YouthLink
A Tutorial for Case Management
Entities
YouthLink is an electronic file created and
maintained by the CSA. YouthLink
identifies children, youth and young adults
referred for Out of Home Treatment
Services; it allows for appropriate
placement by accurately matching the
Intensity of Service (IOS) needs, the
Provider Information and program capacity.
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CYBER LOGIN

Enter your login name and password into the CYBER Login screen
below:
The browser cache is the internet explorer browsing history.
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Once at the Welcome Screen, select the
Youth/Child Search button on the button
bar on the left;
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Out of Home (OOH)
Referral Request
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Case Management
Contact Information


Prior to submitting the OOH
Referral Request, the CM
should review/update their
contact information
(especially the telephone
number) in the Systems
Functions/Manage Access
section.
This information is populated
in the OOH Referral Request’s
Demographics Page.
Then Select
Verify/Update Contact Information and Select Save
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Out of Home (OOH)
Referral Request
From the main search screen, enter the
child’s record and then select the
Treatment Plans Assessments button.
From the Treatment Plans Assessments
screen, select the “Add New OOH” button.
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Complete the OOH Referral
Request
 Upon completing the OOH Referral Request, select save and submit;
 Case Management has the ability to print the OOH Referral Request
document for their records;
 The print function should be selected prior to submission.
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Submission Hierarchy
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Submission Hierarchy

Upon submission, the OOH Referral Request is
received at the CSA.

The Referral Request is reviewed within 1 business
day by a clinical Care Coordinator;

If approved, an IOS determination is made by CSA;

The “Send to YouthLink” process will auto-assign the
Referral Request to providers with an exact match IOS
and Provider Information criteria. The referral will appear
as ‘Assigned’ in the Provider Queue.
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Submission Hierarchy

If the OOH Referral Request is not approved, the CSA returns the request to
the referring CM entity requesting additional/updated information.

The returned OOH Referral Request will appear in the Approve Treatment
Plans box of the person who submitted it.

The CM entity will add/update the requested information and resubmit to the
CSA.
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YouthLink
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Navigating YouthLink
 To enter YouthLink, select the “OOH Treatment” button from the
button bar on the left side of the CYBER Welcome Screen;
 Once you have selected this button, YouthLink will open;
 The names that appear in the grid are user-specific (i.e., only the
children assigned to your CM entity);
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Youth Link
YouthLink displays all active open OOH Referral Requests in a grid format
which includes the following items:

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Referral # - The unique number assigned to each submitted OOH Referral
Request
Status of Referral (Open, Assign, Review, etc.);
Youth/Child ID – Cyber ID #
Youth/Child Name – First and Last Name
Gender – Male or Female
Age
Case Management Entity – The CM entity who submitted the OOH Referral
Request
Intensity of Service
Days on YouthLink
Created Date – The date the OOH Referral was sent to YouthLink
Specifiers (14)
Each column can be sorted in ascending or descending order by clicking on
the column heading;
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YouthLink - Status

Open – Youth is open and available for OOH placement. This status indicates
that this referral has not been forwarded to any provider for review or action.

Assign – Youth is assigned to an OOH provider that matches the Intensity of
Services need.

Review – The OOH provider is reviewing the OOH Referral Information.

Awaiting Information (AwInfo) – An OOH provider is requesting additional
information from the CM entity.

Meet and Greet (MeetGr) – The youth has been scheduled for a Meet and
Greet interview with an OOH provider.

Accept – Youth has been accepted for admission by an OOH provider.

Not Accept – The OOH Referral has been reviewed and the youth has not been
accepted for admission by an OOH provider.
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Auto Assign Process
Referral Requests on Youth Link that are exact matches to a Out of Home
Providers PIF will be auto assigned to their Provider Queue and the Out of Home
Treatment provider will have the ability to review the OOH Referral Request and
contact the CM entity for further information;
If a referral was auto assigned by the CSA, there will be an indication under the
Auto Assigned Heading in the Provider Queue. (The provider queue can only be
viewed by the provider, not the CM entity);
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Viewing Providers Assigned

In YouthLink view, when a user selects a child's referral by single clicking on the
referral number, a grid listing of OOH providers that are currently assigned to that
child will appear at the bottom of the screen. This section is called Provider Status.

Providers also have the ability to manually assign themselves to a child’s referral.

The grid listing includes the following information:
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Referral number
Status
Reason Description
Site Name
Contact Name
Contact Phone Number
Contact Email
Member Name
Days in Provider Queue
IOS Determination Date
Date to Provider Queue
Status Date
Specifiers (15)
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Provider Status (Not Accept)

Once an OOH provider has reviewed the OOH Referral
request and decided to ‘Not Accept’ the youth, a denial
reason must be selected.

There are a list of 12 denial reason codes; the provider
will select the most appropriate and enter a mandatory
50-character minimum open text denial reason comment.

The denial reason description code will appear to the CM
entity in the Provider Status section of the YouthLink grid.

The Provider status page is printable by selecting the print
button.

The printability is available as a CYBER generated report
or can be exported to Excel or Acrobat (PDF).
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Scheduled and Admit Status

Once the youth has been accepted
to a program and an admission
date is scheduled, the YouthLink
status will be changed to
Scheduled;

Once the youth is officially
admitted, the status will be
changed to Admit;

Both Scheduled and Admit
statuses remove the youth and
the OOH referral request from the
YouthLink view; the CM entity will
be able to view these statuses in
the status filter.
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Viewing the Referral
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Viewing the OOH Referral
Request

The CM entity has the ability to view the OOH Referral Request by
double clicking on the referral number in the grid.

CM entity now has the ability to access the youth’s facesheet and
CYBER record from the Youth Link screen.
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Canceling OOH Referral
Requests
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Canceling OOH Referral Request
(YCM, CMO, UCM)



To cancel the request for an OOH placement, first select the referral on YouthLink;
Next, select the CANCEL REFERRAL REQUEST button;
A window will open prompting you to select a reason for cancellation from the drop down list
and enter an explanation in the text box. Open-text is only mandatory when “other” is selected
from the dropdown selections.
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Canceling OOH Referral Requests
(YCM, CMO, UCM)
 Cancellation Reasons:
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Child no longer needs OOH Treatment
Child will remain at current placement
Child moved out of state
Child already placed in DCBHS OOH treatment
Child placed in Non DCBHS placement
Other
 Upon completion of the cancellation request, the OOH referral is
removed from YouthLink and the status is changed to CANCEL.
 The status of CANCEL is viewable to the CM, CSA and DCBHS by clicking status
filter on the YouthLink Screen. Once cancelled, the referral will be automatically
removed from all provider queue’s and YouthLink view.

Once the cancellation reason is submitted, a progress note will be
auto-generated in the youth’s record reflecting this information.
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Canceling OOH Referral Requests
(DYFS only cases)

If DYFS would like to cancel an OOH referral request, they shall email PerformCare at OOH@performcarenj.org;

This e-mail should include the youth’s ID# and reason for OOH
cancellation (child no longer needs OOH treatment, child will remain
at current placement, child moved out-of-state, child already placed
in DCBHS treatment, child placed at a non-DCBHS placement,
other);


PerformCare shall check this e-mail twice per day;
Upon receipt of e-mail, PerformCare shall document confirmation of
the OOH referral cancellation in the youth’s progress notes and
manually cancel the youth’s OOH referral on Youth Link;
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Continued Need for OOH
Treatment
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Continued Need for OOH
Treatment (YCM, CMO, UCM)
If a child is on YouthLink for more than 45 days, you will be required to enter a
progress note confirming that OOH treatment is still being sought:

The Continued Need Progress Note must include the following:
1) Child’s current location;
2) Presenting barriers toward securing
OOH treatment;

An automated process will check for the Continued Need Progress Note
every 45 days that a child is active on YouthLink. The Continued Need
progress note must be entered at minimum every 45 days, the CM entity
can enter this note more often, if desired.

If the Continued Need Progress Note is not found within the 45 day time
range the referral request will be removed from YouthLink.
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Reposting to YouthLink
(YCM, CMO, UCM)
If a child is auto-removed from Youth Link, the CM entity may request that
the referral be reposted to YouthLink.

To request a repost, the CM entity should enter a Continued Need for OOH
treatment progress note.

The reposted OOH Referral Request will retain the original referral # and
YouthLink create date;

If the OOH Referral Request was completed more than 90 days prior to the
request to repost, the CM entity must submit a new OOH Referral Request
to the CSA. Once the new OOH Referral request is reviewed and approved
by the CSA, the referral will be posted to Youthlink with a new referral
number and date.
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Continued Need for OOH
Treatment (DYFS only cases)

DYFS shall e-mail PerformCare confirming that there is a continued
need for OOH treatment at minimum every 45 days at
OOH@performcarenj.org;

This e-mail should include the following information, 1) youth’s
physical location at the time of the progress note, and 2) presenting
barriers toward securing OOH placement.

The CSA shall check this e-mail twice daily.

PerformCare shall document the e-mail contents in the youth’s
progress notes and enable the referral to remain on Youth Link until
the next 45-day continued need for OOH treatment notification.
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Reposting to YouthLink
(DYFS only cases)

If DYFS does not submit this e-mail within the 45-day
window, they will have the ability to “repost” the referral
between days 46-90 via e-mail;

After day 90, DYFS must complete a new telephonic
review;

If case is dually involved, it is the responsibility of the
DCBHS case management entity (YCM, CMO, UCM) to
maintain the youth’s referral on YouthLink;
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Admission, Discharge, and
Transition
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Provider Geo Mapping

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To view an Interactive NJ State Map of
OOH providers, select the Map button
next to the referral.
The map displays OOH provider
locations and the current location of the
child.
Different types of OOH treatment
settings can be displayed by checking or
unchecking the facility type options.
Select a provider location on the map to
view the name, address location,
contact information, # of beds and the
# of admitted children.
The map can calculate the distance
between the child’s location and the
explored facility, by placing the cursor
over the flag that maps the facility.
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Joint Care Reviews (JCR’s)

Once a child has been admitted to an OOH program, the OOH provider
is required to submit a Joint Care Review (JCR) that is developed in
collaboration with the CM and CFT for continued OOH treatment. The
initial JCR is due 120 days after the admission date (60 days for IRTS);

The JCR and the associated Strength and Needs (S&N) will be
submitted to the CM entity. The S&N must be written within the last 30
days;

CM will have view only access to the JCR and S&N;

CM will have the ability to approve the JCR or select No and add a
comment note reflecting why CM is not in agreement and what is
missing or inaccurate.
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Joint Care Reviews
(continued)

CM will then submit the JCR to the CSA for review;

If CM does not submit the JCR to the CSA within 72 calendar hours
of receipt, it will automatically route to the CSA;

The approval history will reflect auto-route;

The CSA will make an authorization determination within 5 calendar
days of receipt of the JCR;

If the JCR is not approved, it will be returned back to the OOH
provider for requested amendments and submission back to the CSA
through the organization submission hierarchy.
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Transitional Joint Care Review
(TJCR)

When the Child Family Team agrees that a transition from one
OOH provider to another will best meet the needs of the child, a
Transition JCR is created;

The TJCR and the associated Strength and Needs (S&N) will be
submitted to the CM entity for review and approval;

CM will have view only access to the TJCR and S&N;

CM will have the ability to approve the TJCR or select No and add
a comment note reflecting why CM is not in agreement and what
is missing or inaccurate.
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Transition Joint Care Review
(continued)
 CM will then submit the TJCR to the CSA for review.
 If the CM entity does not submit the TJCR to the CSA within 72
calendar hours of receipt, it will automatically route to the CSA.
 If the TJCR is approved by the CSA it will be processed as an OOH Referral
Request and posted on to YouthLink.
 A Transition Progress Note must be entered by the CM confirming that they
are in agreement with the transitional placement plan. TJCR will not be
approved by the CSA unless this note is entered.
 If the TJCR is not approved, it will be returned back to the OOH provider for
requested amendments then submitted back to the CSA through the
organization submission hierarchy.
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Discharge Joint Care Review
(DJCR)
A Discharge JCR must be created and submitted when a child is
discharged from an OOH treatment setting:

The DJCR and associated Strengths and Needs Assessment (done within the
last 30 days) is submitted to the CM entity for review.

CM will have view only access to the DJCR;

CM will have the ability to approve the DJCR or select “No” and add a
comment note reflecting they are not in agreement.

CM will then submit the DJCR to the CSA for review.
*If the CM entity does not submit the DJCR to the CSA within 72 calendar
hours of receipt, it will automatically route to the CSA.

Within the DJCR, the OOH provider indicates an Actual Discharge in the
Target Behaviors/Discharge Section of the DJCR. This date will be
automatically entered in the Admissions Tab and will update Tracking
Elements.
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Tips for Case Management
In order to maintain a smooth Youth Link process, case
management should practice the following:

CM’s are encouraged to “clean-up” their OOH Youth Link caseload
on a regular basis by utilizing the “cancel referral” feature;

CM’s should update their contact information (ie-phone #) in
CYBER as this info is shown in the demographics page of the OOH
Referral Request (OOH providers use this to contact CM’s);

Upon Youth Link roll-out, CM’s should enter their 45-day
“Continued Need for Placement” progress note on all OOH referral
cases;
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CSA Contact Information
For questions regarding YouthLink, please
contact the CSA:
 By Phone: 1-877-652-7624
 By email: customerservice@performcarenj.org



For technical questions please contact the CYBER service
desk:
By Phone: 1-877-736-9176
By email: servicedesk@performcarenj.org