Transfer of child from one program to another



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

Date Revised: July 1, 2016




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 scenarios that may result in a child transferring from one program to another, such as the family choosing a new program or moving to a different town in the state not served by their current program. Programs should not exit a child from the Birth to Three data system if he is continuing to receive services from another Birth to Three program. Before the transfer is made to the receiving program, all child and family information must be updated in the Birth to Three data system. For purposes of billing the lead agency the term “transfer” only refers to an attendance status after the first visit has been provided following the Initial IFSP. For this procedure, “transfer” is used more broadly. No program can decline a transfer if the program is in rotation. When a family transfers from one Connecticut Birth to Three program to another, the family should be informed that the existing record is being sent to the new program however, a release of information form is not required before sending the record.


Transferring” a Child Prior to the Initial Eligibility Evaluation


  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 record to the receiving program.

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.

  2. If a program is not accepting referrals the service coordinator tells the family which programs are available. 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.

  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 send the evaluation and any other materials in the child’s record to the receiving 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.

  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 have access to the child’s information in the data system 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 initial IFSP and complete all new permission forms. If possible and agreeable to the parent, 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.

  1. The sending program will request payment for the initial evaluation in their next monthly invoice.

  2. 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”.

  3. The receiving program will request payment for services after the physician signs the IFSP and services begin.

  4. If the child transfers after the initial IFSP meeting, but before services begin, the receiving program will not be paid 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 in selecting a new program that is accepting referrals.

  2. The sending program must send the entire early intervention record to the receiving program. The sending program should retain originals of any records documenting insurance claims for up to six years.

  3. The sending program ensures that the transfer is made to the receiving 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.

  1. Transfers may occur at any time during the month however, for payment purposes 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 a 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 the team ready to provide the services. In these instances the first direct service after the electronic transfer will trigger payment for a unit of service.



  1. The receiving program must have new permission forms signed by the parent and participate in developing or revising an IFSP with the family before new services can begin. With the parent’s agreement, the sending program can participate in the IFSP meeting (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 “R” 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. The sending program will not be paid a service unit for half of the month when the receiving program holds the IFSP review.


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
When a service coordinator learns that a child is moving or has already been moved to a new home by DCF the following options exist:

  1. The program may continue to see the child in the new home if the town is one they serve or they make a request with the Birth to Three administration to continue to serve the child in a nearby town. The program will update the Birth to Three data system to reflect the child’s current residence, and update permission forms as appropriate with the new parent/guardian. When there is a change in foster placement the IFSP should be reviewed with the new parent and revised if necessary.

  2. If the existing program cannot continue to provide services in the new location, 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.

In this case the service coordinator from the sending program must send the complete early intervention record to the receiving 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. 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.


Transfers may occur at any time during the month however, for payment purposes 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.
The receiving program must ensure that the child has someone acting in a parental role in the new foster home. If a new surrogate parent appointment is needed requests for surrogate parent appointments are made to the Family Liaison using Form 3-10.


  1. When there is a change in foster placement the IFSP should be reviewed with the new parent and revised if necessary before services 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. The sending program must send the entire early intervention record to the receiving program. The sending program should retain originals of any records documenting insurance claims for up to six years.
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 may need to facilitate selection by the parent 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 programs serving their town 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 an autism screening instrument and the child is determined to have an autism spectrum disorder, the family may wish to transfer to the autism-specific program. The autism-specific program can give the family general information about their preferred methodology and the general IFSP process used to determine types and frequencies of services. Specific information about what their IFSP will include for services and supports can only be discussed at the IFSP meeting. Families should be encouraged 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.
This process should also be followed when a child is determined not eligible by a general Birth to Three program (no significant delay), is referred for an autism assessment due to red flags on an autism screening tool, and is subsequently determined to have an autism spectrum disorder. If the child does not have an autism spectrum disorder, then the child is not eligible for Birth to Three and the family may contact CDI in three months for another eligibility evaluation. Until the determination about an autism spectrum disorder is made, the child’s eligibility status is “pending”.
Birth to Three Programs Continuation of Services When a Child Moves out of Their Catchment Area
If child or family moves out of the program’s catchment area and the program is willing to continue providing the services in new location they may without approval from a Birth to Three administrator. This does not allow the program to serve additional referrals from that town or family without approval.

___________________________________



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



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