Re-Entry_Re-Referral Scenarios and Steps

Re-Entry/Re-Referral Scenarios and EI Data System Steps

Note: Early Intervention Service Brokers (EIBs) completing intake and referral activities are acting as the care navigator. For all scenarios, please base the 3 month timeline on the Date of Referral Closure or client case Closed Date

1. A Client Case was closed with a Closed/Eligible Exit Reason of “Completed IFSP”

   • “Completed IFSP” means the child has met all IFSP outcomes and is no longer in need of EI Colorado services in order to make progress

   • The child is no longer considered eligible

   • EI Colorado care navigators create and process a new referral case

     1. Complete “Prior Services” section of the Referral Case including the previous client case number

   • Another EI Evaluation will be scheduled to determine eligibility

2. A client case was closed in the previous 3 months due to a Closed/Eligible Exit Reason other than “Completed IFSP”

   • The child is still considered eligible for EI services

   • EI Colorado care navigators will process the re-referral as a new referral

   • EI Colorado care navigator completes “Prior Services” section of the Referral Case including the previous client case number

     1. If family remains in the same EI program catchment area

        1. The service coordinator has access to the prior EI Screening Record

           1. The referral case is processed, completed, and a client case is created

           2. Service coordinator will complete the EI Screening Record by copying and pasting the initial evaluation OR the most recent annual assessment

        2. Service coordinator will create a new Initial IFSP

        3. Date of Eligibility Determination will be the new Initial IFSP date

           1. During the Initial IFSP meeting the service coordinator will add the language to the Evaluation Comments “The child was determined eligible for services on XX/XX/XXXX. The child exited EI Colorado services on XX/XX/XXXX. The child was rereferred on XX/XX/XXXX and remains eligible for Early Intervention Colorado services. The original evaluators for the evaluation were ___ and ____.”

           2. Do NOT add in evaluator participant signatures from the original evaluator/assessors when Evaluation Comments are added to the new EI Screening Record

        4. Date of IFSP and Evaluation/Assessment will be the new Initial IFSP date, after the re-referral date

        5. Date of Entry Global Outcome Rating will be the new Initial IFSP date

        6. IFSP information can be copied and pasted from the most recent IFSP and updated as needed

     2. If a family has moved to a new EI program catchment area

        1. To access the previous EI Screening Record the service coordinator will contact the original local EI program to request a copy of the previous EI Screening Record/IFSP be sent to the service coordinator at the new local program. If the new program needs assistance they will complete the EI Data System Bug and Suggestion form

        2. Service coordinator will create a new Initial IFSP

        3. Date of Eligibility Determination will be the new Initial IFSP date

           1. During the Initial IFSP meeting the service coordinator will add the language to the Evaluation Comments “The child was determined eligible for services on XX/XX/XXXX. The child exited EI Colorado services on XX/XX/XXXX. The child was rereferred on XX/XX/XXXX and remains eligible for Early Intervention Colorado services. The original evaluators for the evaluation were ___ and ____.”

           2. Do NOT add in evaluator participant signatures from the original evaluator/assessors when Evaluation Comments are added to the new EI Screening Record

        4. Date of IFSP and Evaluation/Assessment will be the new Initial IFSP date, after the re-referral date

        5. Date of Entry Global Outcome Rating will be the new Initial IFSP date

        6. IFSP information can be copied and pasted from the most recent IFSP and updated as needed

3. The child was found eligible, but the IFSP was not completed within the previous 3 months for any reason

   • The child is still eligible for EI Services

   • Service coordinator will create a new Initial IFSP with the original evaluation/assessment information

   • Date of Eligibility Determination will be the new Initial IFSP date

     1. During the Initial IFSP meeting the service coordinator will add the language to the Evaluation Comments “The child was determined eligible for services on XX/XX/XXXX. The child exited EI Colorado services on XX/XX/XXXX. The child was rereferred on XX/XX/XXXX and remains eligible for Early Intervention Colorado services. The original evaluators for the evaluation were ___ and ____.”

     2. Do NOT add in evaluator participant signatures from the original evaluator/assessors when Evaluation Comments are added to the new EI Screening Record

   • Date of IFSP and Evaluation/Assessment will be the new Initial IFSP date, after the re-referral date

   • Date of Entry Global Outcome Rating will be the new Initial IFSP date

   • If a family has moved to a new EI program catchment area

     1. To access the previous EI Screening Record the service coordinator will contact the original local EI program to request a copy of the previous EI Screening Record/IFSP be sent to the service coordinator at the new local program. If the new program needs assistance they will complete the EI Data System Bug and Suggestion form

4. A child with an Established Condition exited the program for Any Reason

   • The child is still eligible for EI Services

   • Create a new EI Referral Case reflecting the new Referral Date

   • Create a new associated Client Case

   • Date of Eligibility Determination will be the new Initial IFSP date

     1. During the Initial IFSP meeting the service coordinator will add the language to the Evaluation Comments “The child was determined eligible for services on XX/XX/XXXX. The child exited EI Colorado services on XX/XX/XXXX. The child was rereferred on XX/XX/XXXX and remains eligible for Early Intervention Colorado services. The original evaluators for the assessment were ___ and ____.”

     2. Do NOT add in evaluator participant signatures from the original evaluator/assessors when Evaluation Comments are added to the new EI Screening Record

   • Date of IFSP and Evaluation/Assessment will be the new Initial IFSP date, after the re-referral date

   • Date of Entry Global Outcome Rating will be the new Initial IFSP date

   • IFSP information can be copied and pasted from the most recent IFSP and updated as needed

Note: Intrauterine Growth Restriction or Low Birth Weight are only eligible if children are under two years of age. If older, a referral case will be made or an online referral form will be entered. Mark the referral as a “re-entry”

NOTE: If the child has been out of service for more than 3 months with any Exit Reason and does not have an Established Condition

• • Create a new EI Referral Case reflecting the new Referral Date

  • Complete a new evaluation

  • If eligible, create an associated client case and develop an Initial IFSP