Service System Procedures for CPS Caseworkers and Supervisors

Initial Service Authorization

Caseworkers should forward the information listed below to YFT for an Initial Service authorization for children in the conservatorship of DFPS and who need services in a contract residential setting. YFT cannot complete this service without this required information. This service does not include children needing Basic services, which is assigned by the CPS caseworker.

♦ IMPACT LOC Authorization Request Form (must include PID number),

♦ Common Application (Form 2087)

♦ Emotionally Disturbed Children: Psychological or psychiatric evaluation completed within 14 months OR

♦ Medically Needy Children: An evaluation by a Physician (MD) describing medical conditions and disabilities

♦ (Optional) Information describing any extenuating circumstances, incident reports, etc.

These materials can be mailed to YFT at the address on the Home page of this site. YFT cannot accept faxes larger than 35 pages.

DFPS policy permits some providers to accept CPS children at the Basic level who are new to conservatorship but may actually need higher Services. If the child needs a higher level of Service, then the provider may request higher services directly from YFT within 45 days of the date of placement.

YFT completes an Initial Authorization within two (2) working days of receipt of all information. CPS caseworkers may review Service Authorizations within the child’s IMPACT record, which is loaded into IMPACT on the date the review is completed. YFT also sends a copy to the provider ONLY if they originated the request.

Utilization Reviews (URs)

YFT authorizes Moderate services for 12 months and for children needing Specialized or Intense services, for 3 months. Typically, utilization reviews are completed by YFT on a regularly scheduled basis in conjunction with Providers who have a contract with DFPS and are working with that child. This often means that children’s authorization for services will continue uninterrupted. YFT does not conduct scheduled Utilization Reviews for children placed in emergency shelters, juvenile detention, hospitals, and placements with families or relatives.

These YFT services DO NOT include children needing Basic services. CPS caseworkers may review Service Authorizations within the child’s IMPACT record.

Children in Transit or other Special Circumstances in which the Service Authorization has Expired or will Expire

CPS caseworkers or providers contracting with DFPS may forward the information listed below directly to YFT when a child’s ALOC has expired or will expire AND YFT is not scheduled to conduct a utilization review within the next 30 days. CPS caseworkers may email YFT at to confirm the UR review schedule.

♦ IMPACT Authorization Request Form,

♦ Current treatment plan,

♦ Information on any medical problems or disabilities,

♦ Progress and therapy notes, and school records for the most current 60 days

♦ Serious incident and seclusion reports for the most current 60 days

Non-Scheduled URs are usually completed within 10 working days. The Service Authorization is available within the child’s IMPACT record, which is loaded into IMPACT on the date the review is completed.

Service System Reviews of DFPS Residential Contracts

YFT conducts annual quality assurance reviews of the Service System indicators implemented by residential programs contracting with DFPS. This process is completed according to policies and procedures approved by DFPS with all reports forwarded to the Regional Contract Manager within each region.

How to Decrease a Service Authorization

DFPS policy authorizes a CPS supervisor to decrease the Service Authorization of a child one (1) level. Similarly, the Program Administrator (or designee) may decrease a level two (2) or more levels. Please review the CPS Handbook, Section 6346.31 for an explanation of this policy.

Additional Information

CPS caseworkers with questions about a recent YFT Service Authorization may send an email to for assistance. In general, DFPS encourages caseworkers to use the YFT’s web site ( for guidance when they have questions regarding the Texas Service System or need a list of providers contracting with DFPS.

If CPS caseworkers disagree with a YFT action under the terms of this contract, please contact the YFT office for further guidance.

Please call or email the YFT office should you have any other questions.