Creating the Health & Education Passport

Health & Education Passport

Central CA TrainingAcademy

559-278-5757

Terry Luna, CWS/CMS Project Coordinator

able of Contents

Legislative Cites for Health & Education PassportPage 2/3

Creating the Health & Education PassportPage 4

Client NotebookPage 5

Recording Education InformationPage 6/9

Deleting an Education NotebookPage 10

Using the Health NotebookPage 11

Important Items in HealthNBPage 12

Documenting PregnancyPage 12

Recording Psychotropic MedicationsPage 13/14

Developmental & Mental Health ScreeningsPage 15/16

Recording Well Child Exams – Contact NotebookPage 17

Service Provider Search TipsPage 18

Placement InformationPage 19

Health/Education Related Outcome Measures:

Timely Medical & Dental Exams – 5B(1) & (2)Page 20

Psychotropic Medications – 5FPage 21

Individualized Education Plans – 6BPage 22

Forms:

Passport MappingPage 23/30

CALIFORNIA WELFARE AND INSTITUTIONS CODE

Division 9. PUBLIC SOCIAL SERVICES

Part 4. SERVICES FOR THE CARE OF CHILDREN

Chapter 1. FOSTER CARE PLACEMENT

§ 16010.

a) When a child is placed in foster care, the case plan for

each child recommended pursuant to Section 358.1 shall include a

summary of the health and education information or records, including mental health information or records, of the child. The summary may be maintained in the form of a health and education passport, or a comparable format designed by the child protective agency. The health and education summary shall include, but not be limited to, the names and addresses of the child's health, dental, and education providers, the child's grade level performance, the child's school record, assurances that the child's placement in foster care takes into account proximity to the school in which the child is enrolled at the time of placement, the number of school transfers the child has already experienced, the child's educational progress, as demonstrated by factors, including, but not limited to, academic proficiency scores, credits earned toward graduation, a record of the child's immunizations and allergies, the child's known medical problems, the child's current medications, past health problems and hospitalizations, a record of the child's relevant mental health

history, the child's known mental health condition and medications, and any other relevant mental health, dental, health, and education information concerning the child determined to be appropriate by the Director of Social Services. If any other law imposes more stringent information requirements, then that section shall prevail.

b) Additionally, a court report or assessment required pursuant

to subdivision (g) of Section 361.5, Section 366.1, subdivision (d)

of Section 366.21, or subdivision (b) of Section 366.22 shall include

a copy of the current health and education summary described in

subdivision (a).

(c) As soon as possible, but not later than 30 days after initial

placement of a child into foster care, the child protective agency

shall provide the caretaker with the child's current health and

education summary as described in subdivision (a). For each

subsequent placement, the child protective agency shall provide the

caretaker with a current summary as described in subdivision (a)

within 48 hours of the placement.

DIVISION 31 REQUIREMENTS (31-200 & 400)

31-206.35

For children receiving out-of-home care, the social worker shall document in the case plan, the following:

Health and Education Information about the Child:

Names and Addresses of the child’s health and education providers.

Child’s grade level performance.

Child’s school record.

Assurances that the child’s placement in foster care takes into account proximity to the school in which the child is enrolled at the time of placement.

A record of the child’s immunizations.

The child’s known medical problems.

The child’s medications.

If any of the required health and education information is not contained in the case plan, the case plan shall document where the information is located.

31-206.361

Each child in placement shall receive a medical and dental examination, preferably prior to, but not later than, 30 calendar days after placement.

31-405.1

(m)

Ensure that information regarding available CHDP services is provided to the out of home care provider within 30 days of the date of the placement.

(n)

Ensure that the child receives medical and dental care which places attention on preventive health services through the Child Health and Disability Prevention (CHDP) program, or equivalent preventive health services in accordance with the CHDP program’s schedule for periodic health assessment.

(1)Each child in placement shall receive a medical and dental examination, preferably prior to, but not later than, 30 calendar days after placement.

(o)

Make certain that arrangements for, and monitoring of, the child’s educational progress while in placement are undertaken.

(s)

Provide the out-of-home care provider the child’s background information as available, including, but not limited to, the following histories:

Educational

Medical

Placement

Family

Behavioral

(q)

Provide the out-of-home care provider(s) information of any known or suspected dangerous behavior of the child being placed.

CREATING THE HEALTH & EDUCATION PASSPORT

The Health & Education Passport is populated from several Notebooks throughout CWS/CMS. Information cannot be entered directly onto the Passport.

Client Notebook – several pages of this notebook populate the passport with basic child information. The ‘service provider’ page will populate past and present health service providers of the child.

Education Notebook – this notebook populates the passport with past and present educational information for the child.

Health Notebook – this notebook populates the passport with all relevant health history for a child, including ‘diagnosed conditions’, ‘medications’, ‘hospitalizations’, ‘immunizations’, etc.

Contact Notebook – The Associated Services page of the contact notebook must be used to document CHDP – Physical & Dental information. Only Well Child exams with an HEP indicator will populate to the passport.

Placement Notebook – Use the ID page of this notebook to document the ‘date SCP informed of the CHDP program and that brochure was given’; if ‘SCP requests CHDP services’; and ‘date SCP was given the HEP and informed of it’s purpose’.

Use the ID page to note that Social Worker considered proximity to the school in which the child was enrolled at time of placement.

Use the ‘Create New Document-Client’ Notebook to generate the Passport.

Select the Time Frame parameters from the next dialog box.

This will create the Passport in Microsoft Word. It can be Saved and Printed, but CANNOT be edited! Any changes must be made in the Notebooks, then the passport can be removed – and re-created. There can only be ONE passport per child. The passport can be continually refreshed, by removing it and recreating it. It should be created/refreshed at least once every 6 months and always with each new or subsequent placement.

SAVE TO DATABASE

CLIENT NOTEBOOK

Areas in GREEN are important to complete for Passport.

Enter basic identifying client information here, DOB, SS, ethnicity and language. If child is in placement, be sure to check the confidentiality in effect box. This will insure that the care provider’s name and address do not populate the HEP.

Enter basic demographic information for the client, birthplace, arrests, etc.

Record all address changes here. Be sure to enter start and end dates for addresses.

NOTE: this is NOT the place to change an address for a child in placement or when a foster parent or relative caregiver moves.

Enter any other names or AKA’s that your client may use. This will cross-reference all names when a client search is done.

Relate all clients to each other on this page. Be sure that the relationship is in the correct order as they are listed or they will populate incorrectly to many documents that CWS/CMS produces.

This page is where the county case number is entered. It is important that the number be active (no end date), if this is a child that a placement will be recorded for. Other types of numbers can be entered here for clients, for example, CII, MEDS Id, etc.

Juvenile court numbers are entered on this page for children only.

Parent search information is recorded on this page. Record searches information in the parent’s notebook. Search results entered here will populate to the Declaration of Due Diligence.

Eligibility information to Foster Care is recorded on this page.

Once an attorney has been appointed on behalf of a client, they must be attached on this page.

Use this page to show service providers involved with client. Use the plus + sign to add service provider. Service providers with no END date – will populate Current Service Provider section of passport. Providers with END date entered populate the ‘past provider’ section. Only Providers that have been used in a Contact will appear under the plus. Use the Search option to located Providers that are not in the list.

This page records information about a child’s Indian status – it must be completed before ICWA notices can be generated from CWS/CMS.

Recording Education Information and Progress for Children – in CWS/CMS

There should only be one Education Notebook per each school the child has attended. All grades and education records for one particular school can be recorded in that school’s notebook.

To begin an Education Notebook for a child – you must search for the school first:

All public schools are loaded into CWS/CMS and updated at least once per year. Most private, independent and home schools are added into the application by each county’s designated person. Use the School Category and the County – then you can look under the ‘school’ drop down menu and look through the list of schools. Usually you will be able to find the school easily that way.

Other helpful ways to search – by city and zip code. Try many different ways before determining the school is not in the system. Note: Under ‘County’ – you will find ‘Out of State’, many out of state schools have been entered into CWS/CMS.

If unable to locate the school you are looking for, contact your local help desk.

Once you have located the correct school, you can record the child’s attendance and records in the child’s case.

Create New Education

Client Special Ed: should have an ‘open’ end date.

If No – enter only Start Date.

If Yes, enter Start Date (usually will correspond with IEP Date. (Record IEP on next page).

Enter ‘end date’ only if Special Ed services are complete. Narrate briefly the details of services needed,( ie., Speech/Language, RSP, etc)

Use the Grade Level Information page to record the child’s grade level and the child’s education records for each grade level.

• Previous grades must be end dated.
• Current grade needs to be entered for current school year.
• Teacher should be included for grades K-6

Use bottom half of page to record the records that correspond with each grade level.

Education Records:

Attendance Records

Child Evaluation

CAHSEE – Exam Results field will be enabled if this value used.

IEP (outcome measure field)

IFSP (age 0-3)

Progress Record (formal and informal)

Standardized Testing

Year End Report Cards

Summarize documented attendance from school according to the following template:

Child's current attendance records (attached for the Court’s consideration) show that heshe has missed approximately # days of school. Of these # days, the child's care provider, cp name, has excused # while # of the absences were unclear, meaning that no communication was received from the care provider as to why he was not in school. Child has had # tardies this school year.

Progress Record

Behavior summary

Behaviorally, school name has reported that there have been nosomemultiple problems.Child's name teachers report that heshe is respectfulpolitedisrespectful. Child's demeanor in the classroom is quietwithdrawnengagingpleasantangryhostile and teacher's report that heshe is hesistantnot hesistant to interact with hisher peers and doesdoes not take initiative to participate in any classroom activities. Child's name has been interesteduninterested in participating in extra-curricular activities and is currently involveduninvolved with clubs or sports teams on campus. Currently, the Child's name is involvednot involved in the following extracurricular activities: ______.

Current Grades documented in either a Progress Record or Year-End Report Card

Academically, child's name currently has a ______grade point average. This average is based on hisherdate semester grades. A progress report that was created on date shows that heshe is earning A's in subjects, B's in subject, C's in subject, D's in subject, and F's in subject. Child's name standardized test scores for 1st grade2nd grade3rd grade4th grade5th grade6th grade7th grade8th gradeFreshmanSophmoreJuniorSenior shows that heshe is abovebelow reading level and abovebelow math level.

Court Report

• Refer to the HEP for updated educational information
• Explain any need for a change regarding educational rights
• Discuss any upcoming changes

Deleting an Education Notebook (if entered by mistake)

Open the Education Notebook that you want to remove – and go to the Education Record Page.

Remove all rows from the page – highlight row, and use the delete key.

All rows must be deleted from this page.

Then open ‘Existing Education Notebook’:

The remove button should be available.

HEALTH NOTEBOOK

Use this page to summarize a child’s current condition. When a new Summary is entered, the old Summary is erased. It will only remain on a hard copy of the previous HEP. This Summary does NOT keep history. Has the child been clinically diagnosed by a qualified professional as having at least one of the following disabilities: mental retardation; visually or hearing impaired; physically disabled; emotionally disturbed, or other medically diagnosed conditions requiring special care.

Use this page to record any conditions a child has which are diagnosed by a practitioner or a clinic. Record as much information about the condition as possible. Use start and end dates to document child’s health history. If an alert is checked, the condition will populate to first page of Passport.

Use this page to record any conditions a child may have that have been observed by someone. Record as much information about the condition as possible. Use start and end dates to document child’s health history. Observed conditions will only print to passport if the alert is checked.

Use this page to document any medications prescribed for a child. Each medication must be tied to a ‘Client Condition’ (which comes from the ‘Diagnosed Conditions’ page.)

HospitalizationsUse this page to document anytime a child has been hospitalized. The hospitalization must be tied to a ‘Client Condition’.

Medical TestsUse this page to document any medical tests ordered for a child and those test results. The medical tests must be associated with a ‘Client Condition’.

ReferralsUse this page to document any medical referrals made on behalf of a child by a Health Provider. The referrals must be associated with a ‘Client Condition’.

Use this page to document a child’s immunization history.

Well ChildUse this page to record information regarding a child’s Well Child exam. You must enter a Well Child Exam as an Associated Service in the Contact Notebook PRIOR to completion of the information on this page.

Birth HistoryUse this page to enter birth history information for a child. This is also a good place to record a toxicology screening. Certain information on this page is duplicated on the Demographic page of the client notebook. The information will cross populate each notebook.

Screenings Document developmental and mental health screenings here.
Important Items in Health Notebook

Allergies:

Any allergies / medications / or foods to avoid should be listed on this tab, under Allergies. Use the narrative sections to detail reasons why.

These will populate to the first page of the passport.

Some immunizations given are a combination of 2 or more vaccines, but must be entered into CWS/CMS as separate vaccines:

Polio-Inactivated = IPV in CWS/CMS

Varivax/Varicella/Chickenpox = VZV in CWS/CMS

Pneumococcal Conjugate/Prevnar/PCV13 = Pneumococcal in CWS/CMS

Adacel = Tdap in CWS/CMS

Comvax = Hep B and Hib in CWS/CMS

MMRV, ProQuad = MMR and VZV in CWS/CMS

Pediarix = DTaP and HepB and IPV in CWS/CMS

Kinrix = DTaP and IPV in CWS/CMS

Pentacel = DTaP and IPV and Hib in CWS/CMS

Gardasil = HPV in CWS/CMS

MCV4/Menactra = Meningococcal Conjugate in CWS/CMS

If there is no listed vaccine that corresponds with the vaccine named on the PM 160, enter the vaccine under the “Other” listing and type the actual name of the vaccine written on the PM 160 in the comment section of the dialog box.

Each page in the Health Notebook can be used to document areas of concern for children. There is narrative area on each page to expand dialogue for each area.

All pages populate to the HEP – except Observed Conditions page. Only items on this page checked with Alert will populate passport.

Documenting Pregnancy for a youth or NMD: ACL 16-32 4/28/16

Observed Conditions Tab: Chose Pregnant from Physical Health section.

Diagnosed Conditions Tab: Entering pregnancy on this tab is necessary when the youth has been hospitalized as a result of the pregnancy.