Early Intervention Client Case

Purpose: The Client Case is the Early Intervention (EI) record for the Client and is the central point for all management of EI Activities. An EI Case can only be created from an EI Referral Case. An EI Referral Case must be created for all new referrals. An EI Case should only be created for a child determined Eligible. For an additional video demonstration related to creating a Client Case from an EI Referral Case, click here for a demo.

Client Information

1. Client – The name will populate from the Client Contact if creating from the client contact record. If not, users will need to look up the child by clicking on the magnify glass and search Contacts.

2. Referral

3. Client Age (Days)

4. Adjusted Age (Days)

5. Client Age (Months)

6. Birthdate

7. Was your child born prematurely? – Select Yes or No

   1. If so, how many weeks early? Enter the number of weeks, if applicable

8. Last Modified By

9. Created by

10. Transition Conference Date

11. Attempts to Contact

12. Withdrawal Reason

13. Attempts to Contact

14. IFSP Received Late (checkbox)

15. IFSP Late Reason

16. Initial IFSP Date

17. Case Number

18. Primary Setting - Users may enter the Primary Setting of EI services once services have been identified.  This field is pulled from the IFSP.  Users should enter the Primary Setting on the IFSP but it may also be entered on the client case

19. Case Created Date

20. Status - The Status defaults to New. Update this field using the following definitions:

    1. New – Case in which no Activity has occurred – Pending

    2. In Progress – Case which is in process of IFSP development – Pending.  

       Note: Clients may only be in an In Progress setting for 90 days. If there is an extenuating circumstance users will need to enter a Task- See Creating a Task for further instructions

    3. Active – If the child has been found eligible for EI services and an active IFSP is Open/Active.  

    4. Closed/Eligible– Case which was closed after an active enrollment Eligibility was determined and IFSP was developed.  This must be completed when a child exits regardless of age

       1. Select a Closed/Eligible Exit Reason

          1. Attempt to Contact Unsuccessful -Children, under the age of three, who had an active IFSP, and for whom Part C personnel have been unable to provide early intervention services either due to lack of response from the parent or family, or inability to contact or locate the family or child after repeated, documented attempts. This exit reason should be selected for any child who was no longer receiving services under Part C before reaching age three, and who has not been reported in exit reasons B, C, D or I.

             1. Users will be prompted to enter the number of attempts made to contact the family

          2. Withdrawal by Parent (After eligibility determined and/or IFSP Developed) - Children under the age of three whose parents declined all services (including service coordination services) after an IFSP was in place, or declined to consent to Part C services on the IFSP and provided written or verbal indication of withdrawal from Part C services

             1. Users will then be prompted to enter a follow up reason

                1. Declined Part C services - Not interested in receiving services on the IFSP including service coordination

          3. Moved within the state - After IFSP Developed

          4. Moved out of state - After IFSP Developed

          5. Part B Eligible - Exit Part C - Children determined to be eligible for Part B during the reporting period and who exited (or will soon exit) Part C. This exit reason also pertains to children who receive Part B services in conjunction with Head Start.

          6. Not Eligible Part B - No Referral - Children who reached age three, were evaluated and determined not eligible for Part B, but were not referred to other programs.

          7. Not Eligible Part B - Referral Made - Children who reached age three, were evaluated and determined not eligible for Part B, and were referred to other programs, which may include preschool learning centers, Head Start (but not receiving Part B services), and childcare centers, and/or were referred for other services, which may include health and nutrition services, such as WIC

          8. Part B Eligibility Not Determined - Children who reached their third birthday and their Part B eligibility was not determined during this reporting period. This exit reason should be selected for children who were referred for Part B evaluation, but for whom the eligibility determination has not yet been made or reported for children for whom parents did not consent to transition planning. This exit reason pertains to any child who reached age three, and who has not been reported in exit reasons E, F, of G

          9. Deceased

          10. Completed IFSP

          11. Part B Eligible - Participated in Extended Part C

              Note: When the user closes an EI Case with a Status of “Closed/Eligible” they will be prompted to enter a Global Outcomes Exit Rating (entered on the most recent IFSP) or indicate a reason why Exit Rating was not completed.

              Reason Exit Rating Not Completed: picklist options are:

              • Child or family cannot be located

              • Deceased

              • Less than 6 months in Services

              • No entry rating completed

              For more information related to Exit Ratings, reference Entering Global Outcome Ratings in EI Data System

    5. Closed/Not Enrolled - A case which never became Active.  Case never had an IFSP developed

       1. Select a Closed/Not Enrolled Exit Reason

          1. Not Eligible - Completed evaluation with multidisciplinary team and no significant delay

          2. Incomplete or incorrect referral info

          3. Attempt to contact unsuccessful - Never had contact with the family to set up a meeting, or family no-shows for scheduled meetings (evaluation). Users will then select number of attempts

          4. Parent Declined Participation

          5. Wrong Service Area

          6. Parent declined, not sure why referred

          7. Screened no concerns - A post referral screening was conducted using a tool to determine if further evaluation is warranted and no concerns were identified

          8. Deceased

21. CCB – When the CCB name is entered on the EI Referral Case it will transfer to the EI Case upon creation

22. Service Coordinator - Lookup field. Only service coordinators associated with the CCB Account will be available within the Lookup.  If the service coordinator is not listed, double check if they have a Contact.  If they do not have a Contact record, then create a new contact for the service coordinator

    (See instructions for setting up Service Coordinator, Supervisor Contacts)

23. Owner - the owner of the Client Case should be the service coordinator

24. Closed/Eligible Exit Reason - This field is completed for those Client Cases who have a Closed/Eligible Status

25. Closed/Not Enrolled Reason – This field is completed for those Client Cases which have a Closed/Not Enrolled status

26. Closed Date – Enter the date the Client Case was closed

27. Health Insurance Authorization Form Date - May be used by CCBs to track the process of receiving the HIA form in office and sending it to the insurance company

28. CCB Transfer Date – Reference Transfer Case (EIB to EIB) for more details related to how this field populates

29. Previous CCB – Reference Transfer Case (EIB to EIB) for more details related to how this field populates

30. Previous Client Case – Reference Transfer Case (EIB to EIB) for more details related to how this field populates

31. Part B Eligible – Extended Part C check box – This is to be checked for any child aged 3 or older participating in Ex

Note: Reference EXTENDED PART C section for more details related to the function of this checkbox