Evaluation & Scheduling

Purpose: To schedule the multidisciplinary evaluation for the child with one evaluator in the primary area of concern. The Evaluation & Scheduling section of the EI Referral case contains the information to be completed by the Care Navigator. Scheduled evaluation details are on the Related tab under Appointments. 

1. Required Evaluator discipline - This field will capture the primary area of concern and will determine which discipline(s) are needed for the evaluation team

   1. Speech

   2. Physical

   3. Adaptive

   4. Cognitive

   5. Social Emotional 

2. Primary Address for Evaluation - If the evaluation is in person or hybrid, and the child’s parent/guardian has a different address than the child’s, this field will be used to communicate the child’s location to the evaluation team

   1. Child 

   2. Parent

1. In the right panel the Schedule Evaluator Appointment button is used to view available evaluation slots that match the child/parent address, zip code and primary area of concern/required evaluator discipline 

   1. A calendar of available evaluation slots will be displayed with the following details: 

   2. Filters can be applied to the calendar to limit evaluation location or overflow evaluation slots 

      1. Date

      2. Time

      3. Location - Virtual, hybrid, home, central

      4. Central Location - if applicable

      5. Selecting an appointment will display additional information

         1. Primary and Secondary Evaluators disciplines/areas of evaluation  

         2. Primary and Secondary Evaluators language 

   3. The Care Navigator has the option to:

      1. View as Monthly, Weekly, Daily or Schedule (list)  

      2. Confirm Appointment - Schedule the appointment with the evaluation team.  Confirmation email will be sent to the evaluators

      3. Hold Appointment(s) - Places the appointment(s) on hold, they will not be available for other Care Navigators to view or schedule 

         1. If one “hold” appointment status is updated to “scheduled,” the remaining “hold” appointments will be updated to “cancelled”  

      4. If the appointment date/evaluation slot is more than 21 days from Date of Referral, a Late Evaluation Reason is required 

         1. Sys - cancelled/rescheduled - Meeting originally scheduled with the family and a participant representing the Evaluation Entity had to cancel and reschedule

         2. Sys - Eval/Assessment not timely - If the reason the IFSP meeting was late was because a child’s multidisciplinary (MD) evaluation could not be scheduled in order to meet the 45-day timeline

         3. Sys - No interpreter available - Meeting is delayed because the family requires an interpreter, and one cannot be found 

         4. Sys - Required particip not avail - One or more of the required participants do not participate. This is applicable even if the meeting occurs

         5. Fam - Child Hospitalized - For children who were previously inpatient in a Level III NICU. Used if the timing of the referral and discharge are such that the IFSP is developed beyond the required 45-day timeline

         6. Fam - Child or fam illness - Meeting is scheduled and has to be cancelled and rescheduled due to the child or a member of the child’s family being ill

         7. Fam - Family schedule - If a family is offered several options for meeting, or the family is only available at specific times that are difficult for the rest of the participants

         8. Fam - Request date > 45 - If the family specifically requests to meet on a date later than the 45-day required timeline

         9. Fam - No show - If the meeting or MD evaluation is scheduled and confirmed with the family and the family does not show at the scheduled time and the meeting cannot be rescheduled to meet the timeline

         10. Fam - Difficulty reaching family  - After receiving the referral, the family is difficult to reach when trying to schedule the MD evaluation or IFSP meeting

         11. Fam - No bio parent signature - Instances where a biological parent still retains parental rights for the child and getting signatures to permit evaluation were difficult to obtain

         12. Fam - Severe weather - Circumstances in which severe, documented, adverse weather conditions exist which makes travel dangerous for the family 

         13. Sys - Natural Disaster/Pandemic - Meeting is delayed due to extenuating circumstances such as wildfire, flood, pandemic etc.

         14. Sys - SC Issue - Evaluation was late due to a service coordinator issue

2. The scheduled evaluation is now viewable on the Related Tab under Appointments 

   1. App-###### can be viewed and the status can be changed to Cancelled as needed. Cancelation email will be sent to the evaluators  

      1. When the status is changed to Cancelled, a Cancelation Reason is required:

         1. Family No-Show

         2. Evaluation Team Cancelled

         3. Family Requested Reschedule

         4. Family Illness

         5. Severe Weather

         6. Family Declined

         7. Family Cancelled

         8. Technical Difficulties

3. Overflow Appointments: Overflow appointments are displayed only when overflow evaluation filter is applied.  Approval for overflow appointments is determined by the EI Colorado Evaluation Team (Jody Berg and Laura Samstad) 

Click here to view a demo on scheduling