Transfer Between Regions

Intent

To outline the process required when Individuals move between regions.  This process ensures that when Individuals move from one region to another, both the sending and receiving staff work together to ensure a smooth transition.

Individuals continue to be eligible for the PDD program when a move is made from one region to another.

Individuals and their families/guardians who are considering moving from one region to another will be asked to inform PDD as soon as possible of their intention to relocate (see Service Design and Planning).  A minimum of 90 days’ notice should be provided to allow sufficient time for exploring and identifying available supports and services in the new location (including generic services and/or natural supports). A minimum of 90 days’ notice also helps to minimize the chance of unanticipated service and support gaps.  When less than 90 days’ notice is provided, regional staff will make every effort to ensure as smooth a transition as possible.

Policy and Procedures

Individuals receiving services from the PDD program who initiate a move between regions will be supported during this process. The PDD program will work in partnership with Individuals and their families and guardians (if designated) to provide continued access to appropriate services in the new region, and help ensure the transfer process is smooth and service delivery is timely and responsive to needs.

Regional staff will provide access to appropriate supports and services to address the Individual’s identified needs when they move from one region to another, taking into account all available generic services and/or natural supports within the community.

Sending and receiving regions will contact one another as soon as an Individual and/or guardian (if designated) has provided informal or formal notice that they are planning to relocate. They will discuss the Individual’s support needs, related time lines and work together to ensure continuity of supports and services as much as possible.

Regional staff from both regions will maintain regular contact with Individuals and their family/guardian (if designated) to help ensure the transfer process is smooth and service delivery is timely and responsive to needs.

Regional staff in the sending region will continue active case management responsibilities until a regional staff from the receiving region has been assigned and actively engaged in the case management role.

Using the Service Design and Planning process, regional staff will support Individuals and/or family/guardians to identify any changes to their support needs and obtain supports and services following relocation to a new community.

Regional staff from the sending region will contact the receiving region directly and document the request in CSS-notes as soon as they are made aware of the Individual’s intention to relocate.

Upon receipt of a file transfer request, the receiving region will assign a regional staff and initiate contact with the Individual and/or family/guardian and staff from the sending region within 10 working days to schedule a transfer conference.

Regional staff from the sending region will:

  • Continue to be responsible for completing case management and monitoring for current services in their region and will support, as required, planning in the receiving region;
  • Ensure the Individual and their family/guardian are aware of who will assist them in the receiving region and coordinate  the transfer conference;.
  • Maintain a lead role in completing case management and monitoring responsibilities until a new case manager in involved from the receiving region;
  • Prepare and provide to the receiving region, for use at the transfer conference:
    • current PDD Outcome Plan
    • most current Individual Support Plan
    • updated Health and Safety Document Summary, including documents identified to be provided to service providers
    • Information about referrals made to community supports and services; and
  • Prior to the file transfer date, review the notice required to end PDD services from the Individual and/or family/guardian to ensure a smooth transition from supports and services in the sending region to supports and services in the receiving region.

The Individual, their family and/or guardian and regional staff from both the sending and receiving regions will participate in a transfer conference confirming the details of the transfer and begin identifying supports and services within the receiving region as required.

Regional staff from the receiving region will:

  • Ensure the service design and planning process is completed with the Individual and inform the Individual and regional staff from the sending region of the date when supports and services will be available in the receiving region; and
  • Make comparable supports available to the Individual in the receiving region, wherever possible, taking into consideration any changes in identified support needs and available generic services and/or natural supports.

In cases where an Individual moves to a new region without notifying regional staff in the sending region, regional staff in the receiving region will begin the transfer process by contacting the sending region immediately upon receiving a request from an Individual to access supports and services and confirming their involvement with supports and services in another region through CSS.

Regional staff in the sending region will remain actively involved in case management and monitoring activities until regional staff in the receiving region have been assigned to assist in planning for supports and services.

File Transfer Requirements

Regional staff in the sending region will ensure that all documentation meets the requirements of the Individual File Standard prior to sending the file to the receiving region.

Upon confirmation of transfer details, the sending region will update CSS and Mobius as follows:

  1. Add an end date to all activities in CSS. Set Activity Type to “closed – moved out of region” and set Current as Y;
  2. Add an end date to all stakeholder involvements/relationships in Mobius;
  3. Set the Individuals details tab site code to 000 in CSS.

The receiving region will update the CSS and Mobius as follows:

  1. Set Individual’s Details tab to the receiving region’s site code;
  2. Set the Activity Type to “Service planning – Support/Service planning” indicating the assigned staff. This activity will automatically be set as Current Y;
  3. Using the Mobius system, create relationships as appropriate.

Legislative Authority

Created: 2013-04-01
Modified: 2018-04-12
^ Back to Top