10.4.1  Reviews by First Level Supervisors

1. The first level supervisor shall conduct a formal case review of each case at the completion of each case planning period. This review will occur at a minimum of every 90 days.

The supervisor's comments, recommendations regarding case closure, and signature shall be listed on the Evaluation Summary Page of the Family Assessment..

During this review, the supervisor shall review the case record for duplicate material to ensure that duplicate material and information is removed from the case record.

The first level supervisor will conduct a formal case review at the end of each planning period.  Case consultation will focus upon the effectiveness of services and the reduction of risk.  Risk levels shall be determined using the CS-16e Risk Assessment.

Related Subject: Section 2, Chapter 9.4  Assessment of Risk

Risk Levels shall be compared to those existing at the beginning of the treatment plan.  Case progress shall be compared to the case closing criteria and a decision shall be made as to whether the case can be closed.

Clear justification must exist for the case to remain open.

If it appears that unresolved service issues exist following the expiration of the service plan, the Children’s Service Worker and supervisor must decide how much longer the case should remain open.  If these issues are resolved before the completion of a new assessment and case plan, the case should be closed.

A new assessment and case plan is due within 30 days of the expiration of the Plan if the case needs to be left open.

2. The first level supervisor shall complete monthly Supervisory Case reviews by applying the Supervisory Case Review Tool to a randomly selected sample of cases.  Supervisors who oversee investigators and/or assessors will review two completed hotlines from each Children’s Service Worker each month.  Supervisors who oversee Family-Centered Services and Family-Centered Out-Of-Home Care cases will review one child/case from each Children’s Service Worker each month. 

The randomly selected cases will be identified by Central Office personnel and sent, via e-mail, to the Circuit Manager for distribution to the supervisors.  Supervisors will have 30 days to complete the selected case reviews.  Once the review is completed and the review information is entered into the online tool, the case review information is automatically collected on a local spreadsheet housed on each supervisor’s computer and in a database located in central office.  The supervisor will have continual access to the case reviews which have been entered.  The local spreadsheet should be utilized to ascertain each Children’s Service Worker’s strengths and areas needing improvement.   As necessary, the information can be used to develop practice improvement plans for Children’s Service Workers.

10.4.2  Reviews by Upper Management

Circuit Managers, second level supervisors, and Regional staff shall review a percentage of the treatment services cases that have no court involvement, and that remain open eight (8) months or longer.

Case reviews by second level supervisors and Regional staff are intended to evaluate the effectiveness of the Children’s Service Worker's Family-Centered Services and if first level supervisors are ensuring such services are appropriately time-limited.  Each case should be evaluated for closing.  Recommendations on whether a case should be closed or remain open should be made through normal supervisory channels.

• Second Level Supervisor – 8 months (Circuit Manager or Children’s Services Supervisor III)

Each month, the second level supervisor will review ten percent (10%) of the county's cases (or five [5] cases, whichever is the greater amount) which meet the following criteria:

• The case has been open eight (8) months or longer;
• It has no court involvement; and
• It has been randomly selected from the county's total non-court involved treatment services caseload.
• Regional  Director or Designee - 12 Months

  Each month, the regional director or designee will review 50% of the county's cases (or one [1] case, whichever is the greater amount) which meet the below criteria:

• The case has been open 12 months or longer;
• It has no court involvement; and
• It has been randomly selected from the county's total non-court involved treatment services caseload.
• Regional Director or Designee - 16 Months and Longer

  Each month, the Regional Director or designee will review all of the county's cases that meet the below criteria:

• The case has been open 16 months or longer; and
• It has no court involvement.

Each case in this category will be reviewed again at four-month intervals (i.e., a case that has been opened for 16 months will again be reviewed at 20 months and again at 24 months, etc.).