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Session 2: CHA-CHA-CHA-Changes in EI Service Coordination Implementation Webinar
- 1. Webinar provided by the Integrated Training Collaborative, with funding support from the Virginia DBHDS, American Recovery and Reinvestment Act (ARRA) FOR THIS WEBINAR CHA-CHA-CHA-CHANGES IN EI SERVICE COORDINATION Implementation Webinar August 23 rd at 3:00 pm Please Call 866-842-5779 Enter Code 463 661 9330#
- 3. Beth WELCOME! Deana Jeff Adele Pam Sharlene
- 6. Phones Are Muted Chat For Communication HOUSEKEEPING
- 7. Esc. Key to Return to Normal View locate this button on bar below slides click to view slides in full screen VIEW IN FULL SCREEN MODE
- 9. INTRODUCTION
- 11. WHO CAN PROVIDE EI TARGETED CASE MANAGEMENT?
- 24. COMBINED IFSP CERTIFICATION/HSI FORM
- 31. INITIAL EARLY INTERVENTION SERVICE COORDINATION PLAN This plan is available for up to 90 days It does not change the 45 day requirement to develop the initial IFSP
- 33. Early Intervention Service Coordination Plan
- 50. TRANSITIONING TO EARLY INTERVENTION TARGETED CASE MANAGEMENT
- 54. CHANGING TO THE NEW IFSP FORM
- 61. UNANSWERED Questions ??? Use Chat to Respond
- 62. THANK YOU! All documents related to the implementation of EI TCM can be found here: http://www.infantva.org/wkg-EI-TCM.htm .
- 64. Mark Your Calendar: Q&A Session on 9/12 at 9:00 am Virginia Early Intervention Professional Development Center THANK YOU! www.eipd.vcu.edu
Hinweis der Redaktion
- Good afternoon, everyone. Thank you for joining today’s webinar. We will start in 1 minute. <OK it’s 12pm, let’s get started>
- Good afternoon! This is Deana Buck of the Integrated Training Collaborative. Thank you for joining us today. This webinar was developed by members of the Early Intervention Targeted Case Management Task Force which includes service coordinators from across the state as well as system managers, ID Directors, Integrated Training Collaborative representatives in addition to DBHDS and DMAS representatives. We are grateful to the members of the task force for their very significant contributions of time and work in developing this program. The realization of this program is an important benchmark for Virginia’s Part C system. The collaboration between the Part C office at the DBHDS, and DMAS has created a specific TCM program for families of children served through our Part C system who also have Medicaid or FAMIS coverage. This type of collaboration is an important example that Congress had in mind in shaping the early intervention program, and provides a mechanism for accessing Medicaid funding for a Part C service. Members of the Task Force are participating in today’s webinar. Adele Rohner is a service coordinator in the ITC of Mt. Rogers; Pam Park is the SC supervisor in the ITC of Fairfax. Sharlene Stowers is the LSM for the ITC of the Shenandoah Valley. In addition, Jeff Beard, from DMAS, and Beth Tolley, from the Part C office, will also be presenters for this webinar. Today’s webinar will also be offered on August 23 rd at 2:00. Mark your calendars for the next webinar related to implementation of the EI TCM program which will be a Q&A session on 9/15. A series of handouts was sent to you in advance of this webinar, as well as the powerpoint presentation we will be using. I encourage you to make sure you have all of these materials in front of you as we start the content. Good afternoon! This is Deana Buck of the Integrated Training Collaborative. Thank you for joining us today. This webinar was developed by members of the Early Intervention Targeted Case Management Task Force which includes service coordinators from across the state as well as system managers, ID Directors, Integrated Training Collaborative representatives in addition to DBHDS and DMAS representatives. We are grateful to the members of the task force for their very significant contributions of time and work in developing this program. The realization of this program is an important benchmark for Virginia’s Part C system. The collaboration between the Part C office at the DBHDS, and DMAS has created a specific TCM program for families of children served through our Part C system who also have Medicaid or FAMIS coverage. This type of collaboration is an important example that Congress had in mind in shaping the early intervention program, and provides a mechanism for accessing Medicaid funding for a Part C service. Members of the Task Force are participating in today’s webinar. Adele Rohner is a service coordinator in the ITC of Mt. Rogers; Pam Park is the SC supervisor in the ITC of Fairfax. Sharlene Stowers is the LSM for the ITC of the Shenandoah Valley. In addition, Jeff Beard, from DMAS, and Beth Tolley, from the Part C office, will also be presenters for this webinar. Today’s webinar will also be offered on August 23 rd at 2:00. Mark your calendars for the next webinar related to implementation of the EI TCM program which will be a Q&A session on 9/15. A series of handouts was sent to you in advance of this webinar, as well as the powerpoint presentation we will be using. I encourage you to make sure you have all of these materials in front of you as we start the content.
- Here is the list of handouts we will be using during the webinar. Please have them printed and in front of you during the webinar.
- Quick housekeeping reminders: Lines will be muted throughout the call. You will be able to ask questions and interact during the webinar using the chat feature on your screen. As a reminder, to use the chat feature, click the mouse in the box in the lower right corner of your screen, type a message and hit enter. Take a minute to give it a try. Remember anything you type in the chat box is public and will be seen by all. We will try to answer as many questions as possible and similar questions may be grouped together.
- Another feature you might want to take advantage of, is the ability to full these slides in full screen. They are best viewed in this format. To go into full screen mode locate the button with 4 arrows on it. You can find it on the bar below this slide. When you’ve found the button, click it. When you go into full screen mode you do lose the view of chat, but we will always guide you back to chat when necessary. To get out of slide view, hit the escape key on your keyboard.
- Following this webinar, you’ll receive an email asking you to complete a brief survey to give us feedback. We ask that you please take a few moments and let us know about your experience participating in the webinar. This will help us as we develop future professional development opportunities.
- Review session outcomes. Adele Rohner will now discuss specific information about who can provide EI TCM.
- Adele Thank you Deana. We are going to spend the next several minutes talking about who can provide early intervention Targeted Case Management.
- Some new requirements! Beginning October 1, 2011, service coordinators must meet specific educational requirements as well as complete and pass a new training module, and apply for- and be certified as- an Early Intervention Case Manager. THE REQUIREMENT STILL STANDS THAT ALL SC MUST ATTEND KI AND KII. Details about these requirements were provided in the FAQ document that was sent with the information about this webinar and is also posted on the Infant & Toddler Connection Website.
- It’s important to note that if you are already a service coordinator, Congratulations you meet the EDUCATIONAL requirements for a case manager! Just complete the online training module and apply for certification!
- Beginning October 1, 2011, all children in the Part C system who have Medicaid or FAMIS coverage will receive Early Intervention Targeted Case Management. Remember that we are using the terminology “early intervention targeted case management” and early intervention service coordination interchangeably. There are only a few requirements for EI TCM that are not required for all children receiving early intervention service coordination. You will hear details about each of these later in the webinar. We will also discuss transitioning children who are currently receiving Intellectual Disabilities or Mental Health targeted case management to early intervention targeted case management.
- One of the great things about our new EI TCM in Virginia is that there are very few additional requirements beyond what service coordinators are already doing to meet Part C requirements as described in the Practice Manual. Just as you were reminded at the beginning of this webinar, don’t think about paperwork and processes that service coordinators have been doing for ID and MH TCM. Think, instead, about what is currently required for Part C and then these few extra requirements we are going to discuss now.
- So what’s different: There will now be an Initial EI Service Coordination Plan, communication on a regular basis with the child’s physician to discuss the new health status indicators, there’s a new short term goal for service coordinators on the IFSP and there is emphasis on referencing the SC goals in contact notes.
- SO LET’S TALK ABOUT WHY WE ARE DOING THIS! Children on Medicaid in Part C do not participate in a Medicaid Managed Care program for their Part C services. Because of this, these children miss out on some case management activities such as having contact with the child’s physician regarding ongoing health care. By adding this new requirement, the service coordinator will fill the role of keeping in touch with the child’s physician about the child’s health care status. This communication with the child’s physician also supports the early intervention goal of improved collaboration between the child’s physician and the Part C system.
- Let’s take a look at page 4 of the IFSP now. You can view this page on the screen or you may want to look at the copy of the IFSP that was sent to you prior to the webinar. You can see the additional short term goal that states that service coordinators will be providing information and support to each family, as needed, so that they can access routine medical care for their child. You will also notice that references to TARGETED case management/TCM have been removed.
- Pam: Now let’s turn our attention back to the revision on page four. At the IFSP meeting when the service coordinator is completing this page, he or she will explain what this new statement means. The family should be told that twice a year, their child’s physician will be asked to respond to 6 questions form that will provide current information about immunizations, visits to the doctor, and lead testing. The service coordinator will explain that the role of the service coordinator is to assist the family in getting supports and services for their child, including medical care, if the family desires that assistance. Families should also be told also that a particular schedule of well-child care, immunizations, and lead testing is not required for participation in Part C. For purposes of completing the health indicator questions, “every 6 months” means any time between 5 months and 7 months from the previous communication with the physician about the health status indicator questions.
- HERE ARE THE 6 HEALTH INDICATORS. TAKE A LOOK!
- ADD REFERENCE TO WEBSITE REGARDING LEAD TESTING-RESOURCE HERE (http://www.vahealth.org/leadsafe/
- There are three ways to send these questions to physicians: HSI (HEALTH STATUS INDICATOR) Using a fax/letter that combines the questions with the request for certification of the IFSP Let’s take a look at the letter/fax that includes the IFSP certification information. The IFSP certification part of the letter has not changed.
- Now let’s take a look at this letter/fax that just lists the HSI questions. This 2nd option was developed for a couple reasons. Some people were concerned that if these questions were combined with the physician certification request, there could be confusion and the document may not be returned with the physician’s signature. In addition, physician certification requests are not always sent at 6 month intervals. Please note that since this form is not a physician certification of IFSP services, the physician’s signature is not required.
- The third option allows flexibility for local systems to develop their own form or to use an alternative approach that meets their needs. The health status indicator questions must be asked as written in the Health Indicator Questions letter unless the local system has an alternate mechanism, such as requesting and reviewing well-child records, that provides the information necessary to answer all of the health status indicator questions. LOCALITY CAN CREATE THEIR OWN FORM-6 HSI QUESTIONS MUST BE ASKED
- Service Coordinators must request the information in the 6 questions from the child’s physicians every six months. Documentation of the request to physicians is required. While it is recognized that not every physician will complete this information for every child, the hope and expectation is that most physicians will. Please note that though it is best practice to follow up when there is not a response from the physician, this is not a requirement.
- NOT EVERYONE HAS MEDICAID OR FAMIS: While requesting completion of these questions is required only for children with Medicaid, local systems are encouraged to consider requesting this information for all children in order to support routine well-child care and positive health outcomes. Systems who choose not to send this out for children who are not on Medicaid are advised to have a mechanism in place to be able to send these questions out for children who might begin Part C on private insurance and then change to Medicaid along the way. Once a child is on Medicaid, documentation that the Health Status Indicator Questions are sent twice a year to the child’s physician are required in order to bill for EI TCM.
- You might be wondering how physicians are going to know about this new process. The Department of Behavioral Health and Developmental Services will send a letter in September to all pediatricians and family practice physicians in the state to explain this new requirement. It is the hope of the Department of Medical Assistance Services and the Department of Behavioral Health and Developmental Services that physicians will see this in a positive light, since service coordinators will be supporting their efforts as physicians to ensure medical care is provided in a timely manner to children in their care.
- Sharlene: There is another new requirement in addition to the Health Status Indicator Questions. In order to be able to bill for service coordination activities while eligibility for Part C is being determined and prior to the development of and parent signature on the IFSP, the “Initial Early Intervention Service Coordination Plan” is required. Please find that form in your handouts. You will need to refer to it in a moment. This plan is available for up to 90 days. This does not change the 45 day requirement to develop the initial IFSP. This timeline was included to provide a mechanism for situations when the process is delayed for family issues.
- Here is how this form will be used. At the intake visit with the family, as the Part C process is being explained, the service coordinator will show the family this form. As you look at it, you will see that it follows the steps from intake to the point of IFSP development already described in the Practice Manual. So, while there is nothing new on the form about our Part C process, the form itself is new and is required for all children covered by Medicaid starting on October 1st. Service coordinators will explain the service coordination goals and objectives, along with the activities and strategies that will be used to meet these goals and objectives. Again, this is nothing new. This is information that should be part of the intake conversation each service coordinator has with families already. Now you will need to look at your handout in order to see the whole form. Note that there is a blank area towards the bottom This allows the plan to be individualized if needed. It is not required that the service coordinator include anything in this part of the plan but if a need becomes apparent during the intake visit (for example, the family may be in immediate need of a listing of area preschools and child care centers), the service coordinator should add this need as a goal. After review, the family and the service coordinator will sign and this form will be placed in the early intervention record.
- Just like the Health Status Indicator Questions, this form does not have to be completed for children not covered by Medicaid. However, if a child receives Medicaid or FAMIS coverage after the intake and the start date is retroactive, there must be an Initial Early Intervention Service Coordination Plan that was signed at the intake visit in order to be reimbursed by DMAS for service coordination prior to the date the child is determined eligible for Part C. Some systems may decide to use this form for all families since it does provide a written guide about the process from intake until the IFSP.
- You can see on the screen the three conditions that will end the initial EI Service Coordination plan: For children who are found ineligible for Part C, the plan ends on the date that determination was made. The month that occurs is the last month that EI TCM can be billed to DMAS. For children who are found eligible for Part C early intervention, the Initial Early Intervention Plan ends when the IFSP is signed. There is no difference in how the provider agency bills for initial or ongoing EI TCM. The third condition that will end the Initial EI Service Coordination Plan is when 90 days has elapsed since the intake visit and the child has not been found ineligible and the IFSP has not been signed. It is expected that this will be extremely rare.
- Take a look at the contact note checklist in your group of handouts. You can also view this on the screen. Though the whole form is not displayed, the portion with changes is visible.
- What do you notice that is different from the current check list? Record your answers in the Chat box. You will see that a reminder to document all activities or contacts made with or on behalf of the family has been added. In addition, a note has been added to remind service coordinators to reference the SC goal(s) being addressed as well as progress toward meeting the goals.
- Please turn your attention to the Service Coordination Contact Note Samples. These examples are not presented as complete contact notes. Rather, they give examples of statements within contact notes that do or do not meet the requirement to include what service coordination goal is being addressed and progress toward goals. The first set of examples illustrates possible ways to meet the requirement, not the only ways to the meet requirement.
- We know in Part C that the frequency and intensity of all services are individualized, including service coordination. Currently on the IFSP, we write the minimum expected frequency and intensity for service coordination. Those who provide service coordination know that a family’s need for contact with their service coordinator often ebbs and flows during their time in Part C; some months a service coordinator might have multiple contacts with a family and other months there might be little or no contact at all with the family. Service coordination under EI TCM will continue to be individualized and based on what a family needs. In order to ensure that service coordinators are staying on top of what each family needs, beginning October 1st, there must be, at a minimum, a phone call, email or face to face contact with the family every three calendar months. These contacts shall be person centered with the choice of contact method determined by the family. The choice of contact may be a phone call, face to face visit or an email. The contacts shall begin the next month after the month that the IFSP is signed and must be documented in the early intervention record. You will notice that the contacts are to be every three months as opposed to quarterly. This means that there will be no more than two months in a row without a contact. A word of caution about emailing families: check with your agency about privacy rules they have established concerning emailing families and ensure that any email contact you may have is within those rules. Not every agency allows email contact with families.
- Jeff
- Service Coordination is billed as a monthly charge. Only one unit can be billed per month. EI TCM is the case management program for children birth to three With the exception of BabyCare, only one Medicaid-reimbursed case management service can be billed each month. Therapeutic Foster Care has case management reimbursement built into the program, so if a child is receiving therapeutic foster care, EI TCM cannot be billed.
- Now lets review DMAS’s requirements for reimbursement. With the exception of the allowable activities, these requirements have already been addressed earlier in this webinar. Briefly, let’s review these: In order to be reimbursed for service coordination during the month the initial or annual IFSP is held, the IFSP meeting must include face to face contact with the family and there must be documentation that the service coordinator observed the child during the month that the IFSP meeting was held. There must be documentation of the every three month contacts with the family. Documentation of all communications with families and activities on behalf of the family must meet documentation requirements. The requirement for communication with the child’s physician has been discussed previously in this webinar. In addition to the requirements just discussed, an allowable activity must occur during each month that is billed. Information about allowable activities will be provided next.
- DMAS has identified a list of activities, called allowable activities. Targeted case management can be billed to DMAS each month that at least one of these activities occurs and as long as the contact requirements are met. The activities you see on this screen and the next screen are all integral parts of the work of service coordinators.
- Here are additional activities that DMAS has identified as allowable activities for billing: The service coordinator assists the family to help them become more involved and integrated in their community’s activities. Service coordinators make “collateral contacts” which are defined as “Contact with the child’s significant others to promote implementation of the service plan and community participation, including family, non-family, health care entities and others related to the implementation and coordination of services.” These contact should be documented and may be billed to Medicaid. The service coordinator monitors the implementation of the IFSP through regular contacts with providers and periodic visits with providers and families. The service coordinator also supports families through instruction and counseling, which in this context is defined as problem-solving activities designed to enhance a child’s ability to participate in the everyday routines and activities of the family within natural environments where children live, learn, and play. Again, these activities must be documented if they are billed to Medicaid. Communication with the child’s physician is an important aspect of service coordination.
- Beth Now we will discuss the process for transitioning to this new program.
- First and foremost, we must assure that families are fully informed about the changes prior to the October 1 implementation date. The EI TCM Task Force has developed fact sheets for families to assure that consistent information is provided to all families across the state. Please take a moment to find these fact sheets in your handouts. There are three versions of a Family Fact Sheet: one for children who will transition from ID TCM to EI TCM, one for children transitioning from MH TCM to ID TCM and one for children not currently receiving TCM. It is recommended that face to face meetings occur at a minimum with families who will have a change in service coordinators and with families whose children’s TCM is transitioning from ID or MH to EI TCM. This will provide families with the opportunity to discuss the changes and ask any questions they may have. Letter templates that can be adapted by the local systems have also been developed.
- Please pull out your Family Fact Sheets. There are three versions; one for families whose children are currently receiving MH TCM, one for those currently receiving ID TCM and one for families of children who are not currently receiving TCM. The information on the MH and ID version are identical with the exception of the first sentence. The third fact sheet is adapted to remove references to a current TCM service. Each Fact sheet has the questions you see listed on the screen, followed by answers for each of the questions. These fact sheets can be provided in person to support the conversations the service coordinator has with families about upcoming changes. They can also be mailed to families along with a letter from the service coordinator or system manager.Let’s take a closer look at the fact sheets for families. Pull out the one that has MH in the bottom right corner. This is the fact sheet for families moving from MH TCM to EI TCM. The first section explains that children currently receiving MH TCM will begin receiving EI TCM October first. It also explains that targeted case management means the same thing as service coordination. The 2nd section explains that this change is occurring because a new TCM program was designed specifically to meet the needs of infants and toddlers in the early intervention system. The next section explains what will stay the same, reassuring families that the service coordinator will continue to assist them as they are now, that there will continue to be no charge for service coordination, that the level of services will remain the same and that they will continue to have contacts from the service coordinator every three months. The next section explains what will be different, including more flexibility in the mode of contacts and the twice yearly contacts with physicians. In addition, there is a possibility of a change in service coordinators. Families are also informed that the service coordinators will be receiving additional training and a new certification. And finally, three options for seeking more information are provided. Now let’s take a look at the fact sheet for children moving from ID TCM to EI TCM. You will notice that it is exactly the same as the MH version except that ID is listed instead of MH. The task force team that developed these fact sheets felt that putting the MH and ID TCM information on the same sheet might add an element of confusion since families with children receiving MH TCM are not likely to know about ID TCM and vice versa. The third fact sheet was developed to provide information for families who are not currently receiving targeted case management.
- Now let’s talk about transitioning to the new documentation requirements including addition of the new short term service coordination goal and use of the new IFSP form. The new short-term goal can be added to Page 4 of the IFSP next time there is an IFSP review and/or a contact note can be used to document discussion of the new goal with the family. Beginning October 1st, there will be only one IFSP form and this form must be used for all new IFSPs and new Annual IFSPs. Please note that it is not necessary to change the IFSP form for children who already have an IFSP prior to October 1. It is also not necessary to hold an IFSP review to make these changes. The new short-term goal can be added to Page 4 of the IFSP next time there is an IFSP review and/or a contact note can be used to document discussion of the new goal with the family. Beginning October 1st, there will be only one IFSP form and this form must be used for all new IFSPs and Annual IFSPs. Please note that it is not necessary to change the IFSP form for children who already have an IFSP prior to October 1. It is also not necessary to hold an IFSP review to make these changes. The new service coordination short term goal can be added to the IFSP service coordination page the next time there is an IFSP review and/or a contact note can be used to document that the new short-term goal was discussed with the family in September or October and the new short term goal will be added to the IFSP at the next annual IFSP.
- You heard earlier about the requirement for contacts with families every 3 calendar months. If a contact has not already occurred prior to October 1, the initial contact using the parent’s preferred mode of contact must be made by December 2011. It is recommended that this occur earlier to give families ample opportunities to ask questions about and discuss the changes with implementation of this new program. The 6 health status indicator questions must be sent to the child’s physician at the time of the next IFSP review or annual IFSP, or at least within 5-7 months of October 1, 2011. WORK THIS INTO YOUR SCHEDULE BY SENTING THEM DURING REVIEWS OR ANNUAL IFSP MEETINGS
- You heard earlier about the requirement for contacts with families every 3 calendar months. If a contact has not already occurred prior to October 1, the initial contact using the parent’s preferred mode of contact must be made by December 2011. It is recommended that this occur earlier to give families ample opportunities to ask questions about and discuss the changes with implementation of this new program. The 6 health status indicator questions must be sent to the child’s physician at the time of the next IFSP review or annual IFSP, or at least within 5-7 months of October 1, 2011. WORK THIS INTO YOUR SCHEDULE BY SENTING THEM DURING REVIEWS OR ANNUAL IFSP MEETINGS
- By now, everyone is clear that EI TCM starts October 1, 2011 and MH and ID TCM are no longer available for children in early intervention. The last thing to cover today is what can be done during these transition months in terms of billing and documentation. Local systems may continue their current processes for using 90 day TCM plans for children potentially eligible for ID or MH TCM. Local systems can continue to bill for 90 day TCM and ID and MH TCM through September 2011. The TCM version of the IFSP may continue to be used for new IFSPs through September 30, 2011, though local systems are encouraged to begin using the new (6/11) IFSP form. And finally, It is recommended that service coordinators begin using the Initial Early Intervention Service Coordination Plan from this point forward during their intakes in the event the child does not have an IFSP completed and signed prior to October 1st. This would allow the local system to bill for SC activities beginning on October 1st up to the date of the parent signature on the IFSP (unless it is more than 90 days). This new plan can be used in conjunction with the documentation required in order to bill for 90 day TCM under the ID and MH TCM programs in August and September. The new Initial Early Intervention Service Coordination Plan can be introduced to and signed by families at the same time the ID or MH TCM 90 day plan is implemented for those children who may not have their initial IFSP meeting by October 1. Local systems may continue their current processes for using 90 day TCM plans for children potentially eligible for ID or MH TCM. The TCM version of the IFSP may continue to be used for new IFSPs through September 30, 2011, though local systems are encouraged to begin using the new (6/11) IFSP form. Local systems can continue to bill for 90 day TCM and ID and MH TCM through September 2011. ID TCM (Pop up: Remember, it is not necessary to change a child’s existing IFSP form October 1, 2011). It is recommended that SCs begin using the EI TCM plan from this point forward during their intakes in the event the child does not have an IFSP completed and signed prior to October 1st. This would allow the local system to bill for SC activities beginning on October 1st up to the date of the parent signature on the IFSP (unless it is more than 90 days). Starting October, the EI TCM can be billed and having this signed Early Intervention Service Coordination plan assures that the required documentation is present. The new Initial Early Intervention Service Coordination Plan can be introduced to and signed by families at the same time the ID or MH TCM 90 day plan is implemented for those children who may not have their initial IFSP meeting by October 1.
- Beth A number of changes are being made in the Infant & Toddler Online Tracking System (otherwise known as ITOTS) in order to alert Part C staff that the EI benefit needs to be added or ended in the Medicaid data system (which is called VAMMIS). The key ITOTS data entry elements necessary for the EI benefit to be added include selection of Medicaid/FAMIS plus entry of the 12 digit Medicaid number and entry of the intake date. For children who do not go on to receive an IFSP, a new data element, the exit date, has been added to alert the Part C office that the child has exited from the Part C system so the Medicaid EI benefit can be ended. The addition of this exit date will eliminate the need for local systems to contact the Part C office about children who are eligible, then found ineligible at the assessment for service planning or children whose families decline Part C prior to completion of the IFSP. Another new data element is the active date for children who were inactive, then become active again. The addition of this new data element will also eliminate the requirement that local systems contact the Part C Office provide the date by phone or email.
- Medicaid/FAMIS must be selected in ITOTS and the 12 digit Medicaid number plus the date of the intake visit must be entered in ITOTS within 10 business days of the date of the intake visit in order for the Medicaid EI benefit to start the date of the intake visit. For children who do not move on to have an IFSP and receive services, the exit date must be entered in ITOTS within 10 business days of the exit date. Similarly, the inactive date and the active date, if applicable must be entered within 10 business days of the event. Service coordinators and local system staff responsible for ITOTS data entry need to start working now to establish processes to assure that entry of the intake date in ITOTS is done within 10 days of the intake date. (exit date – or inactive date – or active date)
- ASK IF FOLKS STILL HAVE UNANSWERED QUESTIONS….. REMIND FOLKS THAT QUESTION & ANSWER DOCUMENT WILL BE PREPARED, BASED ON THESE WEBINARS. Also, please remember to share link for survey with all participants.
- Again, thank you for joining us for today’s webinar. You will be receiving your survey following the webinar and we welcome your feedback and suggestions. Please let you colleagues who couldn’t join us today know that this webinar will be archived within the next few weeks and will be available on the Virginia Early Intervention Professional Development Center website: www.eipd.vcu.edu Have a wonderful DAY!