Adult Protective Services

Handbook Revision, September 2014

This revision of the Adult Protective Services In-Home Handbook was published on September 1, 2014. Summaries of new or revised items are provided below.

APS SHIELD Policy

APS In-Home is implementing a new assessment system called SHIELD: Strategies that Help Intervention and Evaluation Leading to Decisions. These changes affect APS In-Home policy and procedures for investigations, service delivery, documentation, and decision-making.

See:

1600 Allegation Priorities

1700 Case-Related Special Requests

1730 Documenting the CRSR

2200 Case Initiation

2211 Procedure for Case Initiation

2213 Documentation of Case Initiation

2221 Procedure for Changing Allegation Priorities

2222 Documentation for Changing Allegation Priorities

2230 Situations Involving Current Danger Factors (Immediate Interventions)

2231 Procedure for Situations Involving Current Danger Factors

2232 Documentation of Situations Involving Current Danger Factors

2233 Self-Neglect Resolved Before Initial Face-To-Face Contact

2233.1 Procedure for Determining Self-Neglect Resolved Before Making the Initial Face-to-Face Contact

2233.2 Documentation for Self-Neglect Resolved Before Initial Face-To-Face Contact

2241 Procedure for Initial Face-to-Face Contact With the Alleged Victim

2242 Documentation for Initial Face-to-Face Contact With the Alleged Victim

2261 Procedure When Alleged Victim Refuses to Cooperate With APS Investigation

2262 Documentation for Alleged Victim Refuses to Cooperate With APS Investigation

2270 Referring Cases to Law Enforcement

2271 Procedure for Referrals to Law Enforcement

2310 Procedure for Evidence Collection

2332.1 Privacy Rights Regarding the Social Security Number

2333 Documentation of Investigation Contacts

2341.1 Procedures for Interviewing Alleged Victims

2341.13 Conducting the Interview With an Alleged Victim

2344.2 Documentation for Interviews With the Reporter

2345.1 Procedure for Interviewing Medical or Mental Health Staff

2346.2 Documentation for Interviews With Law Enforcement

2352 Documentation for Photographs

2381.4 Available Information Is Insufficient for Criminal History Records Checks

2400 SHIELD Assessment Tools

2410 Safety Assessment

2411 Procedure for Completing the Safety Assessment

2412 Documentation for the Safety Assessment

2420 Assessing Indicators of a Lack of Capacity to Consent to or Refuse Protective Services During an Investigation

2421 Procedure for Assessing Indicators of a Lack of Capacity to Consent to or Refuse Protective Services

2421.1 Procedure When the Alleged Victim Refuses Protective Services

2421.2 Documentation for Alleged Victim Refuses Protective Services

2422 Procedure for Seeking Medical or Mental Health Evaluations

2423 Documentation for Seeking Medical or Mental Health Evaluations

2430 Undue Influence

2441 Procedure for Undue Influence

2440 Remedying Fiduciary Exploitation

2441 Procedures for Determining Fiduciary Exploitation

2442 Procedures for Remedying Fiduciary Exploitation

2500 Monitoring Alleged Victim’s Safety During Investigations

2510 Safety Contacts

2511 Procedure for Safety Contacts

2512 Documentation of Safety Contacts

2540 Additional Allegations Discovered and New Reports Received During the Investigation Stage

2541 Procedure for New Intake Reports Received During the Investigation Stage

2542 Procedure for New Allegations Discovered by the APS Specialist

2551.1 Procedure for Using DFPS Person Locator Services

2633 Documentation for Family Violence Investigations

2641 Procedure When Alleged Victim Dies Before the Initial Face-to-Face Is Completed

2642.1 Documentation of Death Due to Natural Causes or Accident

2642.2 Documentation of Death Due to Self-Neglect

2642.31 Documentation of Rapid Closure When Death is Due to Natural Causes, Accident or Self-Neglect

2643 Procedure When Alleged Perpetrator’s Actions Did Not Contribute to Alleged Victim’s Death

2643.1 Documentation of Death When Alleged Perpetrator’s Actions Did Not Contribute to Alleged Victim’s Death

2643.21 Documentation of Rapid Closure When Alleged Perpetrator’s Actions Did Not Contribute to the Alleged Victim’s Death

2645 Procedure When Alleged Perpetrator’s Actions May Have Contributed to the Alleged Victim’s Death

2645.1 Documentation When the Alleged Perpetrator’s Actions May Have Contributed to the Alleged Victim’s Death

2663 Procedure for Providing Emergency Protective Services During an APS Facility Investigation in an HCS Program

2710 Allegation Disposition

2800 Risk of Recidivism Assessment

2810 Procedure for Completing the Risk of Recidivism Assessment

2811 Risk-Based Contact Standards

2900 Investigation Closure

2910 Procedure for Investigation Closure

2920 Documentation When Closing the Investigation Stage

2921 Investigation Closure Reason Codes

2921.1 Rapid Closure Codes and Disposition of Other

2921.11 Moved/Unable to Locate

2921.12 Administrative Closure

2921.13 Does Not Meet Definition of APS

2921.14 Client Died

2921.15 Duplicate Referral/Already Investigated

2921.16 Reclassification

2921.17 Other Agency or Out of State

2921.18 Self-Neglect Resolved Before Face-to-Face

2921.2 Procedure for Supervisory Review of Investigation Stage Closure

3000 Service Delivery

3100 Determining Eligibility, Addressing Financial Resources, and Incorporating Cultural Considerations

3110 Determining Eligibility for Services

3120 Achieving Goals

3200 APS Service Plan

3210 Developing the APS Service Plan

3211 Offering Least Restrictive Alternatives

3212 Using Legal Alternatives

3212.1 Documenting Legal Actions in the Service Plan

3213 Making a Reasonable Effort

3214 Documenting the APS Service Plan

3215 Documentation of Contacts During Service Delivery

3220 Strengths and Needs Assessment

3221 Procedure for Completing a Strengths and Needs Assessment

3230 Case Outcomes

3240 Additional Allegations Discovered and New Reports Received During the Intensive Case Services Stage

3241 Procedure for New Intake Reports Received During the Intensive Case Services Stage

3250 Service Plan Outcomes

3260 Monitoring the Service Plan

3261 Service Contacts

3262 Procedures for Service Contacts

3263 Documentation of Service Contacts

3265 Supervisor Consultations

3265.1 Procedure for Supervisor Consults

3265.11 Documentation for Supervisor Consults

3270 Client Withdraws From Services

3271 Documenting the Client’s Withdrawal From Services

3280 Case Closure During Service Delivery

3281 Procedure for Case Closure During Service Delivery

3282 Documentation When Closing a Case During Service Delivery

3283 Service Delivery Closure Reason Codes

3284 Supervisor Review of Case Closure

3300 Maintenance Cases

3310 Procedure for Maintenance Cases

3311.1 Maintenance Contacts in Cases Involving DADS Guardianship Services

3312 Documentation of Maintenance Contacts

3320 Additional Allegations Discovered and New Reports Received Involving a Maintenance Case

3321 Procedure for New Intake Reports Received During Maintenance Cases

3400 Community Resources

3410 IMPACT Community Resource Databases

3411 Information and Referral (I&R) Network: 2-1-1 Texas

3412 Medicare

3413 Medicaid

3414 STAR Medicaid Managed Care Program

3420 Using Legal Resources

3430 Community Resource Coordination Groups for Adults (CRCGAs)

3440 Representative Payees and Money Management

3500 Service Delivery in Complex Cases

3510 Providing Services to APS Clients Who Are Victims of Family Violence

3511 Procedure for Providing Family Violence Literature to APS Clients

3512 Procedure for Developing a Family Violence Safety Plan

3513 Documenting the Family Violence Safety Plan

3520 Service Delivery to Non-Citizens

3521 Non-Citizens and Use of PCS Funds

3522 Service Delivery to a Non-Citizen Who Has Current Immigration Documents

3523 Service Delivery When a Non-Citizen Is Without Appropriate Immigration Documents

3524 Changing Immigration Status and Referring Clients to Local Agencies

3525 Working with Mexico and El Desarrollo Integral de la Familia (DIF)

3526 Consulates of Other Countries

3527 Transporting Clients Who Do Not Have Valid Immigration Documents

3528 Crossing an International Border

3530 Service Delivery From Other State Agencies to APS Clients With Intellectual Disabilities or Mental Health Diagnoses

3531 Roles and Responsibilities of APS

3540 Financial Exploitation and Medicaid Eligibility

3541 Financial Exploitation of Income and Medicaid Eligibility

3542 Financial Exploitation of Resources and Medicaid Eligibility

3550 Facilitating Hospital and Nursing Home Admissions

3551 APS Role in Completing Hospital and Nursing Home Admission Forms

3552 Involuntary Hospital and Nursing Home Admissions

3560 Managing the Affairs and Assets of Clients

3561 Procedures for Managing the Affairs and Assets of Clients

3562 Procedures for APS Specialists

3563 Procedures for Supervisors

3570 Client Dies During Service Delivery

3571 Procedure When a New Intake Is Received Before Client’s Death During Service Delivery

3572 Procedure When a Death Is Related to Natural Causes, an Accident, or Self-Neglect During Service Delivery

3572.1 Procedure When a Client’s Death May Involve Allegations Validated in the Investigation Stage

3572.2 Documentation When a Client Dies From Self-Neglect

3573 Procedure When a Client’s Death May Involve Allegations Validated in the Investigation Stage

3573.1 Documentation When a Client’s Death May Involve Allegations Validated During the Investigation Stage

3573.2 Corrections to the Allegation Detail When Investigated Allegations Contribute to a Client’s Death During Service Delivery

3574 Procedure When a Client’s Death May Involve New Incidents of Allegations Investigated or Validated During the Investigation Stage

3574.1 Documentation When a Client’s Death May Involve New Incidents of Allegations Investigated or Validated During the Investigation Stage

3575 Procedure When a Client’s Death Involves New Allegations of Abuse or Neglect by an Alleged Perpetrator

3575.1 Documentation When a Client’s Death Involves New Allegations of Abuse or Neglect by an Alleged Perpetrator

3600 Purchased Client Services (PCS)

3610 Description of Purchased Client Services

3611 Use of Purchased Client Services for Guardianship Referrals

3612 Restrictions of Purchased Client Services

3620 Procedures for Using Purchased Client Services (PCS)

3621 Assessing the Need for Purchased Client Services

3622 Developing a Service Plan When Using Purchased Client Services (PCS)

3623 Authorizing Purchased Client Services

3624 Monitoring Purchased Client Services

3625 Obtaining Management Approval for Purchased Client Services (PCS) for the Client, Family Members, or Caretakers

3626 Obtaining an Emergency Medical or Mental Health Assessment

3627 Specific Purchases Using Purchased Client Services

3627.1 Providing Purchased Client Services in Home- and Community-Based Services (HCS) Programs

3627.2 Storage Unit Fees

3627.21 Procedure for Payment of Storage Unit Fees

3627.3 Applied Income Payment in Nursing Homes

3627.31 Procedure for Payment of Applied Income

3627.4 Eviction of Alleged Perpetrator

3627.41 Procedure for Payment of Eviction of an Alleged Perpetrator

3627.42 Documenting Payment and Client Initiation of Eviction of an Alleged Perpetrator

3627.5 Major Appliance Purchases

3627.6 Home Repairs or Heavy Cleaning

3627.7 Consignment Agreement for Bus or Van Transportation

3627.71 Procedure for Consignment Agreements for Bus or Van Transportation

3630 Documenting Purchased Client Services

3631 Client’s Budget and Financial Resources

3632 Client’s Participation in Service Planning

3633 Receipt of Purchased Goods or Services by Client

3634 Approvals for Purchased Client Services

3635 APS Service Authorization

3636 Modifying the Initial Service Authorization

3700 Methods for Use of Purchased Client Services

3710 State Term Contract Procurement Cards

3711 Procedures for Using State Term Contract Procurement Cards

3711.1 Transaction Limits on Procurement Cards

3711.2 Returns of Goods Purchased With a Procurement Card

3711.3 Decline of a Procurement Card

3711.4 Security for Procurement Card

3711.5 Lost or Stolen Procurement Cards

3711.6 Reconciling the Billing Statement for a State Term Contract Procurement Card

3712 Documenting Purchases Made With State Term Contract Procurement Card

3720 Purchase Order for Placement Services (POPS)

3721 Procedures for Submitting a POPS to Contract With a Nursing Home

3722 Determining the Rate for a POPS

3723 Responsibilities of APS Contract Staff and DFPS Regional Management

3724 Monitoring Medicaid Eligibility Status for POPS

3725 Documentation Requirements for POPS

3725.1 Documentation Requirements for Subsequent 60-Day Placements

3730 Contracts

3731 Procedure for Contracts

3732 Documentation Requirements for Contracts

3740 Claims Processing

3741 Procedure for Claims Processing

3742 Documentation Requirements for Claims Processing

3750 Using Program-Directed Purchase

3751 Procedure for Program-Directed Purchase

3752 Documentation Requirements for a Program-Directed Purchase

3760 Travel Purchases

3761 Procedure for Travel Purchases

3762 Documentation Requirements for Travel Purchases

3800 Consignment Agreements

3810 Definition of Consignment Agreements

3820 Procedures for Consignment Agreements

3830 Determining Rate for Goods or Services Purchased Using a Consignment Agreement

3840 Responsibilities of Regional Management and Contract Staff

3850 Documentation Requirements for Goods or Services Purchased Using a Consignment Agreement

4733 Attendance at Guardianship Hearings

4782.1 Procedure for Assessing Appropriateness of Standard Referrals to DADS Guardianship Services

4782.3 Procedure for Case Management After Standard Referral Form Is Submitted to DADS

4783.3 Procedure for Emergency Referrals to DADS Guardianship Services to Protect Client Assets

4783.4 Procedure for Case Management After Emergency Referral Form Is Submitted to DADS

4785 General Issues Regarding DADS Guardianship Services Referrals

4812 Documentation for Emergency Detentions

4940 Documentation for Protective Orders Filed by DFPS

5111.2 Release of APS In-Home Case Records to Facilities or Providers Under APS Facility Jurisdiction

5124 Disclosure of Case Information to Prospective Guardians

5132 Notifying a Probate Court About an Investigation Involving Guardianship

5241.1 Merge Only Open Cases in the Same Stage

5241.2 Close Duplicate Reports Without Merging Cases

5242 Case Merge Checklist

5330 Procedure for the Administrative Desk Review for Designated Perpetrators

5334 Closing a Case in Intensive Case Services Following an Administrative Desk Review

5411.2 Subject Matter Expert Review

5424.4 Release of APS Findings to Professional Licensing Boards, Commissions, and Other Agencies

 

Appendix XVII: SHIELD Policy and Procedures Overview