Updating the Services Page on an IFSP Review

Make sure you are in the right place! IFSP User’s View – This is where updated information will be added/changed. It is recommended to show just the current IFSP services, not the history of services. IFSP Users can and should use DELETE function as indicated in guidance. Delete moves old services to the service history page. (Archive) Admin/ Data Manager User’s View: Changes to services are input by using the add key only. View is of all services the child has received since entry into the program. DO NOT USE DELETE on this side of the database, it will permanently remove the information from the database while on the Services Tab. Make sure you are in the right place! One way to ensure that providers can not delete the service history is by having them use their own IFSP User login. It is recommended that you show only the current services on the service page. It is recommended that you explain the changes on the description of services page. IFSP Users –It is recommended to show just the current IFSP services, not the history of services. IFSP Users - Can and should use DELETE function as indicated in guidance. Deleting services from the IFSP, are not deleting but rather archiving these services to the service history page. Admin / Data Managers , While on the Service Tab can view all services the child has received since entry into the program. ADMIN / Data Manger Users – If you are changing services while on the SERVICE TAB – NEVER DELETE, this is the summary of services. Deleting while on the Service Tab will permanently remove the information from the database. Changes to services can be entered on the Service Tab by using the ADD key only. It is recommended that the Admin / Data Manager user change services while on the IFSP/ECO Tab.

Updating the Services Page on an IFSP Review (IFSP USER’s or IFSP/ECO tab for Admin Data Manager Users) Remember this is on the IFSP/ECO Tab within the IFSP. The next few slides will focus on updating the services page of an IFSP review. When importing into an IFSP Review, you will see the services on the child’s most recent IFSP. These services should be updated as needed.

If ALL elements are staying exactly the same: A service is staying EXACTLY the same (IFSP USER’s or IFSP/ECO Tab for Admin Data Manager Users) If ALL elements are staying exactly the same: Provider Length Service START DATE Method END DATE Frequency/intensity This may not happen very often if you are writing services 6 month time frames, however this could happen for a child in transition as there can be many reviews held in a short amount of time. Do nothing. This will import into your new document when you save the page.

To continue a service into a new time period (IFSP USER’s or IFSP/ECO tab for Admin Data Manger Users) End the service as it has been delivered by entering the date of the IFSP Review into the End Date. Add a new service line by selecting the Add Service button Enter the service again with the new information SAVE the changes Delete the old service line Early Intervention Service Method Frequency/ Intensity Length Location Start Date End Date Family Service Coordination Face to Face Minutes/month 30 Home 5-7-2016 11-7-2017 3-28-2017

DO NOT “extend” Services Do not extend a service into a new time period by just changing the end date. When a service line was extended in the past, the service appeared to be written for a year, which is not consistent with a review of services at least every six months.

To change a service, method, frequency/intensity, length or location (IFSP Review Meeting is Required) End the service as it has been delivered by entering the date of the IFSP Review into the End Date. Add a new service line by selecting the Add Service button Enter the service again with the new information SAVE the changes Delete the old service line Service Method Frequency/ Intensity Length Location Start Date End Date Physical Therapy Face to face 12 x quarter 60 minutes Home 07/12/2017 01/08/2018 6 x quarter 07/08/2018

To change the name of a provider A change of Family Service Coordinator name requires that an IFSP Review Meeting be held with the family, so they can meet their new FSC. All other provider NAMES can be changed or updated without an IFSP Review meeting being held with the family as long as nothing else changes. The name of one SLP can be changed for a new SLP The name of one SLP can not be changed for ECSE with out a review. The family should be informed of the change prior to a visit from the new provider. To Change the name of a provider: A change of FSC name requires that an IFSP review meeting be held with the family. * FSC are a direct point of contact for the family, therefore a review has to be completed. As long as nothing else changes, all other provider names can be changed or updated without an IFSP Review meeting being held with the family. * Example: The name of one SLP can be changed for a new SLP as long as nothing else changes The name of one SLP can not be changed for a new ECSE with out a review The family should be informed of the change prior to a visit from the new provider.

To end a service Change the end date to the date of the IFSP Review, SAVE the changes, then Delete the service line from the IFSP Review being worked on. The original service will be retained in the IFSP it was imported from and the stop date will be updated there. The service line will be retained in history and available on the services tab of the database side.

To add a new service line End the existing service lines first Add a new service line by selecting the Add Service button Enter the service information fully SAVE

Additional Thoughts If a service is provided in more than one location, there must be a service line for each location. The frequency/Intensity chosen must include the time (minutes, hours) as well as the time period (per month, week, quarter). The length column is numeric only, no text entered will be saved or printed. Best practice is to write services for 6 months, however the projected end date cannot be more than one year from the initial or annual IFSP. No service date can extend past the annual IFSP date or the child’s 3rd birthday unless the child is receiving summer services. If a service is provided in more than one location, there must be a service line for each location. (Ex: Home and Daycare – each need a separate service line) The frequency/Intensity chosen must include the time (minutes, hours) as well as the time period (per month, week, quarter). (Ex: 60mins 6 x per qtr) The length column is numeric only, no text entered will be saved or printed. Best practice is to write services for 6 months, however the projected end date cannot be more than one year from the initial or annual IFSP. No service date can extend past the annual IFSP date or the child’s 3rd birthday unless the child is receiving summer services.

Additional Thoughts cont. It is recommended that Teaming not be entered into the services table, but instead be explained in the Description of Services. It is recommended to show just the current IFSP services, not the history of services. All Part C services provided to a child must be entered into the database and saved in the history of services. It is recommended that Teaming not be entered into the services table, but instead be explained in the Description of Services. It is recommended to show just the current IFSP services, not the history of services. All Part C services provided to a child must be entered into the database and saved in the history of services. If you are using more services lines then provided, then give us a call and we can look at those on a case by case basis.

If you have any questions please contact me, Darci Rickson. Darci.Rickson@ks.gov 785-296-1294