File Closure

Intent

To clearly identify when an Individual’s file with the PDD program will be closed and to provide direction on the required steps to be taken prior to file closure.

Policy and Procedures

  • The PDD program will only close files when one of the following conditions is met:
    • When it has been confirmed that the Individual no longer requires supports and services from PDD.
    • When it has been confirmed that the Individual has left the province of Alberta to establish permanent residency elsewhere.
    • When it has been confirmed that the Individual has died.
  • When the Individual’s file is closed:
    • The reason for the file closure will be provided to the Individual and their guardian (if designated) in writing.
    • Instructions for making contact with the PDD program should their circumstances change will be provided to the Individual and their guardian (if designated) in writing – except when the Individual is deceased.
  • Reopened files will not require reassessment.
  • The file will not be closed in any case where the Individual requires ongoing case management supports.

File Closure Reasons

  • When the Individual is not PDD Eligible
    Regional staff will:
    • Notify the Individual and guardian (if designated) in writing with a clear explanation of why the Individual is not eligible. See Application Process for further details.
    • Update CSS – change the Activity Type to:
      • Not PDD Eligible – age of onset;
        or,
      • Not PDD Eligible – signif limit IQ;
        or,
      • Not PDD Eligible – signif adaptive skills”
  • Always reflect reason for ineligibility.
  • Record the Start Date as the date of the decision and set Current Activity to “Y”.
  • When the Individual is deceased
    Regional staff will:
    • When appropriate (responses will vary with the situation), personally contact the family and/or guardian to offer condolences and connect the family to appropriate resources.
    • Update CSS – change the Activity Type to “Deceased”, change the Start Date to the current date, record the Date Deceased, record the End Date as the date all financial transactions are complete, and set Current Activity to “Y”.
    • Update Mobius, after the date all financial transactions are complete, to indicate Individual Deceased.
  • When the Individual has left provincial jurisdiction
    Regional staff will:
    • Upon request from the Individual and/or their guardian (if designated), prepare and provide information to relevant parties about the services and supports the Individual accessed in Alberta and related health and safety information.
    • Update CSS – Change Activity Type to “Moved Out of Province”.  Record the Start Date as the date of file closure, and set Current Activity to “Y”.
  • When the Individual no longer requires PDD supports and services
    • Including when the Individual or guardian (if designated) requests that PDD supports and services be withdrawn; or when Information and Referral services have been provided and are no longer required.
    Regional staff will:
    • Update the PDD Outcome Plan on the Mobius system to reflect that all identified support needs are met by natural supports, generic services, supports are no longer required due to increased independence, Individual’s request for PDD supports and services has been withdrawn, or supports are no longer required to connect to generic services or natural supports.
    • Update CSS – Change Activity Type to “Service No Longer Required”. Record the Start Date as the date of file closure, and set Current Activity to “Y”.
  • Individual residing in a facility under the jurisdiction of another legislative authority
    Regional staff will:
    • Complete a current PDD Outcome Plan on the Mobius system, reflecting that all support needs are met by natural supports or generic services.  Include the facility where the Individual is residing.
    • Update CSS – change Activity Type to “Facility Placement – Non PDD”, record Start Date as the date the individual began residing in the facility, and set Current Activity to “Y”.
  • Individual incarcerated
    Regional staff will:
    • Document that the Individual is incarcerated.
    • Update CSS – change Activity Type to “Incarcerated”, record Start Date as the date the individual began their sentence, and set Current Activity to Y”.

Legislative Authority

Created: 2018-04-12
Modified:
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