HomeMy WebLinkAboutInterdepartmental HCPCFC Agreement.pdf
COUNTY OF FRESNO
Fresno, CA
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INTERDEPARTMENTAL AGREEMENT
THIS INTERDEPARTMENTAL AGREEMENT is made and entered into this 1st day of July,
2021, by and between the FRESNO COUNTY DEPARTMENT OF SOCIAL SERVICES, hereinafter
referred to as “DSS”, the DEPARTMENT OF PUBLIC HEALTH, hereinafter referred to as “DPH’, and
the PROBATION DEPARTMENT, hereinafter referred to as “PROBATION”, all separate departments
of the COUNTY OF FRESNO.
W I T N E S S E T H:
WHEREAS, DSS, DPH, and PROBATION have a need for continued coordination of a Health
Care Program for Children in Foster Care (HCPCFC); and
WHEREAS, DSS, DPH, and PROBATION are willing and able to coordinate and plan health
care needs for children in foster care; and
WHEREAS, DPH has the personnel skilled in the provision of such services.
NOW, THEREFORE, in consideration of their mutual covenants and conditions, the parties
hereto agree as follows:
1. SERVICES
A. DSS, DPH, and PROBATION agree to provide all services as specified in this
Agreement and as set forth in Exhibit A, “Summary of Services,” attached hereto and by this reference
incorporated herein and made part of this Agreement.
B. All services provided by DPH to DSS and PROBATION are auditable based on
State and Federal regulations.
C. DPH shall provide all agreed-upon services in accordance with Welfare and
Institutions Code Section 16501.3, and Department of Health Care Services Child Health and
Disability Prevention Program letters, incorporated herein by reference.
D. DSS, DPH, and PROBATION agree to comply with DPH’s HCPCFC Protected
Health Information (PHI) and Minor Consent Policy and Procedure Guide (attached hereto as Exhibit B
and incorporated herein by this reference) regarding minor consent and confidentiality, and the State
and Federal laws on same, in providing/receiving services as part of this Agreement.
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COUNTY OF FRESNO
Fresno, CA
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2. TERM
This Interdepartmental Agreement shall be effective as of the 1st day of July 2021 and
shall terminate on the 30th day of June 2026.
3. TERMINATION
This Agreement may be terminated by either party upon the giving of sixty (60) days
advance written notice of an intention to terminate. However, termination of this Agreement shall not
affect any active cases pursuant to this Agreement, which shall be handled to their conclusion by
DPH.
4. COMPENSATION
DSS, DPH, and PROBATION shall perform the services pursuant to the terms of this
Agreement without any monetary consideration, one to the others.
5. MODIFICATION
Any matters of this Agreement may be modified from time to time by the written consent
of all the parties without, in any way, affecting the remainder.
6. NON-ASSIGNMENT
No party shall assign, transfer, or subcontract this Agreement nor their rights or duties
under this Agreement without the prior written consent of the other party.
7. CONFIDENTIALITY and MEDI-CAL PRIVACY
All services performed by DSS, DPH, and PROBATION under this Agreement shall be
in strict conformance with all applicable Federal, State, and/or local laws and regulations relating to
confidentiality including, but not limited to: California Welfare and Institutions Code Sections 10850
and 14100.2; California Department of Social Services (CDSS) Manual of Policies and Procedures,
Division 19-0000; and California Department of Health Care Services (DHCS) Medi-Cal Eligibility
Procedures Manual, Section 2H. In addition, all services performed by DSS, DPH, and PROBATION
under this Agreement shall also be in conformance with the Medi-Cal Data Privacy and Security
Agreement between DHCS and the County of Fresno (hereinafter referred to as the “Medi-Cal Data
Agreement”) that is then in effect, which is by this reference incorporated herein. The current Medi-
Cal Data Agreement is available upon request and can be viewed at
COUNTY OF FRESNO
Fresno, CA
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http://www.fresnocountyca.gov/MediCalPrivacy. The purpose of this section is to assure that all
application and records concerning HCPCFC recipients shall be kept confidential and shall not be
opened to examination, publicized, disclosed, or used for any purpose not directly connected with the
administration of HCPCFC. DSS, DPH, and PROBATION shall inform all employees, agents, officers
and subcontractors of this provision, and that any person knowingly and intentionally violating this
provision is guilty of a misdemeanor.
8. RECORDS
Upon request, DPH shall furnish DSS and PROBATION such statements, records,
data, and information for services provided under this Agreement, and shall provide DSS and
PROBATION with access to said records for audit purposes. Furthermore, DPH shall retain said
records for a minimum of five (5) years following the expiration of this Agreement. In the event of any
outstanding State of California or Federal audits or exceptions, DPH agrees to retain its records until
such audits and exceptions are finalized.
9. COMPLIANCE WITH APPLICABLE LAWS AND REGULATIONS
DSS, DPH, and PROBATION, their officers, consultants, subcontractors, agents, and
employees shall comply with all applicable State, Federal, and local laws and regulations governing
projects that utilize Federal Funds and pertaining to minor consent and confidentiality (as outlined in
Exhibit B).
10. NON-DISCRIMINATION
During the performance of this Agreement, DSS, DPH, and PROBATION shall not
unlawfully discriminate against any employee or applicant for employment, or recipient of services,
because of race, religious creed, color, national origin, ancestry, physical disability, mental disability,
medical condition, genetic information, marital status, sex, gender, gender identity, gender expression,
age, sexual orientation, or military or veteran status pursuant to all applicable State of California and
Federal statutes and regulations.
11. RELATIONSHIP OF PARTIES
It is understood that this is an Interdepartmental Agreement by and between three (3)
separate departments of the County of Fresno and is not intended to and shall not be construed to
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Fresno, CA
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create a relationship of agent, servant, employee, partnership, joint venture or association; nor shall
DSS and PROBATION be construed to be a part of DPH’s healthcare component with respect to
DPH’s implementation of the Health Insurance Portability and Accountability Act (HIPAA).
12. ENTIRE AGREEMENT
This Agreement, including all Exhibits, constitutes the entire Interdepartmental
Agreement between DSS, DPH, and PROBATION with respect to the subject matter hereof, and
supersedes all previous agreements, negotiations, proposals, commitments, writings, advertisements,
publications, and understandings of any nature whatsoever unless expressly included in this
Interdepartmental Agreement.
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Exhibit A
SUMMARY OF SERVICES
ORGANIZATIONS: Department of Social Services (DSS), Department of Public Health (DPH),
and Probation Department (Probation)
SERVICE: Health Care Program for Children in Foster Care
CONTRACT PERIOD: July 1, 2021 – June 30, 2026
CONTRACT AMOUNT: None
DPH Child Health and Disability Prevention (CHDP) Program staff will work with DSS Child Welfare and
Probation Department staff to administer the Health Care Program for Children in Foster Care (HCPCFC).
HCPCFC Public Health Nurses (PHNs) will coordinate with DSS Social Workers and Probation Officers to
ensure children in out-of-home placement are provided timely healthcare services appropriate to age
and health status.
HCPCFC PHNs will be housed at DSS and Probation facilities as mutually determined by the DPH
Supervising Public Health Nurse (SPHN) and DSS/Probation staff, with adequate workspace and storage
space for Protected Health Information provided for PHNs assigned to HCPCFC by the SPHN. The
following pages delineate each department’s responsibilities in the administration of this
Interdepartmental HCPCFC Agreement.
Exhibit A
DEPARTMENT RESPONSIBILITIES
Service
Provided
Department of
Public Health
Department of
Social Services/
Probation Department
PHNs will obtain completed form
JV-225 (Sample Attached) from
Social Workers/DPOs and record
necessary information into CWS
Program.
Social Workers/DPOs will provide
form JV-225 to parent or
guardian of the child to complete
and collect for CWS records --
prior to or shortly after the child
has been removed from the
residence.
PHNs will participate in CWS Staff
meetings for review of health-
related issues for targeted
children, as time allows and with
reasonable advance notice.
Social Workers/DPOs will
collaborate with PHNs to develop
a health plan that identifies the
healthcare needs and service
priorities for each child, as
appropriate.
Health Care Planning and
Coordination
PHNs will interpret healthcare
reports for Social Workers,
Probation Officers, and CWS
staff.
Social Workers/DPOs or
designees will incorporate health
plan into the child’s case record.
PHNs will assist with
development of healthcare plans
for foster children and assist DSS
staff in expediting timely referrals
for medical and dental health
services, as appropriate.
Social Workers/DPOs will compile
and provide healthcare
documentation to the court
when necessary to support the
request for healthcare services.
PHNs will assist Social Workers in
obtaining additional services
necessary to educate and/or
support care providers in serving
children with special healthcare
needs.
Social Workers/DPOs will
collaborate to complete and
maintain the child’s Health and
Education Passport (HEP) or its
equivalent and provide a copy of
the HEP to the care provider.
PHNs will participate in three Child
Focus Team reviews for all children
ages 0-18 as they enter care to
identify needs, share medical
information, and link to resources.
Social Workers/DPOs will make
all child welfare decisions. PHNs
will determine healthcare needs
only.
Exhibit A
Service
Provided
Department of
Public Health
Department of
Social Services/
Probation Department
Reviews are completed at intake,
60 days, and 6 months.
PHNs will work with youth in
foster care who are pregnant
and/or parenting or participating
in activities that put them at high
risk for pregnancy or sexually
transmitted diseases.
Social Workers/DPOs may
request PHN accompaniment
when conducting in-home visits
for medically at-risk children.
Health Care Planning and
Coordination (Continued)
PHNs will assist CWS staff in
obtaining medical and dental
records to determine the child’s
healthcare needs and
recommend appropriate referrals
for needed healthcare services.
PHNs may accompany CWS staff
to conduct in-home visits for
medically at-risk children.
Social Workers/DPOs will consult
with PHNs to assess the
suitability of the child’s existing
living situation and/or out-of-
home placement in relation to
the healthcare needs of the child.
The role of PHNs during home
visits may include:
Social Workers/DPOs will
collaborate with PHNs and foster
care provider to develop a
tracking system and follow up on
changes in the healthcare status
of the child, service needs,
effectiveness of services
provided, etc.
1. Obtaining medical history
from parents, including
primary care MD and any
medical specialists.
Social Workers/DPOs will review
child’s health plan with PHNs as
needed. Relevant information
will be incorporated into HEPs
and court reports.
Exhibit A
Service
Provided
Department of
Public Health
Department of
Social Services/
Probation Department
2. Review of medications,
nutrition, durable
medical equipment
utilized, and medical and
dental appointments.
3. Assist CWS staff with
scheduling of
appointments, accessing
resources, and
prioritizing healthcare
needs.
Health Care Planning and
Coordination (Continued)
4. Education in medication
compliance, basic
healthcare needs (i.e.,
infant care, formula
preparation, SIDS, car
seat safety, lice, anemia,
child safety, etc.), and
available health-related
community resources.
PHNs will determine the
healthcare needs of children and
will defer all child welfare-related
decisions (i.e., WIC 300 hold,
Protective Custody Warrant,
placement, etc.) to CWS staff.
PHNs will follow up on referrals
from CHDP PM 160 or equivalent
and document accordingly.
PHNs will collaborate with Social
Workers, biological parents, care
providers and healthcare
providers, at the request of the
CWS Case Manager, to
Exhibit A
Service
Provided
Department of
Public Health
Department of
Social Services/
Probation Department
coordinate healthcare needs of
the child.
Health Care Planning and
Coordination (Continued)
PHNs will assist Social Workers in
assessing the suitability of foster
care placement relevant to the
healthcare needs of the child.
PHNs will review health plans
with appropriate CWS staff, as
needed.
PHNs will document their
activities in the CWS Case
Management System.
Youth Transition from
Dependency
PHNs will assist Social Workers
and youth leaving dependency
regarding available options for
healthcare coverage and
community resources to meet
healthcare needs upon
emancipation, as appropriate.
CWS/Probation staff will
collaborate with PHNs to assure
youth leaving
dependency/delinquency are
aware of and connected to
resources for independent living.
Training/Orientation
PHNs will provide training to CWS
staff and Care Providers on a
quarterly basis, beginning February
2022. Training may be conducted
via webinar or in-person. Topics
may include SIDS, Abusive Head
Trauma, health promotion,
asthma, and other relevant topics.
CWS/Probation staff will provide
input to PHNs in developing
training curriculum for healthcare
needs of children in CWS.
Exhibit A
Service
Provided
Department of
Public Health
Department of
Social Services/
Probation Department
PHNs will educate, upon request,
CWS staff, POs, care providers,
and others regarding healthcare
needs of targeted children,
including those entering or at risk
of entering foster care and youth
who are pregnant or parenting.
CWS/Probation staff will
collaborate with PHNs in
educating juvenile court staff,
foster care providers, and others
regarding the healthcare needs of
children in CWS.
Training/Orientation
(Continued)
Note: Due to liability, PHNs are
unable to train others on the use
of Durable Medical Equipment
(DME), e.g., feeding tubes.
Training on the use of DME must
be arranged with prescribing
physician(s).
CWS/Probation staff will provide
overview of the child welfare
system, court system, and other
applicable training to ensure
PHNs have a clear understanding
and sufficient knowledge of child
welfare and community systems.
CWS staff will facilitate PHN
access to the CWS Case
Management System and provide
training in its use.
Recruitment/Staffing
DPH shall provide/recruit
sufficient PHNs to staff the four
(4) FTE PHN positions associated
with this agreement.
Upon request, CWS/Probation
staff will participate in PHN
recruitment efforts and provide
feedback, as appropriate.
Exhibit A
Exhibit A
Exhibit A
Exhibit A
Exhibit A