6/25/2025 Notes

State Team Introductions

Local Program Introductions

EI Team:

• Kellyanna Foster - Intake Supervisor

• Celeste Marmolejo - Bilingual Care Navigator Supervisor

• Abigail King - Bilingual Compliance and Access Coordinator

• Danielle French - Training Coordinator

EI Broker Representatives:

• DDRC

• Community Connections

• Starpoint

• DP

Attendance Norms

• Intended only for referral and intake staff

• All referral and intake staff are welcome to join

• Office hours are optional, but it is highly recommended that EI Brokers doing their own referral/intake activities access this space and information

Purpose

• The purpose of our meetings is to support all staff completing Referral and Intake work across the state to align process steps and messaging for families and referral sources

• In the future, EI CO will perform general supervision and monitoring of Referral and Intake activities, as required by OSEP under Part C of IDEA

Structure

• No new content will be shared

• We will focus on core topics in the Referral and Intake workflow

• Topics will be pulled from key Referral and Intake activities in each EI Broker’s contracted Scope of Work (SOW)

• Time for attendees to ask questions related to the theme or any other referral/intake activities

Overview of Referral & Intake Across Colorado

• Developmental Disabilities Resource Center (DDRC), Community Connections, Starpoint, Developmental Pathways (DP), and The Resource Exchange (TRE) are the 5 programs across the state that complete Referral/Intake work consistent with EI CO scripts and processes. All other referrals come to EI CO to process.

Timely Processing of Referrals

• Kellyanna walked through a fake case in the Salesforce staging environment while reviewing the required activities listed in the Scope of Work (SOW).

  • Please ensure review of the SOW internally.

• Discussion about how new referrals are processed:

  • Community Connections runs a report daily in Salesforce and uses filters to show new referrals

  • DP also runs reports in Salesforce for new referrals coming through. They do this 3x a day.

  • DDRC checks for new referrals daily.

  • Starpoint has two people who check for new referrals each day. Local hospitals and local agencies send them directly to them, and then they manually enter them into the system the same day.

• Timeliness is an important part of the process, and referrals should be documented in real time. Each activity is associated with a timestamp, and it’s important that those timestamps match the date the activity occurred.

• Starpoint doesn’t put casenotes into the referral case; they have them documented in their own system.

• An Intake Questionnaire is required for children needing an evaluation.

Time for Discussion, Questions & Answers

• Discussion prompts:

  • How are New referrals assigned?

  • How does your EI Broker determine Referral Date?

Q: In cases where there may be multiple referrals, is it okay to take the files from the original referral and move them to the most recent referral?

A: It is okay to refer to files from a previous referral while you are processing a re-referral for that child; however, this is not a requirement. If documents from a previous referral are moved to the most recent referral case, the older files should be clearly indicated as such. Any previous referral information used needs to be reviewed with the family to make sure it is still accurate. Before confirming previous referral information with the family, confirm that there has been no change in who the acting parent is for the child. Maintain the confidentiality of all PII. Staff completing this work should consult with their EI Broker’s privacy officer or EI Colorado’s Part C Team as needed.

Q: Do we enter the children who are over three, even though nothing will come of it?

A: This isn’t a requirement. Contacting families who are over three is also not a requirement, but they can be connected to Child Find without parental consent.

Document360 Tutorial: How to Find Office Hours Materials

Meeting materials can be found in the Knowledge Management System under Communication.

Ongoing Schedule

*Meeting link is always the same and Danielle will send reminder emails the week prior with meeting information

• Wednesday, August 13th from 11:00am - 12:00pm

• Wednesday, October 22nd from 11:00am - 12:00pm

• Wednesday, December 17th from 11:00am - 12:00pm

• Wednesday, February 18th from 11:00am - 12:00pm

• Wednesday, April 15th from 11:00am - 12:00pm