Chapter 5 - IFSP - New York City

1 Policy and Procedure Manual 2019 The New york city Early Intervention Program For Babies and Toddlers With Developmental Delays or Disabilities The Earlier The Better New york city Department of Health and Mental Hygiene Revised September 2019 (Revised Policies Reflect The New york Early Intervention System - NYEIS) Chapter 1: Referral New york city Early Intervention Program Policy Title: Referrals to NYC Early Intervention Program (Post NYEIS) Effective Date: For All New Referrals Starting Staten Island: 7/12/2011 Bronx: 7/26/2011 Manhattan: 8/9/2011 Queens: 8/23/2011 Brooklyn: 9/7/2011 Policy Number: : N/A Attachments: New york city Early Intervention ProgramReferral Form Welcome Letter for Parents FAQ for Parents Regarding Eligibility Your Family Rights in Early Intervention Your Rights in Early Intervention - SpanishRegulation/Citation: Public Health Law ( ) 10 NYCRR (c) Referrals I.

2 POLICY DESCRIPTION:The earliest possible identification of infants and toddlers with disabilities is a primary EarlyIntervention Program objective. This policy clarifies the Public Health Law (Public Health Law( ) and program regulations 10 NYCRR (c) for referral to Early InterventionRegional Offices or to the Developmental Monitoring Unit. The EIP Referral Form withdirections for completion can be found on the New york city DOHMH website at: : Referrals made by NYC Early Intervention providers must be made via the NewYork Early Intervention System (NYEIS). Instruction for navigating NYEIS are denoted in italics in the body of this PolicyII. PROCEDURE:Responsible Party Action Primary Referral Source to refer to Early Intervention within two (2) working dayschildren, aged birth to 36 months, suspected of having a disability or whoappear at risk for a developmental referral sources include: Early Intervention provider agencies; Hospitals; Pediatric and/or primary healthcare providers; Day care programs; Local health units; Local school districts; Local social service districts (ACS); Public health facilities; Early Childhood Direction Centers.)

3 Operators of any clinic approved under Article 28 of Public Health Law,Article 16 or 31 of the Mental Hygiene Law (PHL 2541(15), 10 NYCRR (aj))Note: Parents may refer their children to EIP at any Must refer to EI based on two categories :a. Suspected of having a delayi. The child has a condition with a known likelihood of leadingto a developmental delay such as Down syndrome, a birthweight of less than 1,000 grams ( pounds), failure of twohearing screenings or a confirmed hearing or vision loss;ii. Additional conditions provided at 10 NYCRR (e);iii. The results of a developmental screening or diagnosticprocedure(s), direct experience, observation, or impressionof the child s developmental progress that suggests apossible delay;iv.

4 Parent/caregiver is requesting an evaluation, or has providedinformation indicating the possibility of delay or : Children who meet the above criterion should be referred to the EarlyIntervention Program where they will receive:oInitial Service Coordination (ISC),oA Multidisciplinary Evaluation (MDE), and, if found eligible, anoIndividualized Family Service Plan (IFSP).i. All Early Intervention services are at no direct cost to the At risk for delay:i. Children who are not suspected of having a disability and donot have a diagnosed condition with a high probability ofdelay, but are at increased risk for developmental delaybecause of specific biomedical risk factors or other riskcriteria (PHL 2541 (1), 10 NYCRR (f));ii.

5 Children with substantiated abuse or neglect, in the ACSsystem;iii. Children evaluated and found not eligible for : Children who meet the criteria (in b) should be referred toDevelopmental Monitoring (DM) in Early Intervention where they willreceive:oMonitoring of the child s progress using the Ages and StagesQuestionnaire . The questionnaire is completed by mail or phone. questionnaire suggests atypical development, DM will transfer the child, with parental consent, for further assessment. 3. The primary referral source does not need written consent from the parent tomake a referral to the EIP (see directions for completion of EarlyIntervention Program referral form). However, a referral cannot be made ifthe parent If a parent objects to the referral, a referral source should:i.

6 Maintain written documentation of the parent's objection andfollow-up actions;ii. Provide the parent with the name of the EIP and informationon how to make a referral if parent wishes to contact theprogram in the future;iii. Make reasonable efforts to follow-up with the parent withintwo (2) months and, if appropriate, refer the child at thattime unless the parent : Referrals must be made to the borough of the child s residence, theDevelopmental Monitoring Unit or via the ACS Referral Referrals by non Early Intervention provider referral sources are made tothe NYC EIP by :a. Faxing a Referral Form directly to the Regional Office (RO) in theborough of the child s residence;b. Calling 311 and asking for Early Intervention ; orc.

7 Calling the ACS Referral Hotline at 877-885-KIDZ (5439)i. ONLY employees of the Administration for Children sServices (ACS) or agencies contracted with ACS can use thisreferral method. All ACS referrals must be made using the designatedhotline number. Faxed forms are discouraged for ACS : A child's referral should be submitted via only one method, fax orphone, not If the Referral Form is faxed, the primary referral sources should keep acopy of the faxed transmittal of the Referral Primary referral sources are responsible for ensuring theconfidentiality of all information transmitted at the time of Referrals made by NYC Early Intervention providers must be made via theNew york Early Intervention System (NYEIS)a.

8 From the Home Menu button - Click on Create Referralb. Enter mandatory informationi. All mandatory fields are indicated by a yellow asteriskii. Primary Referral Source will be pre-populated with theprovider agency assigned field Provider selects Confirmed Diagnosed Condition or Suspected of delay for the referral to be routed Regional office Selecting at risk or failed Initial hearingscreening will cause the referral to be routed toDevelopmental Monitoringiv. The fields in the section below "Informed Parental Consent The provider agency must make a reasonable attempt toobtain informed parental consent to complete the remainingNYEIS fields under the following categories: Child Details Communication Exemption (only if applicable) Suspected Delay Referral Details At Risk and Failed Newborn Hearing ScreeningReferral Details Place of Birth Primary Care Physicianv.

9 When making a referral for a child suspected of having adisability, a specific Initial Service Coordinator (ISC) or ISCagency may be requested when there is an establishedrelationship with the child or family (PHL 25 Title II-A 69 (a)) . The request for a specific ISC or ISC agency must bemade in the Comments section of the referral inorder to be considered. Assignment is determined by the EIP Regional Officewhen the referral is Save the the option to View and submit the child s referral Note: From My Shortcuts select My Provider Home Page . Select Referrals from the Navigation Bar to view a complete list of referrals and their status. Early Intervention Regional Office- Referral Unit 1.

10 Referrals will be processed within twenty-four (24) hrs of Any referral made 45 days or less before the child turns three yearsold is automatically closed in NYEIS (if submitted electronically).Or, will not be entered into NYEIS ( if called or faxed in).2. Once the referral is processed, Early Intervention will:a. Assign an ISC Agency in specific ISC preference in the ISC AuthorizationPage comments sectionInitial Service Coordination Agency Supervisor 1. Required to check NYEIS for new request for ISC every business From the Inbox Menu button- Click Work Queues b. Select View: _ Service Authorizationc. Select the task ID of the case to accept/Reject Service CoordinatorService Authorizationd. Under Supporting Information, select Service Authorization HomePagei.