12 Colo. Code Regs. § 2509-5-7.415

Current through Register Vol. 47, No. 11, June 10, 2024

Section 12 CCR 2509-5-7.415 - REPORTING [Rev. eff. 1/1/14]

A. The county department shall make timely and accurate reports in all applicable automated reporting systems operated by the state. The reporting of placements and placement changes in the automated reporting systems operated by the state shall be made prior to the next payroll.

B. The county department shall report client prevention, intervention, referral, assessment, service, case and placement information in the automated reporting systems operated by the state when one or more of the following occurs:

1. The county department provides Program Area 3 services directly, through another division or through a community agency; or,

2. The county department opens a case and determines the target group eligibility or re-determines a change in target group eligibility; or,

3. The child is in out-of-home or Core Services care and the funding source is determined or changes; or,

4. An out-of-home, relative, adoption assistance, Relative Guardianship Assistance, or Core Services care placement is made, the placement changes or ends, or a change in the level or nature of a payment must be authorized; or,

5. A court orders a change in the custody of a child or other legal action occurs; or,

6. The State Department's automated system special consideration codes are relevant; or,

7. The child is legally free for adoption; or,

8. The child is placed for adoption and gets a new identity (name, household number, State ID); or,

9. The child is in Colorado from another state for Interstate Compact on the Placement of Children supervision or Medicaid only; or,

10. Within thirty (30) calendar days of a decision to close.

C. The county department shall report confirmed incidents of abuse and neglect in the State Department's automated system.

D. The county department shall report the Medicaid eligibility status of children out-of-home or in subsidized adoption using the FCS-100 system, when a child has:

1. Eligibility for Medicaid and in out-of-home care or subsidized adoption; or,

2. Categorical status or medical resource code changes; or,

3. Changes from one placement to another; or,

4. Been placed for adoption and gets a new identity (name, household number, State ID); or,

5. Eligibility for an in-state medical effective span; and,

6. Is in Colorado from another state and receiving Medicaid only (COBRA).

E. The county department shall leave a case open on the Department's automated system for each child with a current subsidized adoption agreement. When the subsidized adoption agreement is terminated, the county shall close the child's case on the State Department's automated system and the FCS-100, if applicable.

F. For purposes of reporting and maintaining confidentiality in the State Department's automated system and other systems, the county department shall create a new adoptive identity (name, household number, state ID) different from the birth identity when the adoption of the child has been finalized, except in the following circumstances:

1. The name or identity of the child is not changed in the adoptive home. The birth name and birth state identification number is maintained.

2. The child is adopted by relatives and the name or identity is not changed after the adoption. The relative(s) is the caretaker(s) of the child in the birth case.

G. The county department shall consider siblings and their parents or legal caretakers as one household unit. When parental legal rights are terminated or relinquished, the new household unit may be an individual child or all siblings, depending upon whether the case plan is to place the siblings separately or together.

H. The county department shall obtain Social Security Numbers for children and enter them into the State Department's automated system.

I. The county department shall provide information when requested by the state for special studies.

12 CCR 2509-5-7.415

38 CR 23, December 10, 2015, effective 1/1/2016

40 CR 17, September 10, 2017, effective 10/1/2017

40 CR 21, November 10, 2017, effective 12/1/2017

41 CR 21, November 10, 2018, effective 12/1/2018

42 CR 17, September 10, 2019, effective 10/1/2019

42 CR 23, December 10, 2019, effective 1/1/2020

43 CR 21, November 10, 2020, effective 12/1/2020

44 CR 21, November 10, 2021, effective 11/1/2021

44 CR 23, December 10, 2021, effective 12/30/2021

46 CR 09, May 10, 2023, effective 6/1/2023