Service Coordinator tips from Data Manager

What should the Service Coordinator do when discharging a child with autism?
If a child is receiving autism services from one of the autism specialty providers, the service coordinator is responsible for contacting the specialty provider prior to discharging the child, to check if specialty services are still being provided. If so, the child should not be discharged until after specialty services have ended. The last service date should reflect the last date that the child received either EI or specialty services (whichever one occurs last). Autism services are included on a child’s IFSP; it is the responsibility of the service coordinator to communicate with the specialty provider throughout the child’s EI enrollment regarding these services.

What should the Service Coordinator do when the LEA Referral occurs after receipt of all services? 

There are times when a late referral to EI occurs and the LEA referral documentation does not get mailed out until after the child’s last service date. In these cases the EIIS Date Deemed Inactive should be the same as the LEA referral date. The definition of the EIIS Date Deemed Inactive is: The date the program inactivated a client-no more services or follow-up activities. The LEA referral is considered a follow-up activity because it has an impact on the timeliness of the child’s services into the public school. A review of the child’s record for administrative purposes that occurs after the last date of service is not considered a follow-up activity.

What should the Service Coordinator do with children considered an “Almost Late EI Referral?” 

In order to meet the 90-day compliancy timeframe, EI programs should make sure that transition is discussed as soon as possible with families considered to be an “almost late EI referral.” An “almost late EI referral,” is a referral where the IFSP is signed when the child is between 30 and 32 months of age. As you know a late referral, an automatic justified reason for late transition, is a child referred or having an IFSP at the age of 33 months or greater. Transition discussions should occur quickly for an “almost late EI referral” and their transition information should be entered into the TSS data system and transmitted to DPH as soon as possible. If you have any questions about transition please contact your EI Regional Specialist.
What can the Service Coordinator do to make the collection of the Annual Gross Family Income more comfortable for families?
DPH has created a draft version of an income grid to be used by clinicians as a tool to gather a family’s income. It is designed to make reporting income by a family more anonymous and less uncomfortable for both the clinician and the family. Several EI programs have reviewed this grid and provided valuable feedback to the Department. Revisions will be made and a second review by programs will occur prior to the finalization. If you are interested in reviewing the second version of the income grid please email Jean Shimer at jean.shimer@state.ma.us.