Editing and Updating a Service Plan Element

Purpose:  The Actual Start Date and Reason Late are entered on the Service Plan Element Details. The Service Provider field is populated via the Service Provider Assignment

NOTE: If a child exited EI or transferred to another local EI Broker (formerly CCB) before the service could be provided, an Actual Start Date should NOT be entered; however, the appropriate “Not Provided” Late Reason, either choice a) or b) listed below, MUST be entered.

To update a Service Plan Element:

1. From the Client Case, click on the Related tab and locate the IFSP

2. Click the IFSP Number link

1. Click on the Related Tab and locate the Service Plan Elements section

2. Click on the Service Plan Element link

1. The Service Provider field on the Service Plan Element is populated via the Service Provider Assignment

1. From Service Plan Element Details, scroll down to the Service Information section

2. Enter the date that services began in the Actual Start Date field

3. Click Save

1. If the Actual Start Date is greater than Projected Start Date, the data system will automatically check the Late Service Received checkbox

2. If the actual start date is greater than 28 days from the consent date, enter the Reason Late:  

   1. System

      1. Program implementation error - Service provided late due to system-related communication issues, provider not selected in a timely manner, meeting not scheduled timely, technical difficulties, and/or program staffing vacancies

      2. No interpreter available - EI activities could not be completed within the timeline due to the family needing an interpreter and one not being arranged in time

      3. Reschedule - Scheduled meeting was cancelled/rescheduled by EI Broker, which caused the timeline to be exceeded

      4. Natural disaster/pandemic - EI activity (meeting, service, etc.) delayed due to extenuating circumstances such as wildfire, flood, pandemic, etc.

      5. Provider not available - Service was not initiated within the 28-day timeline due to difficulty finding a provider and/ or the provider’s schedule not allowing for the service to begin timely

      6. Not provided - EI activities could not be completed within the timeline due to the family needing an interpreter, and one not being arranged in time

   2. Family

      1. Child or family illness - The scheduled meeting had to be canceled and rescheduled due to the child or a member of the child’s family being ill or hospitalized

      2. Family schedule - Family was offered several options for a meeting or EI activity. The family was only available at specific times that were difficult for other participants, or the family could not meet within timeline

      3. Difficulty reaching family - After EI activity is initiated, the family was difficult to reach when trying to schedule the evaluation, IFSP, service, etc.

      4. Severe weather - Circumstances in which severe, documented, adverse weather conditions existed which made travel or participation difficult for the family

      5. No show - Meeting or evaluation was scheduled and confirmed with the family and the family did not show or was unavailable at the scheduled time and the meeting could not be rescheduled to meet the timeline

      6. No parent signature - Obtaining signatures to permit EI activities were difficult to acquire

      7. Not provided/withdrew - Child exited program due to {Case Exit Reason} or EIB transfer prior to initiating service

      8. Parent declined - Parent declined one or more services (this should also be selected when parents are opting to receive service coordination ONLY)