T3C Credentialing Implementation Plan

Behavioral Support Specialist/Mentor & Crisis Management Staff

For Inactive and Interim Credential Applications

---

I. EXECUTIVE SUMMARY

Population Projections & Staffing Requirements

Dallas Location (100 children maximum)

Population Mix Estimate:

• Basic Foster Family Home: 40 children (40%)
• Mental & Behavioral Health: 40 children (40%)
• IDD/Autism: 20 children (20%)

Required Staffing Based on T3C Ratios:

• BSS/Mentor: 7 FTE positions (1:15 ratio)
• Crisis Management: 4 FTE positions (1:25 ratio)

San Antonio Location (50 children maximum)

Population Mix Estimate:

• Basic Foster Family Home: 20 children (40%)
• Mental & Behavioral Health: 20 children (40%)
• IDD/Autism: 10 children (20%)

Required Staffing Based on T3C Ratios:

• BSS/Mentor: 4 FTE positions (1:15 ratio, rounded up)
• Crisis Management: 2 FTE positions (1:25 ratio)

Implementation Strategy

• Utilize existing staff for initial requirements
• Develop comprehensive plans during Inactive period
• Scale hiring during Active Interim based on census growth
• Achieve full staffing by Full Credential application

---

II. INACTIVE INTERIM CREDENTIAL PHASE

Timeline: Application Submission + 120 Days

A. Requirements at Application Submission

1. Behavioral Support Specialist/Mentor

Documentation Required at Application:

• ✅ Organizational chart showing BSS/Mentor reporting structure
• ✅ Plan identifying use of existing staff vs. new hires vs. contractors
• ✅ Written plan including:
  • Timeline for training plan establishment
  • Timeline for conducting training
  • Timeline for policy/procedure development
  • Plan for workload assessment based on ratios

Specific Application Responses:

Section III.B.1 Question 1: Submit organizational chart showing:

Executive Director
    ↓
Program Director
    ↓
Treatment Director
    ↓
BSS/Mentor Supervisor (Clinical Manager)
    ↓
BSS/Mentor Staff (Mix of employed and contracted)

Section III.B.1 Question 5: Select checkbox option (a) for existing staff:

• Dallas: Identify 3 current direct care staff to transition
• San Antonio: Identify 2 current direct care staff to transition
• Timeline: Training and role addition by end of Inactive period

Documentation to Include:

BSS/Mentor Staffing Plan:
- Phase 1 (Application): Identify 5 existing staff for initial training
- Phase 2 (Inactive): Complete foundation training for identified staff
- Phase 3 (Active Month 1-3): Recruit and train additional 3-4 staff
- Phase 4 (Active Month 4-6): Scale to full ratios based on census

2. Crisis Management Staff

Documentation Required at Application:

• ✅ Organizational chart showing Crisis Management reporting
• ✅ Plan for 24/7 coverage model
• ✅ Contracting plan if using external resources
• ✅ Written plan for training and implementation

Section III.B.2 Question 1: Submit organizational chart showing:

Executive Director
    ↓
Program Director (After-hours backup)
    ↓
Clinical Manager (Crisis Coordinator)
    ↓
Crisis Management Staff (Hybrid employed/contracted model)

Section III.B.2 Question 2: Check "No" and move to Question 5

Section III.B.2 Question 5: Select checkbox option (a) and (b):

• (a) Using 2 existing staff with crisis experience
• (b) Plan to contract for additional coverage

B. Tasks During Inactive Interim Period (120 Days)

Months 1-2: Foundation Development

Week 1-4: Program Design & Documentation

• Finalize BSS/Mentor job descriptions and competencies
• Finalize Crisis Management job descriptions and protocols
• Develop credentialing level structures for both positions
• Create training curriculum outlines (80 hours BSS, 120 hours Crisis)
• Design competency assessment tools
• Establish supervision structures and schedules

Week 5-8: Policy & Procedure Development

• BSS/Mentor operational policies
  - Mentoring relationship guidelines
  - Activity planning procedures
  - Documentation requirements
  - Transportation protocols
  - Boundary and safety policies
• Crisis Management operational policies
  - Response level classifications (1-4)
  - Dispatch and triage protocols
  - De-escalation procedures
  - Post-crisis debriefing requirements
  - 24/7 coverage procedures

Months 3-4: Training Infrastructure

Week 9-12: Training Program Development

• Create BSS/Mentor training modules:
  - TBRI integration (16 hours)
  - Behavioral support strategies (16 hours)
  - Mentoring skills (8 hours)
  - Documentation and compliance (8 hours)
  - Safety and crisis co-response (8 hours)
  - Practice scenarios (24 hours)
• Create Crisis Management training modules:
  - Crisis theory and assessment (16 hours)
  - De-escalation techniques (24 hours)
  - SAMA certification (16 hours)
  - System coordination (8 hours)
  - Special populations (16 hours)
  - Simulations and competency testing (40 hours)

Week 13-16: Initial Staff Preparation

• Identify and notify transitioning staff
• Complete skills assessments of existing staff
• Schedule foundation training for identified staff
• Develop individualized development plans
• Establish mentorship pairings
• Create coverage schedules for training periods

Documentation for Active Interim Application:

• Completed policies and procedures
• Training curricula and materials
• Staff assignments and transition plans
• Initial competency assessments
• Coverage models and schedules

---

III. ACTIVE INTERIM CREDENTIAL PHASE

Timeline: Months 1-12 of Active Operation

A. First Quarter (Months 1-3): Foundation Implementation

Immediate Requirements (Day 1 of Active)

BSS/Mentor Minimum Coverage:

• Dallas: 3 trained staff operational (serving up to 45 children)
• San Antonio: 2 trained staff operational (serving up to 30 children)
• Coverage: Monday-Friday business hours + some evenings

Crisis Management Minimum Coverage:

• Dallas: 2 trained staff + on-call rotation
• San Antonio: 1 trained staff + backup coverage
• Coverage: 24/7 through hybrid model

Month 1 Tasks:

Week 1-2: Launch Operations

• Activate BSS/Mentor services for existing children
• Implement crisis response system
• Begin supervision schedules
• Start documentation systems
• Initiate quality monitoring

Week 3-4: Recruitment Launch

• Post positions for additional BSS/Mentors
• Launch university partnership outreach
• Begin Crisis Management recruitment
• Schedule information sessions
• Process initial applications

Month 2-3 Tasks:

Staffing Actions:

• Interview and select first cohort (4-6 BSS, 2-3 Crisis)
• Complete background checks and clearances
• Schedule foundation training cohort
• Assign mentors and supervisors
• Develop individual training plans

Training Delivery:

• Conduct BSS/Mentor Week 1 training (existing staff)
• Conduct BSS/Mentor Week 2 training (existing staff)
• Begin Crisis Management intensive (existing staff)
• Start supervised practice periods
• Document competency demonstrations

B. Second Quarter (Months 4-6): Scaling Operations

Staffing Targets by Month 6:

Dallas:

• BSS/Mentor: 5 operational (supporting up to 75 children)
• Crisis Management: 3 operational (supporting up to 75 children)

San Antonio:

• BSS/Mentor: 3 operational (supporting up to 45 children)
• Crisis Management: 2 operational (supporting up to 50 children)

Key Activities:

Month 4:

• Complete first cohort foundation training
• Begin Tier 1 (Apprentice/Trainee) practice
• Launch second recruitment cycle
• Implement quality assurance processes
• Conduct first monthly program review

Month 5:

• Assess first cohort progress
• Adjust training based on lessons learned
• Interview second cohort candidates
• Expand evening/weekend coverage
• Implement specialty endorsement planning

Month 6:

• Conduct Tier 1 competency assessments
• Promote qualified staff to Tier 2
• Begin second cohort training
• Evaluate program metrics
• Prepare quarterly report

C. Third Quarter (Months 7-9): Refinement & Growth

Staffing Targets by Month 9:

Dallas:

• BSS/Mentor: 6-7 FTE (full ratio for 100 children)
• Crisis Management: 4 FTE (full ratio for 100 children)

San Antonio:

• BSS/Mentor: 4 FTE (full ratio for 50 children)
• Crisis Management: 2 FTE (full ratio for 50 children)

Critical Activities:

Program Development:

• Launch specialty endorsement training
• Implement peer consultation groups
• Develop advanced training modules
• Create quality improvement initiatives
• Establish university internship programs

Staff Development:

• Promote staff to Tier 2 (Certified)
• Begin Senior/Lead identification
• Implement mentorship program
• Conduct performance reviews
• Plan retention strategies

D. Fourth Quarter (Months 10-12): Full Credential Preparation

Documentation Requirements for Full Credential:

Month 10: Internal Audit

• Review all staff credentials and training records
• Audit policy compliance
• Assess ratio maintenance
• Compile outcome metrics
• Identify any gaps

Month 11: Documentation Preparation

• Compile all training records
• Document competency assessments
• Prepare staffing rosters and credentials
• Generate outcome reports
• Create quality assurance summary

Month 12: Application Submission

• Submit Full Credential application
• Include all required documentation:
  - Staff rosters with credentials
  - Training completion records
  - Competency assessments
  - Supervision logs
  - Quality metrics
  - Policy compliance evidence
  - Ratio maintenance documentation

---

IV. STAFFING PLAN BY CENSUS GROWTH

Progressive Hiring Model

Dallas Scaling Plan:

Census	BSS/Mentor Needed	Crisis Mgmt Needed	Hiring Trigger
0-30	2 FTE	1.5 FTE	Initial (existing staff)
31-45	3 FTE	2 FTE	Month 1
46-60	4 FTE	2.5 FTE	Month 3
61-75	5 FTE	3 FTE	Month 5
76-90	6 FTE	3.5 FTE	Month 7
91-100	7 FTE	4 FTE	Month 9

San Antonio Scaling Plan:

Census	BSS/Mentor Needed	Crisis Mgmt Needed	Hiring Trigger
0-15	1 FTE	1 FTE	Initial (existing staff)
16-30	2 FTE	1.5 FTE	Month 2
31-40	3 FTE	1.5 FTE	Month 4
41-50	4 FTE	2 FTE	Month 6

Flexible Staffing Strategies:

Part-Time and PRN Pool:

• Maintain 2-3 part-time BSS/Mentors per location
• Contract with 2-3 PRN crisis staff per location
• University student workers (10-20 hours/week)
• Retired professionals for peak coverage

Cross-Training Approach:

• Train case managers in crisis response backup
• Cross-train BSS/Mentors for crisis co-response
• Develop all Program Directors as crisis backup
• Create inter-location coverage agreements

---

V. CRITICAL SUCCESS FACTORS

Minimum Viable Implementation

For Inactive Interim Approval:

1. Clear documentation of existing staff capabilities
2. Comprehensive plans with specific timelines
3. Realistic ratios based on census projections
4. 24/7 coverage model for crisis (even if contracted)
5. Training infrastructure ready to deploy

For Active Interim Success:

1. Immediate operation of basic services (Day 1)
2. Progressive scaling aligned with census growth
3. Quality supervision from day one
4. Documentation discipline for all activities
5. Continuous recruitment pipeline

For Full Credential Achievement:

1. Full ratio compliance by month 10
2. Complete training records for all staff
3. Demonstrated competencies at all levels
4. Quality metrics showing effectiveness
5. Sustained operations for 6+ months

Risk Mitigation Strategies

Staffing Risks:

• Mitigation: Begin with existing staff to ensure Day 1 coverage
• Mitigation: Maintain 120% staffing for turnover buffer
• Mitigation: Contract backup for crisis coverage gaps

Training Risks:

• Mitigation: Develop all curricula during Inactive period
• Mitigation: Use experienced staff as initial trainers
• Mitigation: Partner with universities for student pipeline

Quality Risks:

• Mitigation: Implement supervision from day one
• Mitigation: Regular competency assessments
• Mitigation: Clear documentation standards

---

VI. DOCUMENTATION CHECKLIST

For Initial Application:

• Organizational charts for both roles
• Staffing plans with timelines
• Training development timeline
• Policy development schedule
• Coverage models (especially crisis 24/7)
• Ratio calculation worksheets

For Active Interim Application:

• Completed policies and procedures
• Training curricula (full 80/120 hours)
• Initial staff assignments
• Supervision structures
• Quality assurance plans
• First quarter implementation timeline

For Full Credential Application:

• Complete staff rosters
• All training certificates
• Competency assessments
• Supervision documentation
• Quality metrics (12 months)
• Ratio compliance evidence

---

VII. TIMELINE SUMMARY

Critical Milestones:

Application Submission (Day 0)

• Submit with plans and existing staff identification

Inactive Interim (Days 1-120)

• Complete all program development
• Train initial existing staff cohort
• Prepare for Day 1 operations

Active Interim Month 1

• Launch services with existing staff
• Begin first recruitment cycle

Active Interim Month 3

• Complete first new cohort training
• Achieve 50% staffing target

Active Interim Month 6

• Achieve 75% staffing target
• Launch specialty programs

Active Interim Month 9

• Achieve 100% staffing target
• Begin Full Credential preparation

Active Interim Month 11

• Complete internal audit
• Prepare Full Credential application

Active Interim Month 12

• Submit Full Credential application
• Continue operations without interruption

---

This implementation plan ensures compliance with T3C credentialing requirements while building sustainable BSS/Mentor and Crisis Management programs.