Administrator Checklist Research and Training Center on Service Coordination

Service Coordination Activities Coordinating evaluation and assessment Facilitating and participating in the development, review and evaluation of the IFSP Coordinating and monitoring the delivery of available services Informing families of the availability of advocacy services Coordinating medical and health services Facilitating the development of a transition plan to preschool services

Infrastructure Components Service Delivery Approach (13) Supporting Families (18) Policies and Procedures (47) Personnel (13) Data Management System (8) Finance (3) General Supervision (6)

Service Delivery Approach

Develop a vision, mission, guiding principles, and core values for the early intervention system that provides the roadmap for all state infrastructures using a participatory approach in order to ensure greater understanding and acceptance

Service Delivery Approach Develop a service delivery model that includes 14 broad categories of natural and specialized resources, opportunities, and supports to meet the diverse developmental, health, social educational and basic needs of diverse children and families

Supporting Families

Develop policies for a reasonable caseload size that ensures the development of a meaningful relationship with the family and the time to address the diverse needs of the child and family Make available materials that describe other programs in the community, including eligibility and other requirements

Supporting Families Develop materials in multiple formats that are culturally and linguistically sensitive and support families’ access to advocacy supports Develop and distribute materials to the family regarding basic medical health and safety issues (home safety checklist, car seats, accident prevention)

Policies and Procedures

Establish policies and procedures regarding coordinating the performance of evaluations and assessments  Develop policies and procedures that require a response to families within two working days  Standardize EI referral form to enable comprehensive information gathering to ensure a broad view of child status

Policies and Procedures Establish policies and procedures regarding the development of the Individualized Family Service Plan and its six month review  Develop policies and procedures about the type and format of information and manner of provision of information in order to effectively prepare families for meaningful participation in IFSP development  Develop policies and procedures on linking goals of the IFSP with assessment results

Policies and Procedures Establish policies and procedures regarding coordination and monitoring of services  Develop a format and process that succinctly communicates to the medical home and other relevant providers the recommended goals, resources and supports  Ensure that a broad array of community resources and opportunities (formal and informal) that can be used to promote child health and learning in natural environments are available

Policies and Procedures Establish policies and procedures regarding information for families on advocacy  Develop policies and procedures to support families’ linkage to community or state advocacy resources  Develop policies and procedures to provide information to families enabling them to navigate the system and speak on behalf of their child, for the purpose of enhancing the child’s development

Policies and Procedures Establish policies and procedures regarding coordination with Medical Home  Develop policies and procedures to support families in identifying and applying for all available financial resources to pay for medical health care needs  Develop policies and procedures to support a medical home (if there is none) and explain its importance to families

Policies and Procedures Establish policies and procedures regarding coordination with Medical Home  Develop policies and procedures to support families in identifying and applying for all available financial resources to pay for medical health care needs  Develop policies and procedures to support a medical home (if there is none) and explain its importance to families

Policies and Procedures Establish policies and procedures regarding transition  Develop policies and procedures about providing information in multiple formats over time to ensure that families understand the transition process  Develop policies and procedures regarding the various types of transitions that can occur during enrollment in EI

Personnel

Policies: Establish policies that ensure preparation for and use of effective service coordination practices: Entry qualifications for service coordinators Continuing Education requirements Articulation of core competencies Supervision Career Lattice

Personnel Comprehensive System of Personnel Development: Standardize and require on- going training, technical assistance and mentoring regarding:  First contacts (e.g., eco-map as part of an abbreviated routines-based interviews to obtain traditional intake info)  Recommended practices in evaluation and assessment  Communicating assessment information to families (e.g. family-friendly, culturally sensitive, utilizes native language)

Data Management System

Information generated by first contact Information generated by evaluation and assessment Service information and prompts for needed contacts Ongoing use of services Distribution of advocacy information Family use of advocacy services Information on transition and prompts for needed contacts Information related to child and family outcomes

Finance

Establish a reimbursement methodology that supports the desired practices  Service definition  Rate of reimbursement  Case load size Create partnerships among state agencies that have a fiscal responsibility to support service coordination Establish interagency agreements that contain specific statements related to funding/provision of service coordination

General Supervision

Provide sound instruments to measure family knowledge and satisfaction with service coordination Create an evaluation form that succinctly summarizes the evaluation results, using a format and language that is understandable to all members of the assessment team, including families and physicians Develop a standardized IFSP format that reflects continuity between its content and policies.