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PPU Intake/Assessment Process

The Brief Intake/Assessment is the initial meeting with the client during which the PPU manager gathers information to address the client's immediate needs, to encourage his/her engagement and retention in services. The manager will determine who will supervise the client's needs. If a client is refered from outside support. PPU will support the process already started by outside support. The intake will be called a support Intake/Assessment. PPU will do a conference with

the outside support to determine PPU's role. If PPU takes over the support, an Intake/Assessment has to be done replacing the Support Intake Assessment. A note needs to be made with SIA attached to the IA.  

 

PPU director often refers clients back to whom has been helping in order to determine the proper support or transition. If the other has been helping client sucessfully and we have no more to offer we will recommend the client stay with the other. 

 

The Intake/Assessment will be used to screen clients to determine their needs of PPU support/ services, determine the model of support driven by the needs of the family. During the process, manager/or assigned interviewer should be able to assess the client's willingness and readiness to engage in PPU services.

 

In the PPU Supportive Services model, the Intake/Assessment is the sole mechanism for assessing client needs. Documentation from this assessment provides the basis for developing the PPU Personal Supportive Service Plan as well as providing other services. Documentation also helps to provide data driven reports for research and grant requests.

 

Intake managers must assure the client's privacy and confidentiality in all phases and activities of the PPU Supportive Services. Only those involved in the case can discuss the case in private conference.  We need to avoid duplication of efforts. "Don't reinvent the wheel".

 

Intake Actions:

 

• Immediate needs are identified.

• Immediate needs are addressed promptly.

 

• PPU Intake/Assessment documentation includes, at minimum:

•        Basic Information

  • presenting problem

  • contact and identifying information  (name, address, phone,) name of student, grade level

  • language spoken

  • School district/School

  • Other supports (husband, family member, older brother sister etc.)

  • confidentiality concerns

  • social service providers, is anyone else supporting (professional or not)

         overview of status and needs, if appropriate.

•  

• Documentation includes appropriate releases, including Authorization for the Release of Information 

•  

Best Practices

 

Staff with good interviewing skills who can put clients at ease, obtain key personal information, and recognize potentially urgent situations should perform the PPU Intake/Assessment process. Person must have a grasp on PPU protocols, alignments, resources and services that PPU trusts as well as have plenty of time to listen. 

 

Placement into the appropriate PPU model and provisions of initial services depends on available staff. Because of capacity the intake is done by the director of PPU>  By default the PPU manager/director gets the PPU calls and will do the initial intake. Manager also will determine who is needed for the PPU support team, if needed.

 

PPU is an all volunteer organization. It is imperative to follow protocol for that reason. We can no longer depend on "the oh by the way method". 

 

If a PPU client or someone refers to you to support them without the case manager's approval, it is mandatory to let the case manager know, you have been notified. It is important to have conference with the manager of the case for approvals and best practices. Our expert knowledge in our own jobs cannot be the driving force supporting PPU's protocol. Clients are looking for immediate answers, instant gratification and will go to multiple people, even though they are getting the best support possible. Since our services overlap it can be confusing to the client. It is imperative to let client know from whom their help comes.  

 

The Special Ed. Accountabilty team will be called upon for advice and support. See PPU Special Ed. team protocol. The family engagement team can be called on for family support.  See PPU Family Engagement protocol.

 

Information obtained during the PPU Intake/Assessment can only be shared, after client consent, with other providers to coordinate services and avoid duplication of efforts. To increase efficiency, information from an agency's program eligibility screening process may also be used in the PPU Intake/Assessment.

 

Standard Criteria

 

• Use intake form to record all calls requesting advocacy, even with intitutions.

• It might be the responsibility of the person who takes the call to oversee the case.

• If you are not in charge of a case do not make any decisions about the case until you check with case manager. 

• One of your questions when screening client  "is anyone helping you already"?

• When a PPU supported family decides themselves to call you, out of the blue, make sure you report it to PPU intake manager. Better yet refer them back to their PPU case manager. 

• If someone calls you out of the blue for help and you refer them to PPU, by default you might be assigned the manager of the case.