session 2: cha-cha-cha-changes in ei service coordination implementation webinar
TRANSCRIPT
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
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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
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Chat For Communication
HOUSEKEEPING
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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
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DOES ANY ONE STAND OUT? DO YOU HAVE ANY QUESTIONS?
Burning Questions?
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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?
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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
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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.
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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
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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?
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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
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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 ???
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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:[email protected]
Jeff Beard: [email protected] Adele Rohner:
[email protected] Sharlene Stowers: [email protected] Pam Park: [email protected] Deana Buck: [email protected]
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