Hospitalization of and Discharge Planning for DCFS-Supervised Children

0600-505.20 | Revision Date: 10/08/20

Overview

This policy guide provides guidance to staff on how to meet the medical and mental health needs of DCFS-supervised children who require hospitalization. It details how to appropriately assist in the hospitalization, and/or discharge, of a child, including determining the child's placement needs.

TABLE OF CONTENTS

Policy

Medical Hospitalization

Medical Discharge Planning

Psychiatric Hospitalization

Voluntary Psychiatric Hospitalization

Involuntary Psychiatric Hospitalization

Psychiatric Hospital Discharge Planning

Procedure

Responding to a Child Hospitalized for a Medical Reason 

CSW Responsibilities

Responding to an Acute Psychiatric Hold of a Child Receiving Court-Ordered Services after the Child's Disposition Hearing

CSW Responsibilities

SCSW Responsibilities

Arranging for a Child to be Psychiatrically Hospitalized

CSW Responsibilities

DI Responsibilities

Ensuring that a Child with a Chronic Mental Illness Receives the Least Restrictive Level of Placement Needed

CSW Responsibilities

SCSW Responsibilities

Assisting a Child Who is Discharged from the Hospital Following a Hospitalization for Medical Purposes

CPH CSW Responsibilities

CSW Responsibilities

ERCP CSW Responsibilities

Approvals

Helpful Links

Attachments

Forms 

Referenced Policy Guides

Statutes

Version Summary

This policy guide was updated from the 07/01/14 version to clarify roles and responsibilties of staff at the time of a child's medical and/or psychiatric hospitalization and discharge, including updating section names due to the dissolution of the Resource Utilization Management Unit (RUM) and the formatio nof the Accelerated Placement Team (APT).

POLICY

Medical Hospitalization

When a DCFS-supervised child is hospitalized for medical reasons, the CSW must:

 

For instructions on pre-planning for medical hospitalization of DCFS-supervised children and obtaining medical consents, refer to the Medical Consent policy guide.

Medical Discharge Planning

Children are medically ready for discharge from a hospital when they no longer require acute care; however, some children may continue to require medical services that may be provided in a relative’s home, or other out-of-home care placement, or in a specialized medical facility such as a burn center, cancer treatment facility, etc. A determination as to the most appropriate placement shall be addressed in consultation with the PHN based on the child's hospital discharge plan.

 

It is important to obtain the child's medical records prior to discharge in order to assist in making a determination regarding an appropriate placement. Medical records should include, but are not limited to, the history and physical assessment of the child, pertinent lab work, and the hospital social worker's assessment.

 

CSWs should complete an assessment to ensure the caregiver has received the appropriate training to meet the child's needs. If the assessment results in a determination that the caregiver has not completed the requisite training to meet the child's needs then, prior to discharge, steps are to be taken to ensure an appropriate placement is located whereby the child's needs can be met.

 

The caregiver for any child with special health care needs who is being placed in out-of-home care must have been trained to meet the needs of the child.

Back to Policy  

Psychiatric Hospitalization

Voluntary Psychiatric Hospitalization

California law provides for children to be voluntarily admitted to a locked psychiatric facility, depending upon the child’s legal status and the type of hospital to which admission is sought.

 

A child may be admitted to a public psychiatric facility upon the application of the child's parent, guardian, or conservator, if the hospital director or designee deems the child’s condition amenable to treatment in the facility.

 

A child may be admitted to a private psychiatric facility if they are at least fourteen (14) years of age, per WIC 6002.10. Once admitted, the child has the right to demand an independent clinical review.

 

If the child has been found to be within the jurisdiction of the juvenile court (i.e. post-adjudication), the child must agree to hospitalization after consulting with counsel.

 

The CSW must consult with county counsel to ensure the CSW’s actions complywith the law.

Involuntary Psychiatric Hospitalization

Two (2) situations may lead to a child’s involuntary hospitalization:

 

A child will be considered an involuntary patient, including in situations where the child’s parent(s)/caregiver(s) are unwilling or unavailable to admit them.

Psychiatric Hospital Discharge Planning

A child being discharged from a psychiatric hospital may have special care needs. These needs must be met in the least restrictive, most family-like setting.

 

The Bureau of Clinical Resources and Services (BCRS) will convene a discharge planning conference for all court-supervised children upon receipt of notification that the child has been hospitalized. DCFS children who are not court-supervised may be subject to a discharge planning conference via the BCRS.

 

The teleconference will include the following individuals:

 

To the extent it is legally permissible to share Protected Health Information (PHI), the teleconference may also include:

 

The teleconference discussion includes, but is not limited to the following:


Back to Policy

PROCEDURE

Responding to a Child Hospitalized for a Medical Reason

CSW Responsibilities

  1. The following steps shall be taken:


 

  1. Notify the child’s attorney via DCFS 5402, Notice of Child's Attorney RE: Child's Case Status as soon as possible. Attach all pertinent information regarding the child’s hospitalization and medical condition.

 

  1. Within one (1) working day, notify the court via DCFS 1688-1 This graphic links to a form tutorial video., DCFS Worker's Report to the Juvenile Court of Death, Injury or Illness.

 

  1. Consult with the PHN and the hospital social worker to conduct a face-to-face contact with the child as soon as possible, unless medical personnel prohibit such contact due to heath concerns.
  1. Provide the hospital social worker with the DCFS 179, Parental Consent and Authorization for Medical Care and Release of Education Records, to release medical records, signed by the parent(s)/legal guardian(s).
  1. Request the child’s medical records.

 

  1. Obtain information on the child’s diagnosis, condition, and recommended follow-up treatment services and resources from the hospital medical staff

    assigned to administer treatment to the child.

  2. For assistance in obtaining this information and/or an extension of unfamiliar medical terminology, diagnoses, etc., consult with the PHN.

 

  1. Consult with the PHN for:

 

  1. Consult with the BCRS for consultation, as necessary.

 

  1. Document the following information:
  1. In the CWS/CMS Contact Notebook, the face-to-face contact or, if applicable, the attempted contact and the medical reason(s) for not seeing the child; and, all other communications (e.g., discussions with hospital staff) regarding the child
  1. In the CWS/CMS Health Notebook, all pertinent medical information.

 

  1. Complete a PHN Consultation form and ask the PHN to monitor the child's

    hospitalization and enter all relevant information regarding the child's

    hospitalization into the child's CWS/CMS Health Notebook.


  2. Determine whether or not the child’s illness/injury was the result of suspected abuse or neglect, and take the appropriate steps, based on the following table:

 

Type of Illness/Injury

Required Actions

Not due to suspected child abuse or neglect.

  • Ensure visits between the child and his/her caregiver take place.
  • Coordinate with the child’s medical provider, if needed.
  • If the caregiver needs special heath care training to care for the child after discharge, and it is determined the caregiver is willing to provide the required special health care needs, ensure that arrangements are made, including transportation, for such training to occur. Alternatively, if unable to meet the child's needs, take appropriate action to remove the child as required under RFA.

Due to suspected child abuse or neglect by an out-of-home caregiver

  • This may include a caregiver at a foster home, small family home, FFA certified home, group home, STRTP or pre-adoptive home, a relative, or a nonrelative extended family member (NREFM).
  • If the child is being removed from the home of a relative or NREFM, complete a WIC 387, Supplemental Petition.

 

  1. Prior to the child’s discharge, evaluate whether or not the current caregiver will be able to meet the child’s health care needs after obtaining training and support.

 

  1. Consult with the PHN to determine if the child’s diagnosis and required care merits a Specialized Care Increment (SCI) F-rate.

 

  1. Review the existing Family Visitation Plan (Plan) for the parent(s)/legal guardian(s).
  1. Modify the location, frequency, and duration of visits according to the child’s medical needs and the advice of the child’s medical provider.
  1. Explain the reason(s) for modifications to the Plan.
  1. Report the modifications to the Court.

 

  1. Maintain weekly face-to-face, telephone, or email contact with the hospital medical staff about the child’s condition and his/her readiness for discharge.

 

  1. Update the Case Plan, as needed.

Back to Procedure

Responding to an Acute Psychiatric Hold of a Child Receiving Court-Ordered Services after the Child's Disposition Hearing

CSW Responsibilities

  1. Discuss the child’s condition with his/her treating mental health professional.

 

  1. Complete DCFS 5402, Notice of Child's Attorney RE: Child's Case Status, to ensure that the child’s attorney is notified regarding the hospitalization. Include the name, address, and phone number of the facility, and the name and phone number of the attending physician.

 

  1. Report information regarding the hospitalization, including the child’s diagnosis and treatment regimen using a walk-on report.

 

  1. Participate in all hospital discharge planning activities, including the discharge planning teleconference, as requested by the hospital and BCRS.

 

  1. See Involuntary Psychiatric Hospitalization when a Child is in Crisis for additional information.

SCSW Responsibilities

Back to Procedure

Arranging for a Child to be Psychiatrically Hospitalized

CSW Responsibilities

  1. If the child does not have a treating psychiatrist, refer the parent to DMH for assistance in locating an appropriate hospital.

    If the child is experiencing a psychiatric crisis:
  1. Provide the child's parent(s)/guardian(s) with the DMH emergency hotline number: (800) 854-7771.
  2. Instruct the parent(s)/guardian(s) to follow the advice of the DMH hotline for who should assess the child and at what location.
  3. Do not refer to law enforcement unless the child appears to present an imminent
    danger to themselves or others, and there are no reasonable alternatives.

 

  1. Develop a transportation plan for the child and parent(s)/guardian(s) to

    pre-admission appointments and to the hospital for admission, as appropriate and as needed.

 

  1. If the child is in a placement (family reunification) and will not be returning to that placement following discharge from the hospital, terminate the placement by submitting a DCFS 280, Technical Assistance Action Request.

 

  1. Record all of the following information in the child’s CWS/CMS Health Notebook:

 

  1. Document all contacts in the CWS/CMS Contact Notebook.

 

  1. If a parent is seeking hospitalization for a child prior to the child’s dispositional hearing, take the following, additional action:
  1. Complete DCFS 5402, Notice of Child's Attorney RE: Child's Case Status, to ensure that the child’s attorney is notified regarding the hospitalization. Include the name, address, and phone number of the facility, and the name and phone number of the attending physician.
  1. Develop a transportation plan for the child to the court hearing, as needed.

 

DI Responsibilities

Back to Procedure

Ensuring that a Child with a Chronic Mental Illness Receives the Least Restrictive Level of Placement Needed

 

Children may require placement in a group home, STRTP, or Community Treatment Facility (CTF). If the recommendation is for a group home or STRTP, refer to the policy on "Screening and Placement of Children, Youth, and Nonminor Dependents (NMDs) in a Short-Term Residential Therapeutic Program (STRTP)". The following is for CTF placements only.

 

Children may be placed in a CTF, as follows:

  1. Voluntary Admission (i.e., The child agrees with the placement.)
  2. Conservatorship (i.e., The child does not agree with the placement.)

 

CSW Responsibilities

  1. If the child is not a dependent of the Court, refer the parent to DMH.

 

  1. If the child is a dependent of the Court:
  1. Consult with the child’s mental health provider and request a written statement regarding the child’s need for psychiatric hospitalization.
  1. Contact BCRSto request an appointment to present the child to the Interagency Placement Committee (IPC).
  1. If the child is approved for placement in a locked facility and the child agrees to the placement (i.e. Voluntary Admission) in Court and on the record:
  1. Complete DCFS 154, Services Worker's Report Recommendation and Authorization for Psychiatric Admission pursuant to WIC 6552.
  1. Attach the IPC's authorization/recommendation.
  1. If available, attach the treating mental health professionals report.
  1. Submit all of the paperwork to the SCSW for approval.
  1. Notify the following individuals by telephone of the hearing on the Ex Parte Application:
  1. Submit a Last Minute Information to the Court (DCFS 4216) stating in what manner the parties were notified of the hearing.
  1. Ensure the child is present at the court hearing.

 

  1. If the child is approved for placement in a locked facility by the IPC and the child is not in agreement, complete the following steps towards obtaining conservatorship:
  1. Due to time constraints for obtaining conservatorship, immediately request, the child’s in-patient treating mental health practitioner to file for a temporary conservatorship. If the practitioner is unwilling to file for temporary conservatorship, request assistance from DMH.
  1. If a petition requesting the appointment of a conservator is filed in Mental Health Court, inform the child’s attorney using DCFS 5402, Notice of Child's Attorney RE: Child's Case Status.
  1. If temporary conservatorship is approved, cooperate with the conservator’s investigation.
  1. Provide the investigator all requested information and documents.
  2. Once the temporary conservatorship is approved, the child can be placed in a locked facility, such as a CTF
  1. Report information regarding the appointment of a conservator, the placement, the child’s diagnosis and treating regimen to the Court via a walk-on report.

 

  1. When the child is placed:
  1. Inform the child’s attorney by submitting DCFS 5402 with an update regarding the child's status, Including placement location/address.
  1. Enter information about the placement in the child’s CWS/CMS Placement Notebook.
  1. Record all contact with the child’s attorney, family members, conservator, and mental health practitioner in the CWS/CMS Contact Notebook.
  1. Record all of the following information in the child’s CWS/CMS Health Notebook:

 

  1. Consult Involuntary Placement when a Child is Chronically Mentally Ill for additional information.

SCSW Responsibilities

  1. Review the DCFS 154, Services Worker's Report Recommendation and Authorization for Psychiatric Admission pursuant to WIC 6552, and all supporting documents.
  1. If approved, sign and return to the CSW.
  1. If not approved, return to the CSW for corrective measures.

Back to Procedure

Assisting a Child Who is Discharged from the Hospital Following a Hospitalization for Medical Purposes

CPH CSW Responsibilities

If authorized hospital staff (usually the hospital social worker) contacts the CPH when a child is ready for discharge, no child abuse referral will be generated.

 

  1. Complete CSW Information/Consultation Call form and the Expedited Response form (select "Hospital"). Document "DCFS Replacement" on the Expedited Response form.


 

  1. Outside of regular business hours (nights, weekends, and holidays), fax the completed form to the ERCP CSW.

  2. Email the CSW Information/Consultation Call form to the assigned CSW/SCSW.

CSW Responsibilities

  1. Collaborate with the PHN throughout the discharge planning process, and notify the PHN when a child has been discharged.

 

  1. Inquire with hospital staff about the child’s medical status, including the need for any follow up medical care.

 

  1. Obtain a written Discharge Summary from the hospital.

 

  1. Make three (3) copies of the Discharge Summary.
  1. File the original in the DCFS case file (purple folder).
  2. Provide a copy, along with any other pertinent medical information/records, to the PHN.

 

  1. Consult with the PHN to determine the child's medical needs and the best placement option.
  1. If the child's caregiver is able to meet the child's medical needs, and it is determined to be safe to do so, return the child to their previous placement.
  2. If applicable, locate a more appropriate placement to meet the child's medical needs and proceed with the replacement.

 

  1. Consult with the PHN regarding the child's eligibility for an SCI F-rate, or for an increase to an existing F-rate.

  1. When additional pertinent medical documents about the child are obtained, provide a copy to the child’s caregiver.

 

  1. As soon as possible and prior to discharge, notify the child’s attorney of the child’s planned discharge via DCFS 5402. Attach all pertinent information regarding the child’s medical condition.

 

  1. At the time of the child's discharge from the hospital, obtain all appropriate hospital medical records, including signed releases of information, the child's current diagnosis, and written discharge instructions.

  2. Update the Case Plan, as needed.

ERCP CSW Responsibilities

  1. If the child is discharged from a hospital outside of regular business hours, obtain the

    hospital Discharge Summary.

 

  1. Inquire with hospital staff about the child's medical status, including the need for any follow up medical care.
  1. If so, inquire about the type of placement, follow-up services, and/or resources the child will require.
  2. Provide the PHN with a copy of the hospital Discharge Summary and any other relevant/pertinent medical information and consult with the PHN, if available, to determine the child's medical needs and the best placement option.
  3. If applicable, locate an appropriate placement to meet the child's medical needs and proceed with the replacement.

 

  1. Forward the hospital Discharge Summary and any other documentation related to the child’s hospitalization and discharge to the case-carrying CSW with the primary assignment.

Back to Procedure

 

APPROVALS

SCSW Approval

HELPFUL LINKS

Attachments

Involuntary Placement when a Child is Chronically Mentally Ill

Involuntary Psychiatric Hospitalization when a Child is in Crisis

Forms

CWS/CMS

Ex Parte Application

LA Kids

CSW Information/Consultation Call Form DCFS 154, Services Worker's Report- Recommendation and Authorization for Psychiatric Admission pursuant to WIC 6552

DCFS 280, Technical Assistance Action Request

DCFS 1688-1 This graphic links to a form tutorial video., DCFS Worker's Report to the Juvenile Court of Death, Injury or Illness

DCFS 1689, Foster Parent's/FFA/Group Home Report of Fatality, Injury or Illness of a Child in Care

DCFS 4216, Last Minute Information for the Court

DCFS 5402, Notice of Child's Attorney RE: Child's Case Status

Referenced Policy Guides

0050-501.25, Child Protection Hotline (CPH): Referrals Regarding Children and Nonmijnor in Out-of-Home Care

0070-548.01, Child and Family Teams

0080-505.20, Health and Education Passport (HEP)

0100-502.52, Placement Preservation Strategy, 14-Day Advanced Notice of Placement Changes and the Grievance Review Process

0100-510.55, Screening and Placement of Children,Youth, and Nonminor Dependents (NMDs) in a Short-Term Residential Therapeutic Program (STRTP)

0100-520.00, Resource Family Approval (RFA)

0080-506.10, Identifying and Arranging Appropriate Services for Children and Families

0300-306.80, Transportation Requests to Bring Children/Youth to Court

0300-503.75, Reporting Child Death, Serious Injury or Illness

0300-503.94, Set-On/Walk-On Procedures 

0300-506.05, Communication with Attorneys, County Counsel, and Non-DCFS Staff

0400-503.10, Contact Requirements and Exceptions

0600-501.10, Medical Consent

0600-515.11, Psychiatric Residential Treatment Placements through the Interagency Placement Screening Committee

0600-505.10, Placing Children with Special Health Care Needs

1000-504.10, Case Transfer Criteria and Procedures

0600-515.11, Psychiatric Residential Treatment Placements through the Interagency Placement Screening Committee

0900-522.11, Specialized Care Increment (SCI) – F-Rate

1200-500.90, Model Case Format

Statutes

All County Letter (ACL 16-84) - Provides the requirements and guidelines for creating and maintaining a child and family team.

 

ACL 17-22 - States, in part, the case plan documentation requirements for initial placements and maintaining placements in an STRTP, including but not limited to, the placement purpose and plan for transitioning to a less restrictive environment.

 

Health and Safety Code (HSC) Section 1502 - Defines, in part, a community care facility as well as a residential facility and a community treatment facility.

 

Katie A., et. al. vs. the State of California - Obligates the Los Angeles County DCFS, in part, to improve and better ensure services to children with mental health needs.

 

California Department of Social Services (CDSS) Manual of Policies and Procedures Division 31-220 – States, in part, that the Case Plan shall be updated as service and permanency needs of the child and family dictate and to assure the achievement of service and permanency objectives.

 

Welfare and Institutions Code (WIC) Section 355.1 – States, in part, the specifications for the court regarding evidence for making findings of child abuse and neglect.

 

WIC Section 5150 – States, in part, the conditions under which a child who is experiencing psychiatric crisis may be involuntarily hospitalized.

 

WIC Section 6000(b) – States, in part, that a minor’s application shall be made by his parent, guardian, conservator, or other person entitle to his custody to any mental hospitals designated by the Department of Mental Health or the Director of Developmental Services to admit minors on voluntary applications. In addition, it states that any person received in a state hospital shall be deemed a voluntary patient. States, in part, that a minor who is a voluntary patient may leave the hospital or institution after completing normal hospitalization departure procedures after notice is given to the superintendent or person in charge by the parent(s), guardian, conservator, or other person entitled to custody of the minor of their desire to remove him from the hospital.

 

WIC Section 6002.10 – States, in part, that any facility licensed to provide inpatient psychiatric treatment, excluding state and county hospitals, shall establish admission procedures for minors who meet designated criteria, which includes a minor being at least fourteen (14) and under nineteen (19) years of age.

 

WIC Section 6552 – States, in part, that a minor who has been declared to be within the jurisdiction of the juvenile court may, with the advice of counsel, make a voluntary application for inpatient or outpatient mental health services. Also states that a superintendent or person in charge of any state, county, or other hospital facility or program may then receive a minor as a voluntary patient.

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