REFUGE HOUSE, INC.
Child Placing Agency
SHORT-TERM ASSESSMENT SUPPORT SERVICES
COMPREHENSIVE ENHANCED SNAPSHOT
Umbrella Policy and Procedures with Embedded Cross-References
| Policy Information | Details |
|---|---|
| POLICY NAME | Short-Term Assessment Support Services Policy |
| POLICY NUMBER | FC-STASS-01 |
| DOCUMENT TYPE | Comprehensive Enhanced Snapshot |
| ORIGINATED | December 2025 |
| REVISION DATE | May 2026 |
| LAST UPDATED | 5/15/2026 |
| LAST APPROVED | 5/22/2026 |
| APPROVED BY | Board of Directors |
| APPROVED ON | 5/22/2026 |
| EFFECTIVE DATE | 5/22/2026 |
| SECTION | FC-STASS |
| DATE(S) OF REVISION | January 2026 - Added Section 5.6 Service Documentation and Cost Coverage per T3C Blueprint p.71-72 requirements February 2026 - Full reconciliation with October 2025 Blueprint (pages 70-78); Updated all regulatory references; Added Sections 3.3-3.8; Expanded Sections 5.7-5.10; Updated staffing infrastructure detail; Added Section 5.11 IT System Requirements February 2026 (E1) - Enhancement Round 1 responses: Expanded §5.2 (Service Plan content, who informs, progress documentation); Enhanced §5.6 (CANS 3.0 results usage); Expanded §5.9 (Educational coordination with testing, plans, supports, accommodations); Enhanced §5.14 (Foster home enhanced logistical support and multi-system navigation); Expanded §4.3 (Anticipated Length of Service individualization) May 2026 (v2.2) — Round 2 enhancement: added §5.15 Normalcy Activities |
| APPLICABLE T3C PACKAGES: | APPLICABLE T3C ADD-ON SERVICES: |
|---|---|
| ☐ T3C Basic Foster Family Home | NOT ELIGIBLE FOR ADD-ON SERVICES |
| ☐ Substance Use Support Services | |
| ☒ Short-Term Assessment Support Services | |
| ☐ 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 |
ABOUT THIS DOCUMENT
Purpose: This Comprehensive Enhanced Snapshot is designed for external reviewers (e.g., DFPS credentialing analysts) who need a complete picture of Short-Term Assessment Support Services implementation without referring to separate policy and procedure documents.
Document Convention: Content derived from other Refuge House policies and procedures is presented in bordered sections with clear source attribution:
📋 DERIVED FROM: [Source Document]
[Content from source document appears here]
This convention allows reviewers to:
- See complete operational content in one document
- Understand which foundational policies govern each area
- Verify alignment with Refuge House's comprehensive policy infrastructure
Related Documents:
- FC-STASS-01 (Quick Reference): Lean cross-reference version for internal quick lookup
- FC-STASS-01 (Standard): Working template with cross-references to standalone policies
Important Note: Short-Term Assessment Support Services is NOT eligible for Add-On Services per T3C Blueprint p.70 (October 2025).
This document integrates content from the following Refuge House policies and procedures to provide a complete operational picture:
| Source Document | Sections Incorporated |
|---|---|
| FC-04 Crisis Management Policy | Assessment-period crisis principles |
| FC-04.1 Crisis Management Procedure | Section 5: Short-Term Assessment crisis protocols |
| FC-16 Staff and Caregiver Training Policy | Section 4.5: STASS Training (4-hour requirement) |
| FC1-01.1 Admission Screening Procedure | Admission process |
| FC2-01.1 Admission Assessment Procedure | Assessment process |
| FC3-01.1 Individual Service Planning Procedure | Service planning with assessment focus |
| FC6-01 Admission Matching & Criteria Policy | Placement matching |
| FC7-01 Family Connections and Engagement Policy | Family engagement during assessment |
| FC10-01 Physical and Mental Health Care Policy | Health care coordination |
| FC14-01 Discharge and Permanency Planning Policy | Transition and discharge process |
| FC-HT-01 Human Trafficking Prevention Policy | Universal trafficking prevention |
| FC-STAR-01.1 STAR Health Coordination Procedure | Assessment authorization; Service Documentation and Cost Coverage |
| FC-CRED-01.1 Foster Family Home Credentialing Procedure | Foster home credentialing |
| TBRI Treatment Model Executive Summary | Treatment model application |
| CQI Plan | Quality improvement |
This Comprehensive Enhanced Snapshot is designed for external review purposes. For day-to-day operations, staff should reference the standalone policies and procedures, which may be updated more frequently than this snapshot document.
TABLE OF CONTENTS
POLICY SECTIONS
- Purpose and Service Package Description
- Governing Principles
- Admission Criteria and Guidelines
- Length of Service Parameters
- Service Package Expectations
- Staffing Requirements and Ratios
- Foster Family Home Requirements
- Quality Assurance and Continued Stay Guidelines
PROCEDURE SECTIONS
- Relationship Between Policy and Procedure
- Admission and Placement Procedures
- Assessment Coordination Procedures
- CANS 3.0 Assessment Requirements
- Service Planning Procedures
- Crisis Management Procedures
- Transition and Discharge Procedures
SUPPORTING SECTIONS
- Staff and Caregiver Training
- Treatment Model Application
- Continuous Quality Improvement
- Definitions
- Regulatory References
- Forms and Attachments
POLICY SECTIONS
1. PURPOSE AND SERVICE PACKAGE DESCRIPTION
1.1 Setting and Permit Requirements
T3C Blueprint Reference: Short-Term Assessment Support Services p.70 (October 2025)
| Element | Requirement |
|---|---|
| Setting | Foster Family Home |
| Permit Type | Child Placing Agency |
| Permit Services | Treatment Services - Emotional Disorders; Programmatic Services - Assessment Services; Special Services - Young Adult Care (if Extended Foster Care provided) |
1.2 Service Package Description
T3C Blueprint Reference: Short-Term Assessment Support Services p.70 (October 2025)
A trauma-informed foster home that, in addition to providing a child's basic living needs including food, clothing, shelter, education, vocation, transportation, recreation, and extracurricular needs, provides short-term coordination of comprehensive assessments and evaluations for children, youth, and young adults who may present as:
- New to care, or transitioning from an unpaid placement, and where more information is needed to understand the child's custom service need(s); or
- Returning to foster care after an unauthorized absence or unauthorized placement; or
- Transitioning based on a recent, unplanned disruption in placement; and
- In need of further assessment(s) and evaluation(s) to identify an appropriate Service Package and subsequent placement.
The Short-Term Assessment Support Services Package is designed to offer community-based care, assessment, and treatment services for children, youth, and young adults based on their individual strengths and needs, and in accordance with their customized Service Plan and permanency goal.
1.3 Refuge House Implementation
Refuge House provides Short-Term Assessment Support Services through credentialed foster family homes in Dallas and San Antonio. Our TBRI-based approach ensures that the assessment period itself is an intervention that begins the child's healing journey, while simultaneously gathering comprehensive information to inform appropriate Service Package placement.
2. GOVERNING PRINCIPLES
2.1 Treatment Model Foundation
📋 DERIVED FROM: TBRI Treatment Model Executive Summary
For Short-Term Assessment, TBRI principles guide all interactions during the assessment period:
Connecting Principles: Building trust during short-term placement while gathering assessment information.
Empowering Principles: Meeting immediate physical and emotional needs while coordinating evaluations.
Correcting Principles: Responding to behaviors with understanding, recognizing children may have unknown trauma history.
2.2 Assessment-Centered Approach
This package recognizes that accurate assessment informs appropriate placement. The focus is on gathering comprehensive information to support the best Service Package match. Foster families play a critical role in observing and documenting child behavior and needs throughout the assessment period.
2.3 Not Eligible for Add-On Services
CRITICAL: Short-Term Assessment Support Services is NOT eligible for Add-On Services per T3C Blueprint p.70 (October 2025). The time-limited, assessment-focused nature of this package does not align with the ongoing support services provided through Add-On packages.
3. ADMISSION CRITERIA AND GUIDELINES
3.1 Admission Eligibility
T3C Blueprint Reference: Short-Term Assessment Support Services p.77-78 (October 2025)
Child must meet ONE of the following criteria:
| Eligibility Category | Description |
|---|---|
| New to Care | New to care or transitioning from unpaid placement; more information needed to understand custom service needs |
| Returning | Returning to foster care after unauthorized absence or unauthorized placement |
| Disruption | Transitioning based on recent, unplanned placement disruption |
| Assessment Need | In need of further assessment(s) and evaluation(s) to identify appropriate Service Package and subsequent placement |
3.2 Admission Process
📋 DERIVED FROM: FC1-01.1 Admission Screening Procedure
Who How When Regulatory Reference Intake/Placement Coordinator 1. Receive referral via approved channels
2. Log referral in tracking system
3. Acknowledge receipt to SSCC/DFPS
4. Screen for Short-Term Assessment eligibilityWithin 2 hours of receipt TAC §749.1251 Intake/Placement Coordinator 1. Verify child meets eligibility criteria (one of four categories)
2. Confirm no Add-On Services needed (not eligible)
3. Verify credentialed STASS home availability
4. Document screening outcomeWithin 2 hours T3C Blueprint p.77-78
3.3 CANS 3.0 Assessment Alignment
T3C Blueprint Reference: Short-Term Assessment Support Services p.77 (October 2025)
Placement type and Service Package must align with the child's needs and strengths as demonstrated through the CANS 3.0 Assessment (once administered), Application for Placement, and/or based on the knowledge and professional judgment of the child's Service Planning team.
Note: For Short-Term Assessment, CANS 3.0 may not yet be administered at time of admission. The assessment itself is a primary function of this Service Package.
3.4 Pre-Placement Visit
T3C Blueprint Reference: Short-Term Assessment Support Services p.77 (October 2025)
A Pre-Placement visit must be conducted when applicable and appropriate, and must be successful. Given the nature of Short-Term Assessment referrals (often urgent), pre-placement visits may not always be feasible.
3.5 Admissions Staff Review
T3C Blueprint Reference: Short-Term Assessment Support Services p.77-78 (October 2025)
Refuge House admissions staff must review the child's information and determine that the child's needs align with services offered by Refuge House and selected Caregivers.
3.6 Dual Credentialing Requirement
T3C Blueprint Reference: Short-Term Assessment Support Services p.78 (October 2025)
Both Refuge House (as the Child Placing Agency) and the Foster Family Home must be Credentialed to provide the Short-Term Assessment Support Services Package.
3.7 Capacity Limitation
Maximum 4 children in foster care per home, unless necessary to accommodate placement of a sibling group (per T3C Blueprint p.71, October 2025).
3.8 SSCC/DFPS Referral Coordination
📋 DERIVED FROM: FC1-01.1 Admission Screening Procedure
Who How When Intake/Placement Coordinator 1. Receive referral from SSCC or DFPS
2. Determines need for assessment placement
3. Provides all available information
4. Identifies assessment prioritiesBefore placement Treatment Director 1. Reviews referral information
2. Confirms assessment feasibility within timeline
3. Approves or recommends alternativeWithin 4 hours Case Manager 1. Coordinates admission
2. Begins assessment scheduling immediatelyUpon approval
Ongoing Communication:
- Weekly updates to SSCC/DFPS on assessment progress
- Immediate notification of any assessment delays
- 10-day notice before maximum stay date with preliminary Service Package recommendation
- Final Service Package recommendation with comprehensive justification at discharge
3.9 Foster Family Home Availability
T3C Blueprint Reference: Short-Term Assessment Support Services p.78 (October 2025)
Foster Family Home must be available for admission at the time of placement match.
3.10 Quality Assurance for Admissions
| Who | How | When |
|---|---|---|
| Treatment Director | Review all STASS admissions for appropriateness and assessment plan | Weekly |
| Program Director | Monitor assessment completion rates and timeline adherence | Monthly |
Compliance Targets:
- 100% of admissions have Assessment Coordination Plan within 24 hours
- 95% of placements complete within standard timeline (without extension)
- 100% of discharges include Service Package recommendation
4. LENGTH OF SERVICE PARAMETERS
4.1 Time-Limited Nature
T3C Blueprint Reference: Short-Term Assessment Support Services p.75 (October 2025)
CRITICAL DISTINCTION: Short-Term Assessment Support Services is the ONLY T3C Service Package with strict, non-negotiable maximum timelines. This package is designed for assessment to determine appropriate ongoing Service Package, NOT for long-term placement.
4.2 Standard Length of Service
| Child Age | Standard Assessment Period | Extension Available | Absolute Maximum |
|---|---|---|---|
| Age 5 and under | 30 days | One 15-day extension | 45 days total |
| Over age 5 | 45 days | One 15-day extension | 60 days total |
These are MAXIMUM timelines, not targets. The goal is to complete assessments and make Service Package determination as quickly as feasible.
4.3 Anticipated Length of Service
T3C Blueprint Reference: Short-Term Assessment Support Services p.75 (October 2025)
Although maximum Length of Service guidelines are established, Refuge House policy includes an anticipated Length of Service for children, youth, and young adults served under the Short-Term Assessment Support Services Package.
4.3.1 Basis for Anticipated Length of Service
The anticipated Length of Service is individualized for each child and is based on:
- The number and complexity of assessments required to make an informed Service Package recommendation
- The child's age (which determines the 30-day or 45-day standard timeline)
- Assessment scheduling availability and any known barriers to timely completion
- The child's behavioral and emotional stability during the assessment period
- The CANS 3.0 Assessment results (once administered)
- The Treatment Model for providing Short-Term Assessment Support Services
- The Admission Guidelines and assessment priorities identified at intake
4.3.2 What the CPA Must Include
Refuge House's anticipated Length of Service for each child must include:
- Anticipated duration expressed in specific days or weeks (not to exceed the established maximums of 30/45 days without extension)
- Target assessment completion timeline identifying milestones for each required assessment
- Service Package recommendation target date for when the determination is expected to be complete
- Extension eligibility notation if it appears assessments may require additional time beyond the standard period
Anticipated Standard Completion: Within 80% of the maximum timeline. The goal is to complete assessments and Service Package recommendation as quickly as feasible.
4.4 Extension Process
When assessments cannot be completed within the standard timeline:
| Who | How | When |
|---|---|---|
| Case Manager | 1. Document assessment progress and barriers 2. Request extension from Program Director 3. Document written justification |
Before initial timeline expires |
| Program Director | 1. Review progress and barriers 2. Approve or deny extension 3. Document decision |
Before initial timeline expires |
Extension Justification Examples:
- Youth behavioral challenges delaying valid assessment
- Required assessments delayed due to provider availability
- Medical issues interfering with assessment completion
- Additional time needed for accurate developmental evaluation
5. SERVICE PACKAGE EXPECTATIONS
5.1 Assessment Coordination
T3C Blueprint Reference: Short-Term Assessment Support Services p.71 (October 2025)
Primary Focus: Coordinating comprehensive assessments, evaluations, screenings, and treatment services.
| Assessment Timeline | Age Group | Regulatory Reference |
|---|---|---|
| Within 21 days of admission | Children aged 5 and under | T3C Blueprint p.71 |
| Within 30 days of admission | Children aged 6 and older | T3C Blueprint p.71 |
Assessments are based on the child's individual needs. Services that are eligible should be authorized and paid through STAR Health. Authorization requests will be sent to STAR Health as needed for Medicaid-covered services. If services are Medicaid-covered services, providers must be credentialed and contracted with the STAR Health managed care organization.
5.2 Service Planning Requirements
T3C Blueprint Reference: Short-Term Assessment Support Services p.71 (October 2025)
Service Planning team meetings must occur in accordance with the provider's Treatment Model and based on the child's needs and permanency plan, but a Service Plan review must occur at least once every 30 days.
5.2.1 Service Plan Content and Development
As informed by the child (if appropriate), youth or young adult, and in collaboration with the Service Planning team, the Service Plan must include:
- Customized goals developed with meaningful input from the child/youth that reflect their strengths, needs, and assessment priorities
- Planned services and supports specifically identified to help achieve each goal
- Documentation of who informed the Service Plan, including the child/youth (when age-appropriate), Service Planning team members, Foster Family Home Caregivers, SSCC/DFPS caseworker, biological family/support persons (when safe and appropriate), educational representatives, and medical providers (as applicable)
The Service Planning team incorporates input from all relevant parties to develop assessment-focused goals that guide the Service Package determination process.
5.2.2 Service Plan Review - Progress Documentation
Service Plan reviews must include documentation to show the progress made toward achieving each goal. For each goal identified in the Service Plan, the review documents:
- Current status of goal achievement (no progress, minimal progress, moderate progress, significant progress, goal achieved)
- Specific examples demonstrating current functioning related to the goal
- Effective interventions and supports that have promoted progress
- Barriers to progress and challenges encountered
- Adjustments needed to services, supports, or the goal itself
- Assessment coordination progress specific to STASS timeline requirements
Review Frequency: Every 30 days for Short-Term Assessment (reflects accelerated timeline and assessment focus).
📋 DERIVED FROM: FC3-01.1 Individual Service Planning Procedure
For Short-Term Assessment, Service Plan goals focus primarily on:
- Supporting the assessment process and assessment coordination progress
- Preparing for transition to the receiving Service Package
- Service Package recommendation development
5.3 Treatment Model Requirements
T3C Blueprint Reference: Short-Term Assessment Support Services p.71-72 (October 2025)
Evidence-informed Treatment Model(s) that incorporates trauma-informed care for children that have been the victim of abuse and/or neglect. The Treatment Model must include specific programming designed to meet the custom needs of children, youth, and young adults with varying service needs as the process of assessment is completed.
The Treatment Model should be practiced throughout the operation and used as the basis to form all policy, procedures, and practices related to this Service Package. Children, youth, and young adults must be aware of, and all staff and Caregivers providing these services must be trained in, practice, and remain current with, delivery of the Treatment Model.
Refuge House Implementation: TBRI (Trust-Based Relational Intervention) serves as the foundational Treatment Model, enhanced with evidence-based practices including PBIS and trauma-informed interventions. See Section 17 for detailed application.
5.4 Logic Model Requirement
T3C Blueprint Reference: Short-Term Assessment Support Services p.72 (October 2025)
Refuge House must maintain a current Logic Model specific to the provision of the Short-Term Assessment Support Services Package, which is modified over time based on the CQI process.
Cross-Reference: CQI Plan - Logic Model Implementation
5.5 24/7 Crisis Availability
T3C Blueprint Reference: Short-Term Assessment Support Services p.72 (October 2025)
Due to the varying needs of children, youth, and young adults eligible for this Service Package, Refuge House must have case manager level or above staff available 24 hours a day/7 days a week to respond in person, or by phone or video conference to any crisis that arises.
Cross-Reference: Crisis response per FC-04 Crisis Management Policy and FC-04.1 Crisis Management Procedure Section 5
CRITICAL CONSIDERATION: Children in Short-Term Assessment often have unknown histories, requiring heightened vigilance and enhanced documentation.
| Assessment Period Crisis Requirement | Protocol | Reference |
|---|---|---|
| Unknown History Approach | Assume potential trauma; use TBRI de-escalation | FC-04.1 Section 5.2 |
| Expedited Personal Safety Plan | Within 72 hours of placement (vs. standard timeline) | FC-04.1 Section 5.3 |
| Enhanced Crisis Documentation | Document ALL interventions (effective and ineffective) for transition | FC-04.1 Section 5.4 |
| Transition Crisis Summary | Include crisis patterns in Service Package recommendation | FC-04.1 Section 5.5 |
5.6 CANS 3.0 Assessment
T3C Blueprint Reference: Short-Term Assessment Support Services p.72 (October 2025)
The child's CANS 3.0 Assessment must be administered in accordance with requirements, but no later than:
| Age Group | CANS 3.0 Timeline |
|---|---|
| Children between ages 3 and 5 | Within 21 days of entering placement |
| Children aged 6 and older | Within 30 days of entering placement |
5.6.1 How CANS 3.0 Results Are Used
Results of the CANS 3.0 Assessment must be used to:
- Inform the customized Service Plan by identifying areas of strength and need that shape individualized assessment-focused goals
- Guide the Service Package recommendation for placement beyond the current Short-Term Assessment, by identifying the level of service intensity and specialization needed (e.g., Mental & Behavioral Health, IDD/Autism, Substance Use, Basic Foster Home)
- Identify areas requiring specialized assessment or evaluation that may not yet have been completed during the assessment window
- Establish baseline functioning that will serve as a comparison point for the receiving placement's future CANS 3.0 reassessments
- Inform immediate intervention and support needs during the remainder of the Short-Term Assessment period
Note: For Short-Term Assessment, CANS 3.0 ongoing reassessment is generally not applicable due to the time-limited placement duration (30-45 days). If placement extends beyond 90 days with an approved extension, CANS 3.0 should be readministered.
5.7 Human Trafficking Prevention
T3C Blueprint Reference: Short-Term Assessment Support Services p.72 (October 2025)
📋 DERIVED FROM: FC-HT-01 Human Trafficking Prevention Policy
Universal Human Trafficking Prevention Training is required for all staff and Caregivers. Children, youth, and young adults must receive information related to the prevention of Human Trafficking in accordance with Refuge House's documented and planned method.
Cross-Reference: Human Trafficking Prevention Training Implementation Plan
5.8 Service Documentation and Cost Coverage
T3C Blueprint Reference: Short-Term Assessment Support Services p.73-74 (October 2025)
5.8.1 Service Documentation Requirements
In collaboration with the Medical Consenter, Refuge House must document all services the child, youth, or young adult is receiving through STAR Health, HHSC Behavioral Health, Early Childhood Intervention (if applicable), the education system, and any other county, community, or state agency.
5.8.2 Service Request and Denial Documentation
Requests for specific services determined necessary as part of the Service Plan or Service Plan review, and for which the child, youth, or young adult is referred, and the service is not readily available and/or it is determined that the child, youth, or young adult is ineligible for the service, must be documented in the case record. This documentation shall include:
- The date the service request, application, or referral was made
- The specific type of service being requested
- The status of the service request
- The reason provided for any denial (if applicable)
- The status of any service request appeals (if applicable)
5.8.3 SSCC/DFPS Notification
Refuge House shall notify the SSCC or DFPS caseworker of any challenges encountered with access to services and/or service referral denials within 3 business days.
5.8.4 Community Resource Pursuit
Refuge House shall seek community resources to obtain any needed services that are not covered through STAR Health.
5.8.5 Cost Coverage Commitment
If community resources are not available and/or STAR Health does not cover the needed service(s) consistent with this Service Package, and as outlined in the Service Plan or Service Plan review, Refuge House will ensure delivery of, and cover the cost of the needed service(s) and related supports.
Cross-Reference: FC-STAR-01.1 STAR Health Coordination Procedure Section 9 (Managing Service Denials and Access Barriers)
5.9 Educational Coordination
T3C Blueprint Reference: Short-Term Assessment Support Services p.74 (October 2025)
This Service Package requires coordination and participation in school enrollment, including advocating for, and ensuring various educational testing and plans are completed as necessary, and accommodations and/or supports are in place to aid in the child's educational success.
Refuge House educational coordination for Short-Term Assessment includes:
- School Enrollment: Expedited enrollment in the appropriate school upon placement, including coordination with the school district's foster care liaison
- Educational Testing: Coordination of referrals for educational testing (academic, cognitive, behavioral) when indicated by the child's needs or when existing evaluations are outdated or unavailable
- IEP/504 Plans: Reviewing, requesting, and advocating for Individualized Education Programs (IEP) or Section 504 plans as indicated; ensuring the receiving school has current plans and documentation
- Supports and Accommodations: Ensuring appropriate educational supports and accommodations are in place during the assessment period, including tutoring, supplemental services, and classroom modifications as needed
- Education Portfolio: Compiling educational records, testing results, IEP/504 documentation, and school performance information for inclusion in the Transition Summary and Service Package recommendation
Given the short-term nature of placement, emphasis is on continuity of educational services, identification of educational needs, and comprehensive documentation for inclusion in the Service Package recommendation and transition to the receiving placement.
📋 DERIVED FROM: FC-T3C-01 Section on Educational Services
The Education Liaison or Case Manager coordinates all educational services during the assessment period, working with the child's school, SSCC/DFPS caseworker, and foster family to ensure educational stability and complete assessment of educational needs.
5.10 STAR Health Coordination
T3C Blueprint Reference: Short-Term Assessment Support Services p.74 (October 2025)
Refuge House and Foster Family Home Caregivers are required to coordinate care with the child or youth's medical consenter and are required to participate in STAR Health Service Coordination (dependent on child, youth, or young adult's individual eligibility).
📋 DERIVED FROM: FC-STAR-01.1 STAR Health Coordination Procedure
STAR Health coordination for Short-Term Assessment includes expedited authorization for assessments and evaluations, with emphasis on completing all evaluations within the time-limited service window.
5.11 IT System Requirements
T3C Blueprint Reference: Short-Term Assessment Support Services p.72 (October 2025)
Refuge House is required to have Information Technology (IT) System(s) that allows for data collection to support Quality Assurance, Continuous Quality Improvement, case management documentation, billing/invoicing, reporting, and child-level outcome tracking processes, as well as tracking outcomes for children, youth, and young adults at the foster home level.
The IT system must have the ability to track Short-Term Assessment Support Services Package referral, admission, and discharge data by child, youth, or young adult, broken out by:
- Referral source (whether SSCC or DFPS)
- Number and percentage of referrals that did and did not result in admission
- Reasons for denial of admissions based on referrals
- For children admitted: average Length of Service based on time from admission to discharge
📋 DERIVED FROM: IT Implementation Plan
Refuge House utilizes the Radius case management system to meet IT system requirements, supplemented by custom reporting capabilities for T3C-specific metrics tracking.
5.12 Insurance Requirements
Refuge House maintains Insurance in accordance with SSCC and/or DFPS contractual requirements.
5.13 Family Engagement
📋 DERIVED FROM: FC7-01 Family Connections and Engagement Policy
Family engagement follows FC7-01 with documentation in Service Plan. During the assessment period, family engagement includes sharing assessment findings and involving family in Service Package recommendation when appropriate.
5.14 Foster Family Home Caregiver Responsibilities
T3C Blueprint Reference: Short-Term Assessment Support Services p.73 (October 2025)
5.14.1 Enhanced Logistical Support
Foster Family Home Caregivers offer enhanced logistical support, transportation, coordination, and documentation/record keeping of assessments to inform needed services in accordance with court orders and the Service Plan. This enhanced level of support reflects the assessment-intensive nature of STASS placements, including:
- Transportation to and from all assessment appointments, evaluations, screenings, and treatment services
- Coordination with assessment providers regarding scheduling and follow-up
- Documentation and record keeping of all assessments completed, including dates, providers, and key findings
- Daily observation and documentation of the child's behavioral patterns, needs, and responses to interventions
- Communication of observations to the Service Planning team to inform assessment process
5.14.2 Enhanced Multi-System Navigation
Refuge House and Foster Family Home Caregivers must have enhanced knowledge and be skilled in assessing children, youth, and young adults via observation and interaction, and use information collected to inform and coordinate services through:
- STAR Health — managed care services, authorization requests, and care coordination
- HHSC Behavioral Health Services — behavioral health referrals and services as applicable
- CANS 3.0 Assessment — supporting assessment administration and incorporating results
- 3-day exam — coordinating initial medical examination (if applicable)
- Early Childhood Intervention (ECI) — developmental services for children under 3 (if applicable)
- Education system — school enrollment, educational evaluations, and accommodation coordination
- Child welfare system — collaboration with SSCC/DFPS on assessment findings and Service Package recommendation
- Other services as needed — including community-based resources and specialty providers
This multi-system navigation skill ensures comprehensive assessment coordination and advocacy for each child's individualized needs during the assessment period.
5.14.3 Additional Foster Parent Responsibilities
Foster parents providing Short-Term Assessment services agree to:
- Observe and document child's behavioral patterns daily
- Note effective and ineffective intervention strategies
- Support all assessment activities including transportation to appointments
- Attend multiple team meetings during short placement
- Provide information for Transition Summary
- Support child through transition to receiving placement
5.15 Normalcy Activities
Foster Family Home Caregivers serving children, youth, and young adults under the Short-Term Assessment Support Services Package must support Normalcy activities — including, but not limited to, clothing, hygiene products, hair care, birthdays, holidays, graduations, extracurricular, social, cultural, enrichment, and employment activities that are age-appropriate and consistent with the Service Plan and the assessment-period context. These activities are provided in accordance with the Reasonable and Prudent Parent Standard (Texas Family Code §264.125; Human Resources Code §42.042; TAC §749.2605) and are essential to developmental wellbeing during the time-limited assessment period. CPA staff coach and support Foster Family Home Caregivers in applying this standard to children whose presenting needs, observed behaviors, and emerging assessment findings may require individualized pacing or adaptation of Normalcy activities (e.g., gradual community-based engagement when assessment is ongoing).
6. STAFFING REQUIREMENTS AND RATIOS
6.1 Administrative Leadership
T3C Blueprint Reference: Short-Term Assessment Support Services p.75-76 (October 2025)
| Position | Requirements |
|---|---|
| LCPAA | Full-time, dedicated to single CPA |
| Program Director | May serve as LCPAA; bachelor's degree or above; at least 5 years' experience working in residential childcare setting can substitute for education. Responsible for overall administration, operations, and management of services including those inherent in the Short-Term Assessment Support Services Package |
| Treatment Director | Supervision of Licensed Therapists on staff. Must be either: (a) psychiatrist or psychologist; (b) master's degree in human services field with 3 years experience providing treatment services for children with emotional disorder, including 1 year in residential setting; or (c) LMSW, LCSW, LPC, or LMFT with 3 years experience providing treatment services for children with emotional disorder, including 1 year in residential setting |
6.2 Required Personnel and Infrastructure
T3C Blueprint Reference: Short-Term Assessment Support Services p.75-76 (October 2025)
Identified personnel and infrastructure to support:
- Case Management
- Intake/Placement
- Staff Training and Workforce Development
- Staff Recruitment and Retention
- Crisis Management Staff
- Foster Family Home Caregiver Recruitment and Retention
- Licensed Therapist to oversee assessment coordination and service planning for children, youth, and young adults
- Education liaison for children, youth, and young adults in care
- Continuous Quality Assurance and Improvement Program
- Billing, cost reporting, and claims administration
- Cross-system coordination including but not limited to maintaining and supporting the child's school, medical, dental, behavioral health, and other service needs (must be well-versed in STAR Health services, particularly in areas of care coordination and assessment)
Note: Depending on the size of the CPA, and subject to Minimum Standards and SSCC/DFPS Contract requirements, identified personnel may serve more than one function and may be under contract with the CPA (as opposed to employed staff). Contracted personnel must be trained in, practice, and remain current with delivery of the Treatment Model.
CRITICAL: All Treatment Director and Case Management functions must be performed by actual employees of the Child Placing Agency.
6.3 Staff-to-Child Ratios
T3C Blueprint Reference: Short-Term Assessment Support Services p.77 (October 2025)
| Position | Ratio | Notes |
|---|---|---|
| Case Manager | 1:12 | Per 12 children being provided Short-Term Assessment |
| Licensed Therapist | 1:12 | Per 12 children being provided Short-Term Assessment; oversees assessment coordination |
| Crisis Management Staff | 1:25 | Per 25 children being provided Short-Term Assessment |
Staff-to-Child Ratio(s) may vary based on an operation's specific Evidence-informed Treatment Model and dependent on complexity of caseload.
6.4 Hours of Operation
T3C Blueprint Reference: Short-Term Assessment Support Services p.77 (October 2025)
Admissions and placement staff on-call/available 365 days per year, 24 hours per day, to screen and admit children, youth, and young adults requiring Short-Term Assessment Support Services.
6.5 Desired Individual Outcomes
T3C Blueprint Reference: Short-Term Assessment Support Services p.77 (October 2025)
Refuge House must have clearly articulated child-level outcome expectations that tie directly to the operation's Short-Term Assessment Support Services Treatment Model, and support the following at a minimum:
- Child Safety
- Child's Permanency Goal
- Child's Well-Being
Refuge House must have infrastructure in place to collect, track, and evaluate/analyze child outcomes, including being able to analyze outcomes based on individual foster family homes.
6.6 Refuge House Staffing Implementation
| Role | Refuge House Personnel | Notes |
|---|---|---|
| LCPAA | Lindsay Reed (San Antonio); designated LCPAA (Dallas) | Full-time, dedicated |
| Program Director | Kelsey Batista (Dallas) | Bachelor's degree requirement met |
| Treatment Director | Angel Wolfe, LMSW (Dallas); Alia Cepeda, MS, LPC-S (San Antonio) | Part-time/contracted as needed; meets qualification requirements |
| Case Manager Supervisor | Michelle Albert (in training) | Supervises case management functions; CM Supervisor track |
| Executive Director | Michele Gorman, Ph.D. (TBRI Practitioner) | Overall organizational oversight |
7. FOSTER FAMILY HOME REQUIREMENTS
7.1 Credentialing Requirements
📋 DERIVED FROM: FC-CRED-01.1 Foster Family Home Credentialing Procedure
Foster homes providing Short-Term Assessment Support Services must:
- Hold current foster home verification
- Complete Short-Term Assessment specific training (minimum 4 hours per FC-16 Section 4.5)
- Demonstrate competency in observation and documentation
- Demonstrate ability to support children through assessment processes
- Demonstrate capacity to manage transitions and short-term placements
7.2 Training Requirements
📋 DERIVED FROM: FC-16 Staff and Caregiver Training Policy, Section 4.5
Foster Parent Training - Short-Term Assessment:
Training Component Hours Content Timing Initial Training 4 hours - Observation and documentation techniques
- Supporting assessment process
- Unknown history considerations
- Managing transitions and short-term placements
- Crisis response for unknown history children
- Expedited safety planningBefore first STASS placement Annual Refresher 2 hours - Updates on best practices
- Case review and discussionAnnually
7.3 Capacity Limitation
Maximum 4 children in foster care per home, unless necessary to accommodate placement of a sibling group (T3C Blueprint p.71, October 2025).
7.4 Foster Parent Responsibilities
Foster parents providing Short-Term Assessment services agree to:
- Observe and document child's behavioral patterns daily using the Foster Parent Daily Observation Log (Assessment Version)
- Note effective and ineffective intervention strategies
- Support all assessment activities including transportation to appointments
- Attend multiple team meetings during short placement
- Provide detailed information for Transition Summary
- Support child through transition to receiving placement
7.5 Home Availability
Foster Family Home must be available for admission at the time of placement match (T3C Blueprint p.78, October 2025).
8. QUALITY ASSURANCE AND CONTINUED STAY GUIDELINES
8.1 No Continued Stay Guidelines
T3C Blueprint Reference: Short-Term Assessment Support Services p.78 (October 2025)
Quality Assurance and Continued Stay Guidelines are NOT APPLICABLE for this Service Package, as it is intended to be short-term.
8.2 Quality Metrics for Assessment Services
While Continued Stay Guidelines do not apply, Refuge House tracks the following quality metrics for STASS:
| Metric | Target |
|---|---|
| Assessments completed within required timeframes | 95% |
| CANS 3.0 completed within timeline | 100% |
| Accuracy of Service Package recommendations (placement stability at 90 days post-transition) | 90% |
| Timeliness of transition within time limit | 95% |
| Service Plans completed within 30-day review cycle | 100% |
Cross-Reference: FC-17 Continuous Quality Improvement Policy and CQI Plan
PROCEDURE SECTIONS
9. RELATIONSHIP BETWEEN POLICY AND PROCEDURE
This Comprehensive Enhanced Snapshot integrates policy (governing principles, Sections 1-8) and procedure (operational implementation, Sections 10-15) to provide a complete picture for external reviewers. For day-to-day operations, staff reference the standalone policies and procedures, which may be updated more frequently.
10. ADMISSION AND PLACEMENT PROCEDURES
10.1 Referral Processing
📋 DERIVED FROM: FC1-01.1 Admission Screening Procedure
Who How When Regulatory Reference Intake/Placement Coordinator 1. Receive referral via approved channels
2. Log referral in tracking system
3. Acknowledge receipt to SSCC/DFPS
4. Screen for Short-Term Assessment eligibilityWithin 2 hours of receipt TAC §749.1251
10.2 Clinical Review
📋 DERIVED FROM: FC2-01.1 Admission Assessment Procedure
Who How When Regulatory Reference Treatment Director 1. Review available clinical documentation
2. Identify assessment priorities
3. Confirm child appropriate for STASS
4. Provide clinical recommendationWithin 4 hours of screening T3C Blueprint p.77-78
10.3 Placement Matching
📋 DERIVED FROM: FC6-01 Admission Matching & Criteria Policy
Who How When Regulatory Reference Intake/Placement Coordinator 1. Review available STASS-credentialed homes
2. Verify capacity (max 4 children)
3. Match child needs with home capabilities
4. Verify foster home STASS training current
5. Contact foster familyWithin 4 hours of approval T3C Blueprint p.78
10.4 Placement Day Activities
| Who | How | When | Regulatory Reference |
|---|---|---|---|
| Case Manager | 1. Accompany child to placement (when possible) 2. Conduct placement orientation 3. Complete initial health screening 4. Review emergency contacts and procedures 5. Begin Assessment Coordination Plan |
Day of placement | TAC §749.1301 |
| Foster Parent | 1. Welcome child to home 2. Provide tour and orientation 3. Begin observation and documentation 4. Note initial behavioral patterns 5. Communicate observations to Case Manager |
Day of placement; daily | Foster Parent Agreement |
11. ASSESSMENT COORDINATION PROCEDURES
📋 DERIVED FROM: FC-STAR-01.1 STAR Health Coordination Procedure
Who How When Regulatory Reference Case Manager 1. Identify required assessments based on referral information
2. Submit STAR Health authorization requests
3. Schedule assessments within timeline (21 days age 5 and under; 30 days age 6+)
4. Coordinate transportation
5. Track assessment completion
6. Gather and compile resultsPer timeline requirements T3C Blueprint p.71
11.1 Assessment Coordination Plan
Within 24 hours of placement, Case Manager develops an Assessment Coordination Plan documenting:
- Identified assessment needs based on available information
- Prioritized assessment schedule
- STAR Health authorization status for each assessment
- Transportation arrangements
- Timeline for completion
12. CANS 3.0 ASSESSMENT REQUIREMENTS
T3C Blueprint Reference: Short-Term Assessment Support Services p.72 (October 2025)
| Age Group | CANS 3.0 Timeline |
|---|---|
| Children between ages 3 and 5 | Within 21 days of entering placement |
| Children aged 6 and older | Within 30 days of entering placement |
Results must be used to inform:
- Customized Service Plan
- Subsequent Service Package recommendation beyond Short-Term Assessment
13. SERVICE PLANNING PROCEDURES
📋 DERIVED FROM: FC3-01.1 Individual Service Planning Procedure
Who How When Regulatory Reference Case Manager 1. Complete CANS 3.0 assessment per timeline
2. Gather input from assessments and treatment team
3. Include immediate needs and assessment-focused goals
4. Document assessment coordination progress
5. Include Service Package recommendation process
6. Submit to SSCC/DFPSWithin 21 days (age 5 and under) or 30 days (age 6+) TAC §749.1301; T3C Blueprint p.71
13.1 Service Plan Review
Service Plan reviews occur every 30 days and must include documentation of progress toward each goal. For Short-Term Assessment, progress documentation focuses on:
- Assessment completion status
- Assessment findings to date
- Behavioral observations from foster parents
- Service Package recommendation development
- Transition readiness
13.2 Service Package Recommendation
| Who | How | When | Regulatory Reference |
|---|---|---|---|
| Treatment Director | 1. Review all assessment results 2. Analyze CANS 3.0 results 3. Recommend appropriate Service Package 4. Document clinical justification |
Upon assessment completion | T3C Blueprint p.72 |
| Service Planning Team | 1. Review Treatment Director recommendation 2. Discuss appropriateness of recommended package 3. Confirm or modify recommendation 4. Document team consensus |
Within 5 business days | T3C Blueprint p.72 |
| Case Manager | 1. Document Service Package recommendation 2. Include recommendation in Transition Summary 3. Communicate to SSCC/DFPS 4. Coordinate transition to receiving placement |
Before discharge | T3C Blueprint p.72 |
14. CRISIS MANAGEMENT PROCEDURES
📋 DERIVED FROM: FC-04.1 Crisis Management Procedure Section 5
Who How When Regulatory Reference Crisis Staff 1. Assume potential trauma history (unknown history approach)
2. Use TBRI de-escalation techniques
3. Document ALL interventions (effective and ineffective)
4. Note effective and ineffective strategies for transition documentation
5. Include crisis patterns in transition summaryAll crises FC-04.1 Section 5
14.1 Expedited Personal Safety Plan
For Short-Term Assessment placements, an Expedited Personal Safety Plan must be developed within 72 hours of placement (versus standard timeline), reflecting the unknown history of many children entering assessment.
14.2 Crisis Documentation for Transition
All crisis events and intervention responses are documented for inclusion in the Transition Summary and Service Package recommendation. This includes:
- Nature and frequency of crises
- Triggers identified
- Effective de-escalation strategies
- Ineffective interventions
- Patterns observed over the assessment period
15. TRANSITION AND DISCHARGE PROCEDURES
📋 DERIVED FROM: FC14-01 Discharge and Permanency Planning Policy
Who How When Regulatory Reference Case Manager 1. Compile all assessment results
2. Prepare Service Package recommendation with clinical justification
3. Document comprehensive Transition Summary including:
- Assessment findings
- Behavioral observations from foster parents
- Effective and ineffective interventions
- Crisis patterns
- CANS 3.0 results and interpretation
4. Coordinate with receiving placement
5. Complete handoff to receiving Case ManagerBefore time limit TAC §749.1361; T3C Blueprint p.75
15.1 Transition Summary Content
The Transition Summary is the primary deliverable of Short-Term Assessment and must include:
- Comprehensive assessment findings from all evaluations
- CANS 3.0 Assessment results and interpretation
- Foster parent behavioral observations
- Crisis history and patterns
- Effective therapeutic strategies identified during assessment
- Recommended Service Package with clinical justification
- Suggested goals for receiving Service Plan
- Any pending assessments or evaluations
SUPPORTING SECTIONS
16. STAFF AND CAREGIVER TRAINING
16.1 Staff Training Requirements
📋 DERIVED FROM: FC-16 Staff and Caregiver Training Policy, Section 4.5
Short-Term Assessment Training - Staff:
Training Component Duration Content Completion Initial STASS Training 4 hours - Assessment coordination and documentation
- Timeline management (30/45-day limits)
- Unknown history crisis considerations
- Expedited Personal Safety Plan development
- Transition planning and communication
- Service Package recommendation processBefore first STASS assignment Annual Refresher 2 hours - Updates on best practices
- Case review and timeline compliance reviewAnnually
16.2 Foster Parent Training Requirements
📋 DERIVED FROM: FC-16 Staff and Caregiver Training Policy, Section 4.5
Training Component Duration Content Completion Initial STASS Training 4 hours - Observation and documentation techniques
- Supporting assessment process
- Unknown history considerations
- Managing transitions and short-term placements
- Crisis response for unknown history children
- Expedited safety planning participationBefore first STASS placement Annual Refresher 2 hours - Updates and reinforcement Annually
17. TREATMENT MODEL APPLICATION
📋 DERIVED FROM: TBRI Treatment Model Executive Summary
For Short-Term Assessment, TBRI principles are adapted to support accurate assessment while building trust:
Connecting Principles: Building trust quickly through attentive, nurturing care that communicates safety during a transitional period. For assessment purposes, genuine connection facilitates more accurate behavioral observation and assessment participation.
Empowering Principles: Addressing physical and environmental needs that support accurate assessment, including sensory processing, nutrition, and sleep regulation. Meeting immediate needs allows the child to engage more authentically in the assessment process.
Correcting Principles: Using proactive and responsive strategies that provide structure while allowing authentic behavior observation for assessment purposes. Correcting with TBRI principles ensures that behavioral data gathered during assessment reflects the child's actual needs rather than responses to punitive environments.
18. CONTINUOUS QUALITY IMPROVEMENT
📋 DERIVED FROM: CQI Plan and FC-17 Continuous Quality Improvement Policy
STASS-specific CQI metrics tracked:
Metric Frequency Target Assessment completion within timeline Monthly 95% CANS 3.0 completion within timeline Monthly 100% Service Package recommendation accuracy (90-day placement stability) Quarterly 90% Extensions required Monthly Less than 10% of placements Transition within maximum time limit Monthly 100% Service Plan reviews completed on schedule Monthly 100% IT system data tracking compliance Quarterly 100%
19. DEFINITIONS
Assessment Coordination Plan: Document created within 24 hours of admission identifying required assessments, priorities, and timeline.
CANS 3.0: Child and Adolescent Needs and Strengths assessment tool used to inform Service Planning and Service Package recommendations.
Service Package Recommendation: Clinical determination of the appropriate ongoing T3C Service Package based on comprehensive assessment findings.
Short-Term Assessment: Time-limited (30/45 days + 15-day extension) foster care placement for assessment coordination.
Time-Limited: Service with defined maximum duration.
Transition Summary: Comprehensive document prepared at discharge summarizing all assessment findings, observations, and recommendations for the receiving placement.
20. REGULATORY REFERENCES
- T3C Blueprint Standards: Pages 70-78, Short-Term Assessment Support Services (April 2026)
- TAC Chapter 749: Foster Family Home Minimum Standards
- TAC §749.1251: Admission Requirements
- TAC §749.1301: Service Plan Development
- TAC §749.1361: Discharge/Transfer Planning
- TAC §749.1401: Health Care Requirements
- DFPS 24-Hour RCC Requirements (FY26)
21. FORMS AND ATTACHMENTS
Core Forms:
- Short-Term Assessment Admission Checklist
- Assessment Coordination Plan Template
- Assessment Tracking Log
- Foster Parent Daily Observation Log (Assessment Version)
- Service Plan - Short-Term Assessment Supplement
- Service Package Recommendation Form
- Transition Summary Template
Crisis Management Forms (per FC-04.1):
- Short-Term Assessment Crisis Observation Log
- STASS Crisis Transition Summary Template
- Expedited Personal Safety Plan (72-hour)
Training Documentation:
- Short-Term Assessment Training Completion Record (4-hour)
- Foster Parent STASS Training Verification
- Annual Refresher Tracking Log
DOCUMENT CONTROL
| Version | Date | Author | Changes |
|---|---|---|---|
| 1.0 | December 2025 | Refuge House Leadership | Initial comprehensive enhanced snapshot |
| 1.1 | January 2026 | Refuge House Leadership | Added Section 5.6 Service Documentation and Cost Coverage per T3C Blueprint p.71-72 requirements |
| 2.0 | February 2026 | Refuge House Leadership | Full reconciliation with October 2025 Blueprint (pages 70-78); Updated all regulatory references; Added Sections 3.3-3.9 (CANS alignment, pre-placement visit, admissions review, dual credentialing, capacity, SSCC/DFPS coordination, home availability); Expanded Sections 5.7-5.14 (HT prevention, service documentation, educational coordination, STAR Health coordination, IT systems, insurance, family engagement, foster parent responsibilities); Updated staffing to include infrastructure requirements per p.75-76; Added Section 5.12 Insurance; Added Desired Individual Outcomes (Section 6.5) |
| 2.1 | February 2026 | Refuge House Leadership | Enhancement Round 1: Expanded §5.2 (Service Plan content detailing who informs the plan, progress documentation requirements per p.71); Enhanced §5.6.1 (CANS 3.0 results usage per p.72); Expanded §5.9 (Educational coordination with testing, plans, supports, accommodations per p.74); Enhanced §5.14 (Foster home enhanced logistical support and multi-system navigation per p.73); Expanded §4.3 (Anticipated Length of Service individualization per p.75); Added all Admission Guidelines from p.77-78 in Section 3 |
| 2.2 | May 2026 | Refuge House Leadership | Round 2 enhancement: added §5.15 Normalcy Activities tied to the Reasonable and Prudent Parent Standard (Texas Family Code §264.125; Human Resources Code §42.042; TAC §749.2605), with assessment-period adaptation guidance |
COMPLIANCE STATEMENT
This Comprehensive Enhanced Snapshot demonstrates Refuge House's compliance with T3C Blueprint (April 2026) for Short-Term Assessment Support Services. All regulatory references have been verified against the October 2025 T3C System Blueprint, pages 70-78. This umbrella document integrates with and references existing Refuge House policies and procedures, providing a comprehensive framework for service delivery.
This Comprehensive Enhanced Snapshot is designed for external review purposes. For day-to-day operations, staff should reference the standalone policies and procedures, which may be updated more frequently than this snapshot document.