When PIC becomes aware that a child may have changed placements, PIC must verify the child's current placement and legal guardian in writing before releasing information or providing services to a new caregiver. An email or the Change of Placement Form from the caseworker will suffice.
Providers should continue providing services until the child's placement has actually changed and services can no longer be provided because of the change in location.
Once the placement change has occurred, providers should discontinue communication with the previous foster family regarding the child's services. Communication with the new caregiver should begin only after PIC has received written documentation identifying the child's current legal guardian or primary contact.
PIC uses the OCS Change in Placement Form to document placement changes.
Providers
- Continue services until the placement change has occurred.
- Obtain written documentation identifying the child's current placement and legal guardian or authorized primary contact.
- To update the child's record, use the OCS Change in Placement form.
- Email it to admin@picak.org
- Begin communication with the new caregiver and discontinue communication with the previous foster family.
For any change of placement information, you will contact the OCS Placement Search and Support Unit (PSSU):
- Phone: 1-855-603-8637 (Option 2)
- Email: fcs.ocs.pssu@alaska.gov
Admin
We do NOT require a new ROI for change in placement per the OCS MOA.
- When a Change in Placement is received, upload to the child’s chart Documents under the category “Misc Scanned Documents” and freeform description “Updated OCS placement as of mm/dd/yyyy” The date should match that listed on the placement form, not necessarily the date the paperwork was received.
- Then update the contacts per the form. This will include adding the new contacts with a Start Date, as well as the COMPR with the standard preferences pre-chosen and sending it to the primary contact.
- The Patient Demographics tab also needs to be updated, so that the signature forms no longer go to the previous placement’s email address/phone numbers. **Don’t forget to add in a gibberish password to prevent a password loop!**
- For OCS children, PIC uses the OCS office address for their demographic address, only the contacts have their physical address, so there is usually no need to update the address outside of the specific contact, but always double check!