Presentation on theme: "From Referral Through Exit"— Presentation transcript:
1 From Referral Through Exit AzEIP ProcessFrom Referral Through ExitThis is the AzEIP presentation on the process from referral through exit.
2 ObjectivesTo understand the process of referral through exit within the AzEIP systemFlow ChartForms HandoutThe objective of the presentation is to provide an overview of the various paths that families and children travel after they are referred to AzEIP depending on what information they come with at the time of referral. In addition to this powerpoint, there is a handout of all the forms that a service coordinator (SC) or other team member would use at various times throughout the process from referral through exit. In this presentation we will touch on these various forms, however, this is not a training on how to fill out each of the various forms. Instead, it will help you know what you need at various points along the way. In addition, there is a two-page (or one-page front and back) flowchart of the process. The flow chart is “crowded” and in small print. We apologize that it may be difficult to read. However, our goal was to put as much useful information as possible into no more than two pages so that SC and team members could carry it with them, post it by their workspace, refer to it easily and often as they proceed through the process to ensure they have the information they need to proceed. It will be available on the website and can be enlarged, by you, as you wish.
3 Potentially eligible based on records ReferralPotentially eligible based on recordsRecords are availableRecords are not availablePotentially eligible based on delay(need evaluation)Family has concernsReferrals:All referrals go through an AzEIP contractor; in areas with more than one, a central referral system will assign oneAzEIP contractor may confer with ASDB as appropriate to determine who should contact family to determine interest in EI services.Day 1 of 45-day timelineBegin AzEIP Child Data Form and database entryDocumentation is available or team is confident documentation will be available before the initial IFSPDocumentation is not available and/or team is not confident that they can get the documentation within timelinesUpon referral, the first decision point we come to is:Is the child potentially eligible based on review of records or 2) Is the child potentially eligible based on % of delay to be determined by conducting an evaluation?If the child is potentially eligible by record review; a decision point regarding the obtainment of the documentation takes us down different paths. On the far left hand side of the flowchart, you will see the “blue path”, that is taken when documentation is available or the team is confident that the documentation will be available before the initial IFSP.The middle route, is the “red path” . This is taken when documentation is not available and/or the team is not confident that they can get the documentation within timelines.On the far right hand side of the flow chart, you will find the “green path” This is the path taken by children and families when the family expresses concerns about their child’s development but there is no potential for eligibility based on prior documentation. The team will need to conduct an evaluation to determine the child’s eligibility based on % of delay.
4 Potentially eligible based on records ReferralPotentially eligible based on recordsRecords are availablea. Medical conditionb. % delayEligibility DeterminationInitial VisitWe will begin with the Blue path on the left hand side of the flow chart.If records available- reviewed by appropriate team member: (PT, OT, SLP, VI, HI, SW, Psych, DSI)Children may be eligible based on records that document a established medical conditions such as down’s syndrome or based on a % delay. When based on a percentage of delay to establish eligibility- documentation is reviewed by a team member from same discipline as the qualified professional who signed the recordThe AzEIP contractor would contact the appropriate DDD and/or ASDB personnel for simultaneous eligibility decisions regarding those agencies.DDD determines DDD eligibility; ASDB determines ASDB eligibilityIf ASDB determines ASDB eligibility, they may retain SC duties at this point or request the AzEIP contractor to continue to provide SC duties.If records establish DDD eligibility, the AzEIP contractor provides SC responsibilities until the initial IFSP meeting.For a detailed discussion regarding eligibility please view the Eligibility powerpoint on the AzEIP or NAU ASDTP websites.
5 SC visits within 10 days ; AzEIP SC or ASDB SC Initial VisitSC visits within 10 days ; AzEIP SC or ASDB SCActivitiesFormsExplanation of Early Intervention: 7 Key PrinciplesDiscuss EligibilityConduct Vision and Hearing ScreeningDiscuss family rightsKey Principles and Mission CardPWN of eligibilityVision Screen ChecklistHearing Screening Tracking formChild and Family Rights in AzEIPSC from AzEIP Contractor, could be ASDB SC in some areas, conducts the first visit within 10 days of referral.They begin the visit with a discussion of the meaning of early intervention using the SC’s Key principles and mission card.They explain that the child is eligible for AzEIP and how the team came to that decision. After ensuring that the family wishes to continue, the conduct a hearing and vision screening.The vision screening checklist documents the vision screening, it is completed by discussion with the familyThe hearing screening tracking form documents the hearing screening that is completed by either administering the OAE or by referring the family for a hearing screening within the community and then documenting the results after it has been obtained.They also walk through a copy of the “Child and Family Rights in AzEIP” booklet and ensure the family is familiar with all their rights within the early intervention system.
6 Initial Visit (cont) Activities Forms Discussion of all funding sourcesExplanation of consents, as appropriateExplanation of Child and Family AssessmentFamily Guide for FundingConsent for InsuranceFinancial Information FormPercent to Pay TableHardshipRate SheetConsent to Obtain InformationConsent to Share InformationAuthorization to Disclose Protected Health InformationConsent for Child AssessmentChild and Family Assessment Guide for FamiliesFor children who are eligible by record review, the initial visit continues and includes the following:1. Discussion of all funding sources; private, public and FCP. SC should be familiar with the Family Guide for Funding so that they can discuss and explain the various options available to families.The AzEIP System of Payments policies (within Chapter 9, Financial Matters) describe how insurance, public and/or private, and Family Cost Participation may be used to pay for early intervention services provided through the AzEIP Service Providing Agencies (AZEIP, DDD, and ASDB) By law, these agencies must explore all possible funding sources prior to using State or Federal funds.AzEIP must obtain written consent to use public or private insurance, which includes the disclosure of a child and family’s personally identifiable information (such as name and address) for billing purposes.Early intervention services will not be denied or delayed if a family declined consent to use insurance. Family Cost Participation will apply to services regardless of a family’s consent to use insurance.Family Cost Participation is a requirement of AzEIP to help AzEIP extend its financial resources to serve families and their eligible children. If the family’s income is higher than a certain amount, the family will be required to share in the State’s costs for the early intervention services provided to them. SC’s can assist families in estimating the costs of services they are considering using the percent to pay table and rate sheet. Families are responsible for sending the Financial Information Form to the appropriate State Agency, but SC’s assist the family with any questions they may have and ensure the family has the correct agency information circled on the form. Financial Information is not kept in the child’s record.2. Explanation of consent including obtaining parent’s signature when appropriate.The Consent to Obtain Information and or Share Information are only signed by families if the program is seeking to obtain or provide information to others. Blank sheets should not be signed by the family for future use. Likewise, the Authorization to Disclose Public Health Information should only be used to obtain medical information from others by individual request to a specific agency.3. Explanation of the Child and Familiy Assessment Process as the next step for the family. This includes providing the family with a copy of the Child and Family Assessment Guide for Families and explaining it fully so that families find it useful to them.
7 New Path Referral Potentially eligible based on records Records are availableRecords are not availablePotentially eligible based on delay(need evaluation)Family has concernsThe various “paths” that families take all come together at the Initial Child and Family Assessment.So let’s go back to the top, to referral, and take a different path.
8 Potentially eligible based on records ReferralPotentially eligible based on recordsRecords are not available and/or cannot get in timeStarting at the top, teams may get a referral and the child is potentially eligible but the team may not have records available to them and may not feel confident that they can get the records.
9 No Yes Records are not available Initial Visit Evaluation Records become availableEligibility determination by record reviewEvaluationNoIf records are not available, or the team is not confident they can obtain them, the path that the team would follow is on the far right hand side of the flow chart and is the green path.However, if records becomes available at any time between the referral and prior to the evaluation, the process can change and you follow the red path.If eligibility can be established, follow process back up to eligibility determination by record review and then continue on the blue path toward the initial assessment.If eligibility cannot be established, return to the green path, on the far right hand side of the flow chart.If potentially ASDB eligible, SC duties can transition to ASDB at this point or ASDB can request AzEIP SC to continueIf potentially DDD eligible, SC duties remain with AzEIP contractorYes
10 New Path Referral Potentially eligible based on records Records are availableRecords are not availablePotentially eligible based on delay(need evaluation)Family has concernsThe path that a family and child take if the child is potentially eligible by record review, but records cannot be obtained to document the eligibility is the same path taken when families call and have concerns about their child’s development but no documentation that indicates the child is eligible for AzEIP. In both cases, a developmental evaluation must be completed in order to document the child’s eligibility. This path is the green path indicated on the far right hand side of the flowchart. The initial visit for these children and families also looks different.
11 Referral Initial Visit Evaluation Child potentially eligible based on % delayFamily concernsNo recordsRecords indicate child is not eligibleUpon referral, the child is potentially eligible for AzEIP based on % of delay in development.This may be due to:Family has concerns about child’s development;If no documentation of % of delay or established condition can be obtained or,If the documentation obtained does not support an eligibility decision.This route is the far right hand side of the flow chart and is the “green” route. The activities and the forms of the initial visit vary slightly because of the need to prepare for a developmental evaluation.
12 Initial Visit AzEIP SC visits within 10 days Activities Forms Explanation of Early Intervention: 7 Key PrinciplesConduct Developmental Screening, if appropriateConduct Vision and Hearing ScreeningDiscuss Eligibility, need for evaluationProvide and explain child and family rightsKey Principles and Mission CardConsent for Screening/PWNScreening toolVision Screen ChecklistHearing Screening Tracking formConsent to evaluate -PWNPWN Refuse to EvaluateChild and Family RightsThe differences between the initial visit in the green route and the initial visit in the blue route include the additional component of screening and potential preparation for a developmental evaluation in the green route.An AzEIP- approved screening tool may be used as indicated to assist with making decisions about proceeding to evaluation. A screening tool does not indicate eligibility but simply supports the decision to go to evaluation or not to proceed with evaluation. A screening tool may not be needed if one has already come from another source with the referral information or if through observation and discussion with a family, the decision to proceed can be made without the additional information provided by the screening tool. If a screening tool is admistered to a child, the SC must first obtain written consent from the family.If the child’s screening (tool, observation, and discussion with the family) indicates the need for an evaluation, explain this process and next steps to family and obtain Consent to evaluate/PWN signature.If child’s screening indicates no need to go to evaluation, use the PWN form to indicate the program is refusing to evaluate, provide resources, address re-referral.Parent’s have the right to request an evaluation even if the team does not feel it is appropriate. AzEIP policy allows parent request for evaluation at any time during screening process, regardless of screening results. With consent, an evaluation must be conducted.See the screening video and powerpoint on the AzEIP and./or ASDTP website for more detailed information.
13 Initial Visit (cont) Activities Forms Discuss all funding sources Explain consents, as appropriateFamily Guide for FundingFinancial Information FormPercent to Pay TableHardshipRate SheetConsent for InsuranceConsent to Obtain InformationConsent to Share InformationAuthorization to Disclose InformationIf the screening indicates a need for evaluation, the SC begins the discussion of the use of all funding sources with the family and also obtains consents as appropriate.
14 Evaluation Activities Forms Conducted by 2 (PT, OT, SLP, VI, HI, SW, Psych, DSI)ActivitiesForms2 team members conduct the evaluation using AzEIP approved test instrumentsDDD and/or ASDB eligibility simultaneously addressedAll evaluations include the use of Informed Clinical OpinionTeam members come to consensus regarding eligibilityEvaluation cannot be combined with AssessmentAzEIP approved evaluation instrumentAzEIP Developmental Evaluation ReportThe purpose of evaluation is to determine the child’s eligibility for AzEIP and simultaneous eligibility for DDD and ASDB as applicable.The AzEIP team does not determine DDD or ASDB eligibility; only representatives from those agencies can do so. However, the AzEIP team provides the information from the evaluation to those agencies in order for them to make the decisions.The evaluation visit is a separate visit that is not combined with either the initial visit nor the assessment visitEvaluations are conducted by two of the following: PT, OT, SLP, VI, HI, SW, Psych, DSI.The evaluation team members must use AzEIP approved test instruments and may add other instruments if they desire. They document their findings in the AzEIP Developmental Evaluation Report.The evaluation must cover all areas of development, not just the area of concern.Teams use their collective Informed Clinical Opinion to come to consensus regarding eligibility. The child is not “eligible for speech therapy” or “eligible for motor-therapy” They are “eligible for AzEIP” and the services they receive can be any of the Part C services that the team feels are appropriate to meet the child and families needs based on the functional outcomes that address the areas of concern within the framework of the families priorities within the context of routines and activities.For detailed information on the evaluation and eligibility, please view the powerpoints available on the AzEIP and NAU ASDTP websites
15 Evaluation (cont.) Forms Activities Consent for Child Assessment If eligible:Explain Child and Family AssessmentAddress financial mattersDiscuss PWN, eligibleOffer copy of family rightsIf not eligible:Discuss community resourcesProcess for re-referralDiscuss PWN, not eligibleOffer copy of family rights.Consent for Child AssessmentChild and Family Assessment Guide for FamiliesFinancial Information FormChild and Family Rights in AzEIPPWN EligiblePWN Not EligibleIf the child is eligible for AzEIP, the evaluation team members explain that the next step in the process will be the Child and Family Assessment. They obtain consent for the assessment and provide the family with the Child and Family Assessment Guide for Families. The explanation of the child and family assessment process is a critical marker or “turning point” between the more clinical process of evaluation, to a more functional process of assessment and development of outcomes related to families routines and activities. Teams have been educating families of the key principles of early intervention with each phone call and visit prior to this time and these are also interwoven into the explanation of the assessment process to families.In addition, the evaluation team members need to address financial matters and provide the Financial Information Form to the family if not done so previously or if the family would like another copy.PWN of eligibility can be given to the family at the visit or mailed to them after the visit.The family is offered another copy of their rights but can decline.If the child is not eligible, the evaluation team members explain the eligibility decision and provide PWN of ineligibility, or it can be mailed after the meeting.The discussion with the family focuses on other resources within the community such as Early Head Start or First Things First programs. The team members explain that the family can re-refer their child if they have concerns in the future. They also provide another copy of the family rights, which the family can decline.
16 Eligibility Referral Initial Assessment To review: All referrals go through an AzEIP contractor; in areas with more than one, a central referral system will assign oneAzEIP contractor may confer with ASDB as appropriate to determine who will provide SC duties during this initial planning process. DDD SC are not part of this process, except in regards to their individual roles in eligibility determination.All children and families, no matter which path they took to reach eligibility, receive an initial Child and Family AssessmentThe purpose of evaluation is to determine eligibility. The purpose of assessment is to explore the child’s skills and abilities in relation to the families priorities, concerns and interests within the context of everyday routines and activities; How the developmental concerns impact the child and family life.
17 Initial AssessmentSC from AzEIP (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 ASDBThe Initial Assessment must be completed prior to the Initial IFSP MeetingThe initial Child and Family Assessment includes the SC from AzEIP, or in some cases ASDB, and the family. The additional team members required depends on the route that was followed to get to this point. If the child was eligible based on review of documentation, 2 additional core team members are required. If the child was deemed eligible based on an evaluation conducted by the team, only one additional core team member is required.If ASDB is conducting the assessment, 2 additional team members are required, one of whom may be the certified vision or hearing professional.The initial Assessment must be completed prior to the initial IFSP.
18 AzEIP SC (or in some cases ASDB SC) Initial AssessmentAzEIP SC (or in some cases ASDB SC)ActivitiesFormsExplain Early Intervention: 7 principlesExplain Assessment processObtain Consent for AssessmentSC and team members facilitate Assessment discussionComplete Child IndicatorsConsent for Child AssessmentChild and Family Assessment Guide for FamiliesIFSP Child and Family Assessment pagesChild Entry Indicator SummaryRating DefinitionsDecision Making TreeThe assessment team members first ensure that consent for the Child Assessment has been obtained or are prepared to get it as the visit begins.They explain the assessment process which includes a discussion of the key principles of early intervention. The assessment team members ensure the family’s understanding that early intervention is designed to address their priorities and concerns within the context of everyday routines and activities.The assessment team members ensure that the family has their copy of the Child and Family Assessment Guide for Families, or provides them with another one to use for the assessment discussion.The discussion is documented by the team members on the IFSP Child and Family Assessment pages. The assessment focuses on the child’s participation in everyday routines and activities that are important to the family. Through this in-depth discussion, the team comes to understand how a child’s developmental concerns impact the family’s daily life. Teams may add another AzEIp approved assessment tool if they wish to do so in order to better understand the child’s skills and abilities but the focus of the assessment and subsequent documentation is not the skills that a child does or does not demonstrate and scores are not recorded on the IFSP pages. For more detailed discussion of the assessment process, please refer to the assessment video available on the AzEIP and/or NAU ASDTP website.Toward the end of the assessment discussion, the assessment team members introduce the Child Indicator forms to the family and explain that this same conversation is used to complete the child indicator process. Team members should bring the Child Entry Indicator Summary form, the Decision Making Tree and the Rating Definitions to the meeting to assist everyone, but specifically the family, with this part of the discussion.
19 Initial IFSP Initial Assessment Referral Eligibility 45 days The timeline from referral to Initial IFSP is 45 calendar days.The only acceptable reason for a delay in this timeline is a family request for an extension of the timeline. Families may need an extension of the timeline for many reasons, they will be out of town for a specified period or they need time for medical or other appointments before proceeding with our process. If a family requests an extension of the timeline, the team adapts their activities accordingly.Initial IFSP
20 Initial IFSP Review Family Priorities from Assessment Complete IFSP Ongoing SC and at least one team member from eval/assessmentActivitiesFormsReview Family Priorities from AssessmentComplete IFSP- Discuss all fundingsources- Discuss family rightsand complete neededConsents and PWNIFSPConsent for InsuranceConsent to ShareConsent to Obtain InformationFinancial Information FormRate SheetPercent to Pay TableHardship RequestChild and Family RightsAzEIP Child Data FormsThe initial IFSP includes the family, the SC who will provide service coordination during the implementation of the IFSP and at least one team member who participated in the evaluation or assessment process.The IFSP meeting may occur immediately following the initial assessment visit, several hours after the assessment visit or several days after the assessment visit.The IFSP discussion with the family is documented on the remaining pages of the IFSP document and begins with a review of the family’s priorities completed at assessment. If the assessment visit occurs at a separate visit from the IFSP, or even if a few hours have passed between the visits, families may have additional information to add or new priorities they have thought of and want to include.The IFSP discussion focuses on using the information provided during the assessment to form functional outcomes that are responsive to the families priorities. The outcomes are activity or routines-based and do not focus on a specific area of delay. Instead, the outcomes focus on all aspects of a routine that will enhance or enrich the child’s participation.Completion of the IFSP may include transition activities, this will be more fully discussed in later slides.Toward the end of the IFSP meeting, the team addresses all possible public and private funding sources for the services the team has agreed upon. This discussion includes all possible funding sources available to t he family and the team must have the appropriate paperwork available for this discussion. A Consent for Insurance (for on-going services) may be appropriate as well as Family Cost Participation forms including the Financial Information Form, Rate Sheet, % to Pay, Hardship RequestThe SC explains family rights including the complaint process and ensures the family has a copy of the Child and Family Rights in AzEIP. if not, the SC provides another copy. The PWN of services is included in the signature of the IFSP and by signing it, the family consents to the services as documented.The SC also completes any needed consents with the family including the Consent to Share, Consent to Obtain InformationAfter the meeting, the SC follows billing procedures as appropriate and updates database information using the AzEIP Child Data Form.For more details on the IFSP and Family Rights in AzEIP, go to the AzEIP website for both video information and guidance documents listed above.
21 Referral Eligibility Initial Assessment Initial IFSP Implement IFSP 6 month or other updateFollowing the initial IFSP, the team implements the IFSP within the context of team based early intervention services, and as documented on the IFSP pages. The team lead visits the family most often using coaching as his/her interaction style to support the caregivers to support their child’s participation in everyday routines and activities.Other team members participate through discussions of the child at team meetings, and potentially through joint visits with the team lead, family and child.The SC has the responsibility to update the IFSP as needed to reflect and track the services provided to the family.The IFSP must be updated at 6-months and in some circumstances, such as for children who have DDD “targeted” service coordination, the IFSP may be updated every 90 days.
22 6 month or other review IFSP SC and all IFSP team membersActivitiesFormsUpdate IFSP pages, as appropriateConsents, as neededAddress upcoming transition, if appropriateUpdate data formUpdate data baseChild’s current IFSPIFSP Addendum pagesAzEIP Child Data FormsIf needed,Consent to Share informationConsent to Obtain InformationReviews of the IFSP are attended by the family, SC and all IFSP team members.The purpose of the review is to take time to reflect on the child’s progress on outcomes and update and review any additional information needed. The team updates any current IFSP pages needed to support any changes to services they may agree upon through this discussion and completes the IFSP addendum pages to indicate the services that will be in place for the next time period.It is possible that the family may have additional information from medical or other appointments that the team may want to obtain and so consent forms should be available at the meeting for this purpose. Likewise, the family may want to share the updated IFSP information with others and so Consent to Share forms should also be available.Transition activities must be addressed appropriate for the child’s age and are more fully discussed on a later slide.After the meeting, the SC updates the AzEIP Child Data Form, pages 1 and 2 as appropriate and adds a new page 3 every time services change. The information is then entered into the database.
23 Annual Assessment Initial IFSP 6 month or other review Annual IFSP When the child has been in service for one year, the annual assessment and annual IFSP are conducted.The SC coordinates the annual assessment and IFSP with the family and ensures that all appropriate team members are present.The Annual Assessment may occur prior to or during the Annual IFSP; and may occur at the same or separate visits, as long as all appropriate team members are present.
24 SC and at least one IFSP team member Annual AssessmentSC and at least one IFSP team memberActivitiesFormsPrior to, provide family a copy of Assessment Guide for Families ; ensure they have a copy at assessment.Review 7 Key PrinciplesObtain Consent for Child AssessmentDocument Assessment discussion on NEW IFSP pagesConduct vision and hearing screening7 Key Principles cardChild and Family Assessment Guide for FamiliesConsent for Child AssessmentIFSP Child and Family Assessment pagesVision Screening ChecklistHearing Screening Tracking formThe annual assessment includes the family, the SC and at least one IFSP team member (If current IFSP is SC-only, must pull in team member)(Annual IFSP requires all IFSP team members to be present)2 weeks prior to the Annual Assessment, the SC sends the Child and Family Assessment Guide for Families to the family and provides either a written explanation or phone call to review the guide with the familyWhen the team arrives for the assessment visit, they first obtain consent for the child assessment and then review the purpose of team based early intervention services which includes discussion of the key principles. The assessment visit is the same as when the initial visit occurred.Child Indicators are not a part of the annual assessment process however the requirement for an annual vision and hearing screening is included.The annual vision and hearing screening requirements are the same as discussed earlier in this presentation.
25 SC and all IFSP team members Annual IFSPSC and all IFSP team membersActivitiesFormsComplete new IFSPTransition Activities, as appropriateAnnual consents as appropriateExplain and provide Family SurveyUpdate dataNew IFSP formChild and Family Assessment pagesTransition IFSP pagesPEA Notification/ReferralConsent to Share InformationConsent to Obtain InformationConsent for InsuranceAzEIP Family SurveyAzEIP Child Data FormThe Annual IFSP is attended by the family, the SC and all IFSP team members.A complete, new form is used to document the discussion, following the same process and procedures as the initial IFSP visit.Transition activities should be addressed appropriately based on the age of the child and will be described in more detail on another slide.The Family Survey is an additional requirement due at annual IFSP meetings. It is explained to the family and assistance with completing it can be offered. An envelop addressed to the AzEIP state office is also provided so the family can send the family survey into AzEIP at a later time.Annual consents to share or obtain information are completed, as needed.The SC is responsible for updating the AzEIP Child Data form and the database following the meeting.
26 Annual Assessment & IFSP ReferralEligibleInitial AssessmentInitial IFSP6 month reviewAnnual Assessment & IFSPTransitionTransition activities are addressed as needed throughout the process depending on the child’s age and age at time of referral.There are many types of transitions possible, such as transitioning from the hospital to home or transitioning from one child care center to another. However, the steps and process we will discuss involves the transition from early intervention to the public school, preschool program.There is a more detailed video presentation and accompanying materials available on the AzEIP and NAU ASDTP websites.Today we will present the highlights of the requirements.
27 Transition Activities Forms SC, all IFSP service providers, and all persons involved in evaluation or assessment (depending on the child’s age)ActivitiesFormsTransition planning at IFSP closest to child’s 2nd BirthdayDocument transition steps on IFSPIFSP Transition Planning MeetingCoordinate, schedule and facilitate Transition Conference prior to age 2.9Send PEA Notification/Referral FormAttend IEP, if requested by the familyIFSP Transition Plan PageIFSP Transition Timeline PageInvitation to the Transition ConferenceTransition Conference SummaryPEA Notification/Referral FormConsent to Share InformationThe transition process includes the family, the SC and all IFSP service providers. Depending on the child’s age at time of referral, it may also include persons involved in the evaluation or assessment of the child.The SC is responsible for following and documenting transition steps on the IFSP pages appropriately for the child’s age and age at time of referral.Transition is addressed with the family at each IFSP meeting by noting that AzEIP services end when a child turns three and that the SC will assist the family with planning for transition as the child ages.The Transition Plan page of the IFSP is completed during the IFSP meeting closest to the child’s 2nd birthday. The service coordinator documents the discussion and the steps needed to begin to support the transition process. This page also documents the parent’s decision to hold a transition conference, and the parent’s consent to share information with the participants of the transition conference.The purpose of the transition conference is to revise the preliminary transition plan developed with the family, and provide the family with information about the early childhood programs they identified as options . Policy clearly states the conference is held at a time and place convenient to the family. Documentation of the discussions at the transition conference are documented on the Transition Conference Summary Form.The purpose of the IFSP Transition Planning Meeting is to develop a transition plan which is documented on the IFSP. The Transition Timeline page is used to document this discussion of the steps necessary to support the family and child with a successful transition out of early intervention. The service coordinator should also document other transition activities such as completing the child indicator exit summary form and providing the family with a family survey.The transition conference and the transition planning meeting may be held at the same time.The SC must send the PEA- Notification/Referral to school and ADE no later than 2.8; unless family “opts out”No “family delay” or other circumstances can delay sending the PEA Notification Form if the parent has not opted outFor children determined AzEIP eligible between 2.9 and 2.101/2; parent must opt out at or before initial IFSP meeting. If not, referral sent to PEA next business daySC must hold transition conference no later than 2.9 with or without the school’s participation- The SC sends the school the Invitation to Transition Conference form prior to the transition conference. The SC must have consent to share verbally or in writing to send the invitation either on the IFSP page or separate Consent to Share form.At the transition conference, the family may request that the SC or other IFSP team members attend the child’s IEP meeting. The SC or team members should make all reasonable efforts to attend the meeting, using technology if necessary to “attend by phone”.
28 Exit Referral Eligible Initial Assessment Initial IFSP Annual IFSPTransitionExitAnnual AssessmentAn exit from AzEIP can happen at any time for many reasons, families move, may no longer want or need early intervention services, or may just want to take a break for a while. But for many families, exiting from AzEIP happens when the child turns three.
29 SC coordinates and documents the child’s exit from AzEIP ActivitiesFormsCoordinate with ASDB and DDD, as appropriateComplete Child Indicators Exit SummaryProvide family with Family SurveyOffer family copy of recordUpdate AzEIP Child Data FormUpdate I-TEAMSChild Indicators Exit SummaryFamily SurveyPostage-paid AzEIP envelopeAzEIP Child Data FormThe activities at exit include:Coordinating with the ASDB and/or DDD personnel as appropriate, as some children will remain eligible for their services, even though they are exiting AzEIP. This may include the need to copy and transfer records.Completing the Child Indicators Exit Summary with family within 90 days of exitProviding the family with a final Family Survey and postage paid, AzEIP-addressed envelope and assisting them if requested to do so.The family should be offered a copy of their child’s records and an explanation of the records eventual destruction discussed with them.The AzEIP Child Data form updated, databases are updated with AzEIP exit data and the record closed.
30 Resources AzEIP SC Video Team Based EI Overview video PWN Table Eligibility video7 Key principles of Early InterventionScreening videoProcedural Safeguards videoFamily Guide to FundingData Form GuidanceAzEIP List of Approved ToolsExplanation of funding/FCP forms sent to familiesHearing Screen ResourcesChild and Family RightsEligibility VideoAssessment videoIFSP videoGuidelines for Requesting EPSDT ServicesTransition videoTransition Activities TableResourcesWe discussed many videos and other guidance documents that are available on the AzEIP website currently. In addition, the forms handout also lists guidance documents to help you better understand the details of each piece of the process better.
31 QuestionsTake questions from the group as time allows.