Ky.gov
Effective: 4/15/2024

12.30 Supplemental Services Expenses

Legal Authority

Introduction

​​​​​​​​​​​​​​​​​​​​​Supplemental reimbursement is available, to the extent funds are available, for extraordinary care the foster/adoptive home parents provide to a child with exceptional needs that is in the custody of the Cabinet for Health and Family Services (CHFS/Cabinet). These funds are available to cover additional expenses associated with provisions of extraordinary care. 

The supplemental reimbursement may be made available for six (6) month intervals. To be eligible, a child:

  • Has community resources to meet their treatment needs; 
  • Requires services consistent with Level III care as established by 922 KAR 1:360; 
  • Has a serious emotional disability; 
  • Is designated as medically complex by the Cabinet; or
  • Has dual involvement with the Department of Juvenile Justice (DJJ). 

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Practice Guidance

  • The Memorandum of Justification contains detailed descriptions of:
    • The child's needs, including but not limited to therapeutic, educational, familial, and medical; and
    • Supplemental services needed by the family to provide care for the child.  
  • As part of the process, the foster/adoptive home parent agrees to document services provided to the child for the length of the supplement reimbursement. 


Procedure

​The SSW: 

  1. Participates in a consultation initiated by regional staff to assess the child’s exceptional needs and the foster home’s desire for additional support and services.;
  2. Completes a memorandum of justification; 
  3. Completes a DPP-111B High Risk Supplement Assessment, and attaches:
    1. The Memorandum of Justification; and
    2. Copy of the level of care (LOC); 
  4. Submits the DPP-111B and all the attachments to the SRA for review;
  5. Notifies the foster/adoptive parent if the SRA approves the request for a service supplement;
  6. Completes a new DPP-111A Foster Home Contract Supplement that includes the supplemental service reimbursement outlined in SOP 12.24 Per Diem Rates (Including Specialized Foster Care)​ for a period of six (6) months for signature by the foster/adoptive parent(s) and forwards a copy of the signed DPP-111A and DPP-111B to the:
    1. Billing specialist; and
    2. Child benefits worker (CBW).
  7. Completes the following tasks after six (6) months:
    1. Completes a new DPP-111A-Foster Home Contract Supplement to remove the approved service supplement; or
    2. At the request SSW or the foster/adoptive home parents, the SSW may re-assess the child by following the procedures in this SOP for an additional six (6) month period; 1
  8. Reviews the foster/adoptive home’s monthly logs of the child's extraordinary care upon each monthly visit to the home;
  9. Uploads all paperwork in the foster/adoptive home's TWIST case;
  10. Ceases reimbursement to the child's previous foster/adoptive home if a child deemed eligible for the service supplement is relocated to another foster/adoptive home or out-of-home care placement; 2 
  11. Sends a written notification to the foster/adoptive parent if the SRA denies the request for a service supplement. 

The SRA: 

  1. Reviews the DPP-111B and all material attached and makes one of the following determinations:
    1. Approves the service supplement;
    2. Denies the service supplement; or
    3. Requests additional information and request re-submission.



​Footnotes

  1. ​​​​Extensions to a service supplement may be granted in six (6) month intervals thereafter by following the procedures in this SOP.
  2. The new foster/adoptive home or SSW may request a service supplement for this child by following the procedures in this SOP.

Documents

Revisions

​4/15/24 Addition: 

  • A child with a serious emotional disability; or 
  • Is designated as medically complex by the Cabinet; or
  • Dual involvement with the Department of Juvenile Justice (DJJ). 
Copy of the level of care (LOC)

  1. A consultation initiated by regional staff is held to assess the child’s exceptional needs and the foster home’s desire for additional support and services.​In cooperation with regional management, holds a family team meeting, to develop a Memorandum of Justification; 
​​6.  Develops an addendum to the case plan that includes specific services and timeframes for completion to meet the needs of the child receiving the service supplement;​

7.  Completes a new DPP-111A Foster Home Contract Supplement that includes the supplemental service reimbursement per diem rate outlined in SOP 12.24 Per Diem Rates of​ $68.00 per day for a period of six (6) months for signature by the foster/adoptive parent(s) and forwards a copy of the signed DPP-111A and DPP-111B to the:
​
10.  Uploads files all paperwork in the foster/adoptive home's TWIST case file;​


Delete: ​

  • Requires services consistent with Level IV or Level V  Level III care as established by 922 KAR 1:360; and
  • Is designated as a medically complex, specialized medically complex, or care plus.​
  • Foster/adoptive home parents, type of foster/adoptive home, training, employment, child care, record keeping, etc.;
  • Case plan details;
  • Supplemental service needs description, including but limited to information on transportation, education, house care/maintenance, family care, psychological care, birth parents and siblings, etc.
  • ​

Footnotes

3.  Another request for a service supplement may not be requested until six (6) months after the date of denial.  If the foster/adoptive home parent disagrees with the denial, a Service Complaint may be filed as described in SOP 30.3 Service Complaints. 

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