1.8 - Local Agency Procedures

1.8.1 - Termination (revised October 2022)

  1. All grants shall terminate on the dates specified in the contracts and shall not be extended.
  2. Specific terms and conditions of termination or suspension of the grant is documented in the grant agreement and must be followed by the Local Agency and the Department.
  3. Specific conditions for grantee requesting grant termination or suspension may be considered by the Department.

1.8.2 - Staffing

  1. Staffing for MCH programs would include at a minimum a Program Coordinator, Case Managers, and Frontline/Clerical staff.
  2. Staffing for programs shall be reflective of the community/population being served and services to be provided, i.e., nursing, social work, psychology, and administration. The extent of staffing in the programs shall be dependent upon the program size and availability of personnel.
  3. Ensure staff has access to a Registered Nurse for consultation on medical issues that arise in the Family Case Management Program through employment or contractual relationship.
  4. Agencies shall give assurance that the services will be provided by or supervised by qualified personnel. Qualifications shall be determined by reference to a merit system, established minimum qualifications, occupational standards, state and local licensing laws, and specialty board requirements. Such standards, laws, and requirements shall be incorporated by reference in the application for a grant.
  5. Standards for each project shall meet state and local licensing laws and regulations and be in accord with national and state standards.
  6. Arrangements for provision of services must be made in advance of implementing the project. Special consideration shall be given to the provision of space for:
    1. Counseling to assure privacy and dignity for the client; intake interviewing and physical examinations;
    2. The projected client load giving consideration to waiting room, babysitting services, records, bathroom, and for other necessary services.
    3. Space should assure privacy and efficient client flow.
  7. Conducting MCH services involves a multi-disciplinary team approach to ensure the delivery of quality services. MCH agencies vary in size and therefore their staffing needs. Agencies must maintain adequate staffing to ensure operations are conducted effectively and efficiently.
    1. Agencies working with postpartum women who experienced loss are to provide postpartum bereavement services from trained staff and/or are connected to trained professional and/or support groups.
  8. To ensure security of the Cornerstone management information system all new users must be approved by the Department before a user ID will be issued. Requests will be processed after:
    1. The new staff member is entered into the Cornerstone AD30 screen
    2. The Regional Nurse Consultant has confirmed the new staff with the Program Designee which can be done by emailing the name, job title, start date and for professional staff, qualifications for the position.

1.8.3 - In-Service Training

The staff of the Department in cooperation with the local Agency staff will conduct in-service training programs for project personnel. Staff involved in the delivery of client services are required to attend.

Project staff are encouraged to attend and participate in appropriate educational programs and professional organizations to provide services in a culturally sensitive manner, and knowledge and respect with an emphasis on addressing racial/ethnic disparities in outcomes.

Agencies are expected to schedule staff to attend the training offered by the Department within three (3) months of working in the MCH program. It is encouraged that supervisors send staff for training at any time regardless of duration of employment when the staff member's performance demonstrates a need to review program deliverables. The MCH Nurse Consultant may at any time require for Agency Personnel to attend training at any time during their work within the MCH programs.

It is expected that all Agency staff working in any of the MCH programs complete implicit bias training within 3 months of employment and annually while working within the MCH programs. The agency should document the type of implicit bias training received and date the training was completed. The log should be maintained by the Agency to account for compliance of staff working within the MCH programs. The log will be requested by the MCH Nurse Consultant during the annual review and may be requested at other times.

1.8.4 - Utilization of Community Resources

It shall be the responsibility of each agency to coordinate the services provided through the agency with other sources or care in the community, such as but not limited to:

  1. Illinois Medical Assistance Program
  2. Local Health Departments
  3. Neighborhood Health Centers
  4. Local Child Development Clinics
  5. Division of Specialized Care for Children
  6. Local Hospitals
  7. Local Children and Family Services Programs
  8. Local Schools
  9. Vocational Rehabilitation Services
  10. Regional Perinatal Centers
  11. Local Early Intervention Programs for Infants and Toddlers with Handicaps
  12. Other related social service agencies

1.8.5 - Agency Policy & Procedures and Quality Assurance

All agencies contracted with the DHS BMCH is expected to maintain an internal Agency Policy & Procedure Manual that aligns with DHS Policy & Procedures and Contract guidelines.

All agencies must include specific steps to be followed for abnormal findings on Child Physical Assessments, Developmental Screenings, and Depression Screenings. Agencies with a medical director must reflect these steps in their current standing orders in alignment with standard practices.