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KidSTAR Permanency Tracking for Providers

Performance-based Permanency Tracking. Care Solutions is excited to support the Permanency Initiative managed by OPUOM using KidSTAR. This project will provide additional funds to providers to achieve permanency for some of Georgia's children who have been in care the longest, by accomplishing a s

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KidSTAR Permanency Tracking for Providers

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    2. Performance-based Permanency Tracking Care Solutions is excited to support the Permanency Initiative managed by OPUOM using KidSTAR. This project will provide additional funds to providers to achieve permanency for some of Georgias children who have been in care the longest, by accomplishing a series of three key milestones: Re-entering the community Completing wrap-around services Remaining in a stable placement during follow-up

    3. Introduction This presentation on Performance-based Permanency Initiative tracking will walk you through the KidSTAR screens you will use to: Apply for and enroll RBWO children to participate Enter data on staff and children, and their monthly progress towards permanency Submit monthly reports and invoices For detailed instructions, see the Permanency Tracking Manual for Providers you received today.

    4. Welcome to KidSTAR! To begin, go to https://www.kidstarga.com and log in using your agency's user name and password (this will be emailed to your Director soon).

    5. Selecting a User After logging in, please select your own name from the dropdown of users at your agency. If you are not currently listed in the dropdown, please use the link to add your name and email address. The system will use this address to notify you when you add/change data to KidSTAR or when OPUOM responds to your data changes.

    6. Provider Main Menu

    7. Learning About Permanency Tracking All providers can access the blue Permanency tabs for Forms, Daily Roster, and Agency Evaluation, whether or not they are currently participating in the program. The remaining tabs become active only after the provider is approved.

    8. Information on the Forms Tab The Forms tab includes copies of the sample Annex D for participating contracts as well as four essential forms: Agency Readiness Evaluation (reference only) Request for Child Authorization (reference only) Social History Support Plan (goals and strategies) Use them to learn about the programs requirements and to prepare data before you complete forms online if desired.

    9. Using the Daily Roster All providers can also see the Daily Roster tab, a list of all children placed at/served by your agency. CCIs may come here to enter new placements, update data while children are in care, and report discharges. CPAs will continue to manage placements and other data through their weekly foster home roster spreadsheets. Providers also use this tab to enroll children in the Permanency Initiative after the program has been approved by OPUOM to participate.

    10. Using the Daily Roster (CCIs only) CCIs may edit basic child information through the Daily Roster tab. Click on any childs name to view and update these key fields:

    11. Agency Readiness Evaluation Each program that wishes to participate in the Permanency Initiative must complete a separate Agency Readiness Evaluation form, which OPUOM will review. Remember that you can preview the content of this one-page form in your packet or on the Forms tab. On the Agency Evaluation tab, simply click the Apply Now button.

    12. Agency Readiness Evaluation (2) Once you submit an application, the "Apply Now" button will no longer appear on your screen. Instead, you will see a PENDING notification.

    13. Automated Emails KidSTAR will send you email notifications when you change important data in the system and when OPUOM responds to your changes. You will receive an email notification when you submit your Agency Readiness Evaluation and another when OPUOM reviews your evaluation.

    14. Automated Emails (2) For instance, if OPUOM determines your Agency Readiness Evaluation is incomplete, you will receive the following email:

    15. Agency Readiness Evaluation (3) If OPUOM requests changes, you will be able to edit your Agency Readiness Evaluation on the Agency Evaluation tab. Use the Edit Submission button to make your revisions.

    16. Agency Approval When your Agency Readiness Evaluation has been approved, you will receive another email and the message on your Agency Evaluation tab will change. At this point, you will have access to all 8 of the blue permanency tracking tabs:

    17. Staff Participation The first step for your agency is recording staff participation. Use the Permanency Initiative Staffing tab to enter or edit information about your staff working on the Permanency Initiative.

    18. Enrolling a Child Approved agencies will see a link next to each childs name on the Daily Roster tab. Click on the Apply link to complete a Request for Child Authorization for that child (preview it on the Forms tab!).

    19. Request for Child Authorization The Request for Child Authorization has three parts that must be submitted to OPUOM for approval: Two data-entry screens (Part 1 & 2), and The Social History (download a blank copy from the Forms tab) Please note that Part 1 requires you to select staff members from a dropdown. You will not be able to complete this section unless you have already entered staff on the Permanency Initiative Staffing tab.

    20. Request for Child Authorization (2) As with the Agency Readiness Evaluation, you will receive an email notification when you submit a Request for Child Authorization and when OPUOM responds. If OPUOM requests changes, use the link on the Daily Roster tab to edit your submission. A childs application status will be visible on the Daily Roster tab as long as s/he is placed with your agency.

    21. Permanency Initiative Roster Children who have been approved to participate will be listed on the Permanency Initiative Roster tab.

    22. Child Monthly Progress and Data To enter progress data for an enrolled child, click on the child's name on the Permanency Initiative Roster tab. Remember that you must complete your data entry for the previous month between the first and fifteenth of each month. For instance, information about the child's progress during the month of January 2010 must be entered between February 1 and February 15. You must enter information about every participating child every month.

    23. Child Monthly Progress and Data (2) After a child has been approved to participate, the agency must complete two additional steps: A Family Team Meeting must occur within 14 days of approval. The DFCS and agency case managers, child, and targeted placement resource must participate. A Support Plan of permanency goals and strategies, developed during the FTM, must be completed and uploaded to KidSTAR within 30 days of approval.

    24. Child Monthly Progress and Data (3) The following information is collected about each child each month: DFCS and agency Case Manager staffing Primary and concurrent permanency goals and dates worked Projected and completed dates for 3 permanency-tracking milestones Child moves, advances towards permanency, barriers to permanency, and treatment goals (for the coming month) This data will appear on the monthly reports generated by KidSTAR.

    25. Monthly Reports and Invoices KidSTAR generates monthly reports and invoices automatically using the data you enter on the Child Monthly Progress screens and the Permanency Initiative Staffing tab. Monthly reports are previewed and submitted through the Current Month Reporting tab. Each agency must submit its monthly reports for the previous months data by the 15th (reports may be submitted any time between the 1st and 15th).

    26. Previewing Reports and Invoices

    27. Submitting Reports and Invoices After you submit your reports, you will receive an email. You will not be able to make any changes or submit them again unless OPUOM requests revisions. If OPUOM requests changes, the comments will be visible on the Submitted Reports tab. You will need to go to the identified child or staff screens to edit your data. Then preview your reports again and submit them when you are satisfied that you have addressed OPUOMs concerns.

    28. Approved Reports and Invoices When your reports are approved, you will receive an email notification and the following message will display on your Submitted Reports tab:

    29. Historical Reports and Payments Copies of reports from previous months are available on the Submitted Reports tab. You may also use this tab to track payments made by DHS on your monthly invoices.

    30. Permanency Initiative Report Card Based on your compliance with all requirements and the progress you report for all enrolled children, OPUOM will calculate key statistics and an overall score for your agency's performance. This information will be available on the Permanency Report Card tab beginning in spring of 2010.

    31. Thank you! The permanency tracking screens will be available in KidSTAR beginning Monday, December 14. Technical questions? Contact Care Solutions at tech@caresolutions.com or 770-642-6722. Content questions? Contact OPUOM at 404-657-1625.

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