Pre-Evaluation Process

Initial Referral Activities

1. Care Navigator completes the intake and schedules an evaluation in the data system, which is visible to evaluators in the provider portal.

2. Evaluators will receive a system generated email notification of the scheduled appointment with a case number. Evaluators use that case number to access the child’s referral case in the provider portal. My Client Cases for Evaluation. This tab will give access to client specific information for children whose evaluation has been scheduled in an evaluator’s time slot. All intake and referral information, including the intake questionnaire, is accessible and documents can be uploaded to the EI Referral Case in the EI Data System .

3. The Care Navigator sends the Prior Written Notice/Consent to Evaluate and the Family Rights brochure, (also available in Spanish) via DocuSign.

4. Consent to Evaluate, Referral and Intake, and any other records such as medical records are attached to the child’s Referral Case in the Provider Portal. It is expected that evaluators review these documents prior to the evaluation.

5. Twenty four hours before the evaluation the family will receive a system generated email reminder of their scheduled evaluation appointment.

6. If a family informs their Care Navigator that they would like to reschedule or cancel their appointment, the Care Navigator will cancel the appointment in the EI Data System, the evaluators will receive an automated email informing them of the cancellation with the referral case number.  If the family calls the evaluators to cancel, evaluators should email the Care Navigator informing them of the cancellation.

Scheduling an Interpreter: If an interpreter is needed it will be indicated on the EI Referral Case in the “Interpreter Needed” field directly below the Primary Child Language field.

1. The evaluation team will be responsible providing interpretation or scheduling with an outside vendor to provide interpretation services during the evaluation

2. Evaluation Entities will submit for the cost of interpretation during the evaluation through the provider portal for the actual cost of interpretation, not to exceed $157.59 (2024-25)

3. Evaluators should note on the EI Screening Record in the “Additional Evaluation Comments” field that an interpreter was present.

4. Evaluators are responsible for explaining eligibility via the interpreter at the time of the evaluation.

5. In the case where an evaluation entity cannot find an interpreter for an evaluation, EI Colorado can provide support to find an interpreter.

   1. Guidance on interpretation for infrequently used languages

Hearing and Vision Screening Planning

Vision and Hearing screening are required as part of an Early Intervention Developmental Evaluation. It is best practice to complete Hearing and Vision screening for every child having an EI Evaluation. The following are guidelines for the required Vision and Hearing Screening:

1. Care Navigator obtains current hearing and vision screening information during the intake interview

2. If a child has not had a hearing or vision screening in the past 12 months it is the responsibility of the evaluation team to complete both a hearing and vision screening  

   1. Evaluation Entities can determine the organization of these screenings.

   2. Some Entities may have vision and hearing screening separate from the evaluation meeting using a staff member other than the evaluators.

   3. The results of the screening must be documented on the EI Screening Record that is completed in the provider portal.

   4. If an OAE is not used to complete a hearing screening, the reason must be noted on the EI Screening Record.

   5. Note on the hearing and vision follow-up comments what tool was used.

Evaluation Preparation

1. Referral and Intake information is located in the child’s Referral Case in the Provider Portal; evaluators should review the information as part of planning for the evaluation.

2. My Client Cases for Evaluation: This tab will give access to client specific information for children whose evaluation has been scheduled in an evaluator’s time slot. All intake and referral information is accessible and documents can be uploaded to the EI Referral Case in the Provider Portal for the Care Navigator.

3. The Evaluation Entity is expected to contact the family at least one (business) day before the evaluation, if not sooner. Whether an evaluation is virtual or in person, it is best practice to send the family an explanation of what to expect in an evaluation. A brief overview is given by the Care Navigator, but the evaluators will give specifics such as:

   1. What kind of toys would be helpful to have available

   2. Guidance around pets

   3. A link to the virtual visit

   4. How to prepare for the visit

   5. Details about location when the evaluation is in a Central Location such as parking, which door to use, etc.

   6. Any other information that might be relevant for the family or evaluators

4. The Evaluation Entities can have a prepared document to send to families. This can be done via email or text. Tip: Sending a text message to parents letting them know that the email has been sent decreases the likelihood of a “no show.”

5. Note: Any documentation with a child’s Personally Identifiable Information (PII) must be sent using a secure email system.