Intake Paperwork
What document gives the family permission to receive their child's records?
Request to Access Form
When does the IDA summary need to be finalized by?
Within 10 days.
Where can you get information about the child before you give a call?
Clinical Document Viewer - Referral
Preadmit note
When do treatment plans need to be locked by?
Within 30 days.
When do we need to offer parental rights?
Initial Visit, 6 month review, Annual review, transition meeting.
When do you need to update the CIS Authorization Form?
Annually
or
when a family gives permission for you to be in contact/send information to an agency/provider who isn't already on the form.
When is an annual due by?
1 year from the initial plan/assessment
or
1 year from the previous annual. Can be 2 months early.
When should you make your first phone call after receiving a referral?
Within 24 hours of picking up a child/receiving a referral.
Who Edits the tx plan?
The HelpDesk, then leadership.
What document(s) do you need to fill out if a child receives a diagnosis of Autism Spectrum disorder?
Notification of Autism Concerns or Diagnosis and update the tx plan.
When do we need to update the Telehealth Consent Form?
Whenever there is a new DE or SC.
-Abby, Meghan, Lily, and Alena are not getting these signed since they're not providing ongoing services.
When does billing need to be completed?
Locked within 3 days.
In order to be in compliance, how many days from the referral date can we schedule the Initial Evaluation?
45 days
Who signs a treatment Plan?
Signed and routed. DE/SC, Meghan Young, Dr. S.
What is the percentage delay that a school district looks for on an evaluation for a child over 3 who is NOT transitioning from EI?
40% delay in one area or 25% delay in 2 areas.
Where can you find information in the EI Chittenden Program Folder about Intake Paperwork (glossary/who signs what, etc) ?
Intake > Intake Paperwork folder
or
Early Intervention Process Master Spreadsheet.
In order to determine Potential Eligibility, how many months before a child's 3rd birthday does an assessment need to be done by?
Within 9 months of the child's 3rd birthday.
Where can you find the date of referral?
In the preadmit note. (Don't use the date Rebecca Zopf signed the referral at the bottom because that date may be incorrect)
What are the documents that need to be scanned in after the tx plan is locked
and who scans it in?
EI Treatment Plan signature Page, EI Eligibility Determination (if initial), EI Service Grid.
The Helpdesk scans them in.
What's the difference between a planned start date and actual start date on a service grid (NOT service coordination)?
A planned start date is 30 days out from the date of signed consent. The actual start date is the first visit date (or can be the date of signed consent IF strategies were given on that day).
If a child is in DCF Custody, which forms get signed by DCF?
1. Consent to Treat
2. Email and Texting Consent
3. Registration Form
4. Request for Access to Individual's Designated Record Set
5. Telehealth Informed Consent
6. CIS Authorization
7. CIS Permission to Bill
8. CIS Financial Assistance
or
(Everything except EI eligibility determination, EI Evaluation Consent, Tx Plan Signatures)
How many days before a meeting should a meeting notice be sent out? (Best practice)
10 days before a meeting.
What do you need to send to the family after scheduling an initial evaluation?
Bonus: If you can remember all of the pieces
Welcome Email which includes parental rights and the meeting notice.
Bonus Points (100): Meeting notice, Parental Rights, A Parents guide to paying for EI, Cancelation Policy, Early Intervention Process Flow Chart, Howard Center's Guide to Programs, Infant Toddler Developmental Assessment, Roles in EI, VT Family and Child Outcomes Measures, NCSS Client Orientation Guide
When are treatment plans updated?
6 month review (can be 2 months early). Annual Review (can be 2 months early). Any time a new service is added or goals change.
Please share the blurb about parental rights.