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Provider FAQs
What is the Cuyahoga Tapestry System of Care?
What is the Provider Services Network (or “PSN”)?
What is “wraparound” care?
What are the benefits to my agency or organization of enrolling in the Provider Services Network?
How do I enroll in the Provider Services Network?
A sample copy of an MOU
What are Care Coordination Agencies? Can my agency or organization accept referrals for service from them?
What types of documentation will I receive with a referral for service?
How does the Department of Children and Family Services and the Cuyahoga Tapestry System of Care distinguish between respite, crisis stabilization (emergency respite) and change of placement?
If my agency or organization provides service to a child, who is responsible for the 24-hour emergency care?
What are the expectations of foster care parents and foster care agency staff related to participation in team meetings?
Is the foster parent responsible for transportation to meetings?
How do I bill for services provided?
Where do I direct my questions about Synthesis within the Cuyahoga Tapestry System of Care office?
Where should I direct other questions about the Provider Services Network?
What resources are available to help me explain the Provider Services Network to my colleagues?
What is the Cuyahoga Tapestry System of Care?
A partnership of local agencies, neighborhood centers, and public partners that takes a family-centered, team approach to serving children with multiple needs. Rather than looking at what is “wrong” with a family, the family and team look at the family’s strengths, needs and culture and take action.
What is the Provider Services Network (or “PSN”)?
The Provider Services Network (or “PSN”) of the Cuyahoga Tapestry System of Care is:
- a new way of providing services to children and families
- a new way of doing business in Cuyahoga County that promotes positive outcomes for families and providers within their own neighborhoods
The PSN is an innovative and flexible way that the Tapestry System of Care is helping local agencies, neighborhood centers and providers offer services to families in need. Simply put, it is a network of available local services and supports that a family can “shop” when in wraparound care.
What is “wraparound” care?
A “full-service” approach to developing help that meets the emotional and behavioral needs of individual children and their families. Children and families may need a range of other community support services to fully benefit from traditional mental health services such as family therapy and special education.
What are the benefits to my agency or organization of enrolling in the Provider Services Network?
By enrolling in the PSN, your agency would:
- have access to the wraparound dollars that the Board of County Commissioners has invested into the Tapestry System of Care and the development of the Provider Services Network to meet the needs of families.
- move into a fee-for-service model where dollars follow the child. This fee-for-service arrangement would include the costs of services and supports for each family. Indirect costs are included as a part of the costs for the service or support.
By joining the PSN, your agency could meet the needs of higher-level youth living in your communities, while working directly with your community’s Care Coordination teams to ensure that referrals are appropriate, and that our families are supported in their own neighborhoods.
How do I enroll in the Provider Services Network?
First, check our continually updating list of providers to see if your agency is already enrolled in the PSN. If you are not on that list and have not yet been a part of the system of care’s Provider Services Network, then follow the application instructions for new providers.
Returning partners will be advised of the annual renewal deadline in order to update their enrollment using documents provided online.
Once approved in the Cuyahoga Tapestry System of Care office, you will be asked to sign an MOU (memorandum of understanding) with the Board of County Commissioners.Can I review a sample of the MOU (memorandum of understanding)?
A sample copy of an MOU from the Board of County Commissioners is available if you would like the opportunity to review it.
What are Care Coordination Agencies? Can my agency or organization accept referrals for service from them?
The Cuyahoga Tapestry System of Care is contracted with the following Care Coordination Agencies: Applewood, Beech Brook, Catholic Charities, and Cleveland Christian Home.
These four Care Coordination Partners provide Care Coordination for children referred through the Department of Children and Family Services (DCFS) or Cuyahoga County Juvenile Court.
DCFS also has a contract with Bellefaire and the Village Network to provide Care Coordination for 24 children who have resided in residential for 12-18 months.
PEP-Tapestry is our 'self-referral' source for families, and you may accept referrals from them as well.
Any of these seven agencies can contact you directly for services if you are entered in the Provider Service Network through the Cuyahoga Tapestry System of Care.
What types of documentation will I receive with a referral for service?
A Provider Referral Form will be completed and faxed to your agency or organization by the Care Coordination Agency.
The Care Coordinators will also provide a Crisis Plan with relevant contact information, medical information and medication and dosages. The steps to follow in a crisis will be defined.
Individual Child Care Arrangement (ICCA) forms will be provided by the Department of Children and Family Services at the time of referral to the Care Coordination Partner Agency.
How does the Department of Children and Family Services and the Cuyahoga Tapestry System of Care distinguish between respite, crisis stabilization (emergency respite) and change of placement?
Crisis Stabilization is a term used to refer to stabilization in a licensed facility or licensed foster care home. This plan may be developed in a family team meeting or on an emergency basis. Regularly scheduled respite is not considered to be crisis stabilization.
Care Coordinators notify the Cuyahoga Tapestry System of Care (CTSOC) office of all changes of placement, whether they are temporary or official placements. The CTSOC does not authorize placements. The Department of Children and Family Services and Juvenile Court authorize placements and the CTSOC office is notified of such events through our Information Management System, Synthesis.
If my agency or organization provides service to a child, who is responsible for the 24-hour emergency care?
The Care Coordination Agency maintains a paging system. Care Coordinators are available to respond to any emergency/crisis situations. For example, if a foster parent licensed through your agency is providing respite to a child, the foster parent can call your 24-hour emergency system. Your agency worker can then page the Care Coordination Agency so that a collaborative effort to serve the child and family can be initiated. Ultimately, however, the Care Coordinator from each of the seven agencies (Applewood, Beech Brook, Bellefaire, Catholic Charities, Cleveland Christian Home, PEP-Tapestry, and the Village Network) is responsible to manage the crisis and safety of the child.
What are the expectations of foster care parents and foster care agency staff related to participation in team meetings?
The Care Coordinator will develop a Wraparound Team and it will be important for the foster parent and foster care agency worker to participate as team members. During engagement, the current strengths, needs and culture discovery is completed. The child, family and foster family will be involved in identifying additional team members. Typically, teams are held in foster homes or in other community locations that are defined as easily accessible for the child and family.
Is the foster parent responsible for transportation to meetings?
Foster parents must meet the expectations of their role as defined by the foster care agency, Department of Children and Family Services contract, and state rules and regulations (ex: transportation of youth to therapy and medical appointments is a contract expectation).
How do I bill for services provided?
After your agency enrolls in the Provider Services Network, staff from the Cuyahoga Tapestry System of Care (CTSOC) will prompt you to complete the Synthesis Request for a User ID/Password, which will give you access to our internet-based system called Synethesis. Typically, one person who is responsible for billing is provided with the User ID/Password, plus training on how to utilize the system.
Once you receive the User ID/Password, which is assigned by the CTSOC office, the training is arranged. Training typically takes 15-30 minutes with your designated invoicing and billing staff person. Training is conducted by CTSOC staff.
When a service is requested from your agency, the Care Coordination Agency completes a Service Authorization Request in Synthesis. After the service has occurred and on a monthly basis, your agency then completes the invoicing screen in Synthesis. The CTSOC office completes the payment process in Synthesis. A check is issued within 7-10 days of payment completion in the CTSOC office from the Board of County Commissioners for the services performed.
Where do I direct my questions about Synthesis within the Cuyahoga Tapestry System of Care office?
Maura Coyne Rick Schmittgen
Care Network Manager System Administrator
216-443-6044 216-443-6128
Where should I direct other questions about the Provider Services Network?
Questions about forms, requirements, etc., should go to Joanne Gross at
216-443-6118. Questions about services, descriptions, etc., should go to Karen Ols at 216-443-6127.
What resources are available to help me explain the Provider Services Network to my colleagues?
In addition to this page of Provider FAQs, the Cuyahoga Tapestry System of Care offers a free, downloadable Provider Services Network brochure. If you are not able to make copies of this brochure from your computer, call Maura Coyne at 216-443-6044 and request that hardcopies be made available to you.
