CPS, CFWS etc.) *This is required for federal funding purposes
10. Frequency/Duration, Service Authorized Until, and Child Specific Rate are not currently required for
any service
11. The Caregiver Work Status field is only used for Child Care. *This is required to justify the need for
Child Care. (CG = Caregiver –HM = Home)
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Provider Group Box
12. Select the Radio Button for either the Provider Name and Address Text field or the Provider Search
a. Select the Radio button for the Provider Search to find and retrieve the provider (individual
or agency) from a standard FamLink Search.
or
b. Use the Provider Name and Address Text Radio button for the Fiduciary to locate the
Provider
i. If Provider Name and Address Text field is used, you must provide an accurate
address in the Provider Address field for the Fiduciary to find the correct provider
ii. *Note that the way the Providers Name is spelled in the Provider Name and Address
Text is how it will display on the Referral Document that will be given to the Provider
even after the Fiduciary corrects it to authorize payment. –So be careful to spell it
correctly
13. The Intake Information group box is used to link the Service Referral to Intakes for CPS and FAR
workers *Intakes up to 120 days old will display
a. CPS and FAR workers click the Add/Edit button to link an Intake
b. Other workers can select the No-Intake Applicable checkbox
Action List and Instructions for Fiduciary
14. Enter the Instructions for the Fiduciary *These should include all information necessary to
complete the Service Referral (See the Specific Instructions for what should be included for each
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Service Group) The instructions to Fiduciary field should also be used for any communications with
the Fiduciary after the referral is approved in order to maintain a record.
15. No Action selection is required for the initial referral. *This is used to facilitate communications
between the Fiduciary and the Social Worker and to be a visual indicator of the referrals status for
fiduciaries. Always enter an Action to alert the fiduciary of changes when entering text after the
initial approval of the referral.
16. At Final approval, the initial text in the Instructions for Fiduciary Section will move to the History of
Instructions Section and a new blank the Instructions for Fiduciary text field will display. A running
history will display each time text is added to the Instructions for Fiduciary Field. The Actions list
will alert Fiduciaries that additional instructions have been added.
File Uploaded Group Box
17. This field displays all uploaded Service Referral Files for this Case
18. Click View to review the uploaded document
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Service Referral >The Basis for Referral Tab
Service Referral Goal (s) group box
1. Enter the Service Referral Goal(s) *These are instructions for the Provider, not the Fiduciary.
Generally they should be behaviorally specific.
Gathering Questions
The Gathering Questions are manually populated by selecting the Populate Button and then selecting “Yes” to the
question, “Do you want to continue?”. These should only be included if required for the specific service. (i.e. InHome or Reunification Services)
2. The gathering questions pre-fill from the most recent pending or approved assessment, (IA, FARFA
or CFE) but the field is editable. (Text pre-fills even before the Assessment is complete)
3. If there is no existing assessment this will not pre-fill nor will it backfill to the assessment, so it is
usually better to enter the information on the assessment first.
4. The Parent 1 and Parent 2 Functioning Information fields will only pre-fill if the parents are
identified on the child’s Person Management page
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Additional Family Information and Address Information Fields
5. Additional Family Information User Entered. –Used to identify concerns and safety threats to
anyone involved, and contact information to assist the provider in initiating the service.
6. Address Information prefills from the Primary Address for each of the listed Service Participants
from their Person Management pages
Options Pane
7. Use the Options Pane to approve the page, Launch the Document or Review the Related Services.
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8. Once the Service Referral is approved it can be closed or voided
Specific information required for each Service Group to be entered in the
Instructions to Fiduciary
Child Care Service Group
 Start Date
 End Date
 Full time or half time (before/after school)
 Is it a Relative placement or Foster care placement?
 Registration Fee? How much?
 Special needs?
 Provider name & # - if the daycare is under an individual’s name it is a family home
daycare
Concrete Goods Service Group
 What specific Provider will be used
 How much is needed and for what. (identify amount for each product or service -i.e.
$25 for hygiene products, $50 for diapers)
 When is it needed
In-Home/Reunification Service Group
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


Start Date
End Date
Specific Provider
Receiving Care Service Group *
 Foster Home Placement name and provider #
 Placement Begin Date
 Date removed from home (Only on initial placements)
 Removal Reason(Only on initial placements)
 Child removal from Home Information: (Only on initial placements)
 Manner
 Caregiver Structure
 Primary Caretaker
 Secondary Caregiver
*Some offices do not use the Service Referral Tool to initiate Receiving Care
Conclusion/Summary
Entering Placements and Services is an essential part of what we do. And the ability to document
placements correctly in FamLink is integral to client safety and effective use of services. Knowing where our
youth are placed is critical. Delivering the ChIPR to placement providers is required because it directly
impacts child safety more immediately than nearly any other document we are responsible for. Similarly,
completing the Overcapacity waiver ensures the safety and appropriateness of our placements and has a
significant impact on Federal funding. In addition; both Service Referral and Placements generate
payments to providers so mistakes can cause financial difficulties for providers or time consuming
overpayments. The Placement & Legal and Service Referral processes can be complicated to learn, but it is
well worth the investment in time.
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Placement Resources
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Basic Placement and Legal
Additional Resources for Coaches
ChIPR Timelines
Complete and provide the Child Information /Placement
Referral form DSHS 15-300 to caregivers in one of the
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following circumstances:
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– No later than 72 hours after Initial Placement.
– No later than 24 hours after an Urgent Change in
Placement.
Basic Placement and Legal
Hold Payment -Extension Request
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Basic Placement and Legal
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