WHO IS ACCREDITED?

Private Organization Accreditation

HeartShare assist individuals with developmental disabilities through education, day, residential and recreation programs, case management, and health services, and provides foster care/adoption services, counseling, after school and energy assistance programs, and programs for people with HIV/AIDS.
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ORGANIZATION TESTIMONIAL

The Village for Families & Children, Inc.

Galo A. Rodriguez, M.P.H., President & CEO

COA Peer Reviewers demonstrated their expertise through their knowledge of COA standards as well as experience in the behavioral health field. In addition, COA’s seminars and tools were very helpful in guiding us through the accreditation process.
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Purpose

Residential Treatment Services provide individualized therapeutic interventions and a range of services, including education for residents to increase productive and pro-social behavior, improve functioning and well-being, and return to a stable living arrangement in the community.

RTX 20: Case Closing

Case closing is a planned, orderly process.

Rating Indicators
1
All elements or requirements outlined in the standard are evident in practice, as indicated by full implementation of the practices outlined in the Practice standards.
2
Practices are basically sound but there is room for improvement, as noted in the ratings for the Practice standards; e.g.,   
  • Minor inconsistencies and not yet fully developed practices are noted, however, these do not significantly impact service quality; or
  • Procedures need strengthening; or
  • With few exceptions procedures are understood by staff and are being used; or
  • Proper documentation is the norm and any issues with individual staff members are being addressed through performance evaluations (HR 6.02) and training (TS 2.03); or
  • In a few instances the organization terminated services inappropriately; or
  • Active client participation occurs to a considerable extent; or
  • A formal case closing summary and assessment is not consistently provided to the public authority per the requirements of the standard.
3
Practice requires significant improvement, as noted in the ratings for the Practice standards. Service quality or program functioning may be compromised; e.g.,
  • Procedures and/or case record documentation need significant strengthening; or
  • Procedures are not well-understood or used appropriately; or
  • Services are routinely terminated inappropriately; or
  • A formal case closing summary and assessment is seldom provided to the public authority per the requirements of the standard.; or
  • A number of client records are missing important information; or
  • Client participation is inconsistent; or
  • One of the Fundamental Practice Standards received a rating of 3 or 4.
4
Implementation of the standard is minimal or there is no evidence of implementation at all, as noted in the ratings for the Practice standards; e.g.,
  • No written procedures, or procedures are clearly inadequate or not being used; or
  • Documentation is routinely incomplete and/or missing; or  
  • Two or more Fundamental Practice Standards received a rating of 3 or 4.

Table of Evidence

Self-Study Evidence On-Site Evidence On-Site Activities
    • Case closing procedures
    • Procedures for determination of responsibility when third-party payments or benefits end
    • Review contract with public authority, as applicable
    • Interview:
      1. Program director
      2. Relevant personnel
      3. Residents
    • Review case records

  • RTX 20.01

    Planning for case closing:
    1. is clearly defined and includes assignment of staff responsibility;
    2. begins at intake; and
    3. involves the worker, the resident, a parent or legal guardian, and others, as appropriate.


  • RTX 20.02

    When an individual or family is asked to leave the program the organization makes every effort to ensure the resident is referred to appropriate services.


  • RTX 20.03

    Upon case closing, the organization notifies any collaborating service providers, including the courts, as appropriate.


  • RTX 20.04

    When a resident’s third-party benefits or payments end, the organization determines its responsibility to provide services until appropriate arrangements are made and, if termination or withdrawal of service is probable due to non-payment, the organization works with the person or family to identify other service options.

    Interpretation: The organization must determine on a case-by-case basis its responsibility to continue providing services to persons whose third-party benefits have ended and who are in critical situations.

    NA The organization does not receive third-party benefits or payments for service.


  • RTX 20.05

    When the organization has a contract with a public authority that does not include aftercare planning or follow-up, the organization:
    1. conducts a formal termination-of-service evaluation and assessment of unmet needs; and
    2. informs the public body of the findings, in writing, as appropriate to the contract and with the permission of the resident or his or her legal guardian.

    NA The organization does not have a relevant contract with a public authority.

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