Transfer of child from one program to another by um21qgL

VIEWS: 0 PAGES: 5

									Effective Date: September 1, 1997                                  CT Birth to Three System
Date Revised: July 1, 2012

Title:       TRANSFER OF CHILD FROM ONE PROGRAM TO ANOTHER

Purpose: When parents choose another program or move to a new town transfers
         occur smoothly within the Birth to Three System.

                                       Overview
There are several conditions under which a child may transfer from one program to
another, such as the family chooses a new program or moves to a different town in the
state. Do not exit the child from the Birth to Three data system if he is continuing to
receive services from the Birth to Three System. Before the transfer is made to the
next program, all child and family information must be updated including IFSPs in the
Birth to Three data system.

             Transferring a Child Prior to the Initial Eligibility Evaluation
This rare situation can only occur with approval of the Connecticut Birth to Three
Administration.

1. The referral has been processed at Child Development Infoline and a program has
   received the referral information electronically but due to parent choice or some
   other circumstance the referral must be sent to another program for the evaluation
   to be completed.
2. The sending program or a Birth to Three System administrator will contact the
   receiving program to notify them of the change.
3. The sending program will then electronically transfer the child to the receiving
   program. In some instances this transfer may be completed by Birth to Three
   administrative staff to expedite the transfer and evaluation.
                     Transferring A Child When A Family
    Requests a New Program after Initial Evaluation and Before Services Begin
1. After the initial evaluation, the evaluating program reminds the family of every
   eligible child that they have a choice of programs and reviews with them those
   program choices. The family is told that the ability of another program to accept
   new referrals must be determined. No program can decline a transfer if they are in
   rotation.
2. If the family selects a different program the initial service coordinator determines
   whether that program is able to accept a new child by directly contacting the new
   program. If the program is not accepting referrals then the service coordinator must
   explain to the family which programs are available and help them to select from
   among those programs.
3. Once the program selection has been made and the service coordinator has
   determined that the receiving program can accept the transfer, the service
   coordinator must obtain a release (Form 3-3) from the family to send the evaluation
   and any other materials in the child’s record to the receiving program. To expedite
   this transfer the release form can be mailed, emailed, faxed or handed to the parent
   and they can fax, mail or hand the signed release form back to the program. The
                                                                               Transfer page 2


     sending program should retain originals of any records documenting insurance
     claims for up to six years but the entire record, including copies of those retained
     originals should be forwarded to the receiving program.
4.   The service coordinator ensures that the transfer to the new program and new
     service coordinator is made in the data system. Until this electronic transfer is
     complete the family remains the responsibility of the sending program. The sending
     program will continue to have access to the child’s data only up to the point of
     electronic data transfer.
5.   The receiving program must assign a new service coordinator and meet with the
     family to develop the IFSP. If at all possible, one of the initial evaluators should
     participate in the IFSP meeting (in person or by speakerphone.) If not possible, the
     information must be available in a written report.
6.   The sending program will request payment for the initial evaluation in their next
     monthly invoice.
7.   The receiving program will be paid for the initial IFSP meeting. The date of the
     meeting should be indicated on the monthly attendance screen by an “I”.
8.   The receiving program will request payment for services after the physician signs
     the IFSP and services begin. If the child transfers after the evaluation and the initial
     IFSP meeting, but before services begin the receiving program will not be paid any
     units until the first service is delivered.
                         Transferring a Child when a Family
                  Requests a New Program after Services have begun

1. The family requests a change either by telling their program, the Birth to Three
   Family Liaison, Child Development Infoline or a Connecticut Birth to Three System
   administrator. If the request is the result of a problem that the family is having, the
   program or Family Liaison should ask for the reason to determine whether the
   problem can be remedied without a transfer (such as a change in the person
   delivering services). If a transfer is the only remedy for a problem, the program
   assists the family to select a new program, ensuring the availability of the newly
   selected program to accept a transfer by calling the program directly. No program
   can decline a transfer if they are in rotation.
2. The sending program will ask the family to sign a release (Form 3-3) so that the
   entire early intervention record can be sent to the receiving program. If the parents
   indicate an unwillingness to do this, the receiving program will need to have Form 3-
   2 signed giving them permission to obtain the record. To expedite this transfer the
   release form can be mailed, emailed, faxed or handed to the parent and they can
   fax, mail or hand the signed release form back to the program. The sending
   program should retain originals of any records documenting insurance claims for up
   to six years but the entire record, including copies of those retained originals should
   be forwarded to the receiving program.
3. The sending program ensures that the transfer is made to the new program in the
   data system. Until this electronic transfer is complete, the family remains the
   responsibility of the sending program. The sending program will continue to have
   access to the child’s data only up to the point of transfer. The sending program can
   still enter attendance data after the electronic transfer.
                                                                              Transfer page 3


4. Transfers must coincide with the 1st or 16th of the month. If, by parent request, the
   transfer occurs on a date other than the 1st or 16th, the receiving program will bill for
   that service period (e.g. If the transfer occurs on the 1st through the 15th of the
   month, the receiving program will bill for two units of enrollment. If the transfer
   occurs on the 16th through the 31st of the month, the receiving program will bill for
   one unit of enrollment). When a family is transferring, the sending and receiving
   programs must look at the services that have been provided or will be provided
   during that month and decide which program will get one or two units for the month.
   This decision should be mutually agreed upon by the programs and should not
   impact the family negatively such as an extended break in services to match the
   transfer dates of the 1st of 16th. To ensure a smooth transfer for the family it is
   possible for the receiving program to meet with the family and develop the IFSP
   prior to the electronic transfer so that the IFSP can be signed and team members
   ready prepared to provide the services. In these instances the first direct service
   after the electronic transfer will trigger payment for a unit of service.
5. The receiving program must develop a new or revised IFSP with the family before
   services can begin. With the parent’s agreement, the sending program should
   participate in the IFSP meeting in some way (if not in person, then by telephone or
   written report.) If there is an increase in service frequency or intensity or if any
   additional services are added, a new physician’s signature will be necessary before
   those services can begin. The receiving program will indicate that an IFSP meeting
   was held by entering an “M” in attendance. This meeting will trigger the payment for
   a unit of service to the receiving program even if a service is not delivered during
   that half of the month.

Lead Agency staff may follow-up with the family after the transfer has been completed.

    Transferring a Child in Foster Placement when the Child has been Moved
1. The service coordinator finds out that the child is moving or has already been
   moved. If the program determines that the change is temporary and/or not too far
   away, and it is possible for the program to continue with the child in the new
   placement then they continue to see the child and update the Birth to Three data
   system to reflect the child’s current residence. A new surrogate parent request
   should be submitted to the Family Liaison if the previous foster parent was the
   surrogate parent.
2. If the existing program cannot continue to provide services in the new location, then
   the sending program should, with the assistance of DCF, determine which program
   (of those serving the town of residence and available to take new referrals) would be
   appropriate to serve the child in the new location. No program can decline a transfer
   if they are in rotation.
3. The service coordinator from the sending program should obtain a release (Form 3-
   3) from the current surrogate parent so that the complete early intervention record
   can be sent to the receiving program. If this is not possible, the receiving program
   will need to have a form signed by the new surrogate parent giving them permission
   to obtain the record using Form 3-2. The sending program should retain originals of
   any records documenting insurance claims for up to six years but the entire record,
                                                                               Transfer page 4


   including copies of those retained originals should be forwarded to the receiving
   program.
4. The sending program ensures that the transfer is made in the data system. Until
   this electronic transfer is complete, the child remains the responsibility of the
   sending program. The sending program will continue to have access to the child’s
   data only up to the point of transfer.
5. Transfers must coincide with the 1st or 16th of the month. If the transfer occurs on a
   date other than the 1st or 16th, the receiving program will bill for that service period
   (e.g. If the transfer occurs on the 1st through the 15th of the month, the receiving
   program will bill for two units of enrollment. If the transfer occurs on the 16 th through
   the 31st of the month, the receiving program will bill for one unit of enrollment).
6. The receiving program must ensure that a new surrogate parent appointment is
   made unless there is a person acting in a parental relationship with the child, such
   as a relative or pre-adoptive foster parent in the new placement. Requests for
   surrogate parent appointments are made to the Family Liaison using Form 3-10.
7. The receiving program must develop a new or revised IFSP with the family before
   services can begin. With the agreement of the person acting in a parental
   relationship or surrogate parent, the sending program should participate in the IFSP
   meeting in some way (if not in person, then by telephone or written report). If there
   is an increase in service frequency or intensity or if any additional services are
   added, a new physician’s signature will be necessary before those services can
   begin.
                          Transferring a Child Who is Homeless

As explained in the “Children Who are Homeless” procedure, it is likely that families that
are homeless will need to transfer programs more than once. A service coordinator should
discuss with the parent how important it is to inform her or him ahead of time of any
anticipated change in address. If the parent and child’s address is expected to change to a
town that the provider program does not serve, the service coordinator should facilitate the
parent’s choice of a Birth to Three program that serves families in their new town. Consent
must be obtained to release information about the child and family to the receiving
program.

As with any transfer, no program can decline a transfer if they are in rotation. If there
are no programs in rotation serving the town of the family’s new address for more than
one week, the sending program will contact the Birth to Three Child Find Coordinator
who will identify a program for the specific purpose of preventing a gap in service for
this homeless child and family. Children who are homeless do have a higher priority
status than other children who are transferring programs or waiting for initial assignment
to a program. The receiving program will make every effort to review the existing IFSP
with the parent, discuss any proposed changes, and write a revised IFSP within two
weeks of receipt of the transfer. The transition plan must be discussed and updated at
every IFSP review. If there is an increase in service frequency or intensity or if any
additional services are added, a new physician’s signature will be necessary before
those services can begin. The service coordinator will facilitate selection by the parent
                                                                              Transfer page 5


of a new medical provider, if needed, so that a delay in service provision may be
prevented.

             Transferring a Child to one of the Hearing Specialty Programs

When it has been determined that a parent wants to transfer to one of the programs
that specialize in working with children who are deaf or hard of hearing, the service
coordinator should give them Service Guideline #5 “Young Children who are Hard of
Hearing or Deaf”. The service coordinator should encourage the parent to call each of
the three programs to ask questions before selecting one.

               Transferring a Child to one of the Autism-specific Programs

If an eligible child is referred to an Autism-specific program by a general Birth to Three
program for an autism assessment due to red flags on the autism screener and the
child is determined to meet the criteria for the classification for autism, the family may
wish to discuss transferring to the Autism-specific program. The Autism-specific
program can give the family general information about their preferred methodology and
the general IFSP process that’s used to determine types and frequencies of services.
Specific information about what their IFSP will include for services and supports can
only be made at the IFSP meeting. Families should be encourage to also talk to other
programs (general or autism-specific) that serve their town and make sure that they
know that their current general program is responsible for making any transfers in
accordance with this procedure.

 If a child that is found not eligible (no significant developmental delay) is referred by a
general Birth to Three program for an autism assessment due to red flags on the autism
screener the same process as described above will be followed if the child is found to
be eligible due to meeting the criteria for the DSM IV diagnosis for autism. If the child
does not meet criteria for the diagnosis of autism, then the child is not eligible for Birth
to Three. The family may re-refer in three months. The general program should assist
the family with connecting to other resources such as Help Me Grow.




____________________________________
References:
Form 3-1, IFSP
Form 3-2, Authorization for Programs to Obtain Information
Form 3-3, Authorization for Programs to Release Information
Form 3-10, Request for Surrogate Parent

								
To top