4265. Foster Care Rate Assessment

Original Date: February 15, 1998 

Revised Date: April 21, 2020

Sunset Review Date: April 21, 2024

Approved by: Jody Becker, Deputy Secretary

Purpose

The purpose of this policy is to provide guidance to Department of Children, Youth, and Families (DCYF) employees on how foster care reimbursement rates are determined for children and youth placed with licensed caregivers, up to 21 years old if enrolled in Extended Foster Care (EFC).

Scope

This policy applies to child welfare employees.

Laws

RCW 74.13.031 Duties of department - Child welfare services - Children's services advisory committee

45 CFR §1356.21 Foster care maintenance payments program implementation requirements

Policy

  1. The Financial and Business Services Division will complete an economic analysis every four years to determine the basic foster care maintenance payment, per 45 CFR §1356.21.
  2. DCYF must use a standardized assessment tool, i.e., foster care rate assessment (FCRA), to determine the rates that will be reimbursed to licensed caregivers on behalf of children or youth placed with them in out-of-home care. The rates determined by the tool are based on the needs of the children or youth and the licensed caregivers’ abilities and time required to meet the children or youth’s needs, per WAC 110-50-0440.
  3. For Interstate Compact and Placement of Children (ICPC) cases, during the time the child is placed out-of-state, DCYF will:
    1. Not complete FCRAs, unless Washington rates are being used.
    2. Reimburse the receiving state at Washington state’s foster care rate only when it is in the best interest of the children or youth and approved by the regional administrators or designees.
  4. Foster care rate assessors must:
    1. Complete the FCRA in-person or telephonically with the licensed caregivers:
      1. Within 30 days of the children or youth’s placements in licensed homes.
      2. At least every six months after the first assessments. If rate assessors learn cases are being negotiated for adoption support or the Relative Guardianship Assistance Program (R-GAP):
        1. Ask the caregivers to determine if they want a new rate assessment.
        2. Document in case notes if the caregivers decline.
      3. When there are significant changes in:
        1. Circumstances for the children or youth; or
        2. The licensed caregivers’ abilities or time required to meet the children or youth’s needs.
      4. Within 30 days of kinship caregivers becoming licensed.
    2. Coordinate with tribes to determine who will complete the FCRAs when tribes have legal jurisdiction.
    3. Gather additional information on the children or youth’s needs from the case files, FamLink, or caseworkers to verify the information provided by the caregivers when completing FCRAs in one or more of the following areas:
      1. Court reports
      2. Health and safety case notes
      3. Health or Mental Health FamLink pages;
      4. Child specific reports, including, but not limited to:
        1. Child Health and Education Tracking Screening Reports
        2. Psychological reports
        3. Medical reports
        4. Counseling reports
      5. Caseworker interviews regarding the children or youth’s needs.
    4. Notify licensed caregivers in writing using the Foster Care Rate Assessment Determination DCYF 15-502 form once rates have been determined. Letters must include:
      1. Reimbursement rates
      2. Notice of caregivers’ rights for a review if they do not agree
      3. Information on how to request reviews
    5. Document the outcomes of the FCRAs, including information gathered to determine the rates, in case notes in FamLink and select:
      1. Category: Rate Assessment
      2. Type: Contact
      3. Activity: Rate Assessment
  5. When licensed caregivers submit written requests for DCYF to review the foster care reimbursement rates, a regional administrator or designee, who has not previously administered the FCRA tool for the licensed caregivers, must:
    1. Review the request within 10 calendar days.
    2. Confirm that DCYF received the written review request within 20 calendar days of the date on the Foster Care Rate Assessment Determination DCYF 15-502 form.
    3. Verify the request:
      1. Includes statements explaining why the licensed caregivers believe the rates are incorrect.
      2. Were sent to the individual identified in the Foster Care Rate Assessment Determination DCYF 15-502 form that informed the licensed caregiver of the assessed rate.
    4. Consider whether:
      1. The FCRA was jointly completed in-person or telephonically with the foster care rate assessor and licensed caregiver.
      2. The information discussed while completing the FCRA was accurately documented.
      3. The FCRA system was functioning properly in calculating the rate and providing the written report.
      4. Any additional information provided by the licensed caregiver is relevant to the assessed rate.
    5. Notify the licensed caregiver of the result of the review in writing on the Foster Care Rate Assessment Determination Review DCYF 15-503 form, indicating:
      1. Determination:
        1. Agrees to adjust the rate; or
        2. Disagrees and the rate will be upheld.
      2. Information on how to request an administrative hearing through the Office of Administrative Hearings. Licensed caregivers do not have the right to request an administrative hearing to challenge or dispute the established rates of the foster care program or to challenge the foster care rate assessment standardized form or program.
  6. Fiduciaries must terminate the FCRA reimbursement on the day children or youth leave the licensed caregiver’s homes when:
    1. Children or youth no longer need foster care.
    2. Children or youth no longer reside at the licensed caregiver’s homes.
    3. Children or youth reach the age of 18 years old and the dependencies are dismissed.
    4. EFC youth reach 21 years old and the dependencies are dismissed.
    5. Voluntary Placement Agreements are revoked.

Forms

Foster Care Rate Assessment Determination DCYF 15-502 (located in the Forms repository on the DCYF intranet)

Foster Care Rate Assessment Review DCYF 15-503 (located in the Forms repository on the DCYF intranet)