PSR Case Management Software*: provides placement recommendations

PPRS Prison Match™ concentrates in two core areas: Primary and Secondary Matching Components; providing the lowest sentence, along with best and accurate prison placement options.

Judges determine the length of time a defendant is incarcerated as noted: USSC Departures and Variances, 2018 National Seminar San Antonio May 31, 2018. When provided with a prison placement recommendation that follows BOP policy, the judge can feel confident to make an appropriate prison placement recommendation to the BOP for its consideration.

Prison Match™ may save;

  1. The Legal team: time, effort, expense and resources; while providing options for best prison placement.
  2. The Federal Bureau of Prisons the cost of a subsequent medical or non-medical transfer later, no matter how rare.
  3. The defendant (and their family) the legal expense of a subsequent court ordered transfer, which is costly and usually involves a lengthy delay.

Getting Started with PPRS Prison Match

STEP
1
Evaluate our online Prison Match™ form

The form is simple and easy to fill out. Attorney’s paralegals, legal secretaries, or family members of the defendant can all seamlessly fill out the medical portion of our system.

STEP
2
Complete the medical and mental healthcare history for continuity of care along with detailed medication availability*

Specific medical and mental healthcare concerns (including Individual and Group Psychology Counseling Services), plus medication availability are all taken into account. Your client’s financial information, education level, work (and where applicable, military) history, familial medical and socioeconomic backgrounds and criminal history will also be addressed.

  • If there is no current medical and/or mental healthcare history, and should this be a concern, now is the time to get these evaluations completed.

After completed:

  • Review for accuracy.
  • Make sure ‘all’ of these documentation requests are attached:
    • All physician contact information.
    • All physicians office notes and surgery reports, blood tests, radiologic (e.g., X-Rays, CT and MRI reports in both paper and CD format).
    • Prescriptions: Are they on formulary/available, non-formulary requiring a lengthy request process, or just not available?
    • Relevant medical documentation for all medical devices (e.g., CPAP, eye glasses, orthotic and prosthetic’s, wheelchairs; etc).
    • Include all related documents including diploma’s where applicable.

Step 2 emphasizes your clients medical and mental health needs (including medications) in addition to other variables.

STEP
3
The legal team next completes the security component for their clients security classification*

Following our simple to use questionnaire, the legal team approximates their client’s security classification based on the BOP Inmate Security Designation and Custody Classification (P5100.08, 9/12/2006, Tables Chapter 5, Page 12).

Upon completion, options for prison placement will be presented for your review. Identify the facilities that are a best match for your client based on steps 2 and 3. Then work with your client to decide which of the facilities provide the best placement options for them.

Note: While the BOP makes an effort to follow a courts placement request, they are not obligated to do so.

Reducing Recidivism

If applicable, in addition to the defendants healthcare needs and security requirements, should your client have an expressed interest in obtaining a college education or learning either a specific occupation or trade, now is the time to see if there is a match within the presented facility options. All done to support the defendants efforts to make a positive change for themselves, their family and their community, reducing the recidivism paradigm.

STEP
4
Review Prison Placement Options

PPRS Prison Match™ is based on two core components:

  • Primary Matching Components: Without the existence of extenuating circumstances, these appear to make up most of the placement process and should be included in the PSR:
    1. Individual medical and mental healthcare needs documented along with medication availability in order to provide continuity of care.
    2. Security requirements.
  • Secondary Matching Components that can influence the outcome of their PSR:
    1. FPC v. a Satellite Camp—there is a difference.
    2. Public Safety Factor (PSF): Should your client’s Public Safety Factor (PSF, page 4) support a reduced security level, it may also help to include this in their PSR before sentencing as part of the facility placement request.
    3. Medical and mental healthcare needs including, prosthetic’s, medications and medical devices (bring these with you if you are self-surrendering), along with all physician’s orders that should also be part of your PSR.
    4. Special Diet: Is a special diet required? Whether for religious (e.g., kosher), allergy or medical reasons, include appropriate and relevant documentation in their PSR.
    5. Addressing Recidivism: If applicable support your clients interests in either higher education (college) or in learning an occupational trade (e.g., Dental, Medical or Veterinary assistant or technician), apprenticeship (e.g., welder, HVAC technician) or in training service guide dogs (Catholic University Law Review, 6-30-2017), all in an effort so that when released, they leave ready to work and not return to prison.
    6. Accepting Responsibility: Be remorseful for your victim’s pain and loss. Explain what in your life’s history brought you to this moment and what now you will do different going forward. If drugs were involved, explain how this has changed your life and your desire to make a positive change for yourself, your family and your community. Do not offer excuses and express your remorse over your actions. It’s best if the defendant can speak from their heart at the hearing.
  • Instructing your client to include any and all documentation requests from their legal defense team.
    • Testimonial letters.
    • Background on parents and siblings including remarkable medical familial histories.
    • RDAP: Eligible v. Not Eligible: Describe in detail the defendant’s history of ‘any’ substance abuse, including prescription and/or non-prescription drugs including alcohol within the last 5 years that adversely affected their day-to-day activities.
    • Provide a medical documentation history of mental or emotional problems and whether there is a history of treatment for such problems. If the defendant has a history but no treatment, a mental health evaluation at this time may be prudent.
    • Verification of the level of education, vocational skills or professional degree, including current licenses.
    • Include your client’s current and past employment history for the last 10 years.
    • Any other documentation that the legal defense team recommends.

Upon completion, the legal team now has the option to decide what information (including medical) to, or not to include into their clients PSR.

STEP
5
Prepare the Prison Placement Request

Now with the PSR along with facility placement option results finished and shown, you’re able to make a placement evaluation followed with a recommendation request for your client, to the court.

To support your placement request, we’ve used the Federal Bureau of Prisons own published policies in order to increase their acceptance.

Alicia Vasquez and Todd Bussert explain the process for making a successful placement recommendation in their article: ‘How Federal Prisoners are Placed’.

  • “Recommendations are usually set forth in the judgement and commitment order’s imprisonment section. (Note: The BOP does not receive sentencing transcripts in the ordinary course of business.) Courts may wish to frame recommendations in terms of the underlying reason for those recommendations.” How Federal Prisoners Are Placed; by Alicia Vasquez and Todd Bussert.
    • “In recommending a facility placement, it is more helpful to provide the request with a reason; “The Court recommends placement at FCI [blank] “to facilitate regular family visitation” or “to permit participation in a specific medical care level, psychology or psychiatrist counseling program” or “where there is an interest in a specific career training options or to permit employment in UNICOR (e.g.: furniture) to help them contribute financially to their families at home.” How federal Prisoners Are Placed; by Alicia Vasquez and Todd Bussert
  • Legal teams routinely consider the importance of the prison’s proximity to their client’s family and loved ones.
  • Bureau of Prison data shows the bureau complies with 74 percent of judicial recommendations, wholly or in part, according to an analysis of the Designation & Sentence Computation Center published in Criminal Justice Magazine in 2016.

(Slide credit: USSC)

Recognizing that the Bureau of Prison (BOP) is not obligated to follow the court’s recommendation, PPRS Prison Match™ has used the BOP’s own documentation to increase the chances of its granting the court’s placement recommendations.

Note: Regarding the placement of a defendant into a BOP facility within 500 miles of their legal residence, this is not firm but rather an aspirational policy.

These states have no federal prison facilities as of 2018: (Alaska, Delaware, Guam, Hawaii {Adm.-FDC}, Idaho, Iowa, Maine, Montana Nebraska, Nevada, New Mexico, North Dakota, Rhode Island, Utah, Vermont, Washington{Adm.-FDC} and Wyoming), and therefore placement is always at the discretion of the BOP with regards to bed space availability and/or other established qualifiers.

Federal (detention and holding centers), State and Privatized Prison Policies and nuances will be researched and then provided separately, at a later date.

With a completed Prison Match™ PSR, the legal team will have:

  • A multi-sheet PSR Worksheet Addendum that’s court-ready and uses the BOP’s own referenced material and guidelines.
  • Immediate ability to choose the best and appropriate prison facilities in order to request a qualified placement designation for their client.
  • A personalized client PSR that references any educational or trade training that matches your client’s interests. This helps reduce recidivism.
  • Documentation to offer the court: A medical PSR and RDAP (where eligible) that ideally supports specific facility placement recommendations.

* (1) There is no guarantee implied or otherwise of final prison placement, medical care level placement, medication availability or program enrollment; once incarcerated results and placement may vary. As BOP policies change, a review of P5100.08 or more current BOP policies are recommended. Extenuating client or BOP circumstances may also adversely affect the result.

*(2) In addition to the defense team’s insight into their client’s background and defense strategy, PPRS Prison Match™ is meant solely to be used as an aid in their prison placement decision making process.