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7.3.8 Outreach Team

Contents

  1. Introduction
  2. Purpose and Function
  3. Referrals
  4. Allocation
  5. Front Page for Outreach Files (OT3)
  6. Risk Assessment (OT4)
  7. Outreach Service Agreement Form (OT3)
  8. Review of Outreach Service Agreement Form (OT3)
  9. Session Reports (OT7)/Records of Contact
  10. Outreach Summary Sheet (OT8)
  11. Action & Monitoring Form (OT2)
  12. Outreach Team Report for Statutory Review and Child Protection Conference (OT9 and 10 Respectively)
  13. Case File Format 
  14. Closure of Cases
  15. Duty System


1. Introduction

The Outreach Team’s primary purpose is to enhance and contribute towards the provision of quality care to children and young people “Looked After” by the Local Authority.  The three core functions are Placement Maintenance and Support, developing Individual Programmes of Work with the most vulnerable of children/young persons “looked after” and Post Placement Support. 

For further information please see the “Outreach Team’s Statement of Purpose and Function” document which has been issued as Children's Services guidance/procedure.

The purpose of this document is to consolidate internal procedure.


2. Purpose and Function

The Outreach Team’s essential purpose and function is to enhance and contribute towards the provision of quality care to children and young people Looked After by the Local Authority, through the provision of Placement Maintenance and Support for foster carers, developing individual programmes of work that meet the needs of the child/young person and assisting Field Children and Families Teams in the identification and support of those children/young people who can safely be returned home from the public care system.

Where the demand for services exceeds the amount of time/resources/staff available to meet the need, the Children's Services Policy on Priorities will apply.  Within that context the Outreach Team’s priorities are as follows:

  1. Referrals where there is an imminent risk of placement disruption and there appears to be a child protection concern.  Irrespective of legal status (i.e. Sect 20 or Sect 31) and the child/young person is placed in F.P.S., Residential Unit or in permanent placement.
  2. Referrals where there is an imminent risk of placement disruption.  Irrespective of legal status and the child/young person is placed in F.P.S., Residential Unit or in permanent placement.
  3. Referrals where there is an identified need for individual work with the most vulnerable and challenging of children/young people “looked after” by the Local Authority.
  4. Referrals that seek assistance, wherever safely possible, in the rehabilitation of a child/young person who has entered the public care system through E.D.T.
  5. Referrals that seek assistance, wherever safely possible, in the rehabilitation of a child/young person.  Such a plan would need to be endorsed by a Child Protection Conference and or Statutory Review.
  6. Requests for joint work with foster carers upon the behaviour management of a child/young person.
  7. Preparation for Permanence  - i.e. Life Story Work.
  8. Where there is an identified need for placement maintenance and support for carers on an ongoing/preventative basis.
  9. The development of children and young people’s participation and consultation in service delivery.
  10. The development of focus groups and projects to support children and young people “looked after” by the Local Authority.


3. Referrals

Outreach Referral Form (OT 1) must be completed when a request is made to access any service provided by the Outreach Team.  Notification of and/or invites to attend any meeting (i.e. Post Placement Meeting, Statutory Review, Planning Meeting, etc.) will be treated as a referral and Outreach Referral Form completed accordingly.

Step 1

Complete Referral Form and ascertain details of service requested.

Step 2

Place Referral Form in pending referral file.  Send copy of the Referral Form to both the Field Social Worker and F.P.S. Link Worker. 

Referrals  -  Post Placement Support Initiative

Step 1

Complete Referral Form and ascertain details of service requested.

Step 2

Enter date, time and venue of Post Placement Meeting in Office Diary.

Step 3

Place Referral Form in pending referral file. 

Step 4

Inform Senior Practitioner and Team Manager of meeting date and time.

IT IS CRUCIAL THAT STAFF ARE PRO-ACTIVE IN ACCURATELY AND FULLY COMPLETING REFERRAL FORMS.


4. Allocation

Following a referral, a decision will be made by the Team Manager as to whether the service required falls within the Outreach Team’s purpose and function.

The person receiving the referral must exercise their own judgment on the urgency of the referral and consult with the Team Manager as appropriate.

Decisions upon allocation will be made by the Team Manager in consultation with members of staff.  A caseload management/ measurement system will remain in operation.

Following decision upon allocation:

  1. Team Manager to complete allocation slip.
  2. The Referral Form and allocation slip should be placed with clerk by Outreach Worker/Senior Practitioner for entry upon S.O.S.C.I.S and Outreach Team Database.
  3. Inform relevant Social Worker, Link Social Worker, Foster Carer, young person and parents as appropriate, of allocation.
  4. Compile case file, complete “Front Page for Outreach Files”  (OT 3), and Outreach Service Agreement with relevant parties within ten working days.

N.B.  Other than in exceptional circumstances (i.e. direction from Senior Manager), referrals will not be allocated unless the case is allocated within Field Office.

Allocation - Post Placement Support Initiative

The same procedure applies.  Within the context of the Post Placement Support Initiative, however, referrals will be allocated in the absence of a named Key Social Worker in the Field Office subject to agreement/ discussion with Field Team Manager for those children/young persons who enter the public care system through E.D.T.


5. Front Page for Outreach Files (OT3)

A Front Page for Outreach Files Form must be completed on each allocated case.  The form is intended as a quick reference guide.  Care should be taken to ensure that the form is updated as circumstances change, i.e. change of carers, change of S.W., etc.


6. Risk Assessment (OT4)

Based on information available, the Risk Assessment Form (O.T. 4) must be addressed/completed.  If any “hazards” are identified consult with Team Manager.  It may be necessary to amend/modify the Risk Assessment as the precise nature and context of the work becomes clearer.

IF IN ANY DOUBT IN RELATION TO HEALTH AND SAFETY CONSULT WITH TEAM MANAGER OR IN HIS/HER ABSENCE, THE SENIOR PRACTITIONER.


7. Outreach Service Agreement Form (OT3)

An Outreach Service Agreement Form must be completed and signed by relevant parties in each allocated case.  The Outreach Service Agreement Form provides a written record of the nature of the partnership between the Outreach Team and relevant parties.  The document should be completed in full and in detail either at or subsequent to an Outreach Service Agreement Meeting convened by the allocated Outreach Worker.  A copy of the Outreach Service Agreement form must be sent to all those who are a party to that Agreement.  Under most circumstances this would include:

  1. Young Person (child if of sufficient age and understanding).
  2. Field Social Worker.
  3. Link Social Worker - F.P.S.
  4. Parent(s) with parental responsibility.
  5. Any other significant party to the agreement.

AS MUCH INFORMATION AS POSSIBLE SHOULD BE RECORDED ON THE OUTREACH SERVICE AGREEMENT FORM AS IT FORMS THE BASIS OF THE WORK REQUIRED AND THE TIME SCALES FOR INTERVENTION.


8. Review of Outreach Service Agreement Form (OT3)

A Review of Outreach Agreement Form must be completed at the expiry of the current Outreach Service Agreement (normally following 3 months).  If intervention is to address additional issues, a new Outreach Service Agreement Form would need to be completed under most circumstances.  If a new Outreach Service Agreement Form is not completed the reasons for this should be recorded on file following consultation with Team Manager.


9. Session Reports (OT7)/Record of Contact

Session Reports

All sessions should be recorded.

All entries should be signed by the appropriate worker, it is essential that the name of the worker is also entered on the typed session reports and that the typed session reports are checked for errors.

Record of Contact – WSS012A and WSS12B

All contact and activity should be recorded.  Every conversation/incident/ action/correspondence in respect of the case either direct or indirect should be noted.

WSS012A is to be used by the worker to record any information as necessary (see above).

WSS12B is to be used by admin to type all Record of Contacts, priority will be given for those needed for a Court case.

All entries should be signed by the appropriate worker, it is essential that the initials of the worker are also entered on the typed Record of Contact and that the typed records are checked for errors.


10. Outreach Summary Sheet (OT8)

An Outreach Summary Sheet must be completed at the closure of a case.  Copy should be sent to all relevant parties.


11. Action and Monitoring Form (OT2)

An Action and Monitoring form must be completed at the closure of a case.


12. Outreach Team Report for Statutory Review and Child Protection Conference (OT9 and10 Respectively)

Reports must be completed and compiled on each allocated case where a Statutory Review and or Child Protection Conference has been convened.  These reports will be typed as a priority.  All reports must be shown to the Team Manager before being sent.

IT IS CRUCIAL THAT STAFF ARE PRO-ACTIVE IN CONFIRMING DATES, TIME AND VENUE OF STATUTORY REVIEWS AND CHILD PROTECTION CONFERENCES RELEVANT TO THEIR CASELOAD.


13. Case File Format

Complete Front Page for Outreach Files and attach allocation slip.

Referrals section

  1. Referral Forms (most recent on top)

Referrals will be filed on top of the dividers at the front of the file.  All referrals will be retained with the most recent on top. 

Contacts Section

  1. Record of Contact sheets
  2. Session Reports
  3. Movement Sheets

Contact sheets will be filed differently to all other sections within the file with the most recent Record of Contact at the bottom (to read like a book).

Assessments/Reports Section

  1. Care Plan
  2. Risk Assessment
  3. Outreach Service Agreement
  4. Review of Outreach Agreement
  5. Review of Arrangements
  6. Reports to Statutory Reviews
  7. Outreach Summary reports
  8. All Child Protection Reports

All assessments and reports will be filed within this section (most recent on top).

Correspondence Section

  1. Letters
  2. Memo’s
  3. Copy of emails

Admin/Financial/Internal Section

WSS80’s

All to be filed with the most recent on top.

Confidential Section

  1. Third Party Information only

This section is for third party information only (that which is not to be shared with the client without the express permission of the giver) Most recent to be filed on top.


14. Closure of Cases

  1. Ensure all records are up to date.
  2. Complete Summary Sheet.
  3. Complete Action and Monitoring Form.
  4. Provide case file to Team Manager for confirmation of closure.
  5. Team Manager to sign and confirm date of closure upon allocation slip and place with Clerk for entry onto S.O.S.C.I.S and Outreach Team Database.


15. Duty System

The Outreach Team operates a Duty Officer system from 9.00 – 1.30 p.m. each working day.  Main tasks and responsibilities as follows:

  1. Receive all incoming calls in a clear, professional and pleasant manner.
  2. To ensure all messages for unavailable staff are taken clearly and in full.
  3. To respond to all new referrals and complete referral procedure as outlined above.
  4. Respond and deal with general enquiries/visitors to the office.

The Duty System will operate on a rota basis as designated by the Team Manager.

Members of staff must organise their own cover when arranging annual leave.

Arrangements to cover Office Duty during sick leave will be dealt with by the Team Manager/Senior Practitioner.

End