Evaluation Processes

If family/child is a “no-show”

1. Evaluation Entities determine their own definition of a “no show”.

   1. Examples: The family cancels 2 hours before the evaluation, the family cancels the day before, the family leaves the evaluation before it is complete.

   2. Evaluators, check with your Evaluation Entity regarding the timelines and definitions for “No Shows”

2. Evaluation Entities bill contract rate per “no show” evaluation

   1. NOTE: Each contracted Evaluation Entity has a specified cap on payments for “no shows” that is indicated in their contract

3. Evaluators will notify the assigned Care Navigator via email of the “no show”. In the email please note attempts to contact

   1. Example: “7/6 sent parents an email and text. Did not hear back from parent confirming evaluation”

4. Evaluators will upload a progress note document in the provider portal indicating the “no-show'' when billing through the provider portal.

   1. NOTE: This must be created as a document and uploaded into the referral case on the provider portal - this must be done in order to bill for a no show

If a child is sleeping or not present for an evaluation

1. A child must be present in order to complete an evaluation

2. If a child is asleep for a portion of the evaluation, it is the responsibility of the evaluators to determine if they have enough child observation information in order to complete the evaluation

3. If the team is unable to get enough information, evaluators can adjust in order to complete the evaluation, such as meeting later in the day, or the next day

4. If one evaluator was able to complete their portion of the evaluation it is allowable for the other evaluator to meet independently with the family in order to complete the evaluation

5. If it does not work to complete the evaluation, this would be considered a “no show” and would need to go back to the Care Navigator to be rescheduled

If a parent or legal guardian is not present for evaluation

1. If a parent or legal guardian plans ahead to not attend an evaluation, an “Authorization to Release Information” should be completed by the Care Navigator giving permission for a substitute adult to be present

2. If someone other than the parent/legal guardian shows up to the evaluation with the child, the substitute adult needs to be someone who has knowledge of the child’s development and day to day routines (such as a family member/caregiver). It is up to the evaluators to determine if they were able to obtain enough information to have a quality evaluation. If not, then the evaluation is considered a “no show”.

3. If there is a substitute adult at the evaluation and there is NOT an “Authorization to Release Information” on file, the evaluation can move forward, and eligibility results can be explained during the evaluation.  The EI Screening Record will be sent to the parent/legal guardian who signed the Prior Written Notice/Consent to Evaluate form via DocuSign for signature

4. In the consent statement line evaluators should note who they explained eligibility to, and why.

   1. Ex: Eligibility / Evaluation Results were shared with Kim Miller, grandmother of the child, who brought the child for the evaluation. EI Screening results will be sent to (name of legal guardian) via DocuSign

If one evaluator of the two-person team is no longer available for a scheduled evaluation

1. If one person from the two-person evaluation team has to cancel the appointment, the Evaluation Entity can offer a substitute evaluator, making the change through the portal, ensuring that there is still an evaluator addressing the child’s primary area of concern.

2. If the evaluator cannot be replaced, the evaluation is canceled. The evaluation team contacts the Care Navigator for rescheduling. If this happens at the last minute, or even a day ahead, it is appropriate for the evaluator to contact the family to let them know that the evaluation needs to be rescheduled and that the Care Navigator will be calling them to reschedule.

3. Evaluation Entities cannot bill EI Colorado for evaluations that are canceled by the evaluators

Completing Vision and Hearing

1. Vision:

   1. If a vision screening has been completed in the last year, then no further screening is needed. On the evaluation results, note the information from the intake (Example: “Screened at birth in NICU” or “Screened at Early Head Start program 3 months ago – pass”)

   2. If a vision screening has NOT been completed in the last year then a vision screening must be completed

   3. The Vision Screening Parent Questionnaire is an approved vision screening tool for Early Intervention Evaluations. The questionnaire is available at no cost when the vision screening training is completed through A Shared Vision

2. Hearing:

   1. If a hearing screening has been completed in the last year then no further screening is needed. On the evaluation results, note the information from the intake (Example: “Screened at birth in NICU” or “Screened at Early Head Start program 3 months ago – pass”)

   2. If a screening has not been completed in the previous 12 months, then a hearing screening must be completed as part of the Early Intervention Evaluation

   3. Best practice is that a child’s hearing is screened using an Otoacoustic Emissions (OAE) tool. The results are documented on the EI Screening record

   4. If an OAE screening is unable to be completed, using a hearing screening questionnaire is permissible  H.E.A.R. Checklist

   5. The results of the questionnaire, and the reason for not using the OAE, must be documented on the EI Screening record.

Determining Eligibility

1. EI Screening/Evaluation Results: The “Launch EI Screening” hyperlink will give access to the EI Screening Record where evaluation results are documented by the evaluation team

2. Evaluation Entities will be responsible for determining eligibility using a state approved tool to determine a Significant Delay in Development or Informed Opinion of Delay

   1. Developmental Assessment of Young Children 2nd Edition (DAYC-2)

   2. Infant-Toddler Developmental Assessment (IDA-2)

3. Colorado Eligibility Criteria

   1. Significant Delay in Development: The equivalence of a 33%  or greater delay in one or more of the five domains of development or a 25% delay in two areas of development (Adaptive, Cognitive, Communication, Social and Emotional, Physical) when compared to chronological age

   2. Informed Opinion of Delay: The child shows a quality of skill or behavior in one or more of the following developmental areas (Adaptive, Cognitive, Communication, Social and Emotional, Physical) that demonstrates a significant delay in development. Document outlining when and how to use Informed Opinion of Delay here

   3. Eligible for early intervention services based on the confirmation of an Early Intervention Colorado approved diagnosed established condition that is associated with a high probability of resulting in significant delays in development. Database of all diagnosed conditions

   4. Eligible for early intervention services due to the child living with a parent with a developmental disability determined by the Case Management Agency

4. If an evaluation team begins an evaluation and discovers that a child has an established condition, the team should proceed with the evaluation, complete the scores, and notify the Care Navigator via email, and add evaluator comments on the EI Screening Record