Chapter 17 Early Intervention (EI)

17.1 GENERAL INFORMATION
17.2 EARLY INTERVENTION (EI) SCREEN FLOW

17.1 GENERAL INFORMATION

The following is general information about the Early Intervention program (EI) in the Cornerstone system.

Early Intervention (EI) is a unique program in Cornerstone.ly Intervention (EI) is a unique program in Cornerstone. The program involves several processes over a period of time. During the course of these processes, several screens are utilized - at different times - in order to complete the EI process as required. The screen flow in Cornerstone is structured to follow the EI program procedures as closely as possible.

As a result, this chapter is structured differently than any other program chapter. The screen flow for each EI process is provided, and each screen is listed with the specific actions to be taken. However, unlike other chapters, general information about each screen is not given. Instead, a link is provided for each screen. Following the link at the end of each screen will provide the user with general information on the screen, as well as step by step instructions for completing the screen.

Please refer to the following screen flows displayed in Appendix A:

"Cornerstone Early Intervention Screen Flow - 0 to 3 Years Old Referral Activities (EI1)"
"Cornerstone Early Intervention Screen Flow - Intake (EI2)"
"Cornerstone Early Intervention Screen Flow - 0 to 3 Years Old Evaluation/Eligibility Determination (EI3A)"
"Cornerstone Early Intervention Screen Flow - 0 to 3 Years Old IFSP Development (EI3B)"
"Cornerstone Early Intervention Screen Flow - Day 1 In-State Transfer (EI4A)"
"Cornerstone Early Intervention Screen Flow - Day 2 In-State Transfer (EI4B)"
"Cornerstone Early Intervention Screen Flow - 6 Month Update/12 Month Annual Review (EI5)"
"Cornerstone Early Intervention Screen Flow - Participant Case Closure (EI6)"
"Cornerstone Early Intervention Screen Flow - Participant Follow Up with Additional Diagnosis (EI7)"

17.2 EARLY INTERVENTION (EI) SCREEN FLOW

17.2.1 EARLY INTERVENTION (EI) SCREEN FLOW - REFERRAL ACTIVITIES

Please refer to the following screen flow displayed in Appendix A:

"Cornerstone Early Intervention Screen Flow - 0 to 3 Years Old Referral Activities (EI1)"

NOTE: For children being re-referred to the EI program, see the section 17.2.7 "Re-Referral".

SEQUENCE OF SCREENS

NOTE: When fast path keys are not available at the bottom of the screen, easy access to various screens is available by pressing the Ctrl and F9 keys simultaneously. Please refer to Chapter 2 "System Environment" under "2.4.3 Other Features" for more information.

When a Child and Family Connections (CFC) agency receives a referral for the Early Intervention (EI) program, the following screens are used to enter the referral, enroll the child in EI in Cornerstone, complete the initial referral form questions, and assign a service coordinator:

PA01 PARTICIPANT LOOK-UP

When a child is referred to the EI program, the Participant Lookup (PA01) screen is used to verify that the child is not entered in Cornerstone at the local agency or at another agency in the state. This process ensures that information about the child is entered in Cornerstone under only one statewide identification number.

Please refer to Chapter 3 "Participant Screens" under "3.1 Participant Look-up (PA01)" for more information.

PA03 PARTICIPANT ENROLLMENT

During the referral process, the Participant Enrollment screen (PA03) is used to record the child's basic demographic information in Cornerstone. Upon saving this screen, the child is assigned a statewide identification number.

When completing this screen during the referral, enter as much information as possible, including the child's name, birth date, sex, referral source, primary care provider, and current services.
The "Registration Date" field defaults to the current date.

NOTE: The "Registration Date" reflects the date the child was first entered into Cornerstone, regardless of the program the child was first enrolled in. The important date for EI users is the "Date of Initial Contact" on the Program Information (PA15) screen, which defaults to the "Intake Period" Begin Date on the Early Intervention Program Data screen (PA35), which effectively starts the 45 day clock.

The child's address and contact person should be entered using the F9 key. Users must enter both a Residence (R) and a Secondary (S) address for all EI participants. The Secondary address screen is used to document the child's Financially Responsible Adult (FRA). For DCFS wards it is important to ensure that the Secondary address reflects the Foster Parent's address and name. This does not imply financial responsibility on the part of the Foster Parent, but ensures that the Foster Parent receives all Explanations of Benefits, which are tools to assist families in monitoring their children's services.

Please refer to Chapter 3 "Participant Screens" under "3.3 Participant Enrollment (PA03)" for more information.

AS01 ASSESSMENT

During the referral process, the following assessment is required for a child in Early Intervention (EI):

0002 - Initial Referral Form Questions

When taking a referral, all questions in this assessment should be asked and entered in Cornerstone.

Please refer to Chapter 7 "Assessment Screens" under "7.1 Assessment (AS01)" for more information.

PA15 PROGRAM INFORMATION

During the referral process, a new Program Information (PA15) record is added for the child on the Program Information (PA15) screen using the "Program" code "EI" for Early Intervention. The "Date of Initial Contact" should be the date the child was referred to the EI program.

While these fields are not required to be completed on this screen, the Household Size, Annual Income and Proof on File information can be collected and entered as it is required for family fee assessment.

Please refer to Chapter 12 "Program Information Screen (PA15) for All Programs" under "12.1 General Information and Enrollment" for more information.

PA35 EARLY INTERVENTION PROGRAM DATA

This screen is used to enter information specific to the Early Intervention program. During the referral process, the "Intake Period" and "To" dates are the only fields required to be completed. After saving the record, an automatically-generated EI number is assigned to the child, and the child is made active in the EI program in Cornerstone. The referral process is not complete until an EI number has been generated.

NOTE: Laptop users can add additional EI program records on PA35 only if the child has an existing EI number (i.e., already has at least one PA35 record). Therefore, the first Early Intervention Program Data record for a child must be added prior to the laptop download for the home visit.

Please refer to Chapter 3 "Participant Screens" under "Early Intervention Program Data (PA35)" for more information.

AD17 CASELOAD REASSIGNMENT

After entering all referral information in Cornerstone, this screen is used to assign a newly referred child to a service coordinator.

Please refer to Chapter 9 "Administrative Screens" under "9.17 Caseload Reassignment (AD17)" for more information.

CM04 CASE NOTES

Case notes can be used at any time to record any additional information or comments necessary for documentation purposes.

Please refer to Chapter 6 "Case Management Screens" under "6.4 Case Notes (CM04)" for more information.

For information on how to send and receive informational messages about a participant and how to require that the message be acknowledged when read, please refer to Chapter 6 "Case Management Screens" under "6.7 Alert Comments (CM07)" for more information.

SV02 ACTIVITY ENTRY

Finally, the service coordinator should record participant-related service coordination on the Activity Entry (SV02) screen using the "800 - Service Coordination" activity code as needed.

Please refer to Chapter 4 "Service/Activity Screens" under "4.2 Activity Entry (SV02)" for more information.

17.2.2 EARLY INTERVENTION (EI) SCREEN FLOW - INTAKE

Please refer to the following screen flow displayed in Appendix A:

"Cornerstone Early Intervention Screen Flow - Intake (EI2)"

SEQUENCE OF SCREENS

Preparing for the Home Visit: After the referral activities have been completed, the service coordinator is notified of the new referral and arranges for a home visit with the child and the family. While in the office, the service coordinator uses the following screens to schedule a home visit and download the child's information on to the laptop:

PA02 PARTICIPANT PROFILE OR PA20 INQUIRE BY PARTICIPANT NAME/SSN

After receiving a referral, the service coordinator can use either the Participant Profile (PA02) screen or the Inquire by Participant Name/SSN (PA20) screen to locate the child's Cornerstone records.

Please refer to Chapter 3 "Participant Screens" under "3.2 Participant Profile (PA02)" or "3.20 Inquire by Participant Name/SSN (PA20)" for more information.

AD09 PORTABLE PC (LAPTOP) UPLOAD/DOWNLOAD

Prior to leaving the office to conduct the home visit, the service coordinator uses the Portable PC Upload/Download (AD09) screen to download the child's information on to the laptop.

Please refer to Chapter 9 "Administrative Screens" under "9.8 Portable PC (Laptop) Upload/Download (AD09)" for more information.

Conducting the Home Visit: When the service coordinator is conducting the home visit, the following screens are used to verify and update demographic information for the child and the family, complete the Pregnancy and Initial Birth assessment and the Developmental Assessment, and to determine evaluation needs and the family's preference for providers:

PA02 PARTICIPANT PROFILE - OR -

PA20 INQUIRE BY PARTICIPANT NAME/SSN

When the home visit begins, the service coordinator can use either the Participant Profile (PA02) screen or the Inquire by Participant Name/SSN (PA20) screen to locate the child's Cornerstone records.

Please refer to Chapter 3 "Participant Screens" under "3.2 Participant Profile (PA02)" or "3.20 Inquire by Participant Name/SSN (PA20)" for more information.

PA03 PARTICIPANT ENROLLMENT

The child's basic demographic information was entered on this screen during the referral process. Therefore, during the home visit, the service coordinator uses the F6 Edit edit function of this screen to verify and update the child's demographic information. In addition, the address information should be verified/updated using the F9 key.

If not already completed, the following fields should be completed on PA03 during the home visit:

Household Size
Income
Referral Source
Social Security Num
Race
Hispanic Origin
Residential Status
Primary Care Provider
Languages
Current Services

NOTE: HOUSEHOLD SIZE = 1 and INCOME = 0 for DCFS wards and children residing in private residential facilities* where the private residential facility has guardianship established (i.e. custodial, legal). For children residing in private residential facilities* where the facility does not have guardianship established, the child's HOUSEHOLD SIZE AND INCOME are determined in the same manner as other children who reside at home (i.e. child, mother, father, sibling = 4). The RESIDENTIAL STATUS in both instances would be DOMICILED.

*Private residential facility means a facility that is not funded in part or in whole by state or federal monies and has no service standards established that address the developmental needs of the children 0 - 3 in their care.

Please refer to Chapter 3 "Participant Screens" under "3.3 Participant Enrollment (PA03)" for more information.

PA16 HOUSEHOLD MEMBERS

This screen is used to establish a household relationship between the child and other family members living in the same house. It is required that the names, birth dates, and member relationship for all household members are entered in Cornerstone.

NOTE: The household member's birth date should be entered in the "Member Begin Date" field.

DCFS WARD NOTE: The foster parents should be the primary contact for an EI participant who is a legal ward of DCFS. The foster parents' name, address, and telephone number should be recorded on the Household Members (PA16) screen.

Please refer to Chapter 3 "Participant Screens" under "3.16 Household Members (PA16)" for more information.

AS01 ASSESSMENT

During the home visit, the following assessment is required for a child in Early Intervention (EI):

EI20 - Pregnancy and Initial Birth Information

Only questions with answers that are against the norm need to be entered in Cornerstone. For those questions with answers against the norm, it is required that a comment be entered in the "Comments" field.

Please refer to Chapter 7 "Assessment Screens" under "7.1 Assessment (AS01)" for more information.

PA11 BIRTH DATA

The Birth Data (PA11) screen is used to enter the EI child's birth record information. It is required that the following fields are completed:

Birth Weight
Birth Length
Head Circumference
Infant Complications
Disposition at Discharge
Hospital ID
City
State
Type of Place
County

Please refer to Chapter 3 "Participant Screens" under "3.11 Birth Data (PA11)" for more information.

AS01 ASSESSMENT

During the home visit, the following assessment is required for a child in Early Intervention (EI):

EI21 - Developmental Assessment

When completing this assessment, the following questions in this assessment should be asked:

Participant	Questions
All participants	1-23
0-1 month	24-28
2-4 months	29-33
4-6 months	34-39
6-9 months	40-44
6-12 months	45-49
12-15 months	50-54
15-18 months	55-59
18-24 months	60-64
24-30 months	65-69
30-36 months	70-74

In this assessment, questions 1-23 are asked of every participant. For the remaining questions, determine the child's age and ask the set of questions just prior to, including, and just after the child's age. Continue asking the questions prior to the child's age until positive answers are given, and after the child's age until negative responses are given.

For this assessment, all required questions (dependent on the age of the child) must be answered and entered in Cornerstone. For those questions with answers against the norm, it is required that a comment be entered in the "Comments" field.

Please refer to Chapter 7 "Assessment Screens" under "7.1 Assessment (AS01)" for more information.

PA05 PARTICIPANT MED/INSURANCE

The service coordinator uses this screen to record a participant's Medicare, Insurance and/or other types of insurance information. The user may add Medicare and Other Types of insurance information as it becomes known, but the user is not allowed to add, edit or delete Insurance (INS) records. When the user enters information, the record may be edited, deleted, and used for inquiry.

Please refer to Chapter 3 "Participant Screens" under "3.5 Participant Med/Insurance (PA05)" for more information.

PA42 VIEW PARTICIPANT ADDITIONAL ELIGIBILITY INFORMATION

This screen is used to view a participant's All Kids < 200% (formerly Medicaid), All Kids Expansion, Cash and Food Stamp information and is updated daily through the All Kids Import Process. Users are not allowed to add, edit or delete any records on this screen. Please refer to Appendix F "All Kids Import Process" for more information.

DCFS WARD NOTE: For children whose legal guardian is DCFS, the child's All Kids Recipient ID number will be listed on the View Participant Additional Eligibility Information (PA42) screen.

CM04 CASE NOTES

The service coordinator uses the Case Notes (CM04) screen to document their discussion with the family regarding provider selection, procedural rights and safeguards, and any other notes.

Please refer to Chapter 6 "Case Management Screens" under "6.4 Case Notes (CM04)" for more information.

SV02 Activity Entry

Finally, the service coordinator should record participant-related service coordination on the Activity Entry (SV02) screen using the "800 - Service Coordination" activity code as needed.

Please refer to Chapter 4 "Service/Activity Screens" under "4.2 Activity Entry (SV02)" for more information.

17.2.3 EARLY INTERVENTION (EI) SCREEN FLOW - EVALUATION

Please refer to the following screen flow displayed in Appendix A:

"Cornerstone early Intervention Screen Flow - 0 to 3 Years Old Evaluation/Eligibility Determintaion - IFSP Development (E13A)"

SEQUENCE OF SCREENS

After completing the home visit and returning to the office, the service coordinator uses the following screens to upload the home visit information to the agency's server, enter case notes, authorize evaluation services and select providers, make outside referrals for non-EI services, and run reports for the referral packet:

AD09 PORTABLE PC (LAPTOP) UPLOAD/DOWNLOAD

After conducting a home visit, the service coordinator uses the Portable PC Upload/Download (AD09) screen to upload the child's information from the laptop to the local agency's Local Area Network (LAN).

NOTE: After downloading a participant's information onto the laptop, it is possible that a specific field may be updated both at the agency and on the laptop. In the event that this should occur, when the upload process is performed from the laptop to the agency's server, the updated information on the laptop will replace the information that was updated at the agency. The information that is overridden will be reported on the Laptop Exemption Report (HSPR0406), which will print automatically.

Please refer to Chapter 9 "Administrative Screens" under "9.8 Portable PC (Laptop) Upload/Download (AD09)" for more information.

PA02 PARTICIPANT PROFILE OR PA20 INQUIRE BY PARTICIPANT NAME/SSN

After uploading data to the LAN, the service coordinator uses either the Participant Profile (PA02)screen or the Inquire by Participant Name/SSN (PA20) screen to locate the child's Cornerstone records in order to perform evaluation activities.

Please refer to Chapter 3 "Participant Screens" under "3.2 Participant Profile (PA02)" or "3.20 Inquire by Participant Name/SSN (PA20)" for more information.

CM04 CASE NOTES

If necessary, the service coordinator uses the Case Notes (CM04) screen to input all case notes from the home visit. If not entered during the home visit, the service coordinator should document their discussion with the family regarding provider selection, procedural rights, and safeguards at this time.

Please refer to Chapter 6 "Case Management Screens" under "6.4 Case Notes (CM04)" for more information.

SV07 EARLY INTERVENTION SERVICE AUTHORIZATION ENTRY

During the evaluation, this screen is used to authorize evaluation service(s) for the child. This screen is completed for each service for each provider. At this time, only the evaluation ("EA") authorization type should be used (unless an Interim IFSP has been approved for direct services).

Please refer to Chapter 4 "Service/Activity Screens" under "4.7 Early Intervention Service Authorized Entry (SV07)" for more information.

RF01 SERVICE PROVIDER SELECTION

If appropriate, this screen is used to make an outside referral for non-EI services (i.e., child-care). It is required that the following fields are completed:

Type of Service
Referred by ID
Referred to ID

Please refer to Chapter 5 "Scheduling and Referral Screens" under "5.7 Service Provider Selection (RF01)" for more information.

RP01 - REPORTS

The following reports should be printed for the referral packet (to send to the provider):

HSRP0770 - EI Participant Enrollment Information
HSPR0771 - EI Authorized Provider Services Report
HSPR0207 - Assessment History report for "EI20"

These reports can be found at the Cornerstone Main Menu under the Reports module. The HSPR0770 and HSPR0771 reports are located under the Early Intervention submenu, and the HSPR0207 report is located under the Participant submenu.

Please refer to Chapter 10 "Report Screens" for information on how to run a report.

Please refer to Chapter 11 "Reports" under "11.108 EI Participant Enrollment Information Report (HSPR0770)" for more information about the specific report.

Please refer to Chapter 11 "Reports" under "11.109 EI Authorized Provider Services Report (HSPR0771)" for more information about the specific report.

Please refer to Chapter 11 "Reports" under "11.207 Assessment History (HSPR0207)" for more information about the specific report.

CM04 CASE NOTES

The service coordinator uses the Case Notes (CM04) screen to document the fact that the referral packet was completed and mailed.

Please refer to Chapter 6 "Case Management Screens" under "6.4 Case Notes (CM04)" for more information.

SV02 Activity Entry

Finally, the service coordinator should record participant-related service coordination on the Activity Entry (SV02) screen using the "800 - Service Coordination" activity code as needed.

Please refer to Chapter 4 "Service/Activity Screens" under "4.3 Activity Entry (SV02)" for more information.

17.2.4 EARLY INTERVENTION (EI) SCREEN FLOW - ELIGIBILITY DETERMINATION

Please refer to the following screen flow displayed in Appendix A:

"Cornerstone Early Intervention Screen Flow - 0 to 3 Years Old Evaluation/Eligibility Determination (EI3A)"

SEQUENCE OF SCREENS

After the provider(s) examine the child and the service coordinator receives the providers' reports and any other medical records, the following screens are used to record the child's diagnosis, enter the eligibility determination information, and schedule a visit with the family to complete the IFSP:

SV01 SERVICE ENTRY

This screen is used to record the diagnosis information received from the provider(s) or other services conducted. It is required that the following fields are completed:

Type of Service ("814" - 0-3 Early Intervention)
Place of Service
Service Provider
Primary Diagnosis (ICD-9 code)
Comments: Enter the actual name of the diagnosis for reference

Please refer to Chapter 4 "Service/Activity Screens" under "4.1 Service Entry (SV01)" for more information.

PA35 EARLY INTERVENTION PROGRAM DATA

Initial information was entered on this screen during the referral process. Therefore, during the eligibility determination process, the service coordinator uses the F6 Edit function of this screen to enter the eligibility determination information. It is required that the "Elig Determined" and the "Determination" fields are completed at this time.

Please refer to Chapter 3 "Participant Screens" under "Early Intervention Program Data (PA35)" for more information.

PA05 PARTICIPANT MED/INSURANCE

If not already completed, the service coordinator uses this screen to record a participant's Medicare, Insurance and/or other types of insurance information. The user may add Medicare and Other Types of insurance information as it becomes known, but the user is not allowed to add, edit or delete Insurance (INS) records. When the user enters information, the record may be edited, deleted, and used for inquiry.

Please refer to Chapter 3 "Participant Screens" under "3.5 Participant Med/Insurance (PA05)" for more information.

PA42 VIEW PARTICIPANT ADDITIONAL ELIGIBILITY INFORMATION

DCFS WARD NOTE: For children whose legal guardian is DCFS, the child's All Kids Recipient ID number will be listed on the View Participant Additional Eligibility Information (PA42) screen.

SC02 SCHEDULE APPOINTMENT

This screen is used to schedule a home visit with the family during which the IFSP will be developed. In the "Schedule ID" field, use the appropriate code to schedule the EI Home Visit.

In the Appointment Information pop-up window, use "Service" code "814" - 0-3 Early Intervention. It is required that the date the service coordinator made the appointment - as well as the person with whom the appointment was made - is documented in the "Comments" field.

Please refer to Chapter 5 "Scheduling and Referral Screens" under "5.2 Schedule Appointment (SC02)" for more information.

17.2.5 EARLY INTERVENTION (EI) SCREEN FLOW - IFSP DEVELOPMENT

Please refer to the following screen flow displayed in Appendix A:

"Cornerstone Early Intervention Screen Flow - 0 to 3 Years Old IFSP Development (EI3B)"

Preparing for the Home Visit: Prior to conducting the home visit, the service coordinator uses the following screen to download the child's information on to the laptop:

AD09 PORTABLE PC (LAPTOP) UPLOAD/DOWNLOAD

Prior to leaving the office to conduct the home visit, the service coordinator uses the Portable PC Upload/Download (AD09) screen to download the child's information on to the laptop.

Please refer to Chapter 9 "Administrative Screens" under "9.8 Portable PC (Laptop) Upload/Download (AD09)" for more information.

Conducting the Home Visit: When the service coordinator is conducting the home visit, the following screens are used to develop the IFSP:

PA02 PARTICIPANT PROFILE OR PA20 INQUIRE BY PARTICIPANT NAME/SSN

When the home visit begins, the service coordinator can use either the Participant Profile screen (PA02) or the Inquire by Participant Name/SSN (PA20) screen to locate the child's Cornerstone records.

Please refer to Chapter 3 "Participant Screens" under "3.2 Participant Profile (PA02)" or "3.20 Inquire by Participant Name/SSN (PA20)" for more information.

PA35 EARLY INTERVENTION PROGRAM DATA

Next, the service coordinator updates the Early Intervention Program Data screen (PA35). Using the F6 Edit function of this screen, the following fields should be completed:

Current IFSP (IFSP begin date)
To (IFSP End Date)
Next Follow-up
Reason
Private Insurance

NOTE: All service authorizations for services billable to insurance will be discontinued if the insurance flag is changed from 01 to 02 or from 02 to 01. Users will receive a warning and, if the user proceeds, will be required to re-enter authorizations (that reflect the correct insurance code) for services that are billable to insurance.

Please refer to Chapter 3 "Participant Screens" under "Early Intervention Program Data (PA35)" for more information.

PA25 FAMILY FEE

The service coordinator can use the Ctrl+F11 key combination to access the Family Fee pop-up (PA25) screen. After completing the information and saving the screen, Cornerstone will calculate and display the appropriate amount in the "Fee" field.

Please refer to Chapter 3 "Participant Screens" under "3.24 Family Fee (PA25)" for more information.

CM10 PARTICIPANT FORMS

This screen is used to complete the following required form:

"EICV" - EI - IFSP Cover Page

DCFS WARD NOTE: For children whose legal guardian is DCFS, the DCFS caseworker's name and address should be recorded on the IFSP Cover Page. If applicable, the surrogate parents' name, address, and telephone number should also be recorded on this assessment.

Please refer to Chapter 6 "Case Management Screens" under "6.10 Participant Forms (CM10)" for more information.

AS03 ASSESSMENT

When developing the IFSP, the following assessment is required for a child in Early Intervention (EI):

EI Levels of Development

Answer either a percent of delay or an age equivalency, or both.

Please refer to Chapter 7 "Assessment Screens" under "7.3 EI Levels of Development (AS03)" for more information.

SV07 EARLY INTERVENTION SERVICE AUTHORIZATION ENTRY

This screen is used to record direct service authorizations. A new record is added for each service for each provider.

Please refer to Chapter 4 "Service/Activity Screens" under "4.7 Early Intervention Service Authorized Entry (SV07)" for more information.

AS01 ASSESSMENT

As the child's transition needs necessitate, the following assessment will be completed:

EITP - IFSP Transition Plan

Answer all questions as appropriate.

Please refer to Chapter 7 "Assessment Screens" under "7.1 Assessment (AS01)" for more information.

CM04 CASE NOTES

The service coordinator uses the Case Notes (CM04) screen to document any additional information or comments.

Please refer to Chapter 6 "Case Management Screens" under "6.4 Case Notes (CM04)" for more information.

SV02 ACTIVITY ENTRY

Finally, the service coordinator should record participant-related service coordination on the Activity Entry (SV02) screen using the "800 - Service Coordination" activity code as needed.

Please refer to Chapter 4 "Service/Activity Screens" under "4.2 Activity Entry (SV02)" for more information.

Completing the IFSP: Once returning to the office from the home visit, the following screens are used to upload the child's records from the laptop to the agency's server, schedule a follow-up, and to print the IFSP:

AD09 PORTABLE PC (LAPTOP) UPLOAD/DOWNLOAD

After returning to the office from the home visit, the service coordinator uses the Portable PC Upload/Download (AD09) screen to upload the child's information from the laptop to the local agency's Local Area Network (LAN).

Please refer to Chapter 9 "Administrative Screens" under "9.8 Portable PC (Laptop) Upload/Download (AD09)" for more information.

PA02 PARTICIPANT PROFILE OR PA20 INQUIRE BY PARTICIPANT NAME/SSN

In order to print the IFSP, the service coordinator can use either the Participant Profile screen (PA02) or the Inquire by Participant Name/SSN (PA20) screen to locate the child's Cornerstone records.

Please refer to Chapter 3 "Participant Screens" under "3.2 Participant Profile (PA02)" or "3.20 Inquire by Participant Name/SSN (PA20)" for more information.

SC02 SCHEDULE APPOINTMENT

The service coordinator uses the Schedule Appointment screen (SC02) to record a follow-up appointment with the family. In some cases, this 'appointment' is not a home visit, but rather just an appointment to make contact with the family via phone. In the "Schedule ID" field, use the appropriate code to schedule the EI Home Visit.

In the Appointment Information pop-up window, use "Service" code "814" - 0-3 Early Intervention. Use the "Comments" field to document that this appointment is to follow-up with the family.

Please refer to Chapter 5 "Scheduling and Referral Screens" under "5.2 Schedule Appointment (SC02)" for more information.

RP01 - REPORTS

The following report should be printed after the IFSP is developed:

HSRP0777 - EI Service Plan Report
HSPR0794 - EI Participant Insurance Report
HSPR0778 - EI Family Fee Report

The EI Service Plan Report (HSRP0777) and the EI Participant Insurance Report (HSPR0794) should be mailed to the family and to providers; the EI Family Fee Report (HSPR0778) should be mailed to the family only.

These reports can be found at the Cornerstone Main Menu under the Reports module and under the Early Intervention submenu.

Please refer to Chapter 10 "Report Screens" for information on how to run a report.

Please refer to Chapter 11 "Reports" for more information about a specific report.

Please refer to Chapter 11 "Reports" under "11.113 EI - EI Service Plan Report (HSPR0777)" for more information about the specific report.

CM04 CASE NOTES

The service coordinator uses the Case Notes (CM04) screen to document the fact that the IFSP was mailed to the family and providers, and any other necessary information.

Please refer to Chapter 6 "Case Management Screens" under "6.4 Case Notes (CM04)" for more information.

SV02 ACTIVITY ENTRY

Finally, the service coordinator should record participant-related service coordination on the Activity Entry (SV02) screen using the "800 - Service Coordination" activity code as needed.

Please refer to Chapter 4 "Service/Activity Screens" under "4.2 Activity Entry (SV02)" for more information.

17.2.6 EARLY INTERVENTION (EI) SCREEN FLOW - 6 MONTH UPDATE/12 MONTH ANNUAL REVIEW

Please refer to the following screen flow displayed in Appendix A:

"Cornerstone Early Intervention Screen Flow - 6 Month Update/12 Month Annual Review (EI5)"

SEQUENCE OF SCREENS

Preparing for the Home Visit: While in the office, the service coordinator uses the following screens to schedule a home visit and download the child's information on to the laptop:

PA02 PARTICIPANT PROFILE OR PA20 INQUIRE BY PARTICIPANT NAME/SSN

Before scheduling the appointment, the service coordinator can use either the Participant Profile (PA02) screen or the Inquire by Participant Name/SSN (PA20) screen to locate the child's Cornerstone records.

Please refer to Chapter 3 "Participant Screens" under "3.2 Participant Profile (PA02)" or "3.20 Inquire by Participant Name/SSN (PA20)" for more information.

SC02 SCHEDULE APPOINTMENT

The service coordinator uses the Schedule Appointment (SC02) screen to record the appointment for the home visit during which the update/review will be conducted. In the "Schedule ID" field, use the appropriate code to schedule the EI Home Visit.

In the Appointment Information pop-up window, use "Service" code "E10" - Service Coordination. It is required that the date the service coordinator made the appointment - as well as the person with whom the appointment was made - is documented in the "Comments" field.

Please refer to Chapter 5 "Scheduling and Referral Screens" under "5.2 Schedule Appointment (SC02)" for more information.

AD09 PORTABLE PC (LAPTOP) UPLOAD/DOWNLOAD

Prior to leaving the office to conduct the home visit, the service coordinator uses the Portable PC Upload/Download (AD09) screen to download the child's information on to the laptop.

Please refer to Chapter 9 "Administrative Screens" under "9.8 Portable PC (Laptop) Upload/Download (AD09)" for more information.

Conducting the Home Visit: When the service coordinator is conducting the update/review during the home visit, the following screens are used to verify and update demographic information for the child and the family, and to develop a new IFSP:

PA02 PARTICIPANT PROFILE OR PA20 INQUIRE BY PARTICIPANT NAME/SSN

Please refer to Chapter 3 "Participant Screens" under "3.2 Participant Profile (PA02)" or "3.20 Inquire by Participant Name/SSN (PA20)" for more information.

PA03 PARTICIPANT ENROLLMENT

During the update/annual review, the service coordinator uses the F6 Edit function of this screen to verify and update the child's demographic information. In addition, the address information should be verified/updated by using the F9 key.

Please refer to Chapter 3 "Participant Screens" under "3.3 Participant Enrollment (PA03)" for more information.

PA35 EARLY INTERVENTION PROGRAM DATA

During a 6 Month Update, the service coordinator verifies all information on the Early Intervention Program Data (PA35) screen.

During a 12 Month Annual Review, the service coordinator uses the F5 Add function to add a new Early Intervention Program Data (PA35) record.

Please refer to Chapter 3 "Participant Screens" under "Early Intervention Program Data (PA35)" for more information.

PA05 PARTICIPANT MED/INSURANCE

Please refer to Chapter 3 "Participant Screens" under "3.5 Participant Med/Insurance (PA05)" for more information.

PA42 VIEW PARTICIPANT ADDITIONAL ELIGIBILITY INFORMATION

DCFS WARD NOTE: For children whose legal guardian is DCFS, the child's All Kids Recipient ID number will be listed on the View Participant Additional Eligibility Information (PA42) screen.

PA16 HOUSEHOLD MEMBERS

The service coordinator verifies/updates the household relationships between the child and other family members living in the same house. It is required that the names, birth dates, and member relationships for all household members are entered in Cornerstone.

NOTE: The household member's birth date should be entered in the "Member Begin Date" field.

Please refer to Chapter 3 "Participant Screens" under "3.16 Household Members (PA16)" for more information.

PA25 FAMILY FEE

Next, the service coordinator can use the Ctrl+F11 key combination to access the Family Fee pop-up (PA25) screen.

During the 6 Month Update, the service coordinator should verify the information on this screen. If any information has changed, a new Family Fee (PA25) record should be added. The appropriate code should be used in the "Change Reason" field.

During the 12 Month Annual Review, the service coordinator should add a new Family Fee (PA25) record for the child (regardless if the information has or has not changed), using the "A" - Annual Re-determination code in "Change Reason" field.

CM10 PARTICIPANT FORMS

This screen is used to update the following form:

EICV" - EI - IFSP Cover Page

DCFS WARD NOTE: For children whose legal guardian is DCFS, verify that the DCFS caseworker's name and address has been recorded on the IFSP Cover Page. If applicable, the surrogate parents' name, address, and telephone number should also be recorded on this assessment.

Please refer to Chapter 6 "Case Management Screens" under "6.10 Participant Forms (CM10)" for more information.

AS03 ASSESSMENT

When developing the IFSP during the update/review, the following assessment is required for a child in Early Intervention (EI):

EI Levels of Development

Answer either a percent of delay or an age equivalency, or both.

Please refer to Chapter 7 "Assessment Screens" under "7.3 EI Levels of Development (AS03)" for more information.

SV07 EARLY INTERVENTION SERVICE AUTHORIZATION ENTRY

This screen is used to record direct service authorizations. A new record is added for each service for each provider.

Please refer to Chapter 4 "Service/Activity Screens" under "4.7 Early Intervention Service Authorized Entry (SV07)" for more information.

AS01 ASSESSMENT

As the child's transition needs necessitate, the following assessment will be updated or completed as necessary:

EITP - IFSP Transition Plan

Answer all questions as appropriate.

Please refer to Chapter 7 "Assessment Screens" under "7.1 Assessment (AS01)" for more information.

CM04 CASE NOTES

The service coordinator uses the Case Notes (CM04) screen to document any additional information or comments.

Please refer to Chapter 6 "Case Management Screens" under "6.4 Case Notes (CM04)" for more information.

SV02 ACTIVITY ENTRY

Finally, the service coordinator should record participant-related service coordination on the Activity Entry (SV02) screen using the "800 - Service Coordination" activity code as needed.

Please refer to Chapter 4 "Service/Activity Screens" under "4.2 Activity Entry (SV02)" for more information.

Completing the update/review: Once returning to the office from the home visit, the following screens are used to upload the child's records from the laptop to the clinic's server, to schedule a follow-up, and to print the IFSP:

AD09 PORTABLE PC (LAPTOP) UPLOAD/DOWNLOAD

After returning to the office from the home visit, the service coordinator uses the Portable PC (Laptop) Upload/Download (AD09) screen to upload the child's information from the laptop to the local agency's Local Area Network (LAN).

Please refer to Chapter 9 "Administrative Screens" under "9.8 Portable PC (Laptop) Upload/Download (AD09)" for more information.

PA02 PARTICIPANT PROFILE - OR -

PA20 INQUIRE BY PARTICIPANT NAME/SSN

The service coordinator can use either the Participant Profile (PA02) screen or the Inquire by Participant Name/SSN (PA20) screen to locate the child's Cornerstone records.

Please refer to Chapter 3 "Participant Screens" under "3.2 Participant Profile (PA02)" or "3.20 Inquire by Participant Name/SSN (PA20)" for more information.

SC02 SCHEDULE APPOINTMENT

The service coordinator uses the Schedule Appointment screen (SC02) to record a follow-up appointment with the family. In many cases, this 'appointment' is not a home visit, but rather just an appointment to make contact with the family via phone. In the "Schedule ID" field, use the appropriate code to schedule the EI Home Visit.

In the Appointment Information pop-up window, use "Service" code "814" - 0-3 Early Intervention. Use the "Comments" field to document that this appointment is to follow-up with the family.

Please refer to Chapter 5 "Scheduling and Referral Screens" under "5.2 Schedule Appointment (SC02)" for more information.

RP01 - REPORTS

The following report should be printed after the IFSP is developed:

HSRP0777 - EI Service Plan Report
HSPR0778 - EI Family Fee Report
HSPR0794 - EI Participant Insurance Report

These reports can be found at the Cornerstone Main Menu under the Reports module and under the Early Intervention submenu.

Please refer to Chapter 10 "Report Screens" for information on how to run a report.

Please refer to Chapter 11 "Reports" for more information about a specific report.

Please refer to Chapter 11 "Reports" under "11.113 EI - EI Service Plan Report (HSPR0777)" for more information about the specific report.

CM04 CASE NOTES

The service coordinator uses the Case Notes (CM04) screen to document the fact that the IFSP was mailed to the family.

Please refer to Chapter 6 "Case Management Screens" under "6.4 Case Notes (CM04)" for more information.

SV02 ACTIVITY ENTRY

Finally, the service coordinator should record participant-related service coordination on the Activity Entry (SV02) screen using the "800 - Service Coordination" activity code as needed.

Please refer to Chapter 4 "Service/Activity Screens" under "4.2 Activity Entry (SV02)" for more information.

17.2.7 EARLY INTERVENTION (EI) SCREEN FLOW - RE-REFERRAL

SEQUENCE OF SCREENS

When a Child and Family Connections (CFC) agency receives a re-referral for a child who was previously enrolled in the Early Intervention (EI) program, the following screens are used to enter the re-referral, re-enroll the child in EI in Cornerstone, complete the initial referral form questions, and assign a service coordinator:

PA01 PARTICIPANT LOOK-UP

When a child is re-referred to the EI program, the Participant Lookup (PA01) screen is used to find the child's Cornerstone records in Cornerstone either at the local agency or at another agency in the state.

If the child was originally enrolled at another site, the agency to which the child has been re-referred must first perform an In-State transfer to request the child's records. Users should be careful to not create duplicate records, and should obtain hard copies of the child's records from the prior CFC. After the Cornerstone records are transferred to the local agency, the agency can continue with the re-referral process.

Please refer to Chapter 3 "Participant Screens" under "3.1 Participant Look-up (PA01)" for more information.

Please refer to Chapter 12 "Program Information Screen (PA15) for All Programs under "12.4 In-State Transfers" for more information.

PA03 PARTICIPANT ENROLLMENT

During the re-referral process, the Participant Enrollment (PA03) screen is used to update child's basic demographic information in Cornerstone.

The "Registration Date" field defaults to the current date. The "Registration Date" should be the date the referral was actually taken, and should be entered on that date unless special circumstances prevent the data entry.
The child's address and contact person should be updated using the F9 key.

Please refer to Chapter 3 "Participant Screens" under "3.3 Participant Enrollment (PA03)" for more information.

AS01 ASSESSMENT

During the re-referral process, the following assessment is required for a child in Early Intervention (EI):

0002 - Initial Referral Form Questions

When taking a referral, all questions in this assessment should be asked and entered in Cornerstone.

Please refer to Chapter 7 "Assessment Screens" under "7.1 Assessment (AS01)" for more information.

PA15 PROGRAM INFORMATION

During the re-referral process, a new Program Information (PA15) record is added for the child on the Program Information (PA15) screen using the "Program" code "EI" for Early Intervention. The "Date of Initial Contact" should be the date the child was re-referred to the EI program.

Please refer to Chapter 12 "Program Information Screen (PA15) for All Programs" under "12.1 General Information and Enrollment" for more information.

PA35 EARLY INTERVENTION PROGRAM DATA

This screen is used to enter information specific to the Early Intervention program. During the re-referral process, a new Early Intervention Program Data (PA35) record should be added for the child. The "Intake Period" dates will automatically default to the "Intake Period" dates of the previous record. Users should edit the "Intake Period" begin date to reflect the date on which the child was re-referred to the EI program, and the "Intake Period" end date should be 45 days from the "Intake Period" begin date. It is very important to update the "Intake Period" dates only on a re-referral.

Please refer to Chapter 3 "Participant Screens" under "Early Intervention Program Data (PA35)" for more information.

PA05 PARTICIPANT MED/INSURANCE

Please refer to Chapter 3 "Participant Screens" under "3.5 Participant Med/Insurance (PA05)" for more information.

PA42 VIEW PARTICIPANT ADDITIONAL ELIGIBILITY INFORMATION

DCFS WARD NOTE: For children whose legal guardian is DCFS, the child's All Kids Recipient ID number will be listed on the View Participant Additional Eligibility Information (PA42) screen.

PA25 FAMILY FEE

Please refer to Chapter 3 "Participant Screens" under "3.24 Family Fee (PA25)" for more information.

AD17 CASELOAD REASSIGNMENT

After entering all re-referral information in Cornerstone, this screen is used to assign a re-referred child to a service coordinator.

Please refer to Chapter 9 "Administrative Screens" under "9.17 Caseload Reassignment (AD17)" for more information.

CM04 CASE NOTES

Case notes can be used at any time to record any additional information or comments necessary for documentation purposes.

Please refer to Chapter 6 "Case Management Screens" under "6.5 Case Notes" for more information.

After completing the re-referral, continue with the Home Visit. For more information, refer to "17.2.2 - Early Intervention (EI) Screen Flow - Intake" or to the following screen flow displayed in Appendix A:

"Cornerstone Early Intervention Screen Flow - Intake (EI2)"

17.2.8 EARLY INTERVENTION (EI) SCREEN FLOW - CASE CLOSURE

Please refer to the following screen flow displayed in Appendix A:

"Cornerstone Early Intervention Screen Flow - Participant Case Closure (EI6)"

SEQUENCE OF SCREENS

A child in the EI program is terminated on their third birthday, and may also be terminated for other reasons (such as voluntary withdraw). The following screens are used to terminate a child from the Early Intervention program:

PA02 PARTICIPANT PROFILE - OR -

PA20 INQUIRE BY PARTICIPANT NAME/SSN

When terminating a child from the EI program, the service coordinator can use either the Participant Profile (PA02) screen or the Inquire by Participant Name/SSN (PA20) screen to locate the child's Cornerstone records.

Please refer to Chapter 3 "Participant Screens" under "3.2 Participant Profile (PA02)" or "3.20 Inquire by Participant Name/SSN (PA20)" for more information.

PA15 PROGRAM INFORMATION

The service coordinator terminates the child from the Early Intervention program on the Program Information (PA15) screen. While Cornerstone will auto-term the child 30 days after their third birthday, it is imperative that the CFC manually terminate the child in order to avoid inaccurate federal reporting.

Using the F6 Edit function of this screen, change the Program Status field to "T" - Terminated. In the Termination Reason field, enter the appropriate termination reason, or use the F1 Help key to complete the field. Following is an overview of termination reason codes available, and their corresponding definitions:

10 DECEASED This code is used when a participant has died.

11 DUPLICATE RECORD This code is used when a duplicate record is entered in error for an EI participant. NOTE: not all duplicates can be resolved by simply terminating one of the two records. Review any duplicate record with the CFC Program Manager and the Cornerstone Service Desk before termination.

12 ERROR This code is used when the Program Information (PA15) screen has been terminated by mistake.

13 VOLUNTARY This code is used when a family makes an active determination

WITHDRAWAL to leave the EI Services System prior to their child turning 3 and without IFSP team consensus that program objectives have been completed. This would include families whose decision to terminate EI participation is based on a fundamental disagreement with the philosophy of EI and/or the rules, regulations and/or guidelines of the EI Services System. Voluntary withdrawals may occur prior to or following IFSP development.

13A VOLUNTARY WITHDRAWAL/EI NOT A PRIORITY

13B VOLUNTARY WITHDRAWAL/RECEIVING SERVICES PRIVATELY

13C VOLUNTARY WITHDRAWAL/FEE REQUIREMENTS

13D VOLUNTARY WITHDRAWAL/INSURANCE REQUIREMENTS

13E VOLUNTARY WITHDRAWAL/OTHER FAMILY REASONS

14 TRANSFER TO This code is automatically generated when a transfer has been

ANOTHER CLINIC requested from another clinic. Users are not able to select this Termination Reason code.

16 AUTOMATIC This code is automatically generated 30 days after an EI participant's

TERMINATION third birthday. Users are not able to select this Termination Reason code.

21 MOVED This code is used when a family moves within the state (prior to age three and without IFSP team consensus that program objectives have been completed), but does not transfer to another clinic. In-state transfers should reflect code 14 - TRANSFER TO ANOTHER CLINIC.

31 TRANSFERRED OUT This code is used when a family moves out of state (prior to age three and

OF STATE without IFSP team consensus that program objectives have been completed).

33 EI INELIGIBLE/OTHER This code is used when a multidisciplinary team has determined that a

REFERRALS child does not meet current EI eligibility criteria and the family is provided with referrals to other community resources/organizations that may be able to assist them in monitoring their child's development. This code may also be used when CFC staff determines that a child does not meet basic eligibility criteria (i.e. over 3 years of age, non-Illinois resident) or is not experiencing/exhibiting any developmental concerns based on information provided by the family and the family is provided with other referrals. This code may not be used if a child has an eligible diagnosis, but does not appear to be experiencing developmental delays at the time of referral (i.e. a child with Down Syndrom referred at birth). If a child with an eligible diagnosis declines participation in the EI program, the termination should be coded 13 - VOLUNTARY WITHDRAWAL. Code 33 also may not be used if the child's level of functioning is unclear or unable to be determined by the family and a multidisciplinary evaluation is needed in order to rule out eligibility.

33A EI INELIGIBLE/REFERREDTO EARLY HEAD START

33B EI INELIGIBLE/REFERRED TO HFI

33C EI INELIGIBLE/REFERRED TO PRIVATE THERAPY

33D EI INELIGIBLE/REFERRED TO LEA

33E EI INELIGIBLE/REFERRED TO RISK PROGRAM

33F EI INELIGIBLE/REFERRED TO HEALTH DEPARTMENT

34 EI INELIGIBLE/ NO This code is used when a multidisciplinary team has determined that

REFERRALS a child does not meet current EI eligibility criteria and no other referrals are provided.

35 CMPLTD PGM This code is used when a family and their IFSP team agree that their child's

OBJECTIVES/UNDER 3 program objectives have been met. This code should never be used for a child exiting the program prior to an initial IFSP.

36 ELIGIBLE FOR This code is used when a child's eligibility for special education services through

SPECIAL ED the LEA has been determined by the LEA. This code should not be used when the CFC believes a child may be eligible for special education services, but a determination by the LEA has not been made.

37 SPECIAL ED ELIG This code is used when a child's eligibility for special education services through

NOT DETERMINED the LEA has not been determined as of the case closure date. This may include a child who has been referred to the LEA, but whose eligibility has not been determined as of the case closure date, or families who refuse a referral to the LEA for special ed eligibility determination.

37A SPECIAL ED ELIGIBLE NOT DETERMINED/CFC DELAY

37B SPECIAL ED ELIGIBLE NOT DETERMINED/LEA DELAY

37C SPECIAL ED ELIGIBLE NOT DETERMINED/FAMILY DELAY

37D SPECIAL ED ELIGIBLE NOT DETERMINED/REF DEC PVT

37E SPECIAL ED ELIGIBLE NOT DETERMINED/REF DEC NO

38 SPECIAL ED INELIG/ This code is used when a child has been determined by the LEA to be ineligible

OTH REFERRAL for special education services and the family is provided with referrals to other community resources/organizations that may be able to assist them in monitoring their child's development or meeting other family-identified needs.

39 SPECIAL ED INELIG/ This code is used when a child has been determined by the LEA to be ineligible

NO REFERRALS for special education services and no other referrals are provided.

40 NO RESPONSE/ This code is used when the service coordinator has received no response from

UNABLE TO CONTACT the family to ongoing attempts to contact them by phone and mail.

Once the EI program record has been terminated, no further editing can be done to the record.

Upon terminating the participant's Early Intervention record on the Program Information (PA15) screen, Cornerstone will automatically terminate the associated Family Fee record. Cornerstone will auto-fill the Family Fee End Date field on the Family Fee pop-up (PA25) screen with the date entered in the IFSP end date field on the Early Intervention Program Data (PA35) screen.

Please refer to Chapter 12 "Program Information Screen (PA15) for All Programs" under "12.6.2 Manual Termination" for more information.

SV07 EARLY INTERVENTION SERVICE AUTHORIZATION ENTRY

If a child is terminated from the program prior to age 3, all current authorizations must be discontinued. Using the F6 Edit function of this screen, change the End Date field to the date on which the child should be terminated from the EI program. In the Status field, enter "ADJT" - Adjusted (As of End Date). This process should be completed for all current authorization records.

Please refer to Chapter 4 "Service/Activity Screens" under "4.7 Early Intervention Service Authorized Entry (SV07)" for more information.

CM01 CASE MANAGEMENT ASSIGNMENT HISTORY

The service coordinator uses the CM01 screen to remove the child from their caseload. With name of the appropriate service coordinator highlighted, use the edit function of this screen. The "Termination/End Date" pop-up window will be displayed. In the "End Date" field, type in the date that the child is or was removed from the service coordinator's caseload.

Please refer to Chapter 6 "Case Management Screens" under "6.1 Case Management Assignment History (CM01)" for more information.

CM04 CASE NOTES

The service coordinator uses the Case Notes (CM04) screen to document the reason why the child has been terminated, as well as any other relevant information.

Please refer to Chapter 6 "Case Management Screens" under "6.5 Case Notes" for more information.

Chapter 17 Early Intervention (EI)

Table of Contents

17.1 GENERAL INFORMATION

17.2 EARLY INTERVENTION (EI) SCREEN FLOW

17.2.1 EARLY INTERVENTION (EI) SCREEN FLOW - REFERRAL ACTIVITIES

17.2.2 EARLY INTERVENTION (EI) SCREEN FLOW - INTAKE

17.2.3 EARLY INTERVENTION (EI) SCREEN FLOW - EVALUATION

17.2.4 EARLY INTERVENTION (EI) SCREEN FLOW - ELIGIBILITY DETERMINATION

17.2.5 EARLY INTERVENTION (EI) SCREEN FLOW - IFSP DEVELOPMENT

17.2.6 EARLY INTERVENTION (EI) SCREEN FLOW - 6 MONTH UPDATE/12 MONTH ANNUAL REVIEW

17.2.7 EARLY INTERVENTION (EI) SCREEN FLOW - RE-REFERRAL

17.2.8 EARLY INTERVENTION (EI) SCREEN FLOW - CASE CLOSURE