1.2.1 Referrals and Placements

Contents

1. Referral (Decision Making) Process
2. Pre-Referral Responsibilities (of the Placing Authority)
3. Planned Placements
4. Emergency Placements
5. Information for Children and Notifications 
6. Health Care
7. Support, Monitoring and Ending of Placements

1. Referral (Decision Making) Process

Before a child is referred for placement, the social worker should undertake certain consultations and decision making procedures. These procedures are outlined in Pre and Post Placement Procedure.

All Initial Enquiries are received by the Referrals Team at Rochdale: 1st & 2nd Floors, Leeds House, Yorkshire Street, Rochdale, OL16 1BH. Tel: 01706 644471, Mobile: 07966 582343, Fax: 01706 656065. 24 hour Referral Hotline: 0800 731 3805

Once a referral is made to the referrals team, and the information they have been given suggests it is an appropriate referral, they will contact the relevant Regional Manager who will identify, based on the initial information, a suitable property and team for the individual young person.

The Regional Manager will contact the Registered Manager of the proposed unit and discuss the possible referral. It must be stressed that, at this point, the referral is not definite as this decision can only be made once all the information is received from the placing authority. This process does however give the operations team time to plan and prepare for the potential placement.

On receipt of the relevant documentation The Referrals Panel will read the necessary information and make a decision about whether the service can meet the young persons needs and the resources necessary are available and adequate.

The referrals panel consists of three senior managers, all of whom are qualified Social Workers. If a unanimous decision cannot be reached by the panel the Operations Director will make the final decision.

If the panel agree the proposed placement is appropriate the Regional and Registered Manager will be informed and the appropriate information sent to them. The Registered Manager has to agree the unit and team are able to meet the young persons needs.

The planning of the placement including planned visits, transportation etc. becomes the responsibility of the care operations team.

Prices are agreed and negotiated by the referrals team, although operations can add input, the referrals team always lead on prices.

Outside Normal Working Hours:

Dedicated Referral Lines will be passed to John Herron / Angela Glynn out of hours.

John and Angela will be responsible for coordinating rota and informing referral team of who the responsible person is by no later than mid-day on day of transfer.

Referral team will inform switchboard, and ensure calls are transferred. (Currently whoever receives transfer at close of play Friday, will be the responsible individual until 9:00am Monday)

2. Pre-Referral Responsibilities (of the Placing Authority)

This summarises the procedures which should normally be followed by the Placing Authority before a child is referred for placement. However, procedures in individual authorities may differ.

2.1 Consultation

At the point when it is determined that a placement may be required, and throughout the subsequent process of identification, planning and placement, the social worker must consult and take account of the views of the following people:

1. The child
2. The child's parents
3. The Child’s Independent Reviewing Officer (IRO), if the child is moving from another Looked After Placement.
4. If the child is at Key Stage 4 (year’s 10 or 11), a senior manager within the placing authority must be consulted prior to the placement*
5. Anyone who is not a parent but has been caring for or looking after the child
6. Other members of the child's family who are significant to the child
7. The child's school or education authority
8. The Youth Offending Service, if the child is known to them.

2.2 Relevant Plans

The social worker should ensure that the proposed placement is in keeping with the overall Care Plan for the child, which should be set out in writing.

The Care Plan should demonstrate that the child's needs will be met by the proposed placement.

The Care Plan should be completed before the child becomes Looked After, or within 10 working days of the child’s placement.

If a placement is approved, the social worker should ensure that a Placement Information Record is drawn up before the placement starts, or within 5 working days of the placement.

The manager of the home will be responsible for drawing up a Placement Plan.

2.3 Approval of the Plan to Place a Child

Before a referral is made the social worker is normally required to seek management authorisation, the social worker may also be required to make the referral via a placement service or budgetary management process.

Any transfer of a Child from another Looked After Placement who is at Key Stage 4 (year’s 10 or 11) must be approved by a senior manager within the placing authority.

2.4 Children placed outside the area where they normally live

Unless it is an emergency placement, the child’s Independent reviewing Officer (IRO) must be consulted before a child is placed outside placing authority. If the child is placed in an emergency, the IRO must be consulted as soon as practicable after the placement starts.

When considering the making of a placement, the social worker should consult the Home’s manager to ensure that proper arrangements are in place for the child to have contact with his/her family and significant others; particularly when the child is placed at a distance away from their family home.

3. Planned Placements

This section covers planned placements, for emergency placements see Section 4, Emergency Placements

3.1 Definition of Planned Placement

A Planned Placement is the placement of a child with the agreement of the Placing Authority and Designated Manager (Admissions). Before a decision is reached about suitability, the procedures set out in Section 4.2, Emergency Placement Procedure must be followed.

If there is no agreement, the placement is deemed to be an Emergency, and an Emergency Review should be convened within 72 hours of the placement, to consider whether the placement is suitable. See Emergency Reviews Procedure.

3.2 Referral Process

The decision about suitability of placement will be made by the Designated Manager (Admissions) in consultation with the Placing Authority. Before making such a decision, a Referral Form must be completed and taken into consideration (if this is not possible the placement can still be agreed but is deemed to be an Emergency Placement, subject to an Emergency Review within 72 hours of the child's admission):

Though not essential, the following should be undertaken before a decision is reached:

• Arrangements should be made for the Home's Manager or delegate to meet the child, parent(s) or carers.
• An Information Pack and/or brochure about the home should be forwarded to the Placing Authority, parent(s) or carers.
• An Information/Children's Guide should be forwarded to the child
• Up to date Chronology should be obtained
• A copy of the Care Plan should be obtained or forwarded to the home within 10 working days.
• Other relevant information about the child.  For example, recent Looked After Review reports, Pathway Plan, Personal Education Plan, reports from specialists or therapists.

If it is agreed that a placement is offered to the child, the Designated Manager (Admissions) should arrange for a Service Agreement/Contract to be drafted and forwarded to the Placing Authority for signing.

A copy of the completed/signed Service Agreement/Contract, Referral Form and other documents obtained must be given to the Home's Manager to be placed on the child's file.

3.3 Placement Planning

Once a decision has been reached to place a child, the Home's Manager will co-ordinate the placement with the Placing Authority (usually the child's social worker).

Before or on the day of the placement, it will be necessary for the Home's Manager to obtain the following, which should be taken into account when the child's Placement Plan is completed:

• A copy of the Referral Form and Placement Risk Assessment.
• A copy of the child's Care Plan and Placement Information Record.  If these documents are not available, the Home's Manager must clarify the key objectives of the Care Plan with the Placing Authority and arrange for a completed Care Plan to be forwarded to the home within 10 working days days of the child's placement.
• A Chronology should be obtained at the time of the placement or forwarded to the home as soon as practicable after the placement starts.
• The contract arrangements that may be permitted between the child and his parents, siblings, relatives and friends- no contact may be allowed without the approval of the social working, in writing (or set out in the child's placement plan).
• A copy of the child's health care plan or, if this isn't available, details of any healthcare or medical needs/requirements that the home should be aware of e.g. Home Remedies or Medication that the child may require (see Health Care Assessments and Health Care Plans Procedure)
• Any other relevant documents such as a recent Looked After Review reports, Pathway Plan, Personal Education Plan, reports from specialists or therapists. Copies of information relating to any Court Orders that may be required to influence the Child's placement e.g. if the child is subject to a Remand.

The documents/information above should be taken into account when completing the child's Placement Plan. The responsibility for the completion of the Placement Plan rests with the Home's Manager.

It is for the Home's Manager/delegate and social worker to agree whether the Placement Plan has been completed sufficiently to sustain the child until the first Looked After Review.

If there is no agreement, a Placement Plan Review must be convened within 7 days of the placement to enable the plan to be completed satisfactorily.

Subsequent Placement Planning Meetings must be convened each week until the plan is completed satisfactorily.

The detailed arrangements for admitting the child will depend on the circumstances of the case, these arrangements should be made by the Home's Manager in consultation with the child's social worker.

A copy of the Children's Guide must be given to the child before or upon admission.

4. Emergency Placements

This section covers emergency placements, for planned placements, see Section 3, Planned Placements.

We aim to respond to a placing agency's request for crisis intervention within 24 hours of receiving the notification. This time period allows for the appropriate steps to be taken to ensure a smooth admission for the young person and allows for any required amendments to the staffing levels, property and available resources to be made.

4.1 Definition of Emergency Placement

An Emergency Placement is the placement of a child without the agreement of Placing Authority and Designated Manager (Admissions), having completed and considered the following, which may be completed over the 'phone:

• A Referral Form.
• A Placement Risk Assessment.

If there is no agreement, an Emergency Review must be convened within 72 hours of the placement, to consider whether the placement is suitable. See Emergency Reviews Procedure.

4.2 Emergency Placement Procedure

In the event of a referral for an Emergency Placement, the person receiving/administering the referral should do all that is reasonable to follow the procedures set out in Section 3.2 - Referral Process and Section 3.3 - Placement Planning.

However, any decision to admit a child in these circumstances must be based on an assessment of the available information that the child's needs are likely to be met by the home.

For emergency admissions, the above process (Section 3, Planned Placements) will apply.  However, given the time constraints, the risk assessments will be carried out from information provided over the phone, e-mail or facsimile. Referral forms need to be completed and received before the young person is admitted despite the time pressures with emergency placements.

As a minimum, the following information will be required at the time of the placement:

• The contact arrangements that may be permitted between the child and his parents, siblings, relatives and friends – no contact may be allowed without the approval of the social worker, in writing (or set out in the child’s Placement Plan.
• A copy of the child’s Health Care Plan or, if this isn’t available, details of any healthcare or medical needs/requirements that the home should be aware of e.g. Home Remedies or Medication that the child may require (see Health Care Assessments and Health Care Plans Procedure).
• Copies or information relating to any Court Orders that may be required or influence the Child’s placement e.g. if the child is subject to a Remand. 

The person administering this process must keep a record of the matters that are not undertaken, and pass this to the chair of the Emergency Review, so that they can be followed up.

5. Information for Children and Notifications

5.1 Information for Children

Upon admission, or as soon as possible afterwards, children should be provided with key information - as follows:

• A copy of the Child's Care Plan, Placement Information Record, the Home’s Placement Plan and other key plans and arrangements
• A copy of the Children's Guide for the home; if not covered in the Children's Guide, the Child should be given information about the following:
  • The layout of the Home and toilet/bathroom facilities
  • Fire Precautions/Drill;
  • Representations and Complaints Procedure;
  • The name of the designated Link/Keyworker;
  • The Daily Routines for the Home, including meal times or arrangements;
  • Details of any 'House Rules, and whether any sanctions will apply if rules are broken;
  • Arrangements for the Child's Education.

Within 24 hours of the Child's placement, the Link/Keyworker or another member of staff should meet the Child to check this information has been given and that the Child understands them fully. If there is any doubt, the Link/Keyworker should arrange to meet the Child for a 2nd time to clarify/confirm any misunderstandings.

5.2 Notifications

Notification of the placement must be sent, by the Social Worker/Placing Authority, to all those consulted and involved in the decision-making process within 5 working days of the placement starting.

If not consulted during the decision making process, the following people/agencies must be notified:

1. The team/unit, within the Placing Authority, responsible for arranging Looked After Reviews, so that the child's first/next Looked After Review can be arranged, normally within 20 days of the child's placement.
2. The Health Trust.
3. The Local Education Authority
4. The Children's Services Department in the area where the child is placed;  these notifications must be made in writing advising of the placement decision and the name and address of the person with whom the child is to be placed. 

6. Health Care

It will necessary for the manager of the home to ensure that the following:

• That the child is allocated a Link/Keyworker who will be responsible for promoting the child's healthcare needs and liaising with health care professionals, see Keyworker Guidance.
• For the child to be registered with a GP and have access to a Dentist in the home's locality (in Wales, within 20 working days of the placement); see Health Care Assessments and Health Care Plans Procedure.
• For a Health Care Assessment to be conducted in relation to the child, before the first Looked After Review; see Health Care Assessments and Health Care Plans Procedure.

7. Support, Monitoring and Ending of Placements

The child's social worker must visit the child in the placement within one week of the placement and then at specified intervals; which are set out in Social Work Visits Procedure.

The social worker must also co-operate with the manager by attending Placement Plan Reviews, as set out in Planning and Disruption Meetings Procedure.

End