Regional Early Childhood Community Screening

2009-2015

The Sooner We Start- The Farther They’ll Go!

“Early identification of developmental disorders is critical to the well-being of children and their families. It is an integral function of the primary care medical home and an appropriate responsibility of all pediatric health care professionals. American Academy of Pediatrics.”

Getting Started : Who will help?Find the group that will be the driving force

for this event.The agencies that would typically come

together to provide this would be: the school system, Early Steps, Children’s Medical Services, County Health departments, Healthy Start, Head Start and Early Learning Coalition. Many of these agencies come together for some type of interagency meeting and this would be a good place to start.

Three Big Roles: Who will do What?

Media Coordinator: This individual designs the flyer, contacts the newspapers and TV stations to set up interviews and community announcements and helps reach out to individuals in the community to help advertise the event.

Volunteer Coordinator: This individual develops the MOA (suggested form included), sends it out to all possible participants and is the person the MOA is returned to. This individual keeps track of all the volunteers and notes any areas of need.

Child Screen Coordinator: This individual has ultimate responsibility for the entire event but also is the one who coordinates taking the appointments for children to be screened, making the folders for each child to be screened, confirming appointments, and doing the follow-up after the screen takes place. This person should have access to staff that can assist with the completion of the above tasks.

 

Three Months Before ScreenDetermine partners for screen and secure logos (this will help you

build your letterhead for future communications). Set a tentative date. Find a site. (Preferably one that has smaller office-like spaces for

ease with screening and a larger space for registration. Churches can be an option as well as clinics in health departments.)

Determine what will be screened and what instruments will be used.

Solicit donation for morning coffee, snack and lunch for volunteers and a snack for the children to be screened.

Reach out to media to schedule possible interviews, articles and/or community announcements for 3 weeks prior to the event.

Solicit donations for children’s books and toys to hand out at the event.

Get People Involved!

Get the Word Out

1 Month Prior to ScreenSet up procedure in the office that will be taking

appointments (Forms: Screening Script, telephone interview)Train individuals in the office that will be making the

appointmentsSend out the flyer to all partners and MOA volunteers and

ask that they share with clients. Ask elementary principals to share with their parents, post in grocery stores and clinics.

Map out site (CMS site map is an example)Recruit volunteers for set up and break downMake signs and name tagsSet up child folders ( Forms: Folder checklist, photo release,

perm to use info for research, any additional permissions that may be needed)

2 Weeks Prior to ScreenMail packets to parents that already have

appointments ( Appointment confirmation letter, Registration form, Additional child form, and map)

Clean or obtain toys for wait roomsReview flow chart and determine gaps in

recruited volunteers, reach out to fill gapsSend out confirmation to all volunteersSend lists to school child find and Early Steps to

make sure clients are not scheduled for appointments.

Confirm food for volunteers and children

1 Week Prior Complete sending out packets to parentsMake child foldersBegin calling parents to confirm appointments, pull

wait list children if cancellations and email the parents the forms

Type up final appointment list and referral check listSend final copy to Child Find and Early StepsPull age appropriate forms if usingMake copies of site map and station description for

volunteer sign in. Send out final reminder to volunteers

The Day BeforePrint name tags for childrenFinalize appointment list and referral listPut all folders in box to transfer to screening

sitePull together signs and volunteer name tagsSet up site if possibleConduct a walk-through of siteIf possible have all resource tables set up

The Big Day Make sure all volunteers are there at least

one hour prior to your first appointmentParking should be open for families, make

sure volunteers park so families have easy access

Critical stations: Registration, check in prior to resource room, final check out.

Have fun!

The Monday AfterPut files in alpha orderDouble check all referrals with the child’s

screen formCopy registration and screening results form

( except Pass) and put into appropriate pilesMake pediatrician lists Mail copies to appropriate agencies

Communication with the DoctorPediatrician letterCopy of Summary Form (make sure parent

has signed it)Date of next screen if knownChild Find brochure

Within in two weeks of the screenTrack numbers and enter into data basesEmail volunteers Thank YouContact no showsCompile feedback forms Enter demographics into CHRIS if

appropriate 

Lessons we have learnedTake input and keep making it betterFind a way to manage the time volunteers have to

give within your timeframeMake sure to consider family and child needs first. Be flexible, the event should match the space you

are in and the skills of your volunteers and your community.

Build in follow-up (How will you find out…)-Did families get to their appointments?-Did children get evaluated and placed?-What were the longer range outcomes?

624 Children Screened

Numbe

r of C

hild

ren

Scree

ned

(38)

In O

ctob

er 2

009

Numbe

r of C

hild

ren

Scree

ned

(39)

in A

pril

2010

Numbe

r of C

hild

ren

Scree

ned

(47)

in O

ctob

er 2

010

Numbe

r of C

hild

ren

Scree

ned

(47)

in A

pril

2011

Numbe

r of C

hild

ren

Scree

ned

(62)

in O

ctob

er 2

011

Numbe

r of C

hild

ren

Scree

ned

(44)

in A

pril

2012

Total

Chi

ldre

n Scr

eene

d0

10

20

30

40

50

60

70

80

90

100

5 5 710 8

2

37

12

3

1713

1916

80

17 1915

12

2116

100

4

128

12 1410

60

Free Community Wide Developmental Screenings. Number of Children Screened in the Last Three Years.

(277 By Age Group)

6 Months to 21 Months

22 Months to 35 Months

36 Months to 49 Months

50 Months to 66 Months

0

5

10

15

20

25

8

11

4

14

1718

6

4

10

1

19

16

18

4

8

12

0

1918

21

77

9

0

6

11

8

3

9

13

0

13

9

17

7

4

01

16

10 10

7

Possible Delays Detected By Free Community Wide Screening Over the Last Three Years

October 2009April 2010October 2010Apr-11Oct-11Apr-12

Thanks to our Community Screening Project Sponsors :

Children’s Medical Services – Whole Child Leon- Florida Diagnostic and Learning Resources System-Capital Area Chapter of the Florida Association for Infant Mental Health- Leon County SchoolsChildren’s Home Society Early Steps and Family Connections Programs- Early Learning Coalition- Brehon Institute for Family Services. Leon County Health Department, Dr. Edward Zapert-Dr. Jean Pierre Bastien of the local Dental Association

Thanks to our Community Screening Project Sponsors (Continued):

Florida State University: College of Communication Disorders- Autism Institute, First Words/CARD, School of MedecineApalachee Mental Health Center-Department of Children and Families-Capital Area Healthy Start CoalitionTechnical Assistance and Training System Project-Tallahassee Community College-Early Head Start-Boys Town of North FloridaTallahassee Democrat-WTXL-WCTV - Costco