Adult Protective Services
Handbook Revision, September 2014
This revision of the Adult Protective Services In-Home Handbook was published on September 1, 2014. Summaries of new or revised items are provided below.
APS SHIELD Policy
APS In-Home is implementing a new assessment system called SHIELD: Strategies that Help Intervention and Evaluation Leading to Decisions. These changes affect APS In-Home policy and procedures for investigations, service delivery, documentation, and decision-making.
See:
1600 Allegation Priorities
1700 Case-Related Special Requests
1730 Documenting the CRSR
2200 Case Initiation
2211 Procedure for Case Initiation
2213 Documentation of Case Initiation
2221 Procedure for Changing Allegation Priorities
2222 Documentation for Changing Allegation Priorities
2230 Situations Involving Current Danger Factors (Immediate Interventions)
2231 Procedure for Situations Involving Current Danger Factors
2232 Documentation of Situations Involving Current Danger Factors
2233 Self-Neglect Resolved Before Initial Face-To-Face Contact
2233.1 Procedure for Determining Self-Neglect Resolved Before Making the Initial Face-to-Face Contact
2233.2 Documentation for Self-Neglect Resolved Before Initial Face-To-Face Contact
2241 Procedure for Initial Face-to-Face Contact With the Alleged Victim
2242 Documentation for Initial Face-to-Face Contact With the Alleged Victim
2261 Procedure When Alleged Victim Refuses to Cooperate With APS Investigation
2262 Documentation for Alleged Victim Refuses to Cooperate With APS Investigation
2270 Referring Cases to Law Enforcement
2271 Procedure for Referrals to Law Enforcement
2310 Procedure for Evidence Collection
2332.1 Privacy Rights Regarding the Social Security Number
2333 Documentation of Investigation Contacts
2341.1 Procedures for Interviewing Alleged Victims
2341.13 Conducting the Interview With an Alleged Victim
2344.2 Documentation for Interviews With the Reporter
2345.1 Procedure for Interviewing Medical or Mental Health Staff
2346.2 Documentation for Interviews With Law Enforcement
2352 Documentation for Photographs
2381.4 Available Information Is Insufficient for Criminal History Records Checks
2400 SHIELD Assessment Tools
2410 Safety Assessment
2411 Procedure for Completing the Safety Assessment
2412 Documentation for the Safety Assessment
2420 Assessing Indicators of a Lack of Capacity to Consent to or Refuse Protective Services During an Investigation
2421 Procedure for Assessing Indicators of a Lack of Capacity to Consent to or Refuse Protective Services
2421.1 Procedure When the Alleged Victim Refuses Protective Services
2421.2 Documentation for Alleged Victim Refuses Protective Services
2422 Procedure for Seeking Medical or Mental Health Evaluations
2423 Documentation for Seeking Medical or Mental Health Evaluations
2430 Undue Influence
2441 Procedure for Undue Influence
2440 Remedying Fiduciary Exploitation
2441 Procedures for Determining Fiduciary Exploitation
2442 Procedures for Remedying Fiduciary Exploitation
2500 Monitoring Alleged Victim’s Safety During Investigations
2510 Safety Contacts
2511 Procedure for Safety Contacts
2512 Documentation of Safety Contacts
2540 Additional Allegations Discovered and New Reports Received During the Investigation Stage
2541 Procedure for New Intake Reports Received During the Investigation Stage
2542 Procedure for New Allegations Discovered by the APS Specialist
2551.1 Procedure for Using DFPS Person Locator Services
2633 Documentation for Family Violence Investigations
2641 Procedure When Alleged Victim Dies Before the Initial Face-to-Face Is Completed
2642.1 Documentation of Death Due to Natural Causes or Accident
2642.2 Documentation of Death Due to Self-Neglect
2642.31 Documentation of Rapid Closure When Death is Due to Natural Causes, Accident or Self-Neglect
2643 Procedure When Alleged Perpetrator’s Actions Did Not Contribute to Alleged Victim’s Death
2643.1 Documentation of Death When Alleged Perpetrator’s Actions Did Not Contribute to Alleged Victim’s Death
2643.21 Documentation of Rapid Closure When Alleged Perpetrator’s Actions Did Not Contribute to the Alleged Victim’s Death
2645 Procedure When Alleged Perpetrator’s Actions May Have Contributed to the Alleged Victim’s Death
2645.1 Documentation When the Alleged Perpetrator’s Actions May Have Contributed to the Alleged Victim’s Death
2663 Procedure for Providing Emergency Protective Services During an APS Facility Investigation in an HCS Program
2710 Allegation Disposition
2800 Risk of Recidivism Assessment
2810 Procedure for Completing the Risk of Recidivism Assessment
2811 Risk-Based Contact Standards
2900 Investigation Closure
2910 Procedure for Investigation Closure
2920 Documentation When Closing the Investigation Stage
2921 Investigation Closure Reason Codes
2921.1 Rapid Closure Codes and Disposition of Other
2921.11 Moved/Unable to Locate
2921.12 Administrative Closure
2921.13 Does Not Meet Definition of APS
2921.14 Client Died
2921.15 Duplicate Referral/Already Investigated
2921.16 Reclassification
2921.17 Other Agency or Out of State
2921.18 Self-Neglect Resolved Before Face-to-Face
2921.2 Procedure for Supervisory Review of Investigation Stage Closure
3000 Service Delivery
3100 Determining Eligibility, Addressing Financial Resources, and Incorporating Cultural Considerations
3110 Determining Eligibility for Services
3120 Achieving Goals
3200 APS Service Plan
3210 Developing the APS Service Plan
3211 Offering Least Restrictive Alternatives
3212 Using Legal Alternatives
3212.1 Documenting Legal Actions in the Service Plan
3213 Making a Reasonable Effort
3214 Documenting the APS Service Plan
3215 Documentation of Contacts During Service Delivery
3220 Strengths and Needs Assessment
3221 Procedure for Completing a Strengths and Needs Assessment
3230 Case Outcomes
3240 Additional Allegations Discovered and New Reports Received During the Intensive Case Services Stage
3241 Procedure for New Intake Reports Received During the Intensive Case Services Stage
3250 Service Plan Outcomes
3260 Monitoring the Service Plan
3261 Service Contacts
3262 Procedures for Service Contacts
3263 Documentation of Service Contacts
3265 Supervisor Consultations
3265.1 Procedure for Supervisor Consults
3265.11 Documentation for Supervisor Consults
3270 Client Withdraws From Services
3271 Documenting the Client’s Withdrawal From Services
3280 Case Closure During Service Delivery
3281 Procedure for Case Closure During Service Delivery
3282 Documentation When Closing a Case During Service Delivery
3283 Service Delivery Closure Reason Codes
3284 Supervisor Review of Case Closure
3300 Maintenance Cases
3310 Procedure for Maintenance Cases
3311.1 Maintenance Contacts in Cases Involving DADS Guardianship Services
3312 Documentation of Maintenance Contacts
3320 Additional Allegations Discovered and New Reports Received Involving a Maintenance Case
3321 Procedure for New Intake Reports Received During Maintenance Cases
3400 Community Resources
3410 IMPACT Community Resource Databases
3411 Information and Referral (I&R) Network: 2-1-1 Texas
3412 Medicare
3413 Medicaid
3414 STAR Medicaid Managed Care Program
3420 Using Legal Resources
3430 Community Resource Coordination Groups for Adults (CRCGAs)
3440 Representative Payees and Money Management
3500 Service Delivery in Complex Cases
3510 Providing Services to APS Clients Who Are Victims of Family Violence
3511 Procedure for Providing Family Violence Literature to APS Clients
3512 Procedure for Developing a Family Violence Safety Plan
3513 Documenting the Family Violence Safety Plan
3520 Service Delivery to Non-Citizens
3521 Non-Citizens and Use of PCS Funds
3522 Service Delivery to a Non-Citizen Who Has Current Immigration Documents
3523 Service Delivery When a Non-Citizen Is Without Appropriate Immigration Documents
3524 Changing Immigration Status and Referring Clients to Local Agencies
3525 Working with Mexico and El Desarrollo Integral de la Familia (DIF)
3526 Consulates of Other Countries
3527 Transporting Clients Who Do Not Have Valid Immigration Documents
3528 Crossing an International Border
3530 Service Delivery From Other State Agencies to APS Clients With Intellectual Disabilities or Mental Health Diagnoses
3531 Roles and Responsibilities of APS
3540 Financial Exploitation and Medicaid Eligibility
3541 Financial Exploitation of Income and Medicaid Eligibility
3542 Financial Exploitation of Resources and Medicaid Eligibility
3550 Facilitating Hospital and Nursing Home Admissions
3551 APS Role in Completing Hospital and Nursing Home Admission Forms
3552 Involuntary Hospital and Nursing Home Admissions
3560 Managing the Affairs and Assets of Clients
3561 Procedures for Managing the Affairs and Assets of Clients
3562 Procedures for APS Specialists
3563 Procedures for Supervisors
3570 Client Dies During Service Delivery
3571 Procedure When a New Intake Is Received Before Client’s Death During Service Delivery
3572 Procedure When a Death Is Related to Natural Causes, an Accident, or Self-Neglect During Service Delivery
3572.1 Procedure When a Client’s Death May Involve Allegations Validated in the Investigation Stage
3572.2 Documentation When a Client Dies From Self-Neglect
3573 Procedure When a Client’s Death May Involve Allegations Validated in the Investigation Stage
3573.1 Documentation When a Client’s Death May Involve Allegations Validated During the Investigation Stage
3573.2 Corrections to the Allegation Detail When Investigated Allegations Contribute to a Client’s Death During Service Delivery
3574 Procedure When a Client’s Death May Involve New Incidents of Allegations Investigated or Validated During the Investigation Stage
3574.1 Documentation When a Client’s Death May Involve New Incidents of Allegations Investigated or Validated During the Investigation Stage
3575 Procedure When a Client’s Death Involves New Allegations of Abuse or Neglect by an Alleged Perpetrator
3575.1 Documentation When a Client’s Death Involves New Allegations of Abuse or Neglect by an Alleged Perpetrator
3600 Purchased Client Services (PCS)
3610 Description of Purchased Client Services
3611 Use of Purchased Client Services for Guardianship Referrals
3612 Restrictions of Purchased Client Services
3620 Procedures for Using Purchased Client Services (PCS)
3621 Assessing the Need for Purchased Client Services
3622 Developing a Service Plan When Using Purchased Client Services (PCS)
3623 Authorizing Purchased Client Services
3624 Monitoring Purchased Client Services
3625 Obtaining Management Approval for Purchased Client Services (PCS) for the Client, Family Members, or Caretakers
3626 Obtaining an Emergency Medical or Mental Health Assessment
3627 Specific Purchases Using Purchased Client Services
3627.1 Providing Purchased Client Services in Home- and Community-Based Services (HCS) Programs
3627.2 Storage Unit Fees
3627.21 Procedure for Payment of Storage Unit Fees
3627.3 Applied Income Payment in Nursing Homes
3627.31 Procedure for Payment of Applied Income
3627.4 Eviction of Alleged Perpetrator
3627.41 Procedure for Payment of Eviction of an Alleged Perpetrator
3627.42 Documenting Payment and Client Initiation of Eviction of an Alleged Perpetrator
3627.5 Major Appliance Purchases
3627.6 Home Repairs or Heavy Cleaning
3627.7 Consignment Agreement for Bus or Van Transportation
3627.71 Procedure for Consignment Agreements for Bus or Van Transportation
3630 Documenting Purchased Client Services
3631 Client’s Budget and Financial Resources
3632 Client’s Participation in Service Planning
3633 Receipt of Purchased Goods or Services by Client
3634 Approvals for Purchased Client Services
3635 APS Service Authorization
3636 Modifying the Initial Service Authorization
3700 Methods for Use of Purchased Client Services
3710 State Term Contract Procurement Cards
3711 Procedures for Using State Term Contract Procurement Cards
3711.1 Transaction Limits on Procurement Cards
3711.2 Returns of Goods Purchased With a Procurement Card
3711.3 Decline of a Procurement Card
3711.4 Security for Procurement Card
3711.5 Lost or Stolen Procurement Cards
3711.6 Reconciling the Billing Statement for a State Term Contract Procurement Card
3712 Documenting Purchases Made With State Term Contract Procurement Card
3720 Purchase Order for Placement Services (POPS)
3721 Procedures for Submitting a POPS to Contract With a Nursing Home
3722 Determining the Rate for a POPS
3723 Responsibilities of APS Contract Staff and DFPS Regional Management
3724 Monitoring Medicaid Eligibility Status for POPS
3725 Documentation Requirements for POPS
3725.1 Documentation Requirements for Subsequent 60-Day Placements
3730 Contracts
3731 Procedure for Contracts
3732 Documentation Requirements for Contracts
3740 Claims Processing
3741 Procedure for Claims Processing
3742 Documentation Requirements for Claims Processing
3750 Using Program-Directed Purchase
3751 Procedure for Program-Directed Purchase
3752 Documentation Requirements for a Program-Directed Purchase
3760 Travel Purchases
3761 Procedure for Travel Purchases
3762 Documentation Requirements for Travel Purchases
3800 Consignment Agreements
3810 Definition of Consignment Agreements
3820 Procedures for Consignment Agreements
3830 Determining Rate for Goods or Services Purchased Using a Consignment Agreement
3840 Responsibilities of Regional Management and Contract Staff
3850 Documentation Requirements for Goods or Services Purchased Using a Consignment Agreement
4733 Attendance at Guardianship Hearings
4782.1 Procedure for Assessing Appropriateness of Standard Referrals to DADS Guardianship Services
4782.3 Procedure for Case Management After Standard Referral Form Is Submitted to DADS
4783.3 Procedure for Emergency Referrals to DADS Guardianship Services to Protect Client Assets
4783.4 Procedure for Case Management After Emergency Referral Form Is Submitted to DADS
4785 General Issues Regarding DADS Guardianship Services Referrals
4812 Documentation for Emergency Detentions
4940 Documentation for Protective Orders Filed by DFPS
5111.2 Release of APS In-Home Case Records to Facilities or Providers Under APS Facility Jurisdiction
5124 Disclosure of Case Information to Prospective Guardians
5132 Notifying a Probate Court About an Investigation Involving Guardianship
5241.1 Merge Only Open Cases in the Same Stage
5241.2 Close Duplicate Reports Without Merging Cases
5242 Case Merge Checklist
5330 Procedure for the Administrative Desk Review for Designated Perpetrators
5334 Closing a Case in Intensive Case Services Following an Administrative Desk Review
5411.2 Subject Matter Expert Review
5424.4 Release of APS Findings to Professional Licensing Boards, Commissions, and Other Agencies
Appendix XVII: SHIELD Policy and Procedures Overview