M E M O R A N D U M

IM-87  07/10/02  CHANGES TO FAMIS CHILD CARE PROVIDER REGISTRATION CLOSING CODES


SUBJECT:
CHANGES TO FAMIS CHILD CARE PROVIDER REGISTRATION CLOSING CODES
 
DISCUSSION:
This memorandum introduces new closing codes for provider registration and reviews the background screening requirement for certain registered providers.

IM Memorandum # 117, dated August 27, 1999, introduced the background screening policy and health/safety requirements for certain registered providers as outlined in House Bill 490/308, now codified as RSMo 210.025 (1999).

This legislation affects providers who are coded in registration as FOL, OPU, or, OPL, which indicates, respectively, that the provider:

  • Cares for four or less children not related to the provider,
  • Provides care outside of Missouri and is unregulated by their home state, or
  • Provides care outside of Missouri and is licensed by their home state.
Enhancements to provider registration termination codes now include new codes that refer to the provider's specific non-compliance with the background screening requirements and health/safety issues.  These codes allow staff to specify the reason for the closing when it relates to RsMO 210.025 (1999):
    PCN - Provider has a child abuse/neglect record,
    PCR - Provider screened has a criminal record, 
    HCN - Household member has a child abuse/neglect record, 
    HCR - Household member has a criminal record, and
    HSI   - Health and Safety Issue related to HB 490/308.
COUNTY RESPONSIBILITY

Use the appropriate closing code when terminating a provider registration due to an interim CA/N or criminal incident or Health/Safety non-compliance. 

Interim Child Abuse/Neglect or Criminal Incidents

Continue to screen backgrounds of certain providers as outlined in IM-117 dated August 27, 1999.  Continue to register providers once they have successfully cleared the background screening processes; when no match is found.

Central Office Child Care Policy Unit will notify local staff when a provider has an interim child abuse/neglect or criminal incident.  Then, staff is to initiate closing by following normal adverse action procedures.   Use the new termination codes to close an FOL, OPU, or OPL provider's registration:

    PCN - Provider Has A Child Abuse/Neglect Record.
    PCR - Provider Screened Has A Criminal Record.
    HCN - Household Member Has A Child Abuse/Neglect Record.
    HCR - Household Member Has A Criminal Record.
Interim Non-compliance of Health and Safety Issues

Staff may close the provider registration for non-compliance of other Health/Safety issues by using the termination code of:

    HSI   - Health and Safety Issue related to HB 490/308.
Staff must use this code when an FOL, OPU, or OPL provider fails to meet health and safety compliance issues, such as:
    Meeting the family home provider age requirement of at least age eighteen (18),

    Installing and maintaining an adequate number of working smoke detectors where care is provided,

    Submitting appropriate documentation of the provider's Tuberculosis (TB) testing results to DFS, medical documentation verifying the provider's inability to submit to a TB test, or documentation verifying the provider is not contagious, or

    Notifying parents if the provider does not have immediate access to a working telephone.

Documentation in FAMIS

Staff must enter comments in the Resource Directory about every FOL, OPU, or OPL provider's compliance with RsMO210.025. 

To enter comments about provider registration, health and safety, or rates, enter the provider's DVN on the Resource Information screen (FMFA).  Press enter.  When the provider information appears, press F16 to access the Services screen, (FMFC).    Select the child care services line (CHC) and press F18 to reach the Comment Screen.
Record comments appropriate to your action.

Comments shall include but not be limited to:

  • Name, SSN, and date of birth for the provider, spouse, and, screened household members.
  • Date of SHP-159 forms received and results of screenings for each initial and renewing registration period for the provider and each household member screened.
  • Provider TB testing documentation such as TB test results and date verification received, and comments on how verified.
  • Provider and Household member interim Child Abuse/Neglect or Criminal incidents.
  • Provider non-compliance with Health and Safety Issues.
This allows on-line access of the provider's eligibility by neighboring DFS offices of which the provider may serve. 

NOTICES GENERATED BY FAMIS

When county staff closes a provider's registration, regardless of the closing reason, the child authorizations are closed and FAMIS generates closing notices to the provider and the parents of the children in care.

Provider Notices

FAMIS generates notices to the provider informing the provider that their registration and/or Health and Safety Certification ended because of a specific non-compliance issue.  The closing statement on the notice mirrors the termination code used on FMEA:

    PCN - Provider has a child abuse/neglect record.
    PCR - Provider screened has a criminal record.
    HCN - Household member has a child abuse/neglect record.
    HCR - Household member has a criminal record.
    HSI   - Health and Safety Issue related to HB 490/308.
Parent Notices

FAMIS currently generates notices to families to inform them of the closing of their child's authorization to the provider.  This notice is generated the day after the closing of a provider's:

  • Registration, 
  • Health/Safety Certification, 
  • License, or,
  • Contract.
The closing reason on the family's notice refers to the lack of a compliant provider.  The specific reason for the provider's non-compliance does not appear on the child's authorization status screen (SELCAUTH) or the family notice.

Until an enhancement is made to the FAMIS parent notices, child authorizations that are closed due to an interim C/AN or criminal record of the provider or household member, or the provider's non-compliance with a Health/Safety issue will show one of the following closing reasons:

    ACE - Your Provider's Contract Has Expired,

    AHS - Your Provider's Health and Safety Has Ended,

    ALE  - Your Provider Is No Longer Licensed, or

    ARE  - Your Provider's Registration Has Ended.

When families and providers contact your office about notices they received, staff should always review the system information before answering and questions or referring them to Central Office.  Review the termination reason displayed on the provider's registration screen (FMEA) and comments in Resource Directory about the action in question.

NOTE:  Remember to refer families to the local Child Care Resource and Referral Agency, if they need to make alternative child care arrangements.
 
NECESSARY ACTION:
  • Review this memorandum with all appropriate staff.
  • Ensure appropriate recording of Comments regarding Background Screening and Health/Safety compliance.
  • Use new termination codes for specific situations as outlined in policy.
  • Respond appropriately to provider and family contacts regarding provider eligibility and on-going family eligibility.
DE
Distribution #6
IM-86
[ 2002 Memorandums ]
IM-88