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COLLABORATIVE RELATIONSHIPS BETWEEN IV-A, IV-E AND IV-D

This presentation explores the collaborative relationships between IV-A, IV-E, and IV-D programs in Florida, highlighting the challenges and opportunities for improving efficiency and communication. Learn how system interfaces and training programs can enhance data reliability and customer service.

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COLLABORATIVE RELATIONSHIPS BETWEEN IV-A, IV-E AND IV-D

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  1. COLLABORATIVE RELATIONSHIPS BETWEEN IV-A, IV-E AND IV-D Patterson Poulson Angela Bellamy Leslie McGrew ERICSA 50th Annual Training Conference & Exposition ▪ May 19 – 23 ▪ Hilton Orlando Lake Buena Vista, Florida ERICSA 50 CELEBRATES YEARS OF SERVING FAMILIES: THE MAGIC IS STILL ALIVE ERICSA ERICSA ERICSA ERICSA ERICSA

  2. PATTERSON POULSON Case Management & Establishment Process Manager Florida Department of Revenue, Child Support Program PoulsonP@dor.state.fl.us

  3. Florida’s IVA-IVD-IVE Environment • IVA and IVE housed under Department of Children and Families (DCF) • IVD housed under Department of Revenue (DOR) • All three programs previously managed on the Florida Online Recipient Integrated Data Access (FLORIDA) system owned and managed by DCF

  4. Florida’s IVA-IVD-IVE Environment • Between 2010 -2012: • IVD fully converted from FLORIDA to the Case Automated Management System (CAMS) owned and managed by DOR • IVE converted to the Florida Safe Families Network (FSFN) system managed by the IVE program under DCF • IVA implemented a fully automated web application and benefit approval process

  5. Preparing for new systems • CAMS, FSFN and FLORIDA all interface with each other • Different and unique challenges when creating new interfaces between new systems (CAMS to FSFN) and between new system and a legacy system (CAMS or FSFN to FLORIDA)

  6. Preparing for new systems • When designing and implementing CAMS: • Met with both FLORIDA and FSFN design and program policy staff • Identified changes to procedures for staff as they relate to the other programs • Benefit approval and cooperation • Identifying appropriate IVE referrals

  7. Florida’s IVA-IVD-IVE Relationship • Referral from IVE to IVD occurs at Medicaid eligibility for the child in care • Prior to FSFN and CAMS, IVE referral was made to IVD as soon as the child in care was approved for Medicaid in the FLORIDA system • Resulted in referrals being made when not in the best interest of the IVE plan for the child

  8. Florida’s IVA-IVD-IVE Relationship • Florida Statutes require the IVE program to establish paternity and obtain orders for support • DCF contracts management of the IVE program at the local level to County Based Corporations (CBCs) • Still working under old business model of referral to IVD at benefit approval (Medicaid)

  9. Florida’s IVA-IVD-IVE Relationship • Causes duplication of effort –IVD seeks paternity and support at the same time as IVE • IVD may be taking action when the IVE plan for the child is family reconciliation • Some local IVD offices have developed good working relationships with the local CBC managing foster care cases in their area

  10. Florida’s IVA-IVD-IVE Relationship • IVD staff do not have access to dependency case or order information • Dependency orders are confidential unless transferred to civil court • Order must be transferred from dependency court to civil court before IVD can enforce them – an action IVD cannot initiate

  11. Long term Goal: IVE to IVD • IVE establishes order and only refers those cases appropriate for enforcement of support • Avoids duplication of effort • Ensures the appropriate action is being taken for the child • IVE will have the support portion of the orders transferred to civil division for enforcement by IVD

  12. Other Considerations • Noticing in IVE cases • What are critical case updates in a IVE case compared to other cases • There isn’t really a custodial parent with whom to communicate • Pass back location information on IVE participants to the IVE agency

  13. Questions?

  14. ANGELA BELLAMY Child Support Supervisor Durham County Social Services Durham County, North Carolina abellamy@dconc.gov

  15. OBJECTIVES • Provide Information on the Training Program for the IV-A and IV-E Collaboration. • Explain how the Training Increased IV-D Data Reliability. • Explain how Communication and Customer Service improved Throughout the Agency and for the Customers.

  16. Design the Training Program for IV-A and IV-E Meet with the Managers of IV-A and IV-E programs. • Discuss the concerns and issues • Explain the importance of the Collaboration for IV-D and IV-A/IV-E

  17. TRAINING Who will be trained How Often New Hire Refresher Training Individual Training • Line Staff • Supervisors • Managers

  18. System Interface Issues • Duplication of Participants and Cases How to Eliminate? • Research the systems for existing Participants or Cases • Train IV-A and IV-E staff on how to use the State On-Line Verification System • Provide the IV-A and IV-E inquiry access into the State’s Child Support system and train the staff.

  19. System Interface Issues Cont’d • Inappropriate Referrals to IV-D How to Eliminate? • Research the Eligibility System to ensure that the proper screens are being completed. • Go through each of the screen that relate to a IV-D referral • Explain an inappropriate referral • Intact Family • Good Cause • Deceased Non-Custodial Parent etc…

  20. Conduct Quality Interviews with the Clients • Ask detailed/understandable questions about the mother and father that will help IV-D. • Location of the Non-Custodial Parent • Paternity Status • Born out of Wedlock • Born of the Marriage • Obtain Supporting Documents • Parentage Affidavit • Birth Certificate • Marriage License Send the Information via the interface

  21. Involve Your Attorney in the Training Conduct training for the IV-E/IV-D staff IV-E staff now check to see if a IV-D case has been established before entering a Juvenile order, Relinquishments, Termination of Parental Rights or Adoption. IV-D staff now understand the IV-E legal side with regards to Relinquishments, Termination of Parental Rights and Adoptions.

  22. Manual Information Sent to IV-D for IV-E Children • DSS Attorney provides IV-D • Dates of Termination of Parental Rights • Dates of Relinquishment • IV-E Administrative Staff Provides IV-D • Foster Care Referral Form (DSS-4744) (manual communication form) • Notes Initial Placement Information • Updates to Placement/Custody/Leaving Foster Care • Termination of Parental Rights • Relinquishments • Adoptions

  23. Data Reliability • Tracking the Results • Assigned one IV-D Staff person to monitor duplicate cases and inappropriate referrals. • Supervisors receive the Relinquishments, Termination of Right and Adoption information and monitor to ensure that staff is following up. • Reports • Paternity Coding • Cases Coded IV-E • IV-E funding types • Duplicate Cases

  24. Customer Service • Built and Improved the relationship between IV-D and the other Departments. • Improved Case Accuracy • Improved the Timeframes

  25. LESLIE McGREW Evaluation Supervisor Colorado Division of Child Support Leslie.mcgrew@state.co.us

  26. BREAKING DOWN SILOS AND BUILDING PARTNERSHIPSIN COLORADO Training Collaboration between Child Support and Child Welfare Leslie McGrew, Evaluation Supervisor Colorado Division of Child Support Enforcement

  27. INFORMATION VOID =FRUSTRATION What ….. Why ….. When…. How… Who… Huh?

  28. OPPORTUNITY KNOCKED:Child Support and Child Welfare • Mutual concern and desire to improve • Commitment to time, energy, and resources • Willingness to be open minded and consider all opportunities

  29. INTERDEPARTMENTAL TASK FORCE • Child Welfare • Child Support • Judicial • Programmers • Policy specialists • State staff • County line workers

  30. LANGUAGE BARRIERS We don’t speak the same language • Acronyms • Authority • Priorities • Business in general

  31. COMMUNICATION & DOCUMENTATION • Clear understanding of limitations and expectations • Horizontal and vertical • Two-way • Written: manual

  32. COLLABORATIVE TRAINING • Full day training • Morning: Child Support and Child Welfare together • Afternoon: Child Support and Child Welfare separated • Focus groups and surveys used to develop agenda

  33. TRAINING • The right information is better than more information • Connecting the disconnects • Acronyms and definitions • Authority • Limitations • Case maintenance

  34. MOVING FORWARD Follow-up on issues Address issues timely System and policy support Horizontal and vertical support

  35. Questions?

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