Process for Transferring a Client Case

Purpose: A quick reference guide for those who handle transfers between EI Brokers in the EI Data System. This was developed to help users ensure they follow the proper process and to cut down on having to fix data after a transfer has already been completed.

Prior to Closing the IFSP:

• Ensure the “Active?” checkbox is still checked

• Primary setting needs to be complete (this can be found under IFSP Home)

• IFSP Services

  • Actual Start Date - for all new services listed on the IFSP, if services were provided later than the Projected Start Date (Consent Date + 28 days), be sure to enter the date

  • Reason Late - if services were provided late, then the appropriate “Reason Late” should be entered

  • If services were not started prior to the family moving within state, then the appropriate “Not Provided” late reason should be entered (see pg. 62 of the user guide for definitions of system and family reasons)

• If an entry rating was completed, make sure it is showing on the most recent IFSP

Prior to Closing the Client Case:

• Make sure that the “primary setting” has carried over from IFSP home to the client case

• If the Service Coordinator has Service Coordinator access and not Manager/Supervisor access, update the owner to the Supervisor of the Service Coordinator

  • Note: Only Manager/Supervisor level access can successfully transfer a case and the person initiating the transfer must be the owner of the case

• If the child is over 2 years 6 months, indicate transition activities that have occurred: Transition Plan, AU Notification, Transition Conference (this can be found on the transition tab within IFSP Home)

Closing and Transferring the Client Case:

• From the Client Case Details page, click on the edit pencil to the right of the Status field

  • Select the appropriate Closed Status: Closed/Eligible

  • Select the appropriate Closed/Eligible Exit Reason: Moved Within State

• If prompted for Exit Global Outcomes Rating, enter Exit Rating Not Completed

  • For Reason Exit Rating Not Completed, select Moved Within State

• Click on the Transfer Case button located in the upper right corner of the Client Case details page

  • If there are any error messages at all, please submit the EI Data System Bug & Suggestion form so that an EI State Team member can assist with determining the cause of the error and resolving it. DO NOT create your own workaround

  • This feature will allow a data system user with CCB Manager/Supervisor access to transfer a client case from one EI Broker to another

  • This feature will allow a sending EI Broker to indicate when services have stopped and have transferred to a new EI Broker

  • The CCB Transfer will automatically create a new client case for the receiving EI Broker. The CCB Transfer Date and Previous CCB fields will automatically populate.

  • Receiving EI Broker will have Read Only access to the most recent IFSP to be used to create a new IFSP Review

After Case is Transferred:

• Sending EI Broker will email the receiving EI Broker to share that a case has been transferred in the EI Data System

  • Sending EI Broker should also include any additional information via email that is necessary for a smooth transition to the receiving EI Broker

  • The sending EI Broker should provide the family with the contact information of the receiving EI Broker

• Upon receiving an email from the sending EI Broker, the receiving EI Broker should confirm receipt of the transfer

• Receiving EI Broker will select Create Review

  • Then select Annual Review or Periodic Review

  • The most recent IFSP information from the previous EI Broker, including initial Evaluation/Assessment information, will automatically populate to the new Review

• Sending EI Broker is able to create utilizations and activities through the CCB Transfer Date (and will only see records related to their EI Broker)

• Receiving EI Broker is able to create utilizations and activities starting on the CCB Transfer Date

• If the “EIST Trust Eligible” checkbox is checked on the Client Case of the sending EI Broker, it will automatically check on the newly created Client Case of the receiving EI Broker

  • Note: It is best practice for the receiving EI Broker to submit the Health Insurance Authorization Form to the insurance carrier to verify and confirm any potential updates to their policy or other information

  • Related EIST Trust Program(s) will be transferred by EISTA. For more information, refer to the EIST Process Guide