Revised February 3, 2015Reviewed August 2, 2016

ASSISTIVE TECHNOLOGY

DEFINITION OF ASSISTIVE TECHNOLOGY DEVICE: Any item, piece of equipment, or product system, whether acquired commercially off the shelf, modified, or customized that is used to increase, maintain, or improve the functional capabilities of children with disabilities.

DEFINITION OF ASSISTIVE TECHNOLOGY SERVICE: A service that directly assists a child with a disability in the selection, acquisition, or use of an assistive technology device. For example, installing, customizing or adapting equipment; assisting children benefiting from these devices, and training of parents and other caregivers (including child care providers) in using assistive technology devices to improve children’s functional capabilities.

POLICY: The Early Intervention Program will make arrangements for the necessary assistive technology for eligible early intervention children.

PURPOSE: Assistive technology services and devices may be provided to children eligible for the early intervention program when these services and devices are necessary to increase, maintain, or improve the functional capabilities of an infant or toddler in one or more of the following areas of development; physical development, communication development, cognitive development, social-emotional development, and adaptive development.

REFERENCE:

Public Health Law Article 25 Title II-A Subpart 69-4.1 DefinitionsNYS DOH Reissued Early Intervention Memorandum 99-1 http://www.health.ny.gov/guidance/oph/cch/bei/99-1.pdf

PROCEDURE:

1. Assistive technology should be considered when an assistive technology device or service is needed to increase, maintain, improve the functional capabilities of an eligible child and achieve or facilitate the attainment of functional outcomes included in the child and family’s IFSP.

2. The service coordinator receives the request for the assistive technology device (ATD) or the need is identified or discussed at an IFSP meeting. The therapeutic need, goal and outcomes are discussed at the IFSP meeting (initial, six months review or amendment)

3. If the IFSP team agrees the device will assist the child in achieving his/her goal(s) and if the device is allowable by guidelines, the ATD is placed on the IFSP and the service authorization is entered in the NYEIS or KIDS by the Service Coordinator/EIO(D). The vendor or source of the device will be determined at a later time.

4. If the IFSP team determines an assistive technology evaluation is needed, the evaluation will be authorized as a part of the IFSP.

5. The service coordinator/EIO/treating therapist will attempt to obtain the device from the municipality/county loan closet where available and/or the regional Technology Related Assistance for Individual with Disabilities (TRAID) Center. If the short term loan available through TRAID Centers does not meet the child’s long term need, the Service Coordinator will pursue the municipal request process simultaneously.

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Revised February 3, 2015Reviewed August 2, 2016

6. If the device is available through a loan program, the service coordinator/EIO/treating therapist will communicate with the family how and where to obtain the device and assist the family in obtaining the device.

7. If the treating therapist coordinated the acquisition of a device from the TRAID Center, he/she will communicate the information to the service coordinator/EIO.

8. If the device is not available or not feasible to obtain by loan, the service coordinator will forward the request, including the physician’s orders, Medical Necessity Justification Form (see attached)(completed by the treating therapist) and therapist’s most recent service log to the municipality for approval. Once approved, the municipality will forward all the information to the PCG Assistive Technology Coordinator (ATC) by secure e-mail (ssinclair@pcgus.com) or secure fax (1-518-935-9258). Any third party payer authorization will be obtained by the selected vendor in collaboration with the ATC. In the event, the ATC is unavailable, a member of the PCG Customer Service Support team will process the request.

9. Within two working days of receipt of request, the ATC will seek competitive pricing information when needed from vendors having agreements with the State. The process of locating a suitable ATD Vendor, obtaining pricing and availability of device could take one to two weeks.

10. The ATC will select the ATD Vendor with the technical expertise, best pricing, delivery terms, insurance in-network status, and convenience for the family and communicate the selection, via secure method, to the municipality (EIO(D))/service coordinator for inclusion in the child’s record where needed.

11. The ATD Vendor will collaborate with the treating therapist and child/family to determine the best AT device, accessories and to obtain measurements or castings. A revised bid may need to be submitted after collaboration.

12. The selected ATD Vendor will receive a purchase authorization from the ATC containing the specifications of the device, demographic information and insurance information for the child. The ATD Vendor will obtain any required third party liability authorizations. The ATD Vendor will place the order for or fabricate the device.

13. The ATC will forward to the municipality/service coordinator a copy of the purchase authorization and delivery or dispensing timeline information to the municipality/service coordinator for inclusion in the child’s record. The service coordinator will notify the parent and the treating therapist of the estimated delivery date of the device.

14. The ATC will monitor the transaction until delivery to the child as evidenced by the vendor’s delivery confirmation signed by the parent/guardian or designee and will update the service coordinator/municipality of any anticipated delays and will communicate with the municipality regarding the delivery schedule and any questions or concerns.

15. The AT Vendor will collaborate with the authorized treating therapist regarding delivery scheduling when appropriate or necessary depending on the nature of the device. When needed, the treating therapist should be present when the device is delivered to the child/family to ensure the device is still appropriate and the family is adequately instructed on the operation of the device. The treating therapist will complete the Notification of Item Delivery, Condition and Status form and forward to the service coordinator/municipality if needed. The municipality will send the form to the ATC.

16. The ATC will forward delivery confirmation to the EIO(D)/service coordinator for inclusion in the child’s record where needed.

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Revised February 3, 2015Reviewed August 2, 2016

17. During the next visit/service session, the service coordinator and treating therapist should discuss with the family the receipt of the device and any questions or concerns the family may have.

18. During the next visit/service session, the treating therapist should discuss with the family any questions or concerns regarding the device and that the device is providing the desired benefit for the child.

19. Routine adjustments or questions regarding the function of the device should be directed to the ATD Vendor by the parent after consultation with the treating therapist. Many times the therapist can assist the parent.

20. Parent or therapist concerns regarding the quality of the device or service should be directed to the service coordinator/municipality who in turn will communicate the concerns to the ATC via secure email/fax. The ATC will address those concerns with the ATD vendor.

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Attachment B

New York State Justice CenterRegional TRAID Centers

www.justicecenter.ny.gov

Go to link for Regional TRAID Centers