CHA-CHA-CHA-CHANGES
IN
EI SERVICE COORDINATION
Implementation Webinar
August
23rd
at 3:00 pm
FOR THIS WEBINAR
Please Call
866-842-5779
Enter Code
463 661 9330#
Webinar provided by the Integrated Training
Collaborative, with funding support from the Virginia
DBHDS, American Recovery and Reinvestment Act (ARRA)
Burning Questions
WHAT ARE SOME QUESTIONS OR
CONCERNS YOU HAVE REGARDING
THE CHANGES BASED ON WHAT YOU
HAVE HEARD SO FAR?
Use Your Chat on The Right Side of
Your Screen to Respond
Deana
Beth
Pam
Sharlene
Jeff
Adele
WELCOME!
List of Handouts for the Webinar
Educational Requirements and KSAs
 IFSP Page 4
 Physician Certification including Health /Status
Indicator Questions
 Health Indicator Questions MD Communications
 Initial EI SC Plan form
 Contact Note Checklist
 EI TCM SC Contact Note Samples

List of Handouts for the Webinar (con’t)
EI TCM Reimbursement Fact Sheet
 July 19 webinar Questions and Answers
 EI TCM Fact Sheet
 FAQ about Early Intervention TCM
 Fact Sheet for Families – ID
 Fact Sheet for Families – MH
 Fact Sheet for Families – No TCM

Phones Are Muted
Chat For Communication
HOUSEKEEPING
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COMPLETE A SURVEY
INTRODUCTION
Training Outcomes
Participants will understand the new requirements
associated with early intervention targeted case
management including:
 Early Intervention Case Manager Certification
 Service coordinator activities
 Documentation and reimbursement
 New and revised forms
Participants will know how to transition children and
families to the new TCM program
WHO CAN PROVIDE EI
TARGETED CASE
MANAGEMENT?
New Requirements for
Early Intervention Service Coordinators



Education/experience
o College Degree in human services field, or
o Associates degree in related field such as OT
Assistant, PT Assistant or nursing, or
o College degree in unrelated field, GED or high
school degree PLUS three years experience
Training – completion of required module
Certification as EI Case Manager
Locate Document
Please have this document available for review:
 Educational/Experience Requirements for service
Coordinators and EI TCM Knowledge, Skills, and
Abilities
Current EI Service Coordinators

ALREADY MEET THE EDUCATIONAL
REQUIREMENTS

MUST PASS NEW ONLINE MODULE

MUST APPLY FOR CASE MANAGER
CERTIFICATION
Who will receive EI TCM

All children WITH Medicaid or FAMIS coverage

Children currently receiving Intellectual Disabilities
(ID) or Mental Health (MH) TCM WILL
TRANSITION TO EI TCM 10/1/11.
Most EI TCM expectations
are already required for
early intervention service
coordination
WHAT’S DIFFERENT




Initial Early Intervention Service
Coordination Plan
Communication with child’s physician
about health status indicators
New short term service coordination
goal
Referencing SC goals in contact notes
COMMUNICATION WITH
PHYSICIANS
SERVICE COORDINATION OUTCOMES
KEEPING FAMILIES IN THE LOOP

Frequency-twice a year, every 5-7 months

NEW HEALTH QUESTIONS FOR DOCTORS

Part C services NOT contingent on family
following RECOMMENDED MEDICAL
GUIDELINES
Health Status Indicator Questions
1
Is this child up to date (per CDC/ACIP guidelines for this year) on
immunizations? __ Yes ___ No
2
What is the date of this child’s most recent visit with you?
____/____/____.
3
What is the date of the most recent well child visit?
____/____/____.
4
What month/year should this child see you for the next well-child
visit? ____/____.
5
Are there immunizations needed at time of next visit? ___Yes
____No
6
Does the child’s record have any lead testing (either capillary or
venous) results? ____ yes ____ no If yes, date service provided
____/____/____ and testing results: ___normal ___elevated
Burning Questions?
DOES ANY ONE STAND OUT? DO YOU
HAVE ANY QUESTIONS?
Use Chat to Respond
Locate Documents
Please have these documents available for review:
 Combined IFSP Certification/HSI Form
 Health Status Indicators
COMBINED IFSP CERTIFICATION/HSI FORM
Health Status Indicators
Local Option

LOCALITY CAN CREATE THEIR OWN FORM-6
HSI QUESTIONS MUST BE VERBATUM
OR

Alternate mechanism (e.g., request and review of
well-child records) that provides the information
necessary to answer all of the health status
indicator questions.
SC CHECKLIST

Request information every six
months.

Document request

Follow up with the physician is best
practice, BUT not a requirement.
Burning Questions
WE’VE GIVEN YOU THREE WAYS TO
GATHER THIS INFORMATION.
WHAT ARE OTHER STRATEGIES SOME OF
YOU USE TO GET INFORMATION ABOUT THE
CHILD’S WELL BABY CARE FROM
PHYSICIANS?
Use Chat to Respond
WHAT ABOUT EVERYONE ELSE?

ENCOURAGE FOLLOWING
THESE PRACTICES WITH ALL
CHILDREN BUT NOT REQUIRED
HOW WILL THE DOCTORS KNOW?

A memo will be sent from DBHDS to Virginia
Pediatricians and Family Practice Physicians
in September to alert them to the changes
they can expect with implementation of EI
TCM.
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
Locate Document
Please have the following document available for
review:
 Early Intervention Service Coordination Plan
Early Intervention Service Coordination Plan
Initial EI Service Coordination Plan



Can be used for all children
Not required for children who do not have
Medicaid/FAMIS
In order to bill retroactively for children who
receive Medicaid/FAMIS retroactively, the Initial
EI Service Coordination Plan must have been
discussed with the family and signed at intake
Initial EI Service Coordination ends
when:

when the child is found ineligible for Part C, or

when the IFSP is signed, or

90 calendar days from the date of intake,
whichever comes first
Burning Questions
DO YOU HAVE ANY QUESTIONS
ABOUT THE INITIAL EARLY
INTERVENTION SERVICE
COORDINATION PLAN?
Use Chat to Respond
Locate Document
Please locate the following document:
 Contact Note checklist
Contact Note Checklist
Burning Question
What do you notice that is different from
the current checklist? Record your
answers in the chat box.
Use Chat to Respond
WAY TO REFERENCE!
Please pull out your
“Service Coordination Contact Note –
Samples” Handout
Contacts with Families



Every three calendar months
First contact must occur the month following
the date the family signs the IFSP
Person centered with method of contact
selected by family
 Face to face
 Phone calls
 Email (if permitted by LLA)
Burning Question
After reviewing the four samples, do you feel
comfortable with the EI TCM documentation that is
going to be required? How will you incorporate
this guidance in your work as a service
coordinator?
Use Chat to Respond
REIMBURSEMENT
CONSIDERATIONS
Billing Limits



One Charge per Month / Per Child
EI TCM is the case management program for
children birth to three
Only one case management service can be billed
to DMAS per month.
o Exception: EI TCM can be billed even if a child is
also receiving BabyCare.

If a child is receiving therapeutic foster care, EI
TCM cannot be billed
Locate Documents
Please locate the following documents:
EI TCM Reimbursement Fact Sheet
July 19, 2011 Billing and Reimbursement
Webinar Questions and Answers

DMAS Requirements for Reimbursement Overview





Face to face contact for initial and annual IFSP
Face to face or phone or email contact with
families at least every three months
Complete, correct documentation
Communication to the child’s MD every six
months
At least one allowable activity documented for
each month that is billed
Allowable Activities for Billing DMAS



Communication with family to address existing or
new concerns or goals (face to face, phone,
email)
Coordinate EI Services – intake, assessment,
service planning, transition
Link child/ family to supports and services
There’s more….
Allowable Activities (cont.)

Assist child/family with community involvement

Make collateral contacts

Monitor implementation of IFSP

Instruction/counseling to assist with problem
solving/decision making

Communicate with child’s physician
Burning Question
Do you have any questions about
requirements for reimbursement,
including allowable activities?
Use Chat to Respond
TRANSITIONING TO EARLY
INTERVENTION TARGETED
CASE MANAGEMENT
Transitioning to EI TCM

Communication with families
o
o
o

Fact Sheet
Meetings or calls
Letter from Service Coordinator oR System
Manager
Families must be given ample opportunity to ask
questions and discuss the changes.
Document Review
Please have the following documents available for
review:
 Fact Sheet for Families – ID
 Fact Sheet for Families – MH
 Fact Sheet for Families – No TCM
 FAQ about Early Intervention Targeted Case
Management
Family Fact Sheets - Contents

What changes are occurring?

Why are the changes occurring?

What will remain the same?

What will be different?

Who can families contact for more information?
CHANGING TO THE
NEW IFSP FORM

ADD NEW SHORT TERM GOAL

All INTIAL/ANNUAL IFSPS WILL BE
COMPLETED USING THE NEW
FORM
IMPLEMENTATION

The first FAMILY contact must occur between
October 1st and December 31st, FOR CHILDREN
ALREADY ENROLLED IN EI.
IMPLEMENTATION

The 6 health status indicator questions must be
sent to the child’s physician within 6 months of
October 1, 2011.
April 1, 2012
Prior to October 1, 2011




Current processes for implementing and billing 90
day TCM plans may continue;
The (ID) TCM IFSP form can be used through
September 30, 2011;
ID and MH TCM can be billed through September
2011;and
BOTH the Initial Early Intervention Service
Coordination Plan and the ID or MH TCM 90 day
plan CAN BE USED
Burning Question
Do you have any questions about
IMPLEMENTATION ACTIVITES?
Use Chat to Respond
SCs HOLD THE KEY
ITOTS Data Entry --Key requirements for
processing EI benefit:
Selection of Medicaid/FAMIS and entry of the 12
digit Medicaid number
 Intake date - NEW
 Exit date - NEW
 Inactive Date
 Active date – NEW

10 BUSINESS DAYS


The Medicaid/FAMIS NUMBER AND intake date
MUST BE ENTERED within 10 business days
of the intake visit date.
Other “events” must be entered in ITOTS within
10 business days of the event.
UNANSWERED Questions ???
Use Chat to Respond
All documents related to the
implementation of EI TCM
can be found here:
http://www.infantva.org/wkg-EI-TCM.htm.
THANK YOU!
To contact today’s speakers:
Beth Tolley:
beth.tolley@dbhds.virginia.gov
 Jeff Beard:
jeff.beard@dmas.virginia.gov
 Adele Rohner:
adele.rohner@mrcsb.state.va.us
 Sharlene Stowers: SStowers@grafton.org
 Pam Park:
Pam.Park@fairfaxcounty.gov
 Deana Buck:
dmbuck@vcu.edu

Mark Your Calendar:
Q&A Session on 9/12 at
9:00 am
Virginia Early Intervention
Professional Development Center
www.eipd.vcu.edu
THANK YOU!