The purpose of the Notice of Action (NOA) is to comply with the provisions of the Grier Consent Decree where it is mandated that DCS provide written notification of any changes (proposed or actual) to the level of care a child has been receiving. The NOA is the official court-approved documentation that DCS uses to notify the TennCare Consumer Advocates and other interested parties of any changes to a child's level of care.
TFACTS will automatically generate a NOA instance when one of the following events is documented in the system:
The NOA instance created by TFACTS will be in 'Draft' status by default.
Completing and Finalizing a NOA
Notices of Action (NOAs) are now completed from the Person Home Page or from the Placement List page (if the NOA was generated from a Placement entry).
To complete from Person Home Page, navigate to the Person Home Page for the child/youth that has an NOA to be completed.
o If you see the NOA record in the Electronic Case File click the select link to open the record
o Or, Click the Quick Actions drop-down and select Complete NOA, this will open a pop-up window
§ Click on the NOA you wish to complete by clicking on that row to select it
§ Click the Select button.
To complete from the Placement List Page, navigate to the Family Case Overview Page. Then, click on the Placement link in the blue navigation menu. Placement records that have an NOA will display a NOA link in the far right column of the grid. Click the NOA link.
The NOA Detail page will display the Child/Youth information and NOA Date at the top of the page. If the NOA was generated from a Placement instead of a Placement Recommendation, the child/youth's Current Placement and Previous Placement (if applicable) will also display.
The following fields (denoted with a red asterisk) are required for NOA completion.
Enter Who Decided* (narrative)
Enter Where Decided* (narrative)
Enter How Decided* Select one or more values. This element equates to the "How We Decided This" element on Page 2 of the NOA form.:
Enter This Is Why* Select one or more values. This element represents the Justification for Placement Change, and equates to the "This Is Why" element on Page 1 of the NOA form.
Enter Contact Number* Enter the phone number for the assigned SS Custody or JJ Custody worker.
NOA Recipients
TFACTS will automatically populate the child/youth in focus as the 'Child Concerning' recipient IF the child/youth is age 14 or older.
Other recipients are automatically populated based upon their association to the child/youth in focus.
To Delete a NOA Recipient, select the row to be deleted in the Recipient grid, then click the Delete button.
Click the Add button to add additional Recipients. You can select form a list of existing Associated Persons, OR, you can conduct a Person Search to add a person who is not currently associated with the child/youth in focus.
Each person identified as a Recipient on the NOA must have a designated Role. Select one Role value from the Role drop down list for each Recipient. Valid values are: Child Concerning, Involved Adult, Lawyer, Guardian Ad Litem, DCS Case Manager, Residential Service Provider, Other Advocate.
NOA Given
This element indicates whether the Recipient was given a copy of the NOA at the staffing.
If the NOA was generated from a Placement and not a Placement Recommendation, then TFACTS will default the answer to No since there was no staffing.
Date Given/Mailed
Enter the date a copy of the NOA was either given or mailed to the Recipient.
Cannot be a future date.
This is REQUIRED for each Recipient.
Phone Number
Enter the Phone Number for the Recipient, if available. Not required.
Present at Staffing
Indicate whether the Recipient was present at the staffing where the recommendation for placement was made.
If the NOA was generated from a Placement and not a Placement Recommendation, then TFACTS will default the answer to No since there was no staffing.
Appeal
Indicate whether the Recipient indicated their wish to appeal the decision at the staffing where the recommendation for placement was made.
If the NOA was generated from a Placement and not a Placement Recommendation, then TFACTS will default the answer to No since there was no staffing.
When all information has been entered, change the Status from "Draft" to "Completed".
Then, change the Status from Completed" to "Final."
Click Save.
Generate and Print the NOA form
Once the NOA is Completed and Finalized, click the Print button.
This will enable the standard form generation screen. Click the Generate Report button.
Review the form for accuracy/completeness, then Save and/or Print.
IMPORTANT NOTE! In order for the completed NOA to be visible in the TennCare Advocate portal, a NOA form must be generated and SAVED in TFACTS. Once you have reviewed the form for accuracy, click the SAVE FORM button. This will save a copy of the form n TFACTS and ensure that it will be available for TennCare Advocates to view.
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