Processing the Referral

The referral process procedures vary somewhat from campus to campus, contingent on such conditions as management structure and staffing. The general procedures described below represent a typical procedure.

Note regarding Policy and Procedure Manual:

Prior to admission, parents/guardians, as well as the local school district of accepted students shall receive written notification that a copy of Hillcrest’s Policy and Procedures Manual and Student Handbook is available upon request. Additionally, Hillcrest maintains a copy of their Policy and Procedure Manual on site.

Policies and Procedures as they pertain to the admission of their child/client include, but are not limited to:

1. The school’s statement of purpose;
2. The type of services provided;
3. Admission criteria;
4. Parent’s rights ;
5. Health care, including provisions for emergency health care and/or hospitalization;
6. Planning for both foreseen and emergency terminations;
7. Discipline and behavior management, including physically abusive behavior by a student to himself/herself or others, and proper use of non-violent restraints;
8. Activities related to daily living skills;
9. Contractual obligations with regard to payment for services. The school shall inform, in writing, any party, other than a local school district, responsible for placement of a student that said party is financially responsible for any costs incurred as a result of any placement not made;
10. Clothing requirements;
11. A description of normal daily routines;
12. Any specific treatment strategy employed by the facility;
13. A description of any normally occurring religious practices;
14. Visiting hours and other procedures related to communication with students and the facility;
15. Name and telephone number of a staff person whom the parents may contact on an ongoing basis;
16. A description of a procedure which the parents or student may use to register complaints regarding the student’s education and care at the facility;
17. A copy of the approved school calendar

 

1. Upon receipt of the referral from the Admissions Coordinator the Program Director or designee, responsible for Intake and Discharge reviews the material and circulates it to the designated department heads for expeditious review. Any questions or concerns generated during these reviews are communicated to the Admissions Coordinator and/or interviewer prior to the interview of the prospective student by the Director of Admissions.
2. If requested by the referring agency or prospective student’s guardian, an on-campus interview is arranged by the Admissions Coordinator. The on-campus interview will generally include a tour of the campus and the participation of the PD or designee and  department heads, as appropriate.

Within 24 hours of the campus tour, the PD or designee communicates the decision regarding acceptance of the referral to the Admissions Coordinator.

 

Preparing For the Admission

Note: Admission preparation procedures vary somewhat by campus. The general procedures described below represent a typical procedure.

1. The PD arranges for one-to-one staffing of the new student for no less than 24 hours following his/her admission. The PD designates the Team, and/or bed and bureau assignments and makes all other necessary arrangements for the new student. The PD assures the student’s bedroom room is well prepared and that the student receives new bedding and storage containers as necessary.
2. The clinical administrator informs Clinicians about the incoming student, and assigns the student to a Clinician’s caseload. They provide the referral packet to assigned Clinician and ensure that all appropriate documentation will be completed prior to the admission.
3. At least 24 hours prior to the new student’s admission, the clinical department completes and disseminates an Intake Summary.
4. The Education Director or designee notifies the education staff of new student’s admission date, team and class assignment. They distribute the intake information to education staff and ensure that there is adequate classroom space and equipment for new student. They arrange class changes, if necessary, with education staff, and distribute available reports and records pertaining to new student to teaching staff.
5. The Head Nurseor designee ensures that student’s medical information required for admission to the program has been received. They notify the Psychiatrist of new student’s admission; notifies Shift Supervisors of allergies, existing medical conditions and special precautions appropriate to the new student, and notifies the Food Service staff of any special dietary needs the student may have. They prepare the Emergency Medical File for new student which includes a photograph.

 

Admitting the New Student

Note: Admission procedures vary somewhat by campus. The general procedures described below represent a typical procedure.

On the day of admission of the new student:

1. The PD or designee greets the new student and accompanying family and placing agency staff, and discusses the program with them. The parent/guardian, and student are provided with the program handbook and a copy of the current school year calendar.
2. A clinical representative meets with the student and the accompanying adults to determine contact and visitation arrangements, if possible.
3. The Supervisor or designee arranges for the search and written inventory of the new student’s personal belongings, and provides 1:1 staffing for the student during unpacking and orientation.
4. The student is checked in by the Nurse on duty within one hour of his/her admission.
5. The campus Administrative Assistant sets up the student’s chart and takes the student’s photograph for the record within 24 hours of admission.
6. The Supervisors or designees meet with their shift’s staff to explain the treatment plan, risks, medical issues and other relevant information.
7. The Supervisor or designee on shift when the new student is admitted coordinates with other Youth Development supervisors to ensure that all important information is shared.
8. The assigned clinician meets with the student to conduct a mental status exam and complete an initial risk assessment within 24 hours.

Note regarding Policy and Procedure Manual: Parents/Guardians of enrolled students receive written notification that a copy of Hillcrest’s Policy and Procedures Manual is available upon request. Additionally, Hillcrest maintains a copy of their Policy and Procedure Manual on site.