Az EIP Process From Referral Through Exit Objectives

Az. EIP Process From Referral Through Exit

Objectives • To understand the process of referral through exit within the Az. EIP system – Flow Chart – Forms Handout

Referral Potentially eligible based on records Records are available Records are not available Potentially eligible based on delay (need evaluation) Family has concerns

Referral Potentially eligible based on records Records are available a. Medical condition b. % delay Eligibility Determination Initial Visit

Initial Visit SC visits within 10 days ; Az. EIP SC or ASDB SC Activities Forms • Explanation of Early Intervention: 7 Key Principles • Discuss Eligibility • Conduct Vision and Hearing Screening • Discuss family rights • Key Principles and Mission Card • PWN of eligibility • Vision Screen Checklist • Hearing Screening Tracking form • Child and Family Rights in Az. EIP

Initial Visit (cont) Activities Forms • Discussion of all funding sources • Explanation of consents, as appropriate • Explanation of Child and Family Assessment • • • Family Guide for Funding Consent for Insurance Financial Information Form Percent to Pay Table Hardship Rate Sheet Consent to Obtain Information Consent to Share Information Authorization to Disclose Protected Health Information • Consent for Child Assessment • Child and Family Assessment Guide for Families

New Path Referral Potentially eligible based on records Records are available Records are not available Potentially eligible based on delay (need evaluation) Family has concerns

Referral Potentially eligible based on records Records are not available and/or cannot get in time

Records are not available No Initial Visit Eligibility determination by record review Yes Records become available Evaluation

New Path Referral Potentially eligible based on records Records are available Records are not available Potentially eligible based on delay (need evaluation) Family has concerns

Referral Child potentially eligible based on % delay • • • Family concerns No records Records indicate child is not eligible Initial Visit Evaluation

Initial Visit Az. EIP SC visits within 10 days Activities • Explanation of Early Intervention: 7 Key Principles • Conduct Developmental Screening, if appropriate • Conduct Vision and Hearing Screening • Discuss Eligibility, need for evaluation • Provide and explain child and family rights Forms • Key Principles and Mission Card • Consent for Screening/PWN • Screening tool • Vision Screen Checklist • Hearing Screening Tracking form • Consent to evaluate -PWN • PWN Refuse to Evaluate • Child and Family Rights

Initial Visit (cont) Activities Forms • Discuss all funding sources • Explain consents, as appropriate • • • Family Guide for Funding Financial Information Form Percent to Pay Table Hardship Rate Sheet Consent for Insurance Consent to Obtain Information Consent to Share Information Authorization to Disclose Information

Evaluation Conducted by 2 (PT, OT, SLP, VI, HI, SW, Psych, DSI) Activities Forms • 2 team members conduct the evaluation using Az. EIP approved test instruments • DDD and/or ASDB eligibility simultaneously addressed • All evaluations include the use of Informed Clinical Opinion • Team members come to consensus regarding eligibility • Evaluation cannot be combined with Assessment • Az. EIP approved evaluation instrument • Az. EIP Developmental Evaluation Report

Evaluation (cont. ) Activities If eligible: • Explain Child and Family Assessment • Address financial matters • Discuss PWN, eligible • Offer copy of family rights If not eligible: • Discuss community resources • Process for re-referral • Discuss PWN, not eligible • Offer copy of family rights. Forms • Consent for Child Assessment • Child and Family Assessment Guide for Families • Financial Information Form • Child and Family Rights in Az. EIP • PWN Eligible • PWN Not Eligible

Referral Eligibility Initial Assessment

Initial Assessment • SC from Az. EIP (or in some cases ASDB) schedules and participates in the Child and Family Assessment with the family and: – If eligible based on record review: 2 core team members ( PT, OT, SLP, VI, HI, SW, Psych, DSI) – If eligible based on evaluation: 1 team member (PT, OT, SLP, VI, HI, SW, Psych, DSI) • If ASDB is conducting the assessment, 2 team members, one of whom may be certified vision or hearing professional with ASDB • The Initial Assessment must be completed prior to the Initial IFSP Meeting

Initial Assessment Az. EIP SC (or in some cases ASDB SC) Activities Forms • Explain Early Intervention: 7 principles • Explain Assessment process • Obtain Consent for Assessment • SC and team members facilitate Assessment discussion • Complete Child Indicators • Consent for Child Assessment • Child and Family Assessment Guide for Families • IFSP Child and Family Assessment pages • Child Entry Indicator Summary • Rating Definitions • Decision Making Tree

Referral 45 days Eligibility Initial Assessment Initial IFSP

Initial IFSP Ongoing SC and at least one team member from eval/assessment Activities • Review Family Priorities from Assessment • Complete IFSP - Discuss all funding sources - Discuss family rights and complete needed Consents and PWN Forms • IFSP • Consent for Insurance • Consent to Share • Consent to Obtain Information • Financial Information Form • Rate Sheet • Percent to Pay Table • Hardship Request • Child and Family Rights • Az. EIP Child Data Forms

Referral Eligibility Initial Assessment Initial IFSP Implement IFSP 6 month or other update

6 month or other review IFSP SC and all IFSP team members Activities Forms • Update IFSP pages, as appropriate • Consents, as needed • Address upcoming transition, if appropriate • Update data form • Update data base • Child’s current IFSP • IFSP Addendum pages • Az. EIP Child Data Forms If needed, • Consent to Share information • Consent to Obtain Information

Initial IFSP 6 month or other review Annual Assessment Annual IFSP

Annual Assessment SC and at least one IFSP team member Activities • Prior to, provide family a copy of Assessment Guide for Families ; ensure they have a copy at assessment. • Review 7 Key Principles • Obtain Consent for Child Assessment • Document Assessment discussion on NEW IFSP pages • Conduct vision and hearing screening Forms • 7 Key Principles card • Child and Family Assessment Guide for Families • Consent for Child Assessment • IFSP Child and Family Assessment pages • Vision Screening Checklist • Hearing Screening Tracking form

Annual IFSP Activities SC and all IFSP team members • Complete new IFSP Forms • New IFSP form – Child and Family Assessment pages – Transition IFSP pages – PEA Notification/Referral – Transition Activities, as appropriate • Annual consents as appropriate • Explain and provide Family Survey • Update data • • • Consent to Share Information Consent to Obtain Information Consent for Insurance Az. EIP Family Survey Az. EIP Child Data Form

Referral Eligible Transition Initial Assessment Initial IFSP 6 month review Annual Assessment & IFSP

Transition SC, all IFSP service providers, and all persons involved in evaluation or assessment (depending on the child’s age) Activities Forms • Transition planning at IFSP closest to child’s 2 nd Birthday • Document transition steps on IFSP • IFSP Transition Planning Meeting • Coordinate, schedule and facilitate Transition Conference prior to age 2. 9 • Send PEA Notification/Referral Form • Attend IEP, if requested by the family • IFSP Transition Plan Page • IFSP Transition Timeline Page • Invitation to the Transition Conference • Transition Conference Summary • PEA Notification/Referral Form • Consent to Share Information

Referral Eligible Initial Assessment Initial IFSP Annual Assessment Annual IFSP Transition Exit

Exit SC coordinates and documents the child’s exit from Az. EIP Activities • Coordinate with ASDB and DDD, as appropriate • Complete Child Indicators Exit Summary • Provide family with Family Survey • Offer family copy of record • Update Az. EIP Child Data Form • Update I-TEAMS Forms • Child Indicators Exit Summary • Family Survey • Postage-paid Az. EIP envelope • Az. EIP Child Data Form

Az. EIP SC Video Team Based EI Overview video PWN Table Eligibility video 7 Key principles of Early Intervention Screening video Procedural Safeguards video Family Guide to Funding Data Form Guidance Az. EIP List of Approved Tools Explanation of funding/FCP forms sent to families Hearing Screen Resources Child and Family Rights Eligibility Video Assessment video IFSP video Guidelines for Requesting EPSDT Services Transition video Transition Activities Table Resources

Questions