The Family Service Worker will:

1. (1) Complete the “Case Connect” screen in the investigation to open a case;
2. (2) Enter the appropriate information in the open case on the “Removal” screen in the “Removal” section of CHRIS;

3. (3)

   1. (A) Enter the appropriate information in the “Placement” section of CHRIS and within the “Place” section on “Recommend”, “Pay Scale”, and “Enter/Exit” screens.
   2. (B) Entering information in CHRIS on the first placement of a removal episode will generate a message to “Review/Complete Initial Medicaid Application”;
4. (4) Enter the appropriate information on the “Gen. Info” and “Status” screens and on the “Employ” and “Education” screens under the “Emp/Educ” heading in the “Client” section;
5. (5) Enter the appropriate information on the screens under the “Medical” heading in the “Client” section;

6. (6) Photograph the child or children, and:

   1. (A)

      1. (i) With the child in a comfortable, nonintimidating setting, explain the need to take his or her photograph.
      2. (ii) Facilitate this in as sensitive a manner as possible;

   2. (B)

      1. (i) Using a digital camera provided by the Division of Children and Family Services, take a digital photograph (head shot from the shoulders up) of the child or children entering foster care.
      2. (ii) The photograph should be taken within three (3) working days of the date the child entered foster care;

   3. (C)

      1. (i) Upload the image as a JPEG to the CHRIS case record.
      2. (ii) The electronic file size should be no larger than five hundred kilobytes (500 KB);
   4. (D) Print the photograph using the “Photo and Child Information” functionality in CHRIS and add a hard copy of the photograph to the case record;
   5. (E) Delete the photo from the camera stick after the photo has been uploaded into the CHRIS application;
   6. (F) Provide the child with a copy if they request one;

   7. (G)

      1. (i) If the child remains in foster care, the FSW who is his or her primary or secondary caseworker will retake the photograph on an annual basis within ten (10) working days prior to the date the child entered foster care.
      2. (ii) Each time a new photograph is taken, update the electronic version in the CHRIS system and the hard copy in the case record.

      3. (iii) The photograph may be:

         1. (a) (a) Shared with law enforcement and the National Center for Missing and Exploited Children to help facilitate the recovery of missing children, or for other official law enforcement purposes that are in the best interest of the child;
         2. (b) (b) Used for staffings, team decision making meetings, or court procedures if children are not present;
      4. (c) (c) Included in placement applications; and
      5. (d)
7. (1) (d)(1) Used in the child’s life book.

8. (2) (2) The photograph used for the life book should be printed using the “Photo Only” functionality in CHRIS;

   1. (H) As with other electronic equipment that contains sensitive client information, precautions should always be taken to protect confidentiality and the images of all children being served by the division;
   2. (I) A DHS 5008 must be completed for the camera and the camera must be enabled for read-only connection to the computer; and
   3. (J) For any child already placed in care, but lacking a photograph, the FSW who is his or her primary or secondary caseworker should take his or her photograph at the next visit between the FSW and the child and follow the procedures and specifications listed above;
9. (7) Issue an initial clothing order, if needed, using the division P card requisition;

10. (8)

    1. (A) Initiate a request for Medicaid within one (1) working day of the date the child enters Department of Human Services custody by completing the following actions:

       1. (i) Ensure all relationship screens are completed in CHRIS;
       2. (ii) Ensure all information in client demographic screens is current including the “financial” tab; and
       3. (iii) Complete removal and placement screens for each child in foster care and ensure the placement is approved by a supervisor.
    2. (B) If the FSW has been notified that the CHRIS system will be down, and he or she cannot transmit the initial Medicaid application within the one-day time frame, only then will he or she complete and fax a paper copy of the CFS-487: Application for Title IV-E Payments/Medicaid to the Eligibility Unit;
11. (9) Route the signed court order to Family Support Specialist (Eligibility Unit);

12. (10)

    1. (A) Apply for Title IV-E payments/Medicaid.

    2. (B) Complete the “Application for Social Security Card” (SS-5) if the child does not already have a Social Security number or the number is not known:

       1. (i) Sign the SS-5 as the division representative for the case; and
       2. (ii) Route the SS-5 to the United States Social Security Administration and copy to the family support specialist;
13. (11) Enter income, debts, and asset information in the client/finance screens in CHRIS for each member of the removal household;

14. (12)

    1. (A) Enter necessary information on the Medicaid/IV-E Application screen (four (4) tabs) in CHRIS in order to complete the application and click “Send” to transmit the application to the Eligibility Unit.
    2. (B) Send the completed Medicaid/IV-E application to the eligibility unit within seven (7) working days from the date the child entered the out-of-home-placement.
    3. (C) Other information needed to establish Title IV-E Medicaid eligibility, e.g., birth certificate, Social Security number, removal order, petition that led to removal, etc., should also be sent to the Eligibility Unit if available at that time;
15. (13) Obtain any additional requested information and forward it to the family support specialist within ten (10) working days;
16. (14) Within ten (10) working days of any delay, notify the family support specialist of the information which cannot be obtained and the reason;
17. (15) Review all information in the contact automatically populated from the investigation “case connect” screen into the contacts screen for the newly opened case; and
18. (16) Continue the Family Advocacy and Support Tool (FAST) or Child and Adolescent Needs and Strengths (CANS) assessment, as applicable, with family participation.

Codification Notes: This section as promulgated prior to codification into the Code of Arkansas Rules provided as follows: "04/2018"