All referrals are reviewed and accepted on receipt with agency discretion and an acknowledgement is sent per the following protocol:

JHV PCV VISIT INTAKE PROTOCOL

1. Assess Work Schedule to See if Visit Will Fit into Agency Visit Schedule Lineup.
2. Send Acknowledgement of Receipt of Referral if it fits into visit lineup within 24 hours.
   Copy of Acknowledgement of Referral Receipt to be placed with referral into PCV Log Book for client.
3. Contact All Parties Involved: CA, Foster Parents, Biological Parents, and Visit Supervisor
4. Upon acceptance of referral and its workability into the current visit schedule email 15-363B Back to CA/SW after inserting into the Comment Section the proper car seat info, times, dates and all other pertinent info pertaining to the visit and transport – CA Needs to Sign Off & Date as Acknowledgement of that Info.
5. Executive Director will make all attempts to do the initial visit to ascertain any special needs for the ongoing visit. In the event this is not possible due to time constraints or availability see Protocol # 10.
6. Agency Director and/or PCV Coordinator are to complete Service Delivery Record (SDR) and assign to staff – staff to Sign Off on SDR once Assigned
7. Prior to Assigning to Staff, PCV Coordinator Will Make Sure all Car Seat Info Notated on SDR Along with all Necessary Medical Documentation and any and all deemed pertinent information required for staff to perform their job duties effectively is notated as well. SDR will reflect the allotted mileage, hours, and travel time for said visit that staff may bill agency for-deviation is permitted without substantiated documentation and solely at the discretion of the Agency Director.
8. Two copies of SDR will be made- One for Staff; One for PCV Log Book.
9. Digital Copies of all Forms – Referral, Acknowledgement, Acceptance, signed 15-363B, SDR will be made as well and secured in a safe manner pursuant to DCYF Policy Guidelines.
10. Executive Director (and/or PCV Coordinator or PCV lead) will randomly drop in on visits and/or follow up with quality assurance calls to insure that all staff are providing the proper services according to DCYF/Agency guidelines. Any complaints, comments, or special requests will be directed to Agency Director.