Developmental Services - Case Management Manual

Family Support Policy     

Policy# 98-PO-3

1. Purpose and Scope.

The Family Support Program provides financial assistance to the extent that resources permit to families who have adult family members with mental retardation or autism living with them.

The goal of the program is to provide the needed level of support in order to maintain the unity of the family and to support the family's desires and preferences for services within DHHS ability to meet all or some of those needs depending upon the availability of resources.

2. Authority: 34-B M.R.S.A. 5003

3. Procedures.

DHHS may reimburse eligible family members for services in instances where Developmental Services would have agreed to pay a non-family member to deliver the service.

Family support includes a variety of services. Examples of family services include, but are not limited to, the following: respite care services, summer camp, recreation opportunities, transportation, after school care and arts and crafts.

Expenditures for family support services require prior approval from the Regional Office.

CASE FILE INDEX

The following material should be available in each client hard copy or electronic file.

Contents Active File Historical File
     
Critical Information Report   EIS

Current

None
     

Planning Documents

Person Centered Plan
Individual Support Plan
Individual Education Plan
Crisis Support Plan
Behavioral Support Plan
Pre-Planning Documents
Plan Reviews (semi, quarterly)
Quality of Life Survey

Current year and 1 year past

4 years
     

Casework Notes

Casework Action Notes EIS
HHS Crisis Team Notes EIS
Monthly Monitoring Form
Site Review Form

Current year and 1 year past

4 years
     

Professional Evaluation Reports

Psychology
Counseling
Occupational Therapy
Physical Therapy
Speech/Language/Communication
Vocational Rehabilitation

5 years or most current

Keep permanently

Medical Reports

Current year plus 2 years

Keep permanently

Provider Summaries

Current year plus 1 year

4 years
     

Home and Community Based Waiver

BMS 99 EIS
Checklist
Waiver Related Correspondence

Current year plus 1 year

4 years

Choice Letter

Retain permanently

  
     

Office of Advocacy and Legal Documents

    

Information Release Authorization

Current Only

None

Guardianship Appointment Order

Retain Permanently

  

HHS Annual Guardianship Plan

Current and 1 year past

None

Miscellaneous Legal Documents

Current Only

Keep permanently, unless time limited
     

Correspondence

Current and 1 year past

4 years
     

Financial Information

    

Mortuary Trust

    

Miscellaneous Financial Documents

Current and 1 year past

4 years
     

Eligibility Determination Letter

Permission for Services

Intake Documents

Intake Assessment- May be in EIS
Intake Card
Referral Documents (Including Pineland Center)
Appeals Documents

5 years

Keep permanently

2/3/2010