CENTRAL OFFICE FUNCTIONS

1. Upon receipt of the referral Admissions Coordinator screens for appropriateness of the student and for appropriate campus placement. Information that HEC requests be included in a referral packet in order to screen for appropriateness includes the following:

• Psychiatric Evaluation with diagnosis
• Psychological Evaluation
• Firesetting Evaluation (if applicable)
• Sexual Abuse/Offender Evaluation (if applicable)
• Medical History/Immunizations, including but not limited to:
• CURRENT PHYSICAL EXAM, allergies
• List of Current Medications
• EKG, EEG (if applicable)
• MRI (if applicable)
• LAB WORKS (all blood and specimen works available)
• AUDIOLOGICAL TESTING (if applicable)
• IEP / EDUCATION HISTORY
• PROOF OF SCHOOL DISTIRCT
• PSYCHOSOCIAL HISTORY
• CURRENT TREATMENT PLAN

2. If deemed appropriate for interview, an Admissions Coordinator contacts the referral source within -48 hours to arrange for the interview, and scans a copy of the referral into the referrals folder on /Hecnet, through which the appropriate campus administrators/department heads can review the referral.
3. If the referral is not deemed appropriate, an Admissions Coordinator notifies the referral source as soon as possible, first by telephone and then, in writing, of the reasons for rejection. All rejections at Central Office are approved by the Director of Admissions.
4. The Director of Admissions is available to meet with student, parent/guardian, and public school district for interview at a location designated by the placing agency and/or the student’s guardian. He/she meets with any and all interested parties regarding program information, treatment services, or the admissions process at the request of the placing agency and/or the student’s guardian.

The decision regarding admission to HEC is made after the completion of the interview and review of additional information and collateral phone calls.

The interviewer completes an Interview Comment Form (ICF) after acceptance. The ICF includes important information gathered during the interview process including screening for safety, and treatment needs. The following categories are included in the ICF: The student’s identifying information, reason for referral and current behavioral concerns including assessing for current risk of self-harm and/or suicidality, elopement, aggression, medication/medical treatment non-compliance, sexual abusive behavior, criminal involvement, and substance abuse. Additionally, the ICF includes important information to be utilized by the treatment team when developing  the preliminary treatment plan and intake assessment.

This is forwarded with the  referral to the campus, before the admission of the child to the campus.

5. The Admissions Coordinator immediately notifies the referring agency of the acceptance or rejection of the referral, first by telephone and then in writing. If the referral has been accepted an Admissions Coordinator sends an Admission Packet with forms to be signed by the student’s legal guardian, and will arrange for the completion and receipt of all other required documentation.
6. Upon receipt of the completed Intake Packet, a copy of the packet is emailed to the program and uploaded to Hecnet. Once medical clearance is received from programs/Head Nurse, Admissions Coordinator arranges for the date and time of the admission if a bed is, or is expected to be available at the targeted campus.

If a bed is not available at the targeted campus, the student is placed on the Waiting List, and an Admissions Coordinator notifies the referring agency of the expected date of admission.