Applicant File Review - HCNA and Direct Threat

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Applicant File Review - Health Care Needs Assessment and Direct Threat Assessment

Applicant file review is the process by which the center reviews applicant files to determine whether or not the individual’s health care needs exceeds those of basic care or if the individual poses a direct threat to self or others. Because file review can be a complex process, it is essential that all centers use the same process and documentation. An effective file review process requires cooperation between admissions counselors (ACs), records staff, and health and wellness staff.

Policy & Directives

Job Corps Policy

Directives

PRH Change Notice

PRH Change Notice 22-02 Revisions to the Policy and Requirements Handbook (PRH) Applicant File Review, Reasonable Accommodation, Confidentiality and Transmission and Storage of Protected Health and Disability Information, Medical Separation, Direct Threat, and Health Care Needs Processes
Attachment: 22-02a
Release Date: November 29, 2022

Program Instructions

Program Instruction 15-08 Revised ‘Consent for Pre-Enrollment Interview’ Form
Attachment: 15-08a
Release Date: December 22, 2015
Program Instruction 14-34 Applicant Interviews by Job Corps Center Health and Wellness Consultants and Staff Across State Lines
Attachment: 14-34a
Release Date: June 10, 2015
Program Instruction 14-06 Applicant File Review Log and Webinar
Attachment: 14-06a
Release Date: August 21, 2014

Forms & Documents

General

Flowcharts

Center File Review Forms

TEAP AFR Resources

Sample Applicant File Review Questions for TEAP — February 2020
TEAP Specialist’s Role in AFR Snapshot
When completing an AFR, contact your Regional TEAP Specialist for assistance:

For the Boston, Philadelphia and San Francisco Regions contact:
Diane Tennies, PhD, LADC
Diane.Tennies@humanitas.com (no PHI/PII) or (207) 478-9278

For the Atlanta, Chicago and Dallas Regions contact:
Christy Hicks, MSW
Christy.Hicks@humanitas.com (no PHI/PII) or (606) 610-8385

CMHC AFR Resources

Applicant File Review Guide for CMHCs Part 1: Overview — June 2023 New
Applicant File Review Guide for CMHCs Part 2: Guidance for Form 2-04 and form 2-05 — June 2023 New
AFR Tools – Form 2-05 HCNA Template Items — February 2023 New
Pre-DAP Form for Direct Threat Assessments — February 2023 New
Pre-DAP Form for Health Care Needs Assessments — February 2023 New
Sample Applicant Clinical Interview Questions — February 2023 Updated
Brief Guide to Reviewing Individualized Education Plans (IEPs) — February 2023 Updated
AFR Handout Tools (all handouts combined into PDF format)
Includes: Brief Guide to IEPs; Examples of Completed Forms 2-04 and 2-05; Form 2-05 HCNA Template Items; Pre-DAP Form for Direct Threat Assessments; Pre-DAP Form for Health Care Needs Assessments; Sample Applicant Clinical Interview Questions

Direct Threat Assessment

Form 2-04, Individualized Assessment of Possible Direct Threat and Word version

Health Care Needs Assessment (HCNA)

Form 2-05, Health Care Needs Assessment and Word version
Chronic Care Management Plan (CCMP) Provider Forms
(Fact sheets, provider health questionnaires, CPP guidelines, and flow sheets)

Examples of Completed Direct Threat Assessments and Health Care Needs

Health Care Needs Assessment: Medical Case Summaries New
Example #1 Completed Form 2-04 DTA – No Disability Accommodations Identified — March 2023 Updated
Example #2 Completed Form 2-04 DTA – Disability Accommodations Identified — March 2023 Updated
Example Completed Form 2-05 HCNA — April 2023 Updated
Example Dual Review Form 2-05 HCNA — April 2023 New
Example Form 2-04 DTA Clinical Summary and DAP Summary
Example Form 2-05 HCNA Clinical Summary and DAP Summary

Reviewing School Disability Documents

Webinars

Applicant File Review for CMHCs — May 23 & 25, 2023

Slides with audio for May 25th 10am webinar

Mental Health Applicant File Review (AFR) Overview — February 9 & 15, 2023
Medical Separations and DTAs Detailed Training — December 15 & 16, 2022

Slides with audio for December 16th

Medical Separations, DTAs, and Disability Discrimination Overview Training — December 12, 13, & 14, 2022

Slides with audio for December 12th

Change Notice 22-02 Health Services and Disabilities PRH Updates — December 6, 7, 8, & 9, 2022
Clinical Review of School Disability Documents for Applicant File Review (AFR) — October 18, 2022
Clinical Review of School Disability Documents for Applicant File Review (AFR)— September 29 & 30, 2021
Previous presentation: March 30 & April 1, 2021

Handout 1 - IEP Example with Notes

Handout 2 - HCNA Example with IEP Information

Handout 3 - Functional Behavior Assessment (FBA) Example

Handout 4 - HCNA with FBA and Behavior Intervention Plan (BIP) Example

Handout 5 - Section 504 Plan Example

Handout 6 - HCNA with Section 504 Plan Information Example