12.16 Special Services

Georgia State Seal

Georgia Division of Family and Children Services
Child Welfare Policy Manual

Chapter:

(12) Adoption Assistance

Policy Title:

Special Services

Policy Number:

12.16

Previous Policy Number(s):

N/A

Effective Date:

September 2015

Manual Transmittal:

2015-08

Codes/References

N/A

Requirements

The Division of Family and Children Services (DFCS) will:

  1. Use Special Services Adoption Assistance to provide time-limited or one-time-only funding for a needed service when no other family or community resource is available.

  2. Submit all requests for Special Services Adoption Assistance to the Social Services Administration Unit (SSAU) for approval.

    Approval is contingent upon the availability of funds and the appropriateness of the request.

  3. Relate the Special Services Adoption Assistance to the special needs of a child. If a child receives adoption assistance specialized rate, it must be documented that the specialized rate does not meet the child’s needs before a request for special services may be considered.

  4. Consider Special Services Adoption Assistance benefits for a child who:

    1. Was in the permanent custody of the DFCS at the time of being placed on adoptive status or transferred from DFCS custody into the permanent custody of an individual for the purpose of adoption; and

    2. Is under 18 years of age; and

    3. Is currently receiving Adoption Assistance payments.

  5. Consider the financial ability of the adoptive family to meet the specific need of a child before approving Special Services Adoption Assistance.

  6. Consider Special Services Adoption Assistance for, but are not limited to, the following:

    1. Medical (UAS 512 Entitlement Code 58a);

    2. Therapy/Counseling (UAS 512 Entitlement Code 58b);

    3. Dental/Orthodontics (UAS 512 Entitlement Code 58c);

    4. Respite (UAS 512 Entitlement Code 60); and

    5. Other (UAS Code 512 Entitlement Code 58d).

  7. Approve Special Services for a 12-month period, not to exceed the approval amount.

  8. Do not use Title IV-E funds to pay for Special Services Adoption Assistance.

A waiver for other services related to the child’s special needs (e.g., wheelchairs and other special medical equipment) may be considered with appropriate documentation following consultation with the appropriate Adoption Assistance Consultant. All waivers will be reviewed and approved by the SSAU Director.

Procedures

Social Services Case Manager

  1. Prepare a Special Services Adoption Assistance application package. This includes:

    1. Special Services Request Form (to be completed by the adoptive parents, SSCM or Regional Post Adoption Manager (PAD) in consultation with the parents) that contains the following:

      1. Child’s name and date of birth;

      2. Name of the parent(s);

      3. Explanation of the type of Special Service being requested;

      4. Description of the special needs of the child and its impact on the child’s health and well-being;

      5. Explanation of how the requested Special Service funds will help the family meet the child’s needs;

      6. Description of the family’s efforts to locate other family or community resources;

      7. Evaluation of the family’s medical/dental insurance and whether it is able to cover any portion of the cost of the required treatment. (not applicable for Respite);

      8. Explanation from families receiving a Specialized Adoption Assistance rate as to why their higher rate is not able to cover the cost of respite or other special service request.

    2. Required Attachments (to be gathered and provided by the adoptive parent):

      1. Documentation by a licensed treatment provider that the special service is necessary. Documentation must include the type of treatment recommended, length of treatment/service, approximate cost, and whether Medicaid or any other insurance is able to cover any portion of the cost.

      2. For respite only, documentation of the child’s special needs and the circumstances requiring respite.

      3. Documentation of the family’s current average monthly income and outflow of financial resources on the Financial Statement for Resource Parenting form.

      4. Documentation of the adoptive family’s efforts to locate community resources such as a written statement from the family regarding their need for Special Services Adoption Assistance and their efforts to find other resources. This should include a list of resources that have been contacted and any denials for the services being sought from other resources.

  2. Submit the Special Services Adoption Assistance application package to the SSAU for approval via Georgia SHINES.

    1. Upload the Special Services application packet into Georgia SHINES External Documentation.

    2. Complete and submit the Special Services application using the Adoption Assistance application screen in the Adoption (ADO) or Post Adoption (PAD) stage.

    3. The SSAU will review the packet and indicate the approval decision in the Special Services section of the Adoption Assistance Application.

  3. Send to the adoptive parent(s) the Special Services Approval or Denial Notice.

  4. Submit all Special Services invoices to Regional Accounting within 60 days of the approved service utilizing UAS Code 512.

  5. Ensure all providers are entered into Georgia SHINES in order for them to be paid. Payments will be made directly to the Vendor/Service Provider, not the adoptive parent.

  6. Submit any subsequent requests for Special Services Adoption Assistance to the SSAU for review and approval 60 days prior to the expiration of the previous approval period.

    A new application for Special Services must be completed each State Fiscal Year as funds are limited and may not available.

Practice Guidance

Special Services Adoption Assistance is intended to provide time-limited or one-time funding for a needed service when no other family or community resource is available. Examples of other resources include, but are not limited to: Children’s Medical Services (CMS), Easter Seals, Department of Education, Early Intervention Programs, Medicaid, and the Department of Behavioral Health and Developmental Disabilities (DBHDD). Special Services funds are limited and are not available to every child each State Fiscal Year. Requests for multiple special services may be submitted and will be considered on a case by case basis. For instance, a child may need medical and orthodontic services. Application for Special Services may be made in the Adoption (ADO) or Post Adoption (PAD) stage in Georgia SHINES.

Child care assistance is not available via Special Services Adoption Assistance. The Department of Early Care and Learning (DECAL) is responsible for meeting the child care and early education needs of children in Georgia. For more information about DECAL, visit its website at www.decal.ga.gov/BftS/About.aspx. In addition for Childcare and Parents Services (CAPS) programmatic requirements, see Childcare and Parent Services (CAPS) Manual.

Respite

Respite funds are available when the special needs of the child are based on an emotional/behavioral, physical/developmental, or mental limitation and the caregiver’s need for a short term reprieve from the demands of caring for a child with such special needs can be documented. Below are guidelines for the use of respite:

  1. Prior to finalization, the respite care provider must successfully pass child safety screening using the following databases: DFCS Protective Services Records (Georgia SHINES, IDS Online Master Index, PSDS, and County Master Files), Sexual Offender Registry, Board of Pardons and Parole, and the Department of Corrections Offender Query.

    Utilize a partial name search in Georgia SHINES.

  2. The documentation of special needs may come from consultation with the family and/or a licensed treatment provider.

  3. Respite is not to be used as a substitute for child care or ongoing supervision.

  4. Any respite services available through the community (e.g., Mental Health) should be utilized first before requesting Special Services.

  5. Respite shall be approved for a 12 month period not to exceed the approval amount.

  6. Funds may not be borrowed from a future month within the certification period unless it is an emergency situation approved by the SSAU. Approval documentation must be submitted to accounting staff when requesting payment for more than 20 hours a month.

  7. The established rate is $6.00 per hour for the oldest child. The rate for each additional adopted child is $2.00 per hour per child.

  8. For any child receiving a specialized rate for adoption assistance, it must be documented that the payment is insufficient to cover the cost of respite

  9. Advance payments are not allowed.

Forms and Tools

Department of Early Care and Learning
Financial Statement for Resource Parenting
Financial Statement for Resource Parenting - Spanish
Special Services Approval Notice
Special Services Denial Notice
Special Services Request Form