# REFUGE HOUSE, INC.

| Procedure Information | Details |
| :---- | :---- |
| **PROCEDURE NAME** | T3C Discharge and Permanency Planning Procedure |
| **PROCEDURE NUMBER** | FC14-01.1 |
| **RELATED POLICY** | FC14-01 T3C Discharge and Permanency Planning Policy |
| **EFFECTIVE DATE** | \[Date\] |
| **REVISION DATE** | 12.27.2024.1; 12.09.2025.1; 05/2026; 7/13/26 (pending approval) |
| **LAST UPDATED** | 7/13/2026 |
| **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 implement standardized processes for permanency planning, continued stay evaluations, and discharge activities that ensure successful transitions for children while maintaining compliance with T3C requirements and trauma-informed practices.

## RELATIONSHIP BETWEEN POLICY AND PROCEDURE:

This procedure operationalizes the T3C Discharge and Permanency Planning Policy (FC14-01) by providing detailed implementation steps for permanency planning, discharge preparation, and transition support. While the policy establishes our commitment to trauma-informed transitions and regulatory compliance, this procedure specifies the actions, responsible parties, timeframes, and documentation requirements necessary to achieve these goals.

## RESPONSIBILITY:

- Case Managers
- Program Directors
- Treatment Directors
- Foster Parents
- Quality Assurance Staff
- Therapists
- Medical Personnel
- Aftercare Case Managers (for applicable packages)
- Registered Nurses (for IDD/Autism package)
- Substance Use Counselor/Therapist (for Substance Use package - treatment transfer coordination)
- Receiving CPA Case Manager (for Short-Term Assessment - transition coordination)
- Behavior Support Specialist (for Treatment Foster Family Care - intervention transfer)

## PROCEDURE:

### 1\. PERMANENCY PLANNING IMPLEMENTATION

#### Purpose and Overview

Permanency planning represents a fundamental responsibility in child welfare, as every child deserves a permanent, safe, and nurturing home. The T3C Discharge and Permanency Planning Policy emphasizes that "Permanency Planning begins at admission and is incorporated into every service plan, with specific goals and action steps designed to support the child's permanency outcome."

Research consistently demonstrates that children who achieve timely permanency experience better long-term outcomes in mental health, educational achievement, and social functioning. The procedures outlined below ensure that permanency planning remains central to our work from the moment a child enters care through their successful transition to a permanent living situation.

These procedures align with TAC §749.1309 which requires that service plans address permanency goals and the T3C Blueprint's emphasis on outcome-focused service delivery. By implementing these systematic approaches to permanency planning, we create clear pathways toward achieving each child's permanency goals while ensuring all regulatory requirements are met.

#### 1.1 Initial Permanency Planning

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Review all placement documentation from DFPS/SSCC to identify primary and concurrent permanency goals | Within 24 hours of placement | Radius documentation system | TAC §749.1133; T3C Blueprint p.47-55 |
| Case Manager | 2\. Schedule initial permanency planning discussion with foster parents | Within 72 hours of placement | Foster home or virtual meeting | TAC §749.1301; FC3-01.1 |
| Case Manager | 3\. Document child's understanding of permanency goals using age-appropriate language and TBRI principles | Within first week of placement | During home visit; documented in Radius | T3C Blueprint p.47-48 |
| Treatment Director | 4\. Review permanency goals for clinical appropriateness and potential barriers | Within 7 days of placement | Clinical review meeting | TAC §749.673 |
| Case Manager | 5\. Integrate permanency goals into initial service plan with specific action steps | Within 30 days of placement | Service plan document | **TAC §749.1301 (HIGH WEIGHT)** |

#### 1.2 Ongoing Permanency Activities

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Facilitate family engagement activities supporting permanency: \- Supervised visits, Phone/video contact, Family therapy sessions, Sibling visits, Extended family connections | Per court order and service plan | Various locations documented | TAC §749.1309(a)(5) |
| Treatment Team | 2\. Assess permanency progress using objective indicators: \- CANS family functioning scores, Visit quality assessments, Parent skill development, Child's attachment behaviors, Safety factor resolution | At each service plan review | Service plan review documentation | T3C Blueprint p.47-55 |
| Program Director | 3\. Address permanency barriers through: \- Additional services coordination, Court advocacy, Resource provision, Skill building support, Timeline adjustments | As barriers identified | Barrier resolution plan | TAC §749.665 |
| Case Manager | 4\. Prepare permanency progress reports for court | 10 days before each hearing | Court report template | Court requirements |
| All Staff | 5\. Support child's emotional processing of permanency through TBRI strategies | Ongoing | All interactions | T3C Blueprint p.47-48 |

### 2\. CONTINUED STAY EVALUATIONS

#### Purpose and Overview

Regular evaluation of continued placement need ensures children receive appropriate levels of care without unnecessary restriction. These evaluations balance the child's need for specialized services with the principle of least restrictive environment, ensuring children don't remain in intensive placements longer than clinically necessary.

The T3C system establishes expected lengths of stay for each Service Package, recognizing that some children may need extended services while others may be ready for step-down sooner than anticipated. These procedures ensure systematic review of continued stay need while meeting all regulatory requirements.

#### 2.1 Standard Continued Stay Reviews

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Complete Service Plan T3C Supplement Form including Continued Stay Evaluation section addressing: \- Current CANS 3.0 scores and trends, Progress on service plan goals, Effectiveness of current interventions, Barriers to step-down or discharge, Justification for continued placement | At minimum every 90 days per TAC §749.1335 | Radius documentation | **CRITICAL: TAC §749.1335**; T3C Blueprint p.47-55 |
| Treatment Team | 2\. Convene service plan review meeting to discuss: \- Continued need for current Service Package, Potential for step-down to less intensive services, Additional services needed to support progress, Revised permanency timeline | Every 90 days minimum | Meeting location varies; documented in Radius | TAC §749.1335; FC3-01.1 |
| Case Manager | 3\. Document specific medical necessity criteria met for continued stay including: \- Behavioral indicators, Safety concerns, Treatment needs, Family/permanency factors | Within 3 days of review meeting | Service Plan in Radius | T3C Blueprint p.47-55 |
| Program Director | 4\. Review and approve all continued stay justifications | Within 5 business days of review | Radius approval system | TAC §749.665 |
| Case Manager | 5\. Notify DFPS/SSCC of continued stay determination and any recommended changes | Within 7 days of review | Written notification via secure email | RCC (FY26) §4230; T3C Blueprint Continued Stay |

#### 2.2 Extended Stay Monitoring

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Quality Assurance | 1\. Track all placements exceeding expected Service Package timeframes | Monthly | QA tracking system | T3C Blueprint p.47-55 |
| Treatment Director | 2\. Review all extended stays to identify: \- Patterns requiring system intervention, Training needs, Resource gaps, Permanency barriers | Monthly | Leadership review meeting | TAC §749.673 |
| Program Director | 3\. Develop action plans for placements exceeding 150% of expected timeframe | Within 30 days of reaching threshold | Written plan in Radius | T3C Blueprint p.47-55 |

#### 2.3 Enhanced Continued Stay Requirements for Specialized Packages

##### Purpose and Overview

For children in Mental & Behavioral Health and IDD/Autism packages, discharge planning is directly impacted by the enhanced continued stay review requirements. These reviews determine readiness for discharge or step-down to less intensive services. The written confirmation process ensures children are not discharged prematurely while also preventing unnecessary extended stays in restrictive settings.

##### Integration with Discharge Planning Timeline

| Review Outcome | Discharge Planning Actions | Timeline |
| :---- | :---- | :---- |
| **Continued Stay Justified** | \- Maintain current placement \- Update barriers in discharge plan \- Intensify interventions to address barriers \- Set next review targets | Continue current services for 90 days |
| **Near Ready for Step-Down** | \- Initiate transition planning \- Begin aftercare planning process \- Identify receiving placement \- Schedule transition meetings | Target discharge within 30-60 days |
| **Ready for Discharge** | \- Activate full discharge procedures \- Complete aftercare services plan \- Schedule warm handoffs \- Prepare all transition documents | Discharge within 30 days |

##### ☒ MENTAL & BEHAVIORAL HEALTH \- Discharge Readiness Indicators

###### *When Continued Stay Reviews Indicate Discharge Readiness:*

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Treatment Director | 1\. Document in Enhanced Continued Stay Confirmation Form: **"Based on clinical assessment, \[Child's Name\] no longer requires Mental & Behavioral Health Support Services and is ready for discharge/step-down to \[placement type\]."** 2\. Provide discharge readiness indicators: \- Psychiatric stability achieved \- Crisis-free period documented \- Therapeutic goals met \- Coping skills demonstrated \- Family/caregiver prepared | At 90-day review when criteria met | Enhanced Confirmation Form | T3C Blueprint p.85 |
| Aftercare Case Manager | 1\. Upon discharge recommendation, immediately: \- Initiate mandatory 6-month aftercare plan \- Schedule twice-monthly contacts \- Assign aftercare case manager \- Coordinate warm handoffs \- Activate crisis support protocols | Within 48 hours of discharge decision | Aftercare Services Plan | **MANDATORY: T3C Blueprint p.86** |
| Licensed Therapist | 1\. Prepare therapeutic discharge package: \- Treatment summary with diagnoses \- Effective interventions catalog \- Crisis safety plan \- Medication list with prescriber info \- Therapy recommendations 2\. Schedule transition session with receiving therapist | Within 14 days of discharge decision | Therapeutic transition documents | T3C Blueprint p.78-93 |

###### *Preventing Premature Discharge:*

**The following must be documented if recommending AGAINST discharge despite length of stay:**

| Risk Factor | Documentation Required | Supporting Evidence Needed |
| :---- | :---- | :---- |
| **Active Safety Risk** | Specific behaviors, frequency, severity | Incident reports, crisis logs |
| **Medication Instability** | Recent changes, side effects, non-compliance | Medication administration records |
| **Family Not Ready** | Specific skill deficits, safety concerns | Family assessment, training logs |
| **No Step-Down Available** | Placement search efforts, barriers | Placement search documentation |

##### ☒ IDD/AUTISM \- Discharge Readiness Indicators

###### *When Continued Stay Reviews Indicate Discharge Readiness:*

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Treatment Director | 1\. Document in confirmation: **"Based on developmental assessment, \[Child's Name\] has achieved maximum benefit from IDD/Autism Support Services and is ready for transition to \[placement type\] with the following supports in place: \[list specific supports\]."** 2\. Verify: \- Skills acquired are generalized \- Behavior plan can be implemented in new setting \- Medical needs manageable \- Communication system transferable | At 90-day review when ready | Enhanced Confirmation Form | T3C Blueprint p.133-134 |
| RN Consultant | 1\. Provide medical clearance including: \- Medical stability confirmation \- Medication administration plan for new setting \- Equipment transfer checklist \- Emergency protocol for new caregivers \- Training completion verification | Prior to discharge approval | RN Discharge Clearance | T3C Blueprint p.124 |
| Behavior Specialist | 1\. Prepare behavior transition package: \- Current behavior plan with data \- Environmental modifications needed \- Visual supports and schedules \- Sensory accommodation requirements \- Training materials for new caregivers \- AAC device(s) and communication strategy guides per FC-IDD-01 §9.1 | Within 14 days of discharge decision | Behavior transition package | T3C Blueprint p.129 |
| Aftercare Case Manager | 1\. Establish mandatory IDD/Autism aftercare: \- Twice-monthly specialized contacts \- Monthly RN medical status review calls per FC-IDD-01 §9.3; RN available 24/7 for urgent medical concerns \- Behavior support continuity \- Skills maintenance monitoring \- AAC device and communication strategy continuity per FC-IDD-01 §9.1 | Within 48 hours of discharge decision | IDD/Autism Aftercare Plan | **MANDATORY: T3C Blueprint p.134** |

#### 2.4 Managing Extended Stays in Enhanced Packages

##### When Children Exceed Expected Length of Stay:

| Package | Expected LOS | Action at 150% | Action at 200% |
| :---- | :---- | :---- | :---- |
| **Mental & Behavioral Health** | 12-18 months | Intensive review with psychiatrist consultation | Executive Director review, consider alternative interventions |
| **IDD/Autism** | 18-24 months | Comprehensive developmental reassessment | Regional specialist consultation, explore alternative placements |

##### Extended Stay Action Plans:

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Program Director | 1\. Convene extended stay staffing including: \- Treatment team \- DFPS/SSCC representative \- Clinical experts \- Family members (if appropriate) 2\. Develop written action plan addressing: \- Specific barriers to discharge \- Intensive interventions to try \- Timeline with benchmarks \- Alternative placement options \- Resource needs | When placement exceeds 150% of expected LOS | Extended stay staffing | T3C Blueprint requirements |
| Treatment Director | 1\. For extended stays, consider: \- Medication review by psychiatrist \- Treatment model fidelity assessment \- Additional therapeutic modalities \- Respite for preservation \- Consultation with specialists | Monthly for extended stays | Clinical review | TAC §749.673 |
| Executive Director | 1\. Review all placements exceeding 200% of expected LOS 2\. Authorize additional resources 3\. Engage system partners 4\. Document extraordinary circumstances | Quarterly | Executive review | Best practice |

### 3\. DISRUPTION MITIGATION PROCESS

#### Purpose and Overview

Refuge House maintains a formal **Disruption Mitigation Process** to review and evaluate alternatives to any potential placement disruption *before* a removal or discharge is requested **(2INgage Provider Manual, Rev. 1.2026, §4 Placement Stability/Discharge, p.22 — "All Providers will be required to create a 'Disruption Mitigation Process' to review and evaluate alternatives to potential disruptions"; EMPOWER Provider Manual, Rev. 1.2026, §4 Placement Stability, pp.24–25 — parallel requirement, including child-and-caregiver contact within one business day of any unplanned disruption)**. This named Process is also Refuge House's **Disruption Mitigation Plan for in-state providers (4Kids4Families Joint Operations Manual, Dec 2025 — Disruption Mitigation Plan monitoring item; unplanned-discharge prevention with a discharge staffing convened within one day of learning of the disruption, pp.132–133; OCOK Network Management Operations Manual, Rev. 7-1-2025, p.40 — Network Providers submit their Disruption Mitigation Plan, if applicable; Belong Stage I & II Provider Manual, Accepted Changes Aug 2025, "Placement Stability/Disruption," p.15 — foster-parent support to minimize disruptions with child-and-caregiver contact within one business day, 30-day pre-removal documentation, 24/7/365 crisis support, and the DFPS Residential Child Care Discharge Notice forwarded to the Belong discharge mailbox + DFPS caseworker; Saint Francis (SFCS) Affiliate Provider Agreement, Texas SSCC Region 1, Oct 8 2019 — placement-change notification and "smooth transition of the Services," with placement-stability Performance Measures; the 2019 base agreement predates a standalone disruption-mitigation section, so disruption mitigation flows through this named Process and the SSCC Master Contract)**. Discharge is treated as a last resort. This Process is the prevention-and-exhaustion gate that precedes the Planned (§4) and Emergency (§6) Discharge processes, and it ties together the agency's upstream prevention measures — stability-focused matching and move-minimization (FC6-01 / FC6-01.1), Crisis Management (24/7/365 response), and respite (FC18-01) — into one named, auditable workflow.

#### 3.1 Early Identification, Stability Planning & 2INgage Notification

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Specialist | 1\. When a child is having behavioral or emotional problems and is at risk of disrupting placement, consult clinical staff to review interventions and develop a **child-and-family-centered placement stability plan** (support, additional training/coaching, increased monitoring) | At first indication of disruption risk | Radius; stability plan | **2INgage Provider Manual Rev.1.2026 §4, p.21**; T3C Blueprint (placement stability) |
| Case Specialist | 2\. Notify the **2INgage IPD team via cmd@2ingage.org and the Permanency Case Manager (PCM)** of the potential placement disruption so 2INgage can schedule a stabilization staffing with all parties | Upon identifying potential disruption | Email to cmd@2ingage.org + PCM | **2INgage Provider Manual Rev.1.2026 §4, p.21** |
| Case Specialist / On-Call | 3\. On any unplanned disruption, make contact with **the child AND the caregiver within one (1) business day**, with ongoing 24/7/365 crisis support available | Within 1 business day of any unplanned disruption | Contact log in Radius | **2INgage Provider Manual Rev.1.2026 §4, p.22**; cross-ref On-Call (FC-OC-01), Crisis Management |

#### 3.2 Due-Diligence Exhaustion (before requesting removal)

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Specialist | 1\. Document **at least 30 days** of efforts to maintain the placement before requesting removal, and participate in developing/implementing a transition plan in the child's best interest (emergency discharges excepted per §6) | Before requesting any non-emergency removal | Radius documentation | **2INgage Provider Manual Rev.1.2026 §4, p.22** |
| Case Specialist / Treatment Director | 2\. Exhaust and document the placement-preservation checklist before any non-positive discharge: increased caregiver support; crisis/safety/behavior-intervention plans; **respite** to prevent caregiver burnout (FC18-01); child-specific staffing with 2INgage, caregivers, therapists, CASA, attorney ad litem; therapist coordination / intensified treatment; school collaboration (IEP/behavior supports); family engagement / increased visitation; **STAR Health** incl. YES Waiver, psychiatric consultation, telehealth; creative placement supports (additional caregivers, adjusted sleeping arrangements, increased supervision ratios); and transportation / wraparound services | Prior to submitting a non-positive discharge | Discharge documentation in Radius | **2INgage Provider Manual Rev.1.2026 §4, p.23**; cross-ref FC6-01.1 (matching), FC18-01 (respite), STAR Health Coordination |

#### 3.3 Formal Disruption Mitigation Plan (2INgage-facilitated)

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Program Director / Case Specialist | 1\. When a foster home is moving toward disruption, the agency may request a **Disruption Mitigation Plan**; 2INgage facilitates a staffing with the agency and foster parents to identify additional services to stabilize the placement. The plan may include an **ECAP reassessment**, and 2INgage may approve **exceptional-care payment** for additional services | When disruption risk persists despite §3.1–3.2 supports | 2INgage staffing; plan in Radius | **2INgage Provider Manual Rev.1.2026 §5 (Tier Rating), p.26** |

#### 3.4 Disruption / Discharge Notice (only if mitigation is exhausted)

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Specialist | 1\. If mitigation is exhausted, complete the **Residential Child-Care Disruption/Discharge Form and submit via the Texas Gateway (TPG)**, identifying the **top two (2) reasons** for discharge; for any non-positive discharge, attach detailed documentation of all attempts made to prevent the disruption (due diligence per §3.2) | When discharge becomes necessary | Texas Gateway (TPG) | **2INgage Provider Manual Rev.1.2026 §4, pp.22–23** |
| Case Specialist | 2\. Proceed to **§4 (Planned Discharge)** or **§6 (Emergency Discharge)** as applicable; discharge timeframes follow TPG and are effective when received and accepted by 2INgage as meeting discharge criteria | Per discharge type | TPG / Radius | **2INgage Provider Manual Rev.1.2026 §4, p.23**; TAC §749.1361 |

### 4\. PLANNED DISCHARGE PROCESS

#### Purpose and Overview

Successful discharge planning transforms policy commitments into concrete actions that support children's transitions to permanency. Our policy states that "discharge planning is conducted in accordance with TBRI principles to support felt safety during transitions," recognizing that how we manage transitions significantly impacts children's ability to form new attachments and thrive in their permanent placements.

The planned discharge process begins as soon as a discharge date is known or when service plan reviews indicate readiness for transition. This proactive approach allows adequate time for preparation, reducing anxiety and increasing the likelihood of placement stability. The procedures below ensure comprehensive planning that addresses all aspects of the child's life while maintaining trauma-informed practices throughout the transition.

These procedures address the HIGH-WEIGHT STANDARD in TAC §749.1361 requiring discharge planning for all children. By following these systematic steps, we ensure regulatory compliance while prioritizing the child's emotional well-being during this critical transition period.

#### 3.1 Discharge Planning Meeting Coordination

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Schedule discharge planning meeting immediately upon receiving: \- Discharge date from DFPS/SSCC \- Court order for placement change \- Service plan team recommendation for transition | Within 24 hours of notification | Calendar system with Radius documentation | **CRITICAL: TAC §749.1361** |
| Case Manager | 2\. Send meeting invitations to all required participants: \- Child (as developmentally appropriate) \- Foster Parents \- Therapist \- Program Director \- DFPS/SSCC Caseworker \- Guardian ad Litem/CASA (if applicable) \- Tribal Representative (if applicable) \- Receiving caregiver (when known) | Within 48 hours of scheduling | Email with read receipt | TAC §749.1361; FC3-01.1 |
| Case Manager | 3\. Prepare discharge planning packet including: \- Current service plan \- Recent assessments \- Educational information \- Medical summary \- Behavioral observations \- Recommendations draft | At least 3 days before meeting | Compiled in Radius | TAC §749.1363 |
| Case Manager | 4\. If discharge date is less than 14 days away: \- Make phone contact with all parties \- Consider expedited meeting options \- Begin immediate transition preparation | Same day as notification | Phone calls logged in Radius | TAC §749.1361 |

#### 3.2 Discharge Planning Meeting Implementation

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Facilitate discharge planning meeting covering: \- Review of child's progress and current needs \- Transition timeline and activities \- Information transfer requirements \- Post-discharge service recommendations \- Visit schedule (if applicable) \- Contact information exchange | At minimum 7 days before discharge when possible | Meeting location documented in invitation | TAC §749.1361 |
| All Participants | 2\. Develop written transition plan including: \- Specific preparation activities for child \- TBRI strategies for managing transition \- Schedule for pre-placement visits \- Items to transfer with child \- Communication plan during transition | During discharge planning meeting | Documented on Discharge Planning Form | T3C Blueprint p.47-55 |
| Child/Youth | 3\. Express preferences and concerns about discharge (as appropriate) | During meeting | Meeting location | TAC §749.1311 |
| Therapist | 4\. Provide clinical recommendations for transition support | During meeting | Documented in meeting notes | TAC §749.1309(a)(3) |
| Program Director | 5\. Assign staff responsibilities and approve transition plan | By end of meeting | Signature on form | TAC §749.665 |

#### 3.3 Discharge Summary Development

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Complete comprehensive Discharge Summary including: \- Placement history and reason for admission \- Services provided during placement \- Treatment progress and outcomes \- Current functioning across all domains \- Medical/dental/mental health status \- Educational progress and needs \- Behavioral patterns and effective interventions \- Medication regimen with prescriber contacts \- Recommendations for ongoing services | Within 3 days of discharge planning meeting | Radius documentation system | TAC §749.1363 |
| Therapist | 2\. Provide clinical discharge summary addressing: \- Diagnostic information \- Treatment modalities used \- Progress in therapy \- Ongoing clinical needs \- Recommendations for future treatment | Within 5 days of notification | Written summary to Case Manager | TAC §749.1309(a)(3) |
| Medical Personnel | 3\. Compile medical information including: \- Current medications with instructions \- Recent medical/dental visits \- Immunization records \- Ongoing medical needs \- Specialist contact information | Within 5 days of notification | Medical summary form | TAC §749.1373 |
| Case Manager | 4\. Gather educational records including: \- Current IEP/504 plan \- Recent report cards \- Standardized test scores \- School contact information \- Extracurricular involvement | Within 5 days of notification | Education portfolio | TAC §749.1309(a)(2) |
| Program Director | 5\. Review and approve complete discharge summary | Within 2 days of completion | Radius approval | TAC §749.665; §749.1363 |

#### 3.4 TBRI-Informed Transition Support

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Develop individualized TBRI transition plan addressing: \- Felt safety needs during transition \- Empowering strategies for control \- Correcting approaches for behaviors \- Specific comfort items and routines | Within 48 hours of discharge planning meeting | TBRI Transition Support Guide | T3C Blueprint p.47-48 |
| Foster Parents | 2\. Implement daily transition preparation including: \- Age-appropriate discussions about move \- Creation of memory book or transition items \- Practice of coping strategies \- Maintenance of routine for felt safety | Daily starting 7 days before discharge | Foster home | T3C Blueprint p.47-48 |
| Therapist | 3\. Provide focused transition support sessions addressing: \- Processing feelings about discharge \- Developing coping strategies \- Creating transition rituals \- Preparing for new relationships | 1-2 additional sessions before discharge | Therapy setting | TAC §749.1309(a)(3) |
| Case Manager | 4\. Coordinate pre-placement visits including: \- Schedule graduated visits when possible \- Prepare child with photos/information \- Accompany on initial visit if needed \- Debrief after each visit | Per transition plan timeline | Various locations | RCC (FY26) §8300 |
| All Staff | 5\. Create opportunities for appropriate goodbyes: \- Plan farewell gathering if appropriate \- Allow child to say goodbye to important people \- Respect child's wishes about goodbyes \- Document child's preferences | Final week of placement | Foster home and community | T3C Blueprint p.47-55 |

### 5\. DISCHARGE DOCUMENTATION AND RECORDS

#### Purpose and Overview

Comprehensive documentation during discharge serves multiple critical purposes: ensuring continuity of care, meeting regulatory requirements, and providing the receiving caregiver with essential information for supporting the child. Our policy emphasizes that "Documentation and Information Transfer ensures continuity of care" through systematic compilation and transfer of all relevant records.

The importance of thorough discharge documentation cannot be overstated. Children in foster care often experience multiple placements, and each transition risks the loss of critical information about their history, needs, and effective interventions. By maintaining meticulous records and ensuring proper transfer, we help preserve the child's story and support their ongoing journey toward healing and permanency.

These procedures address the CRITICAL REQUIREMENT in TAC §749.1363 mandating specific discharge documentation. The structured approach below ensures all required elements are included while organizing information in a way that is accessible and useful to those who will care for the child going forward.

#### 4.1 Required Documentation Compilation

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Compile complete child record including: \- Admission documents \- All service plans and reviews \- Medical/dental records \- Educational records \- Court documents \- Incident reports \- Assessments (CANS, psychological, etc.) | Beginning 14 days before discharge | Radius and physical files | **TAC §749.1363** |
| Medical Personnel | 2\. Prepare medication packet with: \- Current medication list \- Administration schedules \- Prescriber contact information \- Pharmacy information \- Recent medication changes \- Side effect monitoring | 7 days before discharge | Medical files | TAC §749.1373 |
| Case Manager | 3\. Create belongings inventory including: \- Clothing items \- Personal possessions \- Comfort items \- School supplies \- Medical equipment \- Gifts and mementos | 3 days before discharge | Inventory form | TAC §749.1363 |
| Foster Parents | 4\. Compile life book materials: \- Photos from placement \- Achievements and certificates \- Artwork and school projects \- Contact information for important relationships \- Memories and stories | Throughout placement; finalized at discharge | Life book | Best practice |
| Program Director | 5\. Review documentation for completeness and accuracy | 2 days before discharge | Quality review checklist | TAC §749.665 |

#### 4.2 Documentation Transfer Process

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Provide documents to receiving caregiver: \- Complete discharge summary \- Current medications and instructions \- Educational records \- Medical appointment schedule \- Emergency contacts \- Behavior support plans | Day of discharge | In person when possible | TAC §749.1363 |
| Case Manager | 2\. Submit required documents to DFPS/SSCC: \- Discharge notification \- Final service plan \- Discharge summary \- Clothing/belongings inventory | Within 24 hours of discharge | IMPACT system | RCC (FY26) §§8200, 8240–8241 |
| Medical Personnel | 3\. Transfer prescriptions and medical supplies | Day of discharge | Per transfer protocol | TAC §749.1373 |
| Records Clerk | 4\. Archive child's complete record per retention policy | Within 30 days of discharge | Secure storage | TAC §749.503 |
| Quality Assurance | 5\. Verify all documentation requirements met | Within 7 days of discharge | QA checklist | TAC §749.503 |

### 6\. EMERGENCY DISCHARGE PROCEDURES

#### Purpose and Overview

Emergency discharges present unique challenges requiring rapid response while maintaining documentation and support standards. These situations include psychiatric hospitalization, juvenile detention, immediate safety concerns, placement disruption, or court-ordered removals. Despite the urgent nature, we must ensure proper information transfer and support for the child's transition.

Emergency discharge procedures balance the need for immediate action with regulatory requirements and the child's best interests. Staff must be prepared to implement these procedures at any time, maintaining professionalism and trauma-informed approaches even in crisis situations.

#### 5.1 Initial Emergency Response

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| On-Call Staff | 1\. Assess immediate safety and call 911 if needed | Immediately upon crisis | Current location | TAC §749.503 |
| On-Call Supervisor | 2\. Authorize emergency discharge based on: \- Immediate danger to self/others \- Law enforcement involvement \- Court order \- Medical emergency | Within 30 minutes | Phone authorization | TAC §749.1371 |
| On-Call Staff | 3\. Notify required parties: \- DFPS/SSCC caseworker \- Program Director \- Guardian ad Litem \- Treatment team (next business day) | Within 2 hours | Phone with follow-up email | TAC §749.1371 |
| Foster Parents | 4\. Gather child's immediate needs: \- Medications \- Comfort items \- Essential clothing \- Important documents | Before transport | Foster home | TAC §749.1363 |
| Transporting Staff | 5\. Provide emotional support using TBRI strategies during transport | During emergency | Transport vehicle | T3C Blueprint p.47-48 |

#### 5.2 Emergency Documentation Requirements

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| On-Call Staff | 1\. Complete incident report detailing: \- Precipitating events \- Interventions attempted \- Safety concerns \- Discharge decision rationale | Within 24 hours | Incident reporting system | **TAC §749.503** |
| Case Manager | 2\. Prepare abbreviated discharge summary with: \- Current medications \- Immediate medical needs \- Safety concerns \- Contact information \- Behavioral triggers | Within 24 hours | Emergency discharge form | TAC §749.1371 |
| Case Manager | 3\. Coordinate records transfer including: \- All documents from planned discharge list \- Incident reports related to emergency \- Updated assessments \- Recommendation updates | Within 7 days | Per transfer protocol | TAC §749.1363 |
| Case Manager | 4\. Ship remaining belongings: \- Complete inventory \- Photograph items \- Use trackable shipping \- Confirm receipt | Within 7 days | Shipping service | TAC §749.1363 |
| Quality Assurance | 5\. Conduct emergency discharge review examining: \- Adherence to protocols \- Documentation completeness \- Opportunities for improvement \- Training needs identified | Within 10 days | Written review report | TAC §749.503; CQI Process |

### 7\. SERVICE PACKAGE SPECIFIC DISCHARGE REQUIREMENTS

#### Purpose and Overview

The T3C system recognizes that children with different Service Packages and Add-On Services have unique needs during discharge planning and transition. While all children require comprehensive discharge planning, those receiving specialized services need additional considerations to ensure continuity of specialized care and supports.

These package-specific requirements supplement, not replace, the core discharge procedures outlined above. Each specialized package addresses particular vulnerabilities or needs that must be carefully considered during transition planning to prevent regression or crisis following discharge.

#### 6.1 ☒ TRANSITION SUPPORT SERVICES FOR YOUTH & YOUNG ADULTS

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | **6-MONTH PRE-DISCHARGE TRIGGER**: Begin formal transition planning 6 months before projected discharge for all Youth Transition Add-On recipients: \- Flag 6-month milestone in Radius discharge planning section \- Verify Casey Life Skills Assessment (CLSA) is current; re-administer if last assessment was >6 months prior \- Open Transition Resource Packet \- Initiate permanent connections identification per FC7-01.1 §9.18 | **6 months before projected discharge** | Radius discharge planning section | **T3C Blueprint p.151; FC-YT-01 §13** |
| Case Manager | 1\. Ensure youth has copies of all essential documents: \- Birth certificate (certified copy) \- Social Security card \- State ID or driver's license \- Immigration documents (if applicable) \- Medical insurance cards \- Education transcripts | 30 days before discharge | Documents provided to youth directly | T3C Blueprint p.148-154 |
| Case Manager | 2\. Complete Transition Resource Packet including: \- Community resource directory \- PAL program information and application \- Housing resources and applications \- Employment services contacts \- Educational support programs \- Transportation resources \- Food assistance programs \- Healthcare enrollment information | 2 weeks before discharge | Organized binder for youth | T3C Blueprint p.148-154 |
| Case Manager | 3\. Facilitate connections to adult supports: \- Identify potential mentors \- Connect to alumni programs \- Establish adult service providers \- Create support network map | Throughout final 90 days | Various community locations | T3C Blueprint p.148-154 |
| Youth | 4\. Demonstrate independent living skills: \- Budget management \- Meal planning and preparation \- Medication management \- Transportation planning \- Emergency response | Per Casey Life Skills Assessment | Foster home and community | T3C Blueprint p.148-154 |
| Program Director | 5\. Verify completion of Preparation for Adult Living requirements | 7 days before discharge | PAL documentation | T3C Blueprint p.148-154 |

#### 6.2 Additional DFPS Notification Requirements for Enhanced Packages

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | For enhanced packages, DFPS notification must include: 1\. Copy of Enhanced Continued Stay Confirmation Form 2\. Anticipated discharge date (even if tentative) 3\. Barriers being addressed 4\. Aftercare plan summary 5\. Step-down placement needs | Within 24 hours of discharge decision | IMPACT and secure email | **RCC (FY26) §§8200–8210** |
| Program Director | For extended stays beyond expected LOS: 1\. Provide written explanation to DFPS 2\. Share action plan with timelines 3\. Request system-level support if needed 4\. Schedule case conference | At 150% of expected LOS | Written communication | T3C Blueprint p.85, p.134 |

#### 6.3 ☒ SUBSTANCE USE SUPPORT SERVICES DISCHARGE PROCEDURES

##### Purpose and Overview

Discharge planning for children in Substance Use Support Services requires specialized focus on recovery support continuity, treatment coordination, and environment preparation. These procedures ensure the receiving placement can maintain the recovery-supportive environment critical for sustained progress.

##### SU-1. Recovery-Focused Discharge Planning

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Begin recovery-focused discharge planning addressing: \- Current recovery status and stability \- Ongoing treatment recommendations \- Community recovery resource connections \- Receiving placement environment requirements 2\. Integrate into Service Plan reviews | At admission and each 90-day review | Service Plan | T3C Blueprint; FC-SU-01 |
| Treatment Director | 1\. Assess step-down readiness at each 90-day review: \- Recovery stability indicators \- Treatment engagement level \- Relapse history and response \- Sustained progress on goals 2\. Recommend step-down when recovery stable | At each 90-day review | Clinical assessment | T3C Blueprint; FC14-01 |

##### SU-2. Recovery Support Transfer

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Prepare Recovery Support Transfer Summary including: \- Substance use treatment history and progress \- Current treatment providers and contact information \- Medication-assisted treatment status (if applicable) \- Recovery meeting/support group attendance history \- Identified triggers and effective coping strategies 2\. Document relapse prevention plan | 14 days before discharge | Recovery Support Transfer Summary | FC-SU-01 |
| Case Manager | 2\. Coordinate community recovery connections: \- Identify recovery resources in receiving placement area \- Facilitate introductions to recovery programs \- Schedule initial recovery meeting attendance \- Connect with peer support networks | 14 days before discharge | Recovery resource plan | T3C Blueprint |
| Therapist/SU Counselor | 3\. Prepare clinical transfer documentation: \- Treatment summary with progress \- Recommended continuing care level \- Provider recommendations for receiving area \- Warm handoff to receiving provider (if possible) | 7 days before discharge | Clinical transfer summary | FC-SU-01 |

##### SU-3. Receiving Placement Environment Preparation

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Assess receiving placement environment: \- Verify substance-free environment commitment \- Confirm medication storage capabilities \- Assess caregiver understanding of recovery support \- Identify any environmental risk factors 2\. Document assessment findings | 7 days before discharge | Environment assessment | T3C Blueprint |
| Case Manager | 2\. Provide caregiver education: \- Recovery-supportive approach training \- Non-punitive relapse response education \- Warning signs recognition \- Crisis response protocols \- Recovery meeting transportation support | Before discharge | Caregiver education documentation | FC-SU-01 |

##### SU-4. Aftercare Services Initiation

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Initiate aftercare transition per FC-AF-01: \- Transfer case to Aftercare Case Manager \- Provide complete recovery documentation \- Schedule initial aftercare contact \- Ensure 24/7 crisis availability established | 5 days before discharge | Aftercare transfer documentation | FC-AF-01 |
| Aftercare Case Manager | 2\. Contact receiving placement within 48 hours of discharge per FC-AF-01.1 | Within 48 hours of discharge | Contact documentation | FC-AF-01.1 |

#### 6.4 ☒ SHORT-TERM ASSESSMENT SUPPORT SERVICES TRANSITION PROCEDURES

##### Purpose and Overview

Short-Term Assessment discharges are NOT traditional discharges to permanency—they are transitions to ongoing Service Packages based on assessment findings. These procedures ensure comprehensive assessment documentation transfer and appropriate Service Package placement.

##### STASS-1. Assessment Completion and Service Package Determination

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Monitor assessment completion status: \- Track all scheduled assessments \- Verify completion within timeline (21/30 days by age) \- Compile all assessment results \- Alert supervisor if delays threaten timeline | Ongoing; complete within 21 days (age 5 and under) or 30 days (age 6+) | Assessment tracking log | T3C Blueprint p.68 |
| Treatment Director | 2\. Review assessment findings and determine Service Package: \- Review all assessment results \- Review CANS 3.0 findings \- Recommend appropriate ongoing Service Package \- Document clinical justification for recommendation | Upon assessment completion | Service Package Recommendation Form | T3C Blueprint p.70-71 |
| Service Planning Team | 3\. Confirm Service Package recommendation: \- Review Treatment Director recommendation \- Confirm appropriate Service Package \- Identify appropriate receiving placement \- Document decision | Within 5 days of recommendation | Service Planning meeting documentation | T3C Blueprint p.71 |

##### STASS-2. Transition Planning (NOT Discharge Planning)

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Coordinate with receiving CPA or foster home: \- Identify appropriate placement for recommended Service Package \- Contact receiving Case Manager \- Schedule transition meeting \- Arrange pre-placement visit if appropriate | Upon Service Package confirmation | Transition coordination documentation | TAC §749.1361 |
| Case Manager | 2\. Prepare comprehensive Transition Summary including: \- All assessment results and findings \- CANS 3.0 assessment with interpretation \- Behavioral observations and effective strategies \- Medical/dental/vision records \- Educational records and recommendations \- Service Package recommendation with justification \- Foster family observations from assessment period | Before transition | Transition Summary | T3C Blueprint p.71 |

##### STASS-3. Documentation Transfer

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Transfer all assessment documentation: \- Complete Transition Summary \- All assessment reports \- CANS 3.0 documentation \- Medical records obtained during assessment \- Educational records \- Behavioral observation notes 2\. Conduct warm handoff with receiving Case Manager | Day of transition | Documentation transfer checklist | TAC §749.1363 |
| Case Manager | 2\. Submit transition notification to DFPS/SSCC: \- Transition notification form \- Final Service Plan \- Transition Summary \- Service Package recommendation documentation | Within 24 hours of transition | IMPACT system | RCC (FY26) §§7000, 8200 |

##### STASS-4. Extension Procedures (if needed)

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. If extension needed, prepare justification documenting: \- Specific reason extension serves child's best interest \- Pending assessments that cannot be expedited \- OR receiving placement identified but not yet available \- Timeline for completion within 15-day extension | At least 3 days before time limit | Extension request form | T3C Blueprint p.72 |
| Program Director | 2\. Review and approve/deny extension request: \- Verify justification meets criteria \- Approve in writing if appropriate \- Document decision rationale | Within 24 hours of request | Program Director approval | T3C Blueprint p.72 |

##### STASS-5. NO AFTERCARE PROCEDURES

**Package-Specific:** Aftercare services per FC-AF-01 are NOT required for Short-Term Assessment. The Case Manager ensures complete documentation handoff to receiving Case Manager. Aftercare responsibility transfers to the receiving Service Package provider.

#### 6.5 ☒ T3C TREATMENT FOSTER FAMILY CARE DISCHARGE AND STEP-DOWN PROCEDURES

##### Purpose and Overview

Treatment Foster Family Care is time-limited (365-day maximum) with mandatory step-down focus from Day 1. These procedures ensure systematic step-down planning, readiness assessment at each 60-day review, and intensive aftercare services upon discharge.

##### TFFC-1. Step-Down Planning from Admission

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Initiate step-down planning at admission: \- Include preliminary step-down goals in initial Service Plan \- Identify potential step-down destinations \- Document anticipated length of service \- Establish measurable step-down criteria | Within 30 days of admission | Initial Service Plan | T3C Blueprint p.146 |
| Treatment Director | 2\. Establish clinical step-down criteria: \- Behavioral stability indicators \- Crisis frequency reduction targets \- Treatment goal achievement markers \- Clinical indicators for readiness | Within 30 days of admission | Clinical criteria documentation | T3C Blueprint p.146 |

##### TFFC-2. Step-Down Readiness Assessment (Each 60-Day Review)

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Treatment Director | 1\. Assess step-down readiness at each review: \- Evaluate treatment progress indicators \- Assess behavioral stability \- Review crisis frequency and intensity \- Assess need for continued intensive services \- Document step-down recommendation | At each 60-day review | Step-Down Readiness Assessment form | T3C Blueprint p.146 |
| Service Planning Team | 2\. Review step-down recommendation: \- Consider Treatment Director assessment \- Evaluate foster family input \- Assess child/youth readiness \- Determine if step-down appropriate \- Identify step-down timeline if ready | At each 60-day review | Service Planning meeting | T3C Blueprint p.146 |

##### TFFC-3. Step-Down Options and Planning

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | When step-down appropriate, coordinate one of the following options: | Upon step-down determination | Step-down planning documentation | T3C Blueprint p.146 |

**Step-Down Option Matrix:**

| Option | Requirements | Coordination Steps |
|--------|--------------|-------------------|
| **Same home - Basic Package** | Home dually credentialed; child stable; foster family willing | 1\. Verify dual credentialing current 2\. Confirm foster family agreement 3\. Transition Service Package in system 4\. Update Service Plan |
| **Different home - Basic Package** | Appropriate home identified | 1\. Complete matching per FC6-01 2\. Arrange pre-placement visit 3\. Prepare transition documentation 4\. Coordinate warm handoff |
| **Different home - Other Package** | Alternative Service Package appropriate | 1\. Coordinate with receiving CPA 2\. Ensure appropriate package match 3\. Transfer all treatment documentation 4\. Facilitate warm handoff |
| **Permanency placement** | Permanency resource identified | 1\. Coordinate with permanency resource 2\. Complete transition planning 3\. Transfer all documentation 4\. Initiate aftercare services |

##### TFFC-4. Treatment Documentation Transfer

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Prepare comprehensive Treatment Transfer Package: \- Complete treatment progress summary \- All effective behavioral interventions documented \- De-escalation strategies that work \- Crisis prevention approaches \- Therapy notes summary \- Behavior support plan with data | 14 days before step-down | Treatment Transfer Package | TAC §749.1363 |
| Treatment Director | 2\. Prepare clinical recommendations: \- Recommended ongoing treatment level \- Therapy frequency recommendations \- Medication status and management \- Clinical monitoring recommendations | 7 days before step-down | Clinical transfer documentation | T3C Blueprint |
| Case Manager | 3\. Create Behavioral Intervention Transfer Guide: \- Step-by-step de-escalation procedures \- Trigger identification and response \- Environmental modifications needed \- Daily routine that supports stability \- Communication strategies | 7 days before step-down | Behavioral Intervention Transfer Guide | FC-TFFC-01 |

##### TFFC-5. Aftercare Services Initiation

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Initiate intensive aftercare per FC-AF-01: \- Transfer case to Aftercare Case Manager \- Provide complete treatment documentation \- Ensure 24/7 crisis availability \- Establish enhanced contact schedule | 5 days before discharge | Aftercare transfer documentation | FC-AF-01 |
| Aftercare Case Manager | 2\. Implement enhanced contact schedule: \- **Week 1-4: Weekly contacts** \- **Months 2-6: Twice-monthly contacts** \- 24/7 crisis availability throughout \- Monthly reports to SSCC/DFPS | Beginning at discharge | Contact schedule documentation | T3C Blueprint p.146-147 |
| Aftercare Case Manager | 3\. Monitor step-down adjustment: \- Track behavioral stability \- Monitor treatment gains maintenance \- Provide crisis intervention as needed \- Support receiving placement with interventions \- Prepare monthly SSCC/DFPS reports | Per contact schedule | Monitoring documentation | T3C Blueprint p.147 |

##### TFFC-6. 365-Day Maximum Procedures

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| QA Coordinator | 1\. Monitor approaching 365-day limit: \- Track all TFFC placements against timeline \- Alert Case Manager at 300 days \- Escalate to Program Director at 330 days | Ongoing monitoring | QA tracking system | T3C Blueprint p.142 |
| Program Director | 2\. If approaching 365-day limit without step-down: \- Review clinical justification \- Ensure step-down planning intensified \- Coordinate emergency step-down if needed \- Document extraordinary circumstances | By 330 days | Program Director documentation | Texas Family Code §264.1073 |

#### 6.6 ☒ KINSHIP CAREGIVER SUPPORT SERVICES DISCHARGE PROCEDURES

##### Purpose and Overview

Discharge planning for children receiving Kinship Caregiver Support Services ensures the transition of specialized kinship navigation functions. The Kinship Support Specialist role concludes at discharge; aftercare services continue per FC-AF-01.1 §2.5 with weekly contacts during months 1–3 and twice-monthly contacts during months 4–6.

##### KIN-1. Kinship Transition Resource Summary

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Kinship Support Specialist | 1\. Compile Kinship Transition Resource Summary including: \- All active benefits and entitlements secured for caregiver (TANF, Kinship Care payments, PCA, Medicaid/CHIP, SNAP, Social Security) \- Benefit renewal dates and program contacts \- DFPS Relative Caregiver Program enrollment status 2\. Provide complete summary directly to kinship caregiver | 14 days before discharge | Kinship Transition Resource Summary | T3C Blueprint p.154-158; FC-KIN-01 §2.9 |
| Kinship Support Specialist | 2\. Connect kinship caregiver to post-discharge community support: \- Kinship caregiver peer support groups in receiving area \- Community resource navigators \- Legal aid resources if applicable \- Respite care programs available post-discharge | 14 days before discharge | Community resource referral log | T3C Blueprint p.154-158; FC-KIN-01.1 §16 |
| Case Manager | 3\. Include in standard discharge packet: \- Copy of Kinship Support Plan \- Benefits status summary \- Community resource directory | Day of discharge | Discharge packet with Kinship addendum | TAC §749.1363 |

##### KIN-2. Kinship Aftercare Initiation

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Initiate aftercare transition per FC-AF-01.1 §2.5: \- Transfer case to Aftercare Case Manager with Kinship Transition Resource Summary \- Establish contact schedule (weekly M1–3, twice-monthly M4–6) \- Confirm 24/7 availability established | 5 days before discharge | Aftercare transfer documentation | FC-AF-01.1 §2.5; FC-KIN-01.1 §16 |
| Aftercare Case Manager | 2\. Make initial aftercare contact within 48 hours of discharge: \- Confirm benefits are active \- Confirm caregiver has all resource documentation \- Schedule first weekly contact | Within 48 hours of discharge | Contact documentation | FC-AF-01.1 §2.5 |

---

#### 6.7 ☒ PREGNANT & PARENTING YOUTH SUPPORT SERVICES DISCHARGE PROCEDURES

##### Purpose and Overview

Discharge planning for pregnant or parenting youth addresses the transitions for BOTH the youth AND their infant/child(ren). This includes pediatric care continuity, ECI transitions if applicable, maternal and infant health program handoffs, receiving placement environment verification, and home visiting program referrals. Aftercare continues per FC-AF-01.1 §2.5 with weekly contacts during weeks 1–4 and bi-weekly contacts during months 2–6.

##### PPY-1. Dual-Focus Discharge Planning (Youth and Child)

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Parenting Support Specialist | 1\. Prepare Parenting Transition Summary including: \- Summary of parenting skills achieved and areas for continued development \- Custom Parenting Plan transfer copy \- Infant/child's developmental status summary \- Feeding, sleep, and daily routine documentation \- Pediatric care providers and appointment schedule | 14 days before discharge | Parenting Transition Summary | T3C Blueprint p.158-164; FC-PPY-01 §12 |
| Case Manager | 2\. Coordinate maternal and infant health service transitions: \- HHSC Women and Children's Health program continuation or re-enrollment \- WIC enrollment status and receiving location transfer \- Pediatric medical records transfer \- OB/GYN follow-up schedule if youth is postpartum | 14 days before discharge | Health transition documentation | T3C Blueprint p.158-164; FC-PPY-01 §10.1 |
| Case Manager | 3\. Address Early Childhood Intervention (ECI) transitions if applicable: \- Notify receiving ECI provider of placement change \- Transfer all ECI documentation \- Confirm ECI services will continue without interruption per FC-PPY-01 §8.2 | 14 days before discharge | ECI transition documentation | T3C Blueprint p.159; FC-PPY-01 §8.2 |
| Parenting Support Specialist | 4\. Coordinate home visiting program referral or continuation: \- Connect to Healthy Families Texas or equivalent program in receiving area \- Facilitate warm handoff to receiving home visitor \- Document home visiting enrollment or referral status | 14 days before discharge | Home visiting referral log | T3C Blueprint p.158-164 |

##### PPY-2. Receiving Placement Environment Verification

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Verify receiving placement is prepared for parenting youth and infant/child: \- Adequate space for infant/child \- Safe sleep environment (crib, firm mattress, no soft bedding) \- Baby supplies and equipment available \- Caregiver willingness and capacity to support parenting role | 7 days before discharge | Environment verification checklist | T3C Blueprint p.158-164; FC-PPY-01 §7.2 |
| Parenting Support Specialist | 2\. Orient receiving caregiver on parenting support approach: \- Youth's parenting strengths and growth areas \- Non-judgmental, strengths-based support model \- Role of Aftercare Case Manager during aftercare period \- Emergency resources for parenting crises | Before discharge | Caregiver orientation documentation | T3C Blueprint p.158-164 |

##### PPY-3. Aftercare Services Initiation

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | 1\. Initiate aftercare transition per FC-AF-01.1 §2.5: \- Transfer to Aftercare Case Manager with Parenting Transition Summary \- Establish contact schedule (weekly W1–4, bi-weekly M2–6) \- Confirm infant/child health monitoring is established | 5 days before discharge | Aftercare transfer documentation | FC-AF-01.1 §2.5; FC-PPY-01 §12 |
| Aftercare Case Manager | 2\. Make initial aftercare contact within 48 hours of discharge: \- Confirm infant/child health and safety \- Confirm youth has necessary baby supplies and pediatric care appointments \- Confirm parenting support services in place | Within 48 hours of discharge | Contact documentation | FC-AF-01.1 §2.5 |

---

### 8\. QUALITY ASSURANCE AND CONTINUOUS IMPROVEMENT

#### Purpose and Overview

Systematic quality assurance ensures discharge processes achieve intended outcomes while identifying opportunities for improvement. This continuous improvement approach helps us refine our practices, address systemic barriers, and celebrate successes.

#### 7.1 Discharge Outcome Monitoring

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| QA Coordinator | 1\. Track key discharge indicators: \- Placement stability at 30/60/90 days \- Re-entry rates \- Aftercare engagement \- Crisis incidents post-discharge \- Permanency achievement | Monthly aggregation | QA database | TAC §749.131 |
| Case Manager | 2\. Conduct follow-up contacts to assess: \- Placement stability \- Service continuity \- Emerging needs \- Satisfaction with transition | 30 and 90 days post-discharge | Phone contact documented | Best practice |
| Treatment Director | 3\. Analyze follow-up data to identify: \- Factors supporting success \- Risk factors for disruption \- Service gaps \- Training needs \- System improvements | Semi-annually | Written report | CQI Process |
| Program Director | 4\. Share learnings through: \- Staff training updates \- Procedure refinements \- External partnerships \- Best practice documentation \- Stakeholder communication | As identified | Multiple venues | T3C Blueprint p.47-55 |
| Leadership | 5\. Celebrate successes by: \- Recognizing staff excellence \- Sharing success stories \- Documenting best practices \- Building on strengths \- Inspiring continued improvement | Monthly | Staff meetings and communications | Best Practice |

### 9\. RCC DISCHARGE-NOTICE MACHINERY (FY26 §§8000–8300)

#### Purpose and Overview

This section operationalizes the RCC FY26 discharge-notice requirements adopted in FC14-01 §4: the Form 2109 instrument and its recipients, the notice types, the psychiatric-admission / jail / runaway pathways, the Form 2279 discharge deliverable and 15-day supplemental window, the receiving-provider 5-day request, and the discharge-approver designation. In Community-Based Care areas these steps run alongside the SSCC channels in §3.4 (TPG submission; SSCC discharge mailboxes); the DFPS routing below is used as the RCC requires and as the SSCC contract directs.

#### 9.1 Discharge-Approver Designation

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Executive Director | DN-1\. Maintain and send in writing to the **DFPS residential contract manager** the names of the Refuge House employees who may approve discharge ("The provider must inform the DFPS residential contract manager in writing of the names of employees who may approve discharge") | At contract start and upon any change to the approver list | Written notice; copy retained in the contract file | **RCC (FY26) §8000** |
| Executive Director | DN-2\. Send an updated written designation after any staffing change affecting the approver list ("DFPS must receive notice within 10 days of staffing changes") | **Within 10 days** of the staffing change | Written notice to the residential contract manager | **RCC (FY26) §8000** |

#### 9.2 Form 2109 Discharge Notice — Instrument and Recipients

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | DN-3\. Complete **Form 2109 Discharge Notice** for every discharge notification, documenting "the reasons for the discharge and the provider's recommendations regarding a future placement for the Child that would increase the Child's opportunities to attain a stable placement" | As soon as possible upon the discharge determination | Form 2109; copy in Radius | **RCC (FY26) §8200** |
| Case Manager | DN-4\. Send Form 2109 to **all three** required recipients: the **CPS Caseworker**, the **CPS Supervisor**, and the **Regional Placement unit for the Child's legal region** (DFPS Placement Requests regional mailbox — e.g., Region 01 PLAREQ1@dfps.texas.gov; use the current DFPS regional mailbox list) | With the notice | Email; delivery documented in Radius | **RCC (FY26) §8200** |
| Case Manager | DN-5\. Submit Form 2109 for **intra-agency home-to-home moves** as well: "Form 2109 is also submitted if a Child-Placing Agency is moving a Child from one foster home to another within the same agency" — in addition to the prior-approval requirements in FC6-01 (Minimizing Placement Moves) | Before/with any move of a child between Refuge House foster homes | Same recipients as DN-4 | **RCC (FY26) §8200**; TAC §749.1281 |

#### 9.3 Notice-Type Selection

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager / Program Director | DN-6\. Select and document the notice type on Form 2109: **24-Hour** (child in jail/juvenile detention, or a foster-home child admitted to a psychiatric hospital, where Refuge House will not accept the child back); **72-Hour**; **14-Day**; or **30-Day** ("It is no longer in the Child's best interest to remain at the provider's Facility, or the provider cannot meet the needs of the Child") | At notice preparation | Form 2109 | **RCC (FY26) §8220** |
| Case Manager | DN-7\. **72-Hour notice:** use only "when a Child or youth is absent from the operation without permission and it is not suspected that the Child will return in the foreseeable future." If the child returns before the 72-hour notice expires, "the provider must allow the child to remain at the operation and the discharge notice is no longer in effect" — record the return and **void** the notice, notifying the DN-4 recipients | Upon runaway determination; voiding documented same day as any return | Form 2109; voiding email + Radius note | **RCC (FY26) §8220 (72 Hour Discharge Notice)** |
| Case Manager / Treatment Director | DN-8\. **14-Day notice:** issue only when "a Psychiatrist, licensed Psychologist, physician, LCSW or LPC has provided documentation showing that the Child consistently exhibits behavior that cannot be managed within the provider's licensed Programmatic Services"; attach the clinician documentation and cooperate with CPS on the removal plan within 14 calendar days | Upon receipt of qualifying clinician documentation | Form 2109 + clinician documentation | **RCC (FY26) §8220 (Fourteen Day Discharge Notice)** |

#### 9.4 Psychiatric Admission

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager / On-Call | DN-9\. When a physician determines the child poses a danger to self or others and the child is admitted to a psychiatric hospital, **immediately notify the CPS Caseworker** (in addition to serious-incident reporting per FC-SIR-01) | Immediately upon admission | Phone + email documented in Radius | **RCC (FY26) §8230**; §1411 |
| Case Manager | DN-10\. If Refuge House determines the child cannot return to the placement after stabilization, **email Form 2109 and the physician's documentation** to the CPS Caseworker, CPS Supervisor, and the appropriate discharge mailbox | Upon the determination | Email; copies in Radius | **RCC (FY26) §8230** |
| Case Manager | DN-11\. Verify that no non-CPS Medical Consenter requested or consented to the admission: "A Medical Consenter who is not a CPS employee may not request or consent to the admission of a Child to a psychiatric facility" — caregivers and staff are advised of this prohibition at placement and at any psychiatric-admission event | At each psychiatric-admission event | Radius note; cross-ref FC2-01.1 (medical consent) | **RCC (FY26) §8230** |

#### 9.5 Jail / Juvenile Detention and Runaway — Written Notice and Bed-Hold

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | DN-12\. **Jail/detention:** notify the CPS Caseworker and CPS Supervisor of the arrest and the child's whereabouts; the **written notification must state if Refuge House will accept the Child back into placement** upon release | Within 24 hours of detainment | Written notice; Radius | **RCC (FY26) §8231** |
| Case Manager / Foster Parents | DN-13\. **Jail/detention bed-hold (up to 14 days):** to qualify for Foster Care Maintenance Payments during the absence, document that Refuge House plans to accept the child back to the same placement, is "having frequent Face-to-Face contact with the Child on a regular basis as allowed" at the facility, and "is actively engaged in communicating with the facility care team regarding the Child's progress and discharge plan" | Throughout the absence (max 14 days) | Contact Log; Radius | **RCC (FY26) §8231** |
| Case Manager | DN-14\. **Runaway:** after the Serious Incident report to the CPS Caseworker and chain of command (FC-SIR-01; RCC §1411), notify the CPS Caseworker and CPS Supervisor **in writing**; the notice "must state if the provider will accept the Child back into placement upon return within a certain timeframe" | Following the SIR | Written notice; Radius | **RCC (FY26) §8232**; §1411 |
| Case Manager | DN-15\. **Runaway bed-hold (up to 14 days):** to qualify for payments during the absence, document that Refuge House plans to accept the child back to the same placement, that DFPS staff have provided **written approval for the appropriate time frames**, and that Refuge House "is actively engaged in efforts to locate the Child, in cooperation with the CPS Caseworker and law enforcement" | Throughout the absence (max 14 days) | Locating-effort log in Radius | **RCC (FY26) §8232**; 40 TAC §700.323 |

#### 9.6 Discharge Documentation — Form 2279 and the 15-Day Supplemental Window

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | DN-16\. Provide to the CPS Caseworker and CPS Supervisor **upon the effective date of the discharge**: "the completed Placement Summary (**Form 2279**), the Child's service plans, the Education Portfolio, and all items that belong to the Child as referenced in Form 2279" (integrates with the §5 documentation-transfer steps) | On the effective date of discharge | Form 2279 + deliverables; Radius | **RCC (FY26) §§8240–8241** |
| Case Manager | DN-17\. Provide **within 15 calendar days after the discharge**: "Discharge summary information not provided in the Placement Summary form; Education records received after the Child's discharge; and any other information or items that belong to the Child that were not provided to the Department at the time of discharge" | Within 15 calendar days after discharge | Supplemental transmittal; Radius | **RCC (FY26) §8241** |

#### 9.7 Receiving-Provider Duty (Refuge House as Receiving Contractor)

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager | DN-18\. **Within five calendar days** of Refuge House's receipt from DFPS of the Form 2085-FC authorizing the placement, send the Discharging Contractor a copy of Form 2085-FC or 2085-LR and a **written request** for: information not already received that is referenced in the Minimum Standards (26 TAC §§749.1371, 749.1373), **updates to the Education Portfolio**, and a copy of the **ECI Individual Family Service Plan (IFSP)**, if applicable | Within 5 calendar days of receiving Form 2085-FC | Written request; copy in Radius | **RCC (FY26) §8242**; 26 TAC §§749.1371, 749.1373 |
| Case Manager | DN-19\. Request, if necessary, "an opportunity … to communicate with the Discharging Contractor about the needs of the Child," and document the communication | With/after the DN-18 request | Radius | **RCC (FY26) §8242** |

#### 9.8 Transition From Substitute Care — Form 2500 and Web Access

| Who | How | When | Where | Regulatory Reference |
| :---- | :---- | :---- | :---- | :---- |
| Case Manager / Foster Parents | DN-20\. For each child 14 and older, coordinate with the CPS Caseworker to ensure the child "understand[s], and participate[s] in the development of, a plan for transitioning out of care," documented in the **CPS Transition Plan (Form 2500)** (DFPS Find a Form page); integrate with §6.1 transition steps and FC-YT-01 | Beginning at age 14; ongoing | Form 2500 participation documented in Radius | **RCC (FY26) §8300** |
| Case Manager / Foster Parents | DN-21\. Ensure the transition-age child has **access to the Transitional Living Services web page** of the DFPS public website and **the Texas Youth Connection website**, and support and facilitate "computer access required for job search activities, career research, Texas Youth Connection, and approved social media" | Ongoing for transition-age youth | Foster home; documented at monthly contacts | **RCC (FY26) §8300** |

> **Implementation guidance** *(unbuilt mechanics — being built into Pulse; until live, tracked manually by the Case Manager on the compliance calendar per DN-22):*
>
> **DN-22.** Pulse build-out for this section: a **5-day §8242 clock** started automatically on the recorded date of Form 2085-FC receipt, with reminders and supervisor escalation before expiry; a Form 2109 recipient checklist that resolves the **Regional Placement unit mailbox from the child's legal region**; a 72-hour-notice tracker that flags a return-before-expiry so the notice is voided per DN-7; a **15-calendar-day supplemental-window** tick after each discharge (DN-17); and a discharge-approver roster with a **10-day staffing-change reminder** (DN-2).

## CRITICAL REMINDERS for Enhanced Packages:

⚠️ **15 BUSINESS DAY DEADLINE**: All Enhanced Continued Stay Confirmations MUST be submitted to SSCC/DFPS within 15 business days of the 90-day review. Missing this deadline is a compliance violation.

⚠️ **BOTH SIGNATURES REQUIRED**: The Enhanced Continued Stay Confirmation Form requires BOTH Program Director AND Treatment Director signatures. One signature alone is insufficient.

⚠️ **MANDATORY AFTERCARE**: Mental Health and IDD/Autism packages require 6 months of aftercare services with twice-monthly contact. This is NOT optional.

⚠️ **CLINICAL JUSTIFICATION**: Generic statements are insufficient. Specific, measurable clinical indicators must support continued stay determinations.

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

For the **OCOK** network, Refuge House submits a **Disruption Mitigation Plan** at enrollment and operates a named **Disruption Mitigation Process**: child and caregiver contact within **1 business day** (not to exceed 72 hours) of any placement, documentation of efforts to maintain the placement over the prior **30 days** before any removal, use of the OCOK-designated **Turning Point mobile crisis** line (817) 909-1171 before any psychiatric hospital admission, and discharge notices submitted via the Texas Provider Gateway to **discharge@oc-ok.org** *(OCOK Network Management Operations Manual Rev. 7-1-2025 §3.02, p.40; §6.03, pp.152–153)*.

**SSCC-OCOK — addition end**

**SSCC-4KIDS — addition start** *(provider-specific; remove this block if the 4Kids4Families contract ends)*

For the **4Kids4Families** network, an unplanned discharge triggers a discharge staffing within **one (1) day** of Refuge House learning of the discharge *(4Kids4Families Joint Operations Manual, p.133)*.

**SSCC-4KIDS — addition end**

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

For the **Belong** network, Refuge House submits a **Disruption Mitigation Plan** to the Belong Quality Assurance & Contracts team, maintains 24/7/365 crisis response, and submits the DFPS Residential Child Care Discharge Notice to **dischargebelong@sjrctexas.org** and the DFPS caseworker *(Belong Stage I & II Provider Manual, p.14; pp.14–15)*.

**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 the **SFCS** network, Refuge House maintains a named **Disruption Mitigation Process** to review and evaluate alternatives to potential disruptions, documents efforts to maintain the placement over the prior **30 days** before a removal, and provides 24/7/365 crisis support *(SFCS Placement Provider Manual, July 2020 §§2.11.3, 2.12, p.21)*.

**SSCC-STFRANCIS — addition end**

## REGULATORY REFERENCES:

- T3C Blueprint: Pages 47-55, T3C Basic Foster Family Home Support Services
- T3C Blueprint: Pages 71, T3C Treatment Foster Family Care Support Services
- T3C Blueprint: Pages 76-86, Mental & Behavioral Health Support Services
- T3C Blueprint: Pages 124-135, IDD/Autism Spectrum Disorder Support Services
- T3C Blueprint: Pages 148-154, Transition Support Services for Youth & Young Adults
- T3C Blueprint: Pages 154-158, Kinship Caregiver Support Services
- T3C Blueprint: Pages 158-164, Pregnant & Parenting Youth or Young Adult Support Services
- TAC §749.665 (Child-Care Administrator Responsibilities)
- TAC §749.673 (Treatment Director Responsibilities)
- TAC §749.1133 (Admission Assessment Requirements)
- TAC §749.1371, §749.1373 (Discharge documentation; information and medical/health records provided to the next placement)
- TAC §749.2605 (Reasonable and Prudent Parent Standard — Normalcy)
- TAC §749.1301 (Service Plan Development)
- TAC §749.1309 (Service Plan Requirements)
- TAC §749.1335 (Service Plan Reviews)
- TAC §749.1361 (Discharge/Transfer Planning)
- TAC §749.1363 (Discharge/Transfer Documentation)
- TAC §749.1371 (Emergency Discharge/Transfer Requirements)
- TAC §749.503 (Operational Records)
- DFPS 24-Hour RCC Requirements (FY26): §7000 (transfer); §8000 (discharge-approver designation); §8200 (Form 2109; Regional Placement unit; intra-agency moves); §8220 (notice types incl. 72-hour and 14-day); §8230 (psychiatric admission); §§8231–8232 (jail/runaway); §§8240–8242 (Form 2279; 15-day supplemental window; receiving-provider 5-day request); §8250 (information transfer); §§8300–8500 (transition/Form 2500, NYTD, EFC) — see §9
- **SSCC — 2INgage Provider Manual (Rev. 1.2026): §4 Placement Stability/Discharge (pp.21–23, Disruption Mitigation Process, 1-business-day contact, 30-day pre-removal documentation, cmd@2ingage.org notice, TPG Disruption/Discharge Form, due-diligence exhaustion); §5 Tier Rating (p.26, Disruption Mitigation Plan / ECAP reassessment / exceptional-care funding)** — see §3 Disruption Mitigation Process
- Other SSCC manuals (OCOK, SFCS, Belong, EMPOWER, 4Kids4Families): apply the stricter requirement where one controls

**SSCC alignment (FY-26):** Reviewed against the 2INgage Provider Manual Rev. 1.2026; aligned — 2INgage provider-specific provisions were captured in the prior reconciliation pass; no further changes required. 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 — aligned (parallel template to 2INgage); EMPOWER provider-specific provisions captured in the EMPOWER pass; no additional changes required. 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 — §3.02 (p.40 plan); §6.03 (pp.152–153 disruption mitigation/discharge). 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 — Manual p.133 (1-day unplanned-discharge staffing). 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.14 Disruption Mitigation Plan; pp.14–15 discharge. 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 §2.12 (Disruption Mitigation Process); §2.11.3. Confirm against the current SFCS provider manual. Cross-reference: FC-CQI-01 Continuous Quality Improvement Policy; FY-26 SSCC variance matrix.

## FORMS/ATTACHMENTS:

### Core Forms (All Packages):

- Discharge Summary Form
- Discharge Checklist
- Discharge Notification Form
- **Form 2109 Discharge Notice** (DFPS — RCC FY26 §§8200, 8220; see §9.2–9.3)
- **Form 2279 Placement Summary** (DFPS — RCC FY26 §8241; see §9.6)
- **Form 2500 CPS Transition Plan** (DFPS — RCC FY26 §8300; see §9.8)
- Clothing and Personal Items Inventory
- Service Plan T3C Supplement Form (includes Continued Stay Evaluation)
- TBRI Transition Support Guide \- Professional Staff Version (FC14-03A)
- TBRI Transition Support Guide \- Foster Parent Version (FC14-03B)
- Admission Assessment Form (available at previewforms.refugehouse.org)

### Package-Specific Requirements:

**Mental & Behavioral Health Support Services:**

- Enhanced Continued Stay Confirmation Form (REQUIRED per T3C Blueprint p.85 \- available at previewforms.refugehouse.org)
- Aftercare Services Plan (REQUIRED per T3C Blueprint p.86 \- available at previewforms.refugehouse.org)
- Contact Documentation Form (for aftercare contacts \- available at previewforms.refugehouse.org)
- Aftercare Service Refusal Form (if applicable \- available at previewforms.refugehouse.org)

**IDD/Autism Spectrum Disorder Support Services:**

- Enhanced Continued Stay Confirmation Form (REQUIRED per T3C Blueprint p.133-134 \- available at previewforms.refugehouse.org)
- Aftercare Services Plan (REQUIRED per T3C Blueprint p.134-135 \- available at previewforms.refugehouse.org)
- Contact Documentation Form (for aftercare contacts \- available at previewforms.refugehouse.org)
- Aftercare Service Refusal Form (if applicable \- available at previewforms.refugehouse.org)

**Substance Use Support Services:**

- Recovery Support Transfer Summary Template
- Recovery Environment Assessment Checklist
- Relapse Prevention Plan Transfer Document
- Community Recovery Resource Connection Log
- Aftercare Services Plan (REQUIRED \- available at previewforms.refugehouse.org)
- Contact Documentation Form (for aftercare contacts \- available at previewforms.refugehouse.org)

**Short-Term Assessment Support Services:**

- Service Package Recommendation Form
- Assessment Transition Summary Template
- Assessment Documentation Transfer Checklist
- Extension Request and Justification Form

**T3C Treatment Foster Family Care:**

- Aftercare Services Plan (REQUIRED per T3C Blueprint p.71 \- available at previewforms.refugehouse.org)
- Contact Documentation Form (for aftercare contacts \- available at previewforms.refugehouse.org)
- Aftercare Service Refusal Form (if applicable \- available at previewforms.refugehouse.org)
- Step-Down Readiness Assessment (60-Day Review)
- Step-Down Planning Worksheet
- Treatment Transfer Package Checklist
- Behavioral Intervention Transfer Guide Template
- 365-Day Compliance Tracking Log

**Kinship Caregiver Support Services:**

- Kinship Transition Resource Summary Template
- Benefits Status Transfer Checklist
- Community Resource Referral Log (Kinship)

**Pregnant & Parenting Youth Support Services:**

- Parenting Transition Summary Template
- Dual-Focus Discharge Planning Checklist (Youth and Child)
- ECI Transition Documentation
- Receiving Placement Parenting Environment Verification Checklist
- Home Visiting Program Referral/Transfer Form

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*This procedure document operationalizes the principles established in the corresponding 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.*


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## IMPLEMENTATION GUIDANCE

> Guidance for operationalizing the following enhancement(s), including build-out in Pulse. Recovered from the prior T3C Basic procedure draft (6/2025); align to the T3C Blueprint (April 2026).

### IG · Therapeutic discharge-transition mechanics
Begin a gradual TBRI®-informed discharge transition **90 days before anticipated discharge** (graduated transitions, a transition object, and life-book development), and complete a continuity-of-care handoff **30 days before discharge**. *(Source: recovered T3C Basic procedure draft.)*