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Changes in EI Service Coordination: Implementation Webinar

Join our webinar on August 23rd at 3:00 pm to learn about the changes in early intervention service coordination. Get answers to your burning questions and understand the new requirements and transition process. This webinar is provided by the Integrated Training Collaborative with funding support from Virginia DBHDS.

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Changes in EI Service Coordination: Implementation Webinar

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  1. 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)

  2. 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

  3. Adele Jeff Deana WELCOME! Pam Sharlene Beth

  4. 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

  5. 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

  6. HOUSEKEEPING Phones Are Muted Chat For Communication

  7. locate this button on bar below slides click to view slides in full screen VIEW IN FULL SCREEN MODE Esc. Key to Return to Normal View

  8. COMPLETE A SURVEY

  9. Introduction

  10. 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

  11. Who Can Provide EI Targeted Case Management?

  12. New Requirements forEarly Intervention Service Coordinators • Education/experience • College Degree in human services field, or • Associates degree in related field such as OT Assistant, PT Assistant or nursing, or • College degree in unrelated field, GED or high school degree PLUS three years experience • Training – completion of required module • Certification as EI Case Manager

  13. Locate Document Please have this document available for review: Educational/Experience Requirements for service Coordinators and EI TCM Knowledge, Skills, and Abilities

  14. Current EI Service Coordinators • ALREADY MEET THE EDUCATIONAL REQUIREMENTS • MUST PASS NEW ONLINE MODULE • MUST APPLY FOR CASE MANAGER CERTIFICATION

  15. 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.

  16. Most EI TCM expectations are already required for early intervention service coordination

  17. 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

  18. Communication With Physicians

  19. SERVICE COORDINATION OUTCOMES

  20. 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

  21. Health Status Indicator Questions Is this child up to date (per CDC/ACIP guidelines for this year) on immunizations? __ Yes ___ No What is the date of this child’s most recent visit with you? ____/____/____. What is the date of the most recent well child visit? ____/____/____. What month/year should this child see you for the next well-child visit? ____/____. Are there immunizations needed at time of next visit? ___Yes ____No 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 1 2 3 4 5 6

  22. Burning Questions? DOES ANY ONE STAND OUT? DO YOU HAVE ANY QUESTIONS? Use Chat to Respond

  23. Locate Documents Please have these documents available for review: Combined IFSP Certification/HSI Form Health Status Indicators

  24. COMBINED IFSP CERTIFICATION/HSI FORM

  25. Health Status Indicators

  26. 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.

  27. SC CHECKLIST • Request information every six months. • Document request • Follow up with the physician is best practice, BUT not a requirement.

  28. 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

  29. WHAT ABOUT EVERYONE ELSE? • ENCOURAGE FOLLOWING THESE PRACTICES WITH ALL CHILDREN - BUT NOT REQUIRED

  30. 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.

  31. This plan is available for up to 90 days It does not change the 45 day requirement to develop the initial IFSP Initial Early Intervention Service Coordination Plan

  32. Locate Document • Please have the following document available for review: • Early Intervention Service Coordination Plan

  33. Early Intervention Service Coordination Plan

  34. 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

  35. 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

  36. Burning Questions DO YOU HAVE ANY QUESTIONS ABOUT THE INITIAL EARLY INTERVENTION SERVICE COORDINATION PLAN? Use Chat to Respond

  37. Locate Document Please locate the following document: Contact Note checklist

  38. Contact Note Checklist

  39. Burning Question What do you notice that is different from the current checklist? Record your answers in the chat box. Use Chat to Respond

  40. WAY TO REFERENCE! Please pull out your “Service Coordination Contact Note – Samples” Handout

  41. 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)

  42. 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

  43. Reimbursement Considerations

  44. 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. • 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

  45. Locate Documents Please locate the following documents: EI TCM Reimbursement Fact Sheet July 19, 2011 Billing and Reimbursement Webinar Questions and Answers

  46. 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

  47. 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….

  48. 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

  49. Burning Question Do you have any questions about requirements for reimbursement, including allowable activities? Use Chat to Respond

  50. Transitioning to Early Intervention Targeted Case Management

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