Case Management Function Relating to the Provision of CCAC School Services

The Community Care Access Centre (CCAC) case manager must assess the child’s/youth’s requirements, determine eligibility for school services and for each eligible child/youth, develop and authorize a plan of service that sets out the amount of service to be provided in accordance with the Long-Term Care Act, 1994 (LTCA).

When required by the school board, the CCAC is responsible to ensure that case managers have police clearance/criminal checks in order to be able to access schools/school property.

The CCAC case manager must manage the plan of service between the child/youth, the parent/guardian, the school and the contracted service provider as well as:

• interpret CCAC school service policies and guidelines;

• collaborate in planning for the integration of school services to complement existing school programs;

• make recommendations about specific supplies and dressings and facilitate access to certain specialized equipment to meet the program goals;

• track units of service for these services, as required by the Management Information System (MIS); and

• facilitate harmonious relationships among the parties.

The CCAC case manager must review the child’s/youth’s requirements when appropriate.

Depending on the child’s condition and circumstances, the review can be in consultation with the contracted service provider, parent/guardian and school personnel as appropriate. It is recommended that the CCAC conduct a review at least once a year. During the course of the review, the CCAC must evaluate the child’s/youth’s plan of service (outcomes, goals and timeframes) and revise the plan of service as necessary when the child’s/youth’s requirements change.

9.6.1 Specific Processes Relating to Provision of CCAC Professional School Services to Children/Youths Enrolled in Publicly Funded Schools

• For a child/youth enrolled in a publicly funded school, the child’s/youth’s parent and/or an outside health care professional, if one is involved, should first discuss any need for professional school services with the principal of the school.

• If it is agreed that CCAC professional school services would be appropriate in the situation, the parties should designate one person to contact the CCAC.

* Note: Current regulations under the Long-Term Care Act, 1994 distinguish between “school services” (which are

professional services (i.e., nursing, therapies, etc.) and “personal support school services.” To provide clarity in this manual

• The CCAC case manager must contact the school for an appointment to see and assess the child, with the parent’s consent.

• The CCAC must then assess the child’s/youth’s needs, determine whether the child/youth is eligible for professional school services and if so, develop and authorize a plan of service.

• The CCAC provides the professional school services to children/youths in publicly funded schools through their service providers.

9.6.2 Specific Processes Relating to the Provision of CCAC Professional School Services and Personal Support School Services to Children/Youths Enrolled in Private Schools

• For a child/youth enrolled in a private school, the parent/guardian should first discuss with the principal of the school:

• the need for professional school services or personal support school services; and

• the request for a referral.

• If it is agreed that CCAC professional school services or personal support school services would be appropriate in the situation, the principal or parent should then contact the CCAC.

• The principal must provide express permission to the CCAC to provide service on school property.

• The CCAC case manager must contact the school for an appointment to see and assess the child, with the parent’s consent.

• The CCAC must then assess the child’s/youth’s needs, determine whether the child/youth is eligible for either professional school services or personal support school services, or both, and if so, develop and authorize a plan of service.

• The private school may:

• receive funding directly from the CCAC and hire the service provider itself; or

• request in writing that the CCAC arrange the professional school services or personal support school services on the school’s behalf. The CCAC then refers the matter to the appropriate contracted service provider.

Where the private school receives funding directly from the CCAC, the following responsibilities arise:

The CCAC case manager must:

• enter into a memorandum of understanding with the principal/chief administrator of the private school;

• receive quarterly reports from the private schools and include this information in the quarterly reports submitted to the Ministry of Health and Long-Term Care (MOHLTC);

* Note: Current regulations under the Long-Term Care Act, 1994 distinguish between “school services” (which are

professional services (i.e., nursing, therapies, etc.) and “personal support school services.” To provide clarity in this manual

“school services” are referred to as “professional school services” and “personal support school services” are referred to as

“personal support school services.” When referring to both these services, the term “school services” is used.

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• ensure the private school’s quarterly reports identify all expenditures related to the provision of professional school services and personal support school services (Private schools may charge the CCAC up to 3% as an administration fee.);

• receive annual reconciliation reports from the private schools and provide this information in the annual reconciliation reports (ARRs) submitted to the MOHLTC (When the amount of funding is limited, the CCAC may use its discretion regarding the requirement for an ARR. In these cases, the submission of invoices with the quarterly report may be a less expensive and a more reasonable accountability mechanism.); and

• monitor and be satisfied based on the claims and reports submitted by the CCAC that the private school has spent the funding provided by the CCAC for approved services, including the purchase of services and equipment in accordance with the plans of service for the children/youths enrolled in the private school.

The private school must:

• enter into a memorandum of understanding with the CCAC;

• use the funding provided by CCAC only for approved services, including the purchase of services and equipment in accordance with the plans of service for the children/youths enrolled in the private school;

• assume all liability related to the provision of services;

• hire service providers (When the private school hires staff to provide the approved services, the private school must use a standard job description and have policies for screening and supervision of staff. Any staff hired must comply with the requirements set in the Regulated Health Professions Act, 1991 (RHPA).);

• provide a quarterly report to the CCAC;

• provide an annual audited reconciliation report at year-end that indicates how their funding was spent for the provision of approved services in accordance with the plans of service for the eligible children/youths; and

• return any unspent funds to the CCAC.

9.6.3 Specific Processes Relating to the Provision of CCAC Professional School Services and Personal Support School Services to Children/Youths in Home Schooling Situations

• For a child/youth in home schooling, the parent/guardian should contact the CCAC directly.

• Once the CCAC has assessed a child’s/youth’s needs, determined his or her eligibility and developed and authorized a plan of service, the CCAC must flow funds for children/youths schooled at home through a local community agency that is a transfer payment agency of either the MOHLTC or Ministry of Community and Social Services (MCSS). The CCAC must flow funding directly to the agency and the agency must agree to act as a banker and

* Note: Current regulations under the Long-Term Care Act, 1994 distinguish between “school services” (which are

professional services (i.e., nursing, therapies, etc.) and “personal support school services.” To provide clarity in this manual

flow funds to the parent/guardian who will then purchase the approved services. The CCAC is responsible for the reconciliation process.

Where the parent/guardian receives funding from the agency, the following responsibilities arise:

The CCAC case manager must:

• enter into a memorandum of understanding with the parent/guardian;

• enter into a memorandum of understanding with the agency;

• receive quarterly receipts from the parent/guardian and include this information in the quarterly reports submitted to the MOHLTC;

• ensure the quarterly reports identify all expenditures related to the provision of professional school services and personal support school services approved by the CCAC

(Parents/guardians are not permitted to charge an administration fee.); and

• monitor and be satisfied based on the claims and reports submitted by the parent/guardian that the parent/guardian has spent the funding provided by the agency for professional school services or personal support school services approved by the CCAC, including the purchase of services and equipment in accordance with the plan of service for the

children/youths being home schooled.

The parent/guardian must:

• enter into a memorandum of understanding with the CCAC;

• use the funding provided by the agency only for professional school services and personal support school services approved by the CCAC, including the purchase of services and equipment in accordance with the plan of service for the child/youth being home schooled;

• assume all liability related to the provision of services;

• directly hire appropriate and competent service providers (non-family members only) or contract with an appropriate service provider;

• provide quarterly reports identifying all expenditures related to the provision of

professional school services and personal support school services approved by the CCAC for the child/youth being home schooled; and

• return any unspent funds to the CCAC.

The agency must:

• flow the funds provided to the agency by the CCAC to the parent/guardian.

* Note: Current regulations under the Long-Term Care Act, 1994 distinguish between “school services” (which are

professional services (i.e., nursing, therapies, etc.) and “personal support school services.” To provide clarity in this manual

“school services” are referred to as “professional school services” and “personal support school services” are referred to as

“personal support school services.” When referring to both these services, the term “school services” is used.

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