1023-5         DISCOVERY SERVICES REFERRAL

The DSC Discovery Services Coordinator is responsible as the single Point of Contact (POC) for processing and responding to all Discovery service inquiries, consults, and referrals; statewide, across all regions. The Discovery Services Coordinator (DSC) will make determinations to approve or deny all Discovery services referrals/requests.  If CM Case Managers or any agency representative has questions regarding the continuum of Discovery services, the referral criteria or determinations made, they must be directed to the DSC Discovery Services Coordinator.

Note:

After FF Families First client identification, the Discovery referral process must be expedited to reduce the chance of change in the FF Families First client and family’s status, to maintain the client’s interest and to move the Discovery process forward in a timely manner.

Time line for Discovery Services Referral Steps:

Week 1 – Work Services CM Case Manager and POC Point of Contact process referral and submit to the DSC Discovery Services Coordinator.

Week 2 – The DSC Discovery Services Coordinator processes Discovery services referral and makes referral determination.

Week 3 – The DSC Discovery Services Coordinator assigns a DS Discovery Specialist to work with the referred FF Families First client and the DS Discovery Specialist makes initial contact with both the CM Case Manager and the client.

1023-5 A.   Complete Discovery Services Referral Checklist

After the CM Case Manager has identified a client as appropriate for Discovery services referral, the CM Case Manager  is required to complete the Discovery Services Referral Checklist. The form must be submitted the same day to the CM s designated Regional Point of Contact (POC).

Note:

The CM Case Manager  must document completion and submission of the Checklist form to the POC Point of Contact as a CLNO Client Notes  in CMS Case Management System . Date on the completed Checklist must match CLNO Client Notes  entry date.

1023-5 B.   Submission of Discovery Referral Documents  

The POC Point of Contact sends the Checklist within 5 business days of the date on the Checklist per the DSC Discovery Services Coordinator’s direction for sending confidential information.

Note:

The POC Point of Contact  documents the date the Checklist form is sent to the DSC Discovery Services Coordinator as a CLNO Client Notes  in CMS Case Management System .

1023-5 C.   Referral Review

The DSC Discovery Services Coordinator  will review the Checklist form as well as CMS Case Management System  documentation. Incomplete referrals (inadequate documentation) or referrals that do not meet referral criteria may be denied. If denied, the referral may be resubmitted as a re-referral, reflecting the new referral date. FF Families First  clients may only be re-referred to Discovery twice each year during their ATAP Alaska Temporary Assistance Program  eligibility period.

Note:

Regional POC Point of Contacts and the DSC Discovery Services Coordinator may communicate at any point to discuss a Discovery services referral in order to provide clarification as necessary. New referrals will be assigned to Discovery Specialists based on availability and caseloads. Some FF Families First clients may be placed on wait lists. All communications between a POC Point of Contact, or CM Case Manager and the DSC Discovery Services Coordinator will be summarized in brief CLNO Client Notess in CMS Case Management System by the DSC Discovery Services Coordinator.

1023-5 D.   Referral Determination

The DSC Discovery Services Coordinator will make a determination of Discovery referral approval or denial within 5 business days following receipt of the Checklist form.

Note:

The DSC Discovery Services Coordinator will document the determination as a CLNO Client Notes in CMS Case Management System and send an e-mail alert to the CM Case Manager and POC Point of Contact.

1023-5 E.   Assignment of the Discovery Specialist

If approved, the DSC Discovery Services Coordinator  will contact the POC Point of Contact  and CM Case Manager  via e-mail to document the determination decision. If the Discovery referral is approved, a DS Discovery Specialist will be assigned within 2 days of the determination date. After a Discovery approval the CM must arrange to meet with the client by his/her next scheduled appointment or within 30 days to recommend incorporation of Discovery as a work activity in the FF Families First client’s FSSP Family Self Sufficiency Plan or IFSSP Informed Family Self Sufficiency Plan. The CM must alert the DSC of the client’s agreement to include Discovery services as part of the FSSP or IFSSP.

Note:

The DSC Discovery Services Coordinator will document the DS Discovery Specialist assignment as a CLNO Client Notes in CMS Case Management System the same day of assignment. The CM Case Manager must document contact with the FF Families First client to inform him/her of the Discovery approval and DS Discovery Specialist assignment as a CLNO Client Notes in CMS Case Management System.

1023-5 F.   Managing Wait lists

If no DS Discovery Specialist is available at the time of referral approval, the DSC Discovery Services Coordinator will maintain a wait list and keep the CM Case Manager abreast of the status of service access using bi-weekly CLNO Client Notes entries in CMS Case Management System.

Note:

If the FF Families First client’s circumstances or participation jeopardizes their movement through Discovery services, the services may be discontinued. Situations that jeopardize Discovery service participation will be documented by the DSC Discovery Services Coordinator and collaboratively discussed between the DS Discovery Specialist, the FF Families First client and the CM Case Manager. Final decisions to terminate Discovery services will be made by the DSC Discovery Services Coordinator on  a case-by-case basis given the unique circumstances of each client/family.