Intake/Placement Specialist

Position Overview

A qualified professional responsible for coordinating and managing the safe and appropriate placement of children in foster care, ensuring compliance with minimum standards and contract requirements. [T3C] This position fulfills the Intake/Placement infrastructure requirement for all T3C Service Packages and must coordinate placements according to Service Package specifications.

Primary Objectives

• Review and coordinate all placements sent to agency from referral sources
• Ensure safe and appropriate placements for all children requiring foster care
• [T3C] Match children to foster homes based on Service Package requirements and capabilities
• Maintain 24/7 placement availability for emergency and planned placements
• [TBRI] Support trauma-informed placement decisions that minimize additional trauma
• Collaborate with all stakeholders to ensure smooth transitions
• [T3C] Track placement data for Continuous Quality Improvement

Key Responsibilities

Placement Review and Coordination

• Review all placements that are sent to agency from DFPS/SSCC
• Assist in calling families in securing placement
• [T3C] Assess foster home capabilities against Service Package requirements:
  • Basic Support Services
  • Mental & Behavioral Health
  • IDD/Autism Spectrum Disorder
  • Substance Use Support Services
  • Short-Term Assessment Support Services
  • T3C Treatment Foster Family Care
  • Specialized services as applicable
• Coordinate with CPS, foster families, and other stakeholders for smooth transitions
• Facilitate pre-placement visits when possible
• [T3C] Document Service Package matching rationale

System Management and Documentation

• Update the Extranet daily
• Maintain availabilities listing continuously and update electronic bed openings (through DFPS website) daily
• Distribute availabilities listing to RH staff weekly
• [T3C] Track placements by Service Package type in Radius system
• [T3C] Monitor placement stability metrics for CQI reporting
• Maintain accurate and detailed placement records
• Document all placement decisions and rationale

Initial Placement Activities

• Assist in conducting placements as needed
• Obtain all information and paperwork pertaining to the placement of children
• Generate and complete all placement paperwork including:
  • Admission Assessment
  • Preliminary Treatment Plan
  • [T3C] Service Package designation forms
  • [T3C] CANS 3.0 initial assessment coordination
• Complete 30-day placement procedures and placement follow-ups
• Prepare child files for new placements and assure completion for check out to case manager at 30 days

Treatment Coordination

• Make treatment referrals and ensure completion (therapy, psychological, ECI, psychiatry etc.)
• [T3C] Coordinate with Treatment Director for specialized service needs
• Ensure completion of initial medical and dental treatment
• [T3C] Verify STAR Health enrollment and benefits
• [TBRI] Document trauma history and placement considerations

Package-Specific Placement Screening

Substance Use Support Services Screening:

• Verify child meets SU eligibility criteria per FC-SU-01 Section 3
• Confirm foster home is substance-free and caregiver trained
• Coordinate with Treatment Director for clinical eligibility review
• Document substance use history and treatment needs
• Cross-Reference: FC-SU-01; FC1-01.1 Admission Screening Procedure

Short-Term Assessment Placement Screening:

• Verify child meets STASS eligibility per FC-STASS-01 Section 3
• Confirm foster home has STASS capacity (max 4 per home)
• Verify caregiver completed STASS training
• Note: Enhanced urgency given assessment timelines
• Cross-Reference: FC-STASS-01; FC1-01.1 Admission Screening Procedure

Treatment Foster Family Care Screening:

• [CRITICAL] Coordinate with Treatment Director for REQUIRED clinical review per Texas Family Code §264.1073
• Verify child meets TFFC clinical criteria
• Confirm foster home has TFFC credential and capacity (max 2 per home)
• Verify caregiver completed 20-hour specialized training
• Document high-acuity behavioral/mental health presentation
• Cross-Reference: FC-TFFC-01; FC1-01.1 Admission Screening Procedure

On-Call and Emergency Response

• Receive placement calls and email referrals and assess Agency availability
• Maintain on-call phone for after hours emergency placements at all times
• [T3C] Respond within timeframes specified by Service Package requirements
• Participate in on-call rotation for 24/7 placement coverage
• [T3C] Coordinate with Crisis Management Staff for emergency placements

Quality Improvement and Compliance

• Engage in Agency Performance Quality Improvement program participating in monthly PQI committee and quarterly reviews
• [T3C] Track placement disruption patterns by Service Package
• [T3C] Contribute placement data to Continuous Quality Improvement metrics
• Ensure compliance with minimum standards for emergency and non-emergency placements
• Maintain confidentiality of child and family information

Communication and Support

• Assist in answering the phones when needed
• Attend staffings and placement meetings as required
• [T3C] Participate in Service Package credentialing activities
• Support training initiatives for foster parents
• [TBRI] Promote trauma-informed placement practices
• Collaborate with treatment team members

Additional Duties

• Assist with foster home recruitment and retention efforts
• [T3C] Support Service Package-specific recruitment needs
• Other special projects as assigned by the Treatment Director or Program Director

[T3C] Service Package Responsibilities: When serving children in specialized T3C Service Packages (Substance Use, Short-Term Assessment, Treatment Foster Family Care, Mental & Behavioral Health, IDD/Autism), responsibilities are adapted per the applicable umbrella policy and procedure. Staff must complete package-specific training per FC-16 Staff and Caregiver Training Policy before assuming specialized responsibilities. Consult FC-SU-01, FC-STASS-01, FC-TFFC-01, FC-MH-01, or FC-IDD-01 for detailed Service Package requirements.

Qualifications

Required Education and Experience

• Bachelor's degree in a human service field from an accredited college or university
• [T3C] Knowledge of T3C Service Package requirements and placement criteria
• Minimum of 2 years experience in child placement or child welfare services
• Valid driver's license and ability to travel as needed
• Must pass background check and maintain clearance

Required Knowledge and Skills

• Ability to respond appropriately to the cultural differences present among the organization's service population and staff
• Ability to build and maintain positive and productive professional relationships
• Excellent writing skills
• Excellent communication skills
• Organizational skills
• Relationship development skills
• Knowledge and interest in family dynamics and foster parenting
• Child placing agency minimum standards
• [TBRI] Trauma-informed care principles
• Child development and attachment theory
• Foster care system and processes
• Documentation requirements
• Agency's treatment model
• [T3C] Understanding of Service Package matching criteria
• Strong clinical assessment skills
• Crisis intervention and decision-making
• Time management and organization
• Cultural competency
• Computer proficiency

Additional Requirements

• [T3C] Can be employee or contracted (if contracted, must be trained in agency's Evidence-informed Treatment Model)
• Complete required training:
  • [TBRI] Trust-Based Relational Intervention (TBRI) within 90 days
  • [T3C] T3C Service Package requirements training
  • [T3C] CANS 3.0 assessment overview
  • Minimum Standards orientation
  • Annual training requirements
• Pass comprehensive background checks per TAC §749
• Maintain reliable transportation
• Available for 24/7 on-call rotation
• [T3C] Participate in credentialing preparation activities

Physical Requirements

• Prolonged periods of computer work
• Ability to travel throughout service area
• Capable of working extended hours during placement emergencies
• Mental and emotional capacity to handle crisis situations

Working Conditions

• Office and field-based work environment
• 24/7 on-call availability as scheduled
• Evening and weekend work as needed
• Travel required for placement activities
• Must maintain valid driver's license and insurance
• Exposure to stressful placement situations

Reporting Structure

• Reports to: Treatment Director or Program Director
• [T3C] Collaborates with all Service Package teams
• Coordinates with Case Management staff
• Works closely with foster family recruitment team

Last Updated: [Current Date]