session 2: cha-cha-cha-changes in ei service coordination implementation webinar

CHA-CHA-CHA-CHANGES IN

EI SERVICE COORDINATIONImplementation Webinar

Webinar provided by the Integrated Training Collaborative, with funding support from the Virginia DBHDS, American Recovery and Reinvestment Act (ARRA)

August 23rd at 3:00 pm FOR THIS WEBINAR

Please Call 866-842-5779

Enter Code 463 661 9330#

WHAT ARE SOME QUESTIONS OR CONCERNS YOU HAVE REGARDING THE CHANGES BASED ON WHAT YOU HAVE HEARD SO FAR?

Burning Questions

Use Your Chat on The Right Side of Your Screen to Respond

BethDeana Jeff

WELCOME!

Adele

Pam Sharlene

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

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

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 forEarly Intervention Service Coordinators

Education/experienceo College Degree in human services field, oro Associates degree in related field such as OT

Assistant, PT Assistant or nursing, oro College degree in unrelated field, GED or high

school degree PLUS three years experience Training – completion of required module Certification as EI Case Manager

Please have this document available for review:

Educational/Experience Requirements for service

Coordinators and EI TCM Knowledge, Skills, and

Abilities

Locate Document

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

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

DOES ANY ONE STAND OUT? DO YOU HAVE ANY QUESTIONS?

Burning Questions?

Use Chat to Respond

Please have these documents available for review:

Combined IFSP Certification/HSI Form

Health Status Indicators

Locate Documents

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.

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?

Burning Questions

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

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

DO YOU HAVE ANY QUESTIONS ABOUT THE INITIAL EARLY INTERVENTION SERVICE COORDINATION PLAN?

Burning Questions

Use Chat to Respond

Please locate the following document:

Contact Note checklist

Locate Document

Contact Note Checklist

What do you notice that is different

from the current checklist? Record

your answers in the chat box.

Burning Question

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)

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?

Burning Question

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

Please locate the following documents:

EI TCM Reimbursement Fact SheetJuly 19, 2011 Billing and Reimbursement Webinar Questions and Answers 

Locate Documents

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

Do you have any questions

about requirements for

reimbursement, including

allowable activities?

Burning Question

Use Chat to Respond

TRANSITIONING TO EARLY INTERVENTION TARGETED CASE MANAGEMENT

Transitioning to EI TCM

Communication with familieso Fact Sheeto Meetings or callso Letter from Service Coordinator oR System

Manager Families must be given ample opportunity to ask

questions and discuss the changes.

Please have the following documents available for review:

Fact Sheet for Families – IDFact Sheet for Families – MH Fact Sheet for Families – No TCMFAQ about Early Intervention Targeted Case Management

Document Review

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

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

Do you have any questions about

IMPLEMENTATION ACTIVITES?

Burning Question

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

THANK YOU!

All documents related to the

implementation of EI TCM

can be found here:

http://www.infantva.org/wkg-EI-TCM.htm.

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

All documents related to the implementation of EI TCM

can be found here:

http://www.infantva.org/wkg-EI-TCM.htm.

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