Adult Protective Services
Handbook Revision, April 2015
This revision of the Adult Protective Services In-Home Handbook was published on April 1, 2015. Summaries of new or revised items are provided below.
FY15 Release 2 for APS In-Home
APS In-Home is releasing policy revisions two times a year and this will be the second release for FY 2015. The release contains edits to the APS In-Home handbook. The changes are small and designed to provide clarification in each of these areas in order to address requests from external stakeholders and regional staff.
Summary of Changes
• Added policy regarding which agency has jurisdiction to investigate allegations involving residents of assisted living facilities
• Clarified that beginning to investigate alleged abuse, neglect, or financial exploitation is part of a successful case initiation
• Clarified case initiation contact narrative should include a contact header
• Clarified initial face-to-face contact narrative should include a contact header, if speaking to someone other than the alleged victim
• Added policy stating only trained APS staff can complete Strategies that Help Intervention and Evaluation Leading to Decisions (SHIELD) assessments or reassessments
• Clarified additional attempts at safety/service contacts aren’t required once the APS specialist has made good faith efforts to encourage the client to cooperate with the investigation
• Added policy regarding use of Children’s Advocacy Centers (CACs) for forensic interviews and services, including disclosure of case information, as appropriate
• Clarified narrative documentation should be consistent with scores on the Risk of Recidivism Assessment (RORA)
• Changed the definition of a duplicate referral to include when the original case is open in the investigation stage
• Clarified Strengths and Needs Reassessment is required upon validation in a new case
• Added policy that low risk cases progressed from Maintenance to Intensive Care Services (ICS) will require at least one face-to-face service contact with the client
• Added policy that in certain situations, APS can use Purchased Client Services (PCS) funds to pay for services for a client’s pet
• Added procedures outlining how to complete a Service Authorization with an electronic signature and email the completed form to the claims processor
• Added procedures for regional director or designee to be a secondary approver in IMPACT for any case with a Valid Reportable Conduct finding
• Added previously removed policy regarding releasing findings to DADS following due process in cases involving employees of a HCSSA or adult foster care
Items Affected
1540 Allegations Involving Texas Department of Aging and Disability Services (DADS)
1543 Allegations in Assisted Living Facilities [new item]
1543.1 Procedure for Allegations in Assisted Living Facilities [new item]
2200 Case Initiation
2213 Documentation of Case Initiation
2233.1 Procedure for Determining Self-Neglect Resolved Before Making the Initial Face-to-Face Contact
2242 Documentation for Initial Face-to-Face Contact With the Alleged Victim
2261 Procedure When Alleged Victim Refuses to Cooperate With APS Investigation
2261.1 Procedure for Choosing a Disposition When an Alleged Victim Has Refused to Cooperate With the APS Investigation
2333 Documentation of Investigation Contacts
2410 Safety Assessment
2411 Procedure for Completing the Safety Assessment
2421.1 Procedure When the Alleged Victim Refuses Protective Services
2421.2 Documentation for Alleged Victim Refuses Protective Services
2511 Procedure for Safety Contacts
2511.1 Safety Contacts When the Alleged Victim Refuses to Cooperate
2511.2 Safety Contacts When the Alleged Victim Cannot Be Located During the Investigation [new item]
2541 Procedure for New Intake Reports Received During the Investigation Stage
2610 Community Involvement in Complex Investigations
2614 Procedure for Working With Children’s Advocacy Centers (CACs) [new item]
2800 Risk of Recidivism Assessment
2810 Procedure for Completing the Risk of Recidivism Assessment
2921 Investigation Closure Reason Codes
2921.1 Rapid Closure Codes and Disposition of Other
2921.15 Duplicate Referral/Already Investigated
3214.1 Service Plan Actions, Action Results, and Outcomes
3215 Documentation of Contacts During Service Delivery
3220 Strengths and Needs Assessment
3221 Procedure for Completing a Strengths and Needs Assessment
3241 Procedure for New Intake Reports Received During the Intensive Case Services Stage
3262 Procedures for Service Contacts
3262.1 Service Contacts When the Client Withdraws From Services by Failing to Respond
3262.2 Service Contacts When the Client Cannot Be Located During Service Delivery [new item]
3310 Procedure for Maintenance Cases
3560 Managing the Affairs and Assets of Clients
3561 Procedures for Managing the Affairs and Assets of Clients
3627.8 Care of an APS Client’s Pet [new item]
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
3740 Claims Processing
3741 Procedure for Claims Processing
3741.1 Electronic Signature [new item]
3741.2 Email a Service Authorization [new item]
5100 Confidentiality, Disclosure, and Release of Case Information
5123 Disclosure of Case Information to Other Entities to Help Clients Obtain Services
5212 External Case File
5241.2 Close Duplicate Reports Without Merging Cases
5250 Storage of External Case Files
5260 Destruction of APS Case Records
5320 Notifying the Designated Perpetrator About Findings and Eligibility for an Administrative Desk Review
5321 Timely Request for an Administrative Desk Review
5330 Procedure for the Administrative Desk Review for Designated Perpetrators
5331 Time Frame for Conducting the Administrative Desk Review
5332 Notification of Delay of the Administrative Desk Review
5333 Completing and Documenting the Administrative Desk Review
5334 Closing a Case in Service Delivery Intensive Case Services Following an Administrative Desk Review
5335 Notification of Results of the Administrative Desk Review for Designated Perpetrators
5336 Circumstances in Which Findings May Be Released (Release Hearing)
5411.1 EMR Eligible Employee
5412.3 Managerial Review of EMR Eligible Investigations
5414 Responsibilities of the EMR Coordinator
5424.21 Release of Findings on Investigations of Home and Community Support Services Agency (HCSSA) Staff
5424.22 Release of Findings on Investigations of Foster Home Providers and Employees
Appendix II: Facilities and Jurisdictions
Appendix IX: APS Service Codes, Service Descriptions, Unit Types, and Unit Type Descriptions
Appendix XVII: SHIELD Policy and Procedures Overview