Procedure

Admission Screening Procedure

Refuge House, Inc.
Last updated: July 24, 2026 · Source: policies-procedures/Procedure/Admission Screening Procedure.md

REFUGE HOUSE, INC.

Procedure Information Details
PROCEDURE NAME Admission Screening Procedure
PROCEDURE NUMBER FC1-01.1
RELATED POLICY FC1-01 Admission Screening Policy
EFFECTIVE DATE 5/15/25
REVISION DATE 6/15/26
LAST UPDATED 5/15/2026
LAST APPROVED 5/22/2026
APPLICABLE T3C PACKAGES: APPLICABLE T3C ADD-ON SERVICES:
☒ T3C Basic Foster Family Home ☒ Transition Support Services for Youth & Young Adults
☒ Substance Use Support Services ☒ Kinship Caregiver Support Services
☒ Short-Term Assessment ☒ Pregnant & Parenting Youth or Young Adult
☒ Mental & Behavioral Health
☐ Sexual Aggression/Sex Offender
☐ Complex Medical Needs or Medically Fragile
☐ Human Trafficking Victim/Survivor
☒ Intellectual or Developmental Disability (IDD)/Autism Spectrum Disorder
☒ T3C Treatment Foster Family Care

PURPOSE:

To establish a standardized process for screening child and youth referrals to determine appropriateness for placement within Refuge House's foster care program while ensuring compliance with regulatory requirements and incorporating trauma-informed principles.

RESPONSIBILITY:

PROCEDURE:

1. INITIAL SCREENING EVALUATION

Purpose and Overview

The initial screening process serves as the critical first step in ensuring children are matched with appropriate foster homes that can meet their needs. As our policy states, "Refuge House evaluates all children and youth referrals immediately upon receipt to determine appropriateness for services and placement." This immediate response is particularly crucial for emergency placements where children need safe placement without delay. The screening criteria ensure we can provide appropriate care within our credentialed T3C Service Packages while maintaining compliance with all regulatory requirements.

Who How When Where Regulatory Reference
Intake Department
  1. Receive referral via phone or email from DFPS/SSCC
  2. Open Initial Intake Information Form in Radius
  3. Document referral source and contact information
  4. Note whether Emergency or Routine placement
 Immediately upon receipt Phone/Email Radius CRITICAL: TAC §749.1101 FC 1.01a; DFPS 24-Hr RCC Requirements (FY26)
Intake Department Evaluate initial screening criteria:
  1. Age - Verify appropriate foster home availability
  2. Gender - Confirm appropriate placement options
  3. T3C Service Package - Ensure RH can accommodate
  4. Level of Care - Assess ability to serve in least restrictive setting
 Within initial contact Radius screening tool TAC §749.1101 §749.1103 §749.1105 DFPS 24-Hr RCC Requirements (FY26)
Intake Department Prioritize referral processing:
  1. Emergency referrals - Process immediately
  2. Routine referrals - Review in order received
  3. Document priority status in tracking log
 Immediate determination Radius CRITICAL: TAC §749.1101 FC 1.01c

2. DETAILED ASSESSMENT AND MATCHING

Purpose and Overview

Once initial criteria are met, the detailed assessment begins to ensure the best possible match between child and foster family. This stage incorporates our commitment to trauma-informed care by gathering comprehensive information about the child's history, needs, and strengths. The information collected here directly impacts placement success, as matching a child with the right foster family from the beginning is one of the most effective ways to minimize trauma and promote healing. Special attention is given to children who have experienced multiple placements, recognizing that these children require additional support and careful matching.

Who How When Where Regulatory Reference
Intake Department Complete Initial Intake Information Form evaluating:
  1. Referral Information: - Date/time of referral - Routine vs. emergency status - Reason for emergency (if applicable)
  2. Child's Identifying Information: - Race, religion, ethnicity - Tribal affiliation (refer to ICWA policy if applicable) - Language and cultural needs
 During initial screening call Radius - Initial Intake Form TAC §749.1107 §749.1101 FC 1.01
Intake Department 3. Placement Information: - Current placement status - Number of previous placements - Permanency plan - Estimated length of stay 4. Medical Information: - Chronic conditions/allergies - Current medications - Medicaid status During screening Radius TAC §749.1107 FC 1.01c
Intake Department 5. Psychological/Psychiatric Information: - Current diagnoses - Recent evaluations - Special needs 6. Educational/Developmental: - Current school/grade - Special education needs - Birth/developmental history During screening Radius TAC §749.1107
Intake Department 7. Behavioral Assessment: - HIGH RISK BEHAVIORS (harm to self/others) - Known contraindications to restraints - Ability to participate safely in family/community - Need for heightened supervision 8. Family Information: - Sibling placement needs - Visitation requirements - Family engagement status During screening Radius TAC §749.1107 BSM Policy
Intake Department 9. Required Assessments & Forms: - CANS 3.0 Assessment (routine referrals, age 3+) - Attachment A – Child Sexual History Report - Form 2279 – Child Placement Summary During screening / at placement Radius TAC §749.1107; FC 1.01b

3. SERVICE PACKAGE DETERMINATION

Purpose and Overview

Accurate Service Package determination ensures children receive appropriate level of care from placement. This section guides identification of the correct Service Package based on child's presenting needs and eligibility criteria. Package-specific screening requirements are detailed in Sections 4 (Basic and Mental Health/IDD), 5 (Add-On Services), and Section 6 (Specialized Packages: Substance Use, Short-Term Assessment, Treatment Foster Family Care).

Who How When Where Regulatory Reference
Intake Department Determine appropriate Service Package based on referral information:
  1. T3C Basic Foster Family Home - Standard foster care needs
  2. Mental & Behavioral Health - DSM-5 diagnosis requiring specialized support
  3. IDD/Autism - Developmental disability requiring specialized support
  4. Substance Use - Substance use disorder or risk (see Section 6.1)
  5. Short-Term Assessment - Assessment needed to determine package (see Section 6.2)
  6. Treatment Foster Family Care - Highest clinical intensity (see Section 6.3)
 During screening Radius T3C Blueprint
Intake Department For specialized packages requiring clinical review (Substance Use, Treatment Foster Family Care): Forward to Treatment Director for eligibility determination Immediately after initial screening Treatment Director notification T3C Blueprint

4. SPECIALIZED CLINICAL PACKAGE SCREENING

Purpose and Overview

Certain Service Packages require Treatment Director clinical review to verify eligibility criteria are met. This section establishes the screening process for Mental & Behavioral Health, IDD/Autism, Substance Use, and Treatment Foster Family Care packages.

4.1 Mental & Behavioral Health Support Services Screening

Cross-Reference: Full admission requirements in FC-MH-01 Mental & Behavioral Health Support Services Policy

Who How When Where Regulatory Reference
Intake Department Screen for Mental Health package indicators:
  1. DSM-5 diagnosis documented
  2. Mental health treatment history
  3. Current therapeutic needs
  4. Behavioral support requirements
 During screening Radius T3C Blueprint p.76-86
Treatment Director Review and confirm clinical eligibility:
  1. Verify DSM-5 diagnosis
  2. Assess appropriateness for foster home setting
  3. Approve or recommend alternative package
 Within 4 hours of referral Clinical documentation T3C Blueprint p.84
Intake Department Foster Home Verification:
  1. Verify available Mental & Behavioral Health credentialed homes
  2. Confirm foster family completed the required 4-hour specialized mental health support training
  3. Confirm 24/7 case manager availability for crisis response
  4. Match based on the child's therapeutic needs
 After Treatment Director approval Home matching system T3C Blueprint p.76-86

4.2 IDD/Autism Spectrum Disorder Support Services Screening

Cross-Reference: Full admission requirements in FC-IDD-01 IDD/Autism Spectrum Disorder Support Services Policy

Who How When Where Regulatory Reference
Intake Department Screen for IDD/Autism package indicators:
  1. IDD or Autism diagnosis documented
  2. Adaptive functioning assessment available
  3. Developmental support needs
  4. Communication and sensory needs
 During screening Radius T3C Blueprint p.123-135
Treatment Director Review and confirm clinical eligibility:
  1. Verify qualifying diagnosis
  2. Assess support needs
  3. Confirm foster home can meet needs
  4. Approve or recommend alternative
 Within 4 hours of referral Clinical documentation T3C Blueprint p.133
Intake Department Foster Home Verification:
  1. Verify available IDD/Autism credentialed homes
  2. Confirm foster family completed the required 6-hour specialized IDD/autism support training
  3. Confirm access to Registered Nurse consultation
  4. Confirm commitment to 6-month aftercare services
  5. Match based on the child's developmental needs
 After Treatment Director approval Home matching system T3C Blueprint p.123-135

5. ADD-ON SERVICE SCREENING

Purpose and Overview

When children qualify for T3C add-on services, additional screening ensures we identify foster homes equipped to meet these specialized needs. Each add-on service brings unique requirements and opportunities, from supporting youth transitioning to adulthood to maintaining critical family connections through kinship care.

Note: Add-On Services are NOT eligible for Short-Term Assessment package.

Who How When Where Regulatory Reference
Intake Department Transition Support Services (14+):
  1. Assess need for independent living support
  2. Identify homes with teen experience
  3. Verify transportation for employment/education
  4. Consider proximity to transition resources
  5. Match with families supporting autonomy
 During screening/matching Radius T3C Blueprint TAC §749.1101
Intake Department Kinship Caregiver Services:
  1. Verify kinship caregiver through RH
  2. Assess existing relationship dynamics
  3. Identify additional support needs
  4. Ensure licensing requirements met
  5. Plan for family preservation
 During screening/matching Radius T3C Blueprint FC 1.01
Intake Department Pregnant & Parenting Youth:
  1. Identify homes with infant capacity
  2. Assess parenting support capabilities
  3. Verify space for parent and child
  4. Consider access to pediatric care
  5. Match with experienced parent mentors
 During screening/matching Radius T3C Blueprint TAC §749.1103

6. SPECIALIZED PACKAGE SCREENING: SUBSTANCE USE, SHORT-TERM ASSESSMENT, AND TREATMENT FOSTER FAMILY CARE

Purpose and Overview

This section establishes screening procedures for three specialized Service Packages that have unique eligibility criteria and capacity requirements. Each requires specific verification before placement can proceed.

6.1 SUBSTANCE USE SUPPORT SERVICES SCREENING

Cross-Reference: Full admission requirements in FC-SU-01 Substance Use Support Services Policy

Purpose: Screen children for eligibility for Substance Use Support Services and verify appropriate foster home availability.

Eligibility Criteria: Child presents with:

Exclusions: Children requiring inpatient detoxification or residential substance use treatment are not appropriate until medically stable for community-based care.

Who How When Where Regulatory Reference
Intake Department Screen for Substance Use package indicators:
  1. Identify substance use history in referral
  2. Document substances used, frequency, last use
  3. Note any current withdrawal concerns
  4. Identify substance use treatment history
  5. Flag for Treatment Director review
 During initial screening Radius - Substance Use Screening section T3C Blueprint; FC-SU-01
Treatment Director Clinical Eligibility Review:
  1. Review substance use history documentation
  2. Verify child meets eligibility criteria (DSM-5 diagnosis OR documented history OR significant risk)
  3. Assess medical stability - Confirm child is stable for community-based care (not requiring detox)
  4. Document clinical appropriateness
  5. Approve package or recommend alternative
 Within 4 hours of screening Treatment Director Clinical Review Form T3C Blueprint; FC-SU-01
Intake Department Foster Home Verification:
  1. Verify available Substance Use credentialed homes
  2. Confirm foster family completed 4-hour substance abuse awareness training
  3. Verify home maintains substance-free environment
  4. Match based on youth's specific recovery needs
 After Treatment Director approval Home matching system T3C Blueprint; FC-SU-01

6.2 SHORT-TERM ASSESSMENT SUPPORT SERVICES SCREENING

Cross-Reference: Full admission requirements in FC-STASS-01 Short-Term Assessment Support Services Policy

Purpose: Screen children for eligibility for time-limited assessment placement to determine appropriate ongoing Service Package.

Eligibility Criteria: Child presents as ONE of the following:

  1. New to care - Newly entering foster care, needs assessment to determine Service Package
  2. Transitioning from unpaid placement - Moving from kinship/unpaid arrangement, needs evaluation
  3. Returning after unauthorized absence - Returning after runaway, requires reassessment
  4. Post-disruption - Recent unplanned placement disruption, needs evaluation before new placement

Capacity Limitation: Maximum 4 children per foster home (unless sibling group)

Time Limits:

CRITICAL: Add-On Services are NOT eligible for this package.

Who How When Where Regulatory Reference
Intake Department Screen for Short-Term Assessment eligibility:
  1. Verify child meets ONE of four eligibility categories: - New to care requiring assessment - Transitioning from unpaid placement - Returning after unauthorized absence - Post-disruption requiring evaluation
  2. Confirm child needs assessment to determine appropriate Service Package
  3. Verify NO Add-On Services needed (not eligible for this package)
  4. Document eligibility category
 During initial screening Radius - Short-Term Assessment Screening section T3C Blueprint p.67-75; FC-STASS-01
Program Director Approval Review (if needed for complex cases):
  1. Review eligibility determination
  2. Confirm assessment approach appropriate
  3. Approve or redirect to alternative package
 Within 4 hours if escalated Program Director review T3C Blueprint p.74-75
Intake Department Foster Home Verification:
  1. Verify available Short-Term Assessment credentialed homes
  2. Confirm home capacity - Maximum 4 children (unless sibling group)
  3. Verify foster family completed assessment observation training
  4. Match based on child's presenting needs
 After eligibility confirmed Home matching system T3C Blueprint p.75; FC-STASS-01

6.3 T3C TREATMENT FOSTER FAMILY CARE SUPPORT SERVICES SCREENING

Cross-Reference: Full admission requirements in FC-TFFC-01 T3C Treatment Foster Family Care Support Services Policy

Purpose: Screen children for eligibility for highest level of clinical intervention in a family setting.

Legal Framework: Services adhere to Texas Family Code Section 264.1073 and Texas Administrative Code Rule §700.1335.

Eligibility Criteria: Child must have:

PLUS Two or More of the Following:

Capacity Limitation: Maximum 2 children per foster home (due to intensity of services)

Time Limits: Maximum 365 days (274 days standard + 91-day extension)

Who How When Where Regulatory Reference
Intake Department Screen for Treatment Foster Family Care indicators:
  1. Identify DSM-5 diagnosis in referral documentation
  2. Screen for additional criteria: - Suicide attempt within 12 months - Risk of harm to others/physical aggression - Co-occurring substance disorder with severe impairment
  3. Document clinical indicators present
  4. Immediately forward to Treatment Director for clinical review
 During initial screening Radius - Treatment Foster Care Screening section T3C Blueprint p.141-142; FC-TFFC-01
Treatment Director REQUIRED Clinical Eligibility Review:
  1. Review clinical documentation thoroughly
  2. Verify DSM-5 diagnosis for emotional, conduct, or behavioral disorder
  3. Confirm 2+ additional criteria met: - Suicide attempt within 12 months? - Risk of harm to others? - Co-occurring substance disorder with severe impairment?
  4. Assess appropriateness for family setting (vs. residential)
  5. Document clinical determination
  6. Approve package or recommend alternative
 Within 4 hours of screening Treatment Director Clinical Review Form CRITICAL: T3C Blueprint p.141-142; Texas Family Code §264.1073; TAC §700.1335
Intake Department Foster Home Verification:
  1. Verify available homes with DUAL credentials (Treatment Foster Care AND Basic Foster Home)
  2. Confirm home capacity - Maximum 2 children
  3. Verify foster family completed 20-hour Treatment Foster Care training
  4. Assess home's ability to manage high-acuity behaviors
  5. Match based on child's specific clinical needs
 After Treatment Director approval Home matching system T3C Blueprint p.143; FC-TFFC-01

7. PLACEMENT COORDINATION

Purpose and Overview

Following successful screening and matching, placement coordination ensures smooth transition into the foster home.

Note: Refuge House does not make placement decisions on behalf of foster families. Intake provides all known information to each interested family so the family can make the most appropriate placement decision.

Who How When Where Regulatory Reference
Intake Department For families willing to accept placement:
  1. Confirm availability and readiness
  2. Review any special requirements
  3. Discuss transition planning
  4. Note family's commitment in record
 Following family consultation Radius TAC §749.1115 FC 6.02
Intake Department Present placement options to DFPS/SSCC:
  1. Provide viable family matches
  2. Include relevant family information
  3. Note any special considerations
  4. Await CPU approval If no matches available:
  5. Immediately notify CPU
  6. Document efforts made
  7. Provide recommendations
 After family confirmations Phone/Email to CPU FC 1.02 Contract Requirements
Intake Department Upon CPU approval:
  1. Document approval and case worker info
  2. Exchange contact information
  3. Coordinate placement logistics
  4. Set placement date/time
  5. Arrange pre-placement visit if possible
 Immediately after approval Radius TAC §749.1107 FC 1.02
Intake Department Complete documentation:
  1. Finalize Initial Intake Form
  2. Attach all communications
  3. Update placement tracking log
  4. Mark intake as "closed"
  5. Transition to Admission Assessment team — begin the Admission Assessment and initiate service referrals as needed (ECI, psychological, psychiatric, CANS, medical)
 Within 30 minutes of confirmation Radius CRITICAL: FC 1.01d FC 1.02

8. QUALITY ASSURANCE

Purpose and Overview

Quality assurance in the screening process ensures consistency, compliance, and continuous improvement.

Who How When Where Regulatory Reference
Intake Department Screening timeframes:
  1. Complete all steps within 20-30 minutes when possible
  2. Document any delays and reasons
  3. Prioritize emergency placements
  4. Maintain efficiency without sacrificing quality
 Per screening Radius TAC §749.1101 FC 1.01
Intake Department Response and documentation timelines:
  1. Provide the placement decision to DFPS/SSCC within two hours of referral during business hours or four hours during non-business hours
  2. Communicate any additional information needs to DFPS/SSCC immediately
  3. Document all screening activities in the child's electronic record within 24 hours
 Per referral Radius / Phone / Email RCC (FY26) §1111; FC 1.01
Treatment Director/CPMS For children with multiple placements:
  1. Flag for enhanced review
  2. Consult on placement matching
  3. Recommend additional supports
  4. Plan transition strategies
  5. Coordinate with clinical team
 As identified Clinical review FC 6.06 FC 6.07 TAC §749.1101
Program Director Monthly screening review:
  1. Analyze screening data by Service Package
  2. Identify placement trends
  3. Review "no match" situations
  4. Recommend training needs
  5. Update procedures as needed
 Monthly Reports COA Standards CQI Requirements

SSCC-SPECIFIC REQUIREMENTS:

SSCC-2INGAGE — addition start (provider-specific requirements; remove this block if the 2INgage contract ends)

For children placed through 2INgage:

SSCC-2INGAGE — addition end

SSCC-EMPOWER — addition start (provider-specific; remove this block if the EMPOWER contract ends)

For children placed through EMPOWER: family acceptance/non-acceptance is communicated within 15 minutes (emergency) or within one hour (non-emergency) of notification, with the case manager/designee and caregiver both present at placement and 24/7/365 responsibility for physical placement (EMPOWER Provider Manual Rev. 1.2026 §4, pp.18–19); Remedial Order 28 forms (2279/2279b and Attachment A) are reviewed and signed at placement, or within 3 business days (electronically) if foster parents are absent (EMPOWER Provider Manual Rev. 1.2026 §4, pp.19–20); signed emergency-placement documents are submitted to EMPOWER the next business day (EMPOWER Provider Manual Rev. 1.2026 §4, pp.20–21). The strictest applicable timeframe controls.

SSCC-EMPOWER — addition end

SSCC-OCOK — addition start (provider-specific; remove this block if the OCOK contract ends)

For OCOK placements, the Provider case manager and caregiver are both present to receive the child at placement (if the case manager cannot attend, the OCOK Permanency Specialist or designee does); for emergency placements, approval is assumed if a denial is not received within one hour of the referral (OCOK Network Management Operations Manual Rev. 7-1-2025 §5.04, pp.114–115).

SSCC-OCOK — addition end

SSCC-BELONG — addition start (provider-specific; remove this block if the Belong contract ends)

For Belong placements, family acceptance is communicated within one (1) hour (emergency) or two (2) business days (non-emergency) of notification, and Belong staff, the Provider case manager, and the caregiver are all present to receive the child at placement (Belong Stage I & II Provider Manual, p.10). Each child/youth is given a written copy of the CPS Rights of Children and Youth in Foster Care at placement and at every placement change (Belong Provider Services Agreement §4.27).

SSCC-BELONG — addition end

SSCC-STFRANCIS — addition start (provider-specific; based on the publicly-sourced July-2020 SFCS manual — confirm against the current SFCS manual; remove this block if the SFCS contract ends)

For SFCS placements, Refuge House responds with acceptance/non-acceptance within one (1) hour (emergency) or two (2) business days (non-emergency), with the Provider case manager/designee and caregiver present to receive the child at placement (SFCS Placement Provider Manual, July 2020 §§2.1.2–2.1.3, 2.6). The completed 2085-series and Form 2279 must be received before or at acceptance of the placement (RCC §§1510–1520 — only Form 2087/2087ex may follow an emergency admission); where SFCS delivers consolidated packets later (§2.6, p.17 describes ~30–45 days), follow up until received and document each request — the SFCS practice does not modify the DFPS contract condition.

SSCC-STFRANCIS — addition end

REGULATORY REFERENCES:

SSCC alignment (FY-26): 2INgage Provider Manual Rev. 1.2026 — §4 Assessing, Conducting and Managing Placements (pp.16–18). Cross-reference: FC-CQI-01 Continuous Quality Improvement Policy; FY-26 SSCC coverage tracker (temporary-reference/fy26-sscc-joint-monitoring/sscc-alignment/).

SSCC alignment (FY-26) — EMPOWER: EMPOWER Provider Manual Rev. 1.2026 — §4 Assessing, Conducting and Managing Placements (pp.18–21). Cross-reference: FC-CQI-01 Continuous Quality Improvement Policy; FY-26 SSCC variance matrix.

SSCC alignment (FY-26) — OCOK: OCOK Network Management Operations Manual Rev. 7-1-2025 — §5.04 (pp.114–115 present-at-placement). Cross-reference: FC-CQI-01 Continuous Quality Improvement Policy; FY-26 SSCC variance matrix.

SSCC alignment (FY-26) — 4Kids: 4Kids4Families Joint Operations Manual (Dec 2025) / Subcontractor Agreement — reviewed; aligned (4Kids items here are casework/Minimum-Standards-level), no additional provider-specific provisions required in this document. Cross-reference: FC-CQI-01 Continuous Quality Improvement Policy; FY-26 SSCC variance matrix.

SSCC alignment (FY-26) — Belong: Belong Stage I & II Provider Manual (Aug 2025) / Provider Services Agreement — p.10 response/present; Agreement §4.27 Rights of Children. Cross-reference: FC-CQI-01 Continuous Quality Improvement Policy; FY-26 SSCC variance matrix.

SSCC alignment (FY-26) — SFCS: SFCS Placement Provider Manual (July 2020, publicly-sourced — currency unconfirmed) / 2019 Affiliate Provider Agreement — Manual §§2.1.2–2.1.3, 2.6 (response/present/docs). Confirm against the current SFCS provider manual. Cross-reference: FC-CQI-01 Continuous Quality Improvement Policy; FY-26 SSCC variance matrix.

RELATED POLICIES AND PROCEDURES:

FORMS/ATTACHMENTS:

This procedure document operationalizes the principles established in FC1-01 Admission Screening Policy by providing specific implementation details (who, when, where, and how). While policies require Board approval and remain relatively stable, procedures may be updated by the Executive Director to adapt to regulatory changes, technological advancements, or operational improvements without requiring Board approval, provided such changes maintain alignment with the policy's intent.

© 2026 Refuge House, Inc. · This is a controlled document. Always refer to the current version.