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The Ohio Department of Developmental Disabilities
(DODD) has received additional questions related to coronavirus
(COVID-19) and the state of emergency.
In addition to the Early Intervention (EI) guidelines released March 12 and the
frequently asked questions and answers released March 13, please
review the following questions.
You can continue to access all DODD guidance and
resources related to COVID-19 on the department's dedicated web page. Please contact your county’s EI
program consultant if you have additional questions. DODD will
continue to respond and provide updates to the EI system for
commonly asked questions.
What are we supposed to do about evaluations that
are scheduled? Do we have to continue to provide evaluations
in-person?
= DODD
encourages EI staff to take appropriate and reasonable actions to
mitigate the spread of COVID-19, even if this results in
noncompliance with an EI timeline because an evaluation is
completed late due to a suspension of face-to-face visits. In the
coming days, DODD will provide guidance about how to complete the
evaluation process in its entirety using technology.
?
Can the annual assessment be completed with the Hawaii
Early Learning Profile (HELP) and be conducted virtually?
= EI teams
can use assessment tools like the HELP that can be administered
entirely via technology for annual or initial child assessments.
Are there any other specific recommendations or
things you are hearing from other counties, as far as virtual
visits, that are working or not working? Our agency is cancelling
evaluations on a week-by-week basis and will be using system
noncompliance reason (NCRs) as a reason for noncompliance.
= EI program
consultants are reaching out to counties to learn more about how
counties are using technology. We will share what we know as we
compile the information. On March 16, DODD added a specific
system noncompliance reason (NCR) in the EI Data System (EIDS)
for system NCRs related to COVID-19. Please use this NCR anytime
that you have a system reason for noncompliance due to the
pandemic (for example, agency suspends face-to-face visits, staff
are out sick or quarantined due to COVID-19, etc.). Your
documentation should reflect that the NCR is related to the
pandemic.
Do we need to conduct an Individualized Family
Service Plan (IFSP) review to change the EI service location from
“community” to a different location as soon as the families agree
to the change?
= No. For
the duration of the state of emergency, you can change the
location of an EI service by providing prior written notice and
updating the IFSP at the next naturally occurring IFSP review.
Ensure all conversations with the family are well documented.
How can the EI team change a family’s primary
service provider (PSP) when the family agrees with the proposed
change, and the proposed change includes changing EI services?
= To change
a PSP (EI service), follow the process for updating the IFSP
grid, (ending the previous EI service and adding the new EI
service), providing prior written notice (PWN), and holding an
IFSP review. During the state of emergency, all IFSP meetings can
be completed via technology. Ensure all conversations with the
family and providers are well documented.
Is there a list of assessments that are approved? Do
we need two licensed people? Can the PSP write an observation for
the yearly assessment?
= We do not
have a list of approved assessment tools. A tool is not required
for child assessment; observation can be used. Regardless of the
tool or method for assessment, at least two licensed/certified
disciplines (not necessarily two people) must conduct the child
assessment.
If a family chooses to cancel all visits, can they
remain active or do we exit them?
= Please
determine if the family wishes to exit EI or simply wants to take
a pause in receiving EI services due to the state of emergency.
If the family wants to take a pause, do not exit the family.
Document all conversations with the family.
I know we are permitted to do virtual visits using
audio-only, but are they billable under Title XX as typical
face-to-face intervention would be?
= Yes.
During the state of emergency, EI services via audio-only are
billable under Title XX.
Is this an acceptable way to obtain signatures when
completing the IFSP via technology: Service coordinator (SC)
signs Section 5 and sends to parent to sign. SC then gets
electronic signatures for all providers.
= That is
one way to approach the signatures. Electronic signatures from
the parent are also acceptable.
Are there any electronic signature programs you
suggest?
= We do not
have a particular electronic signature program we recommend. We
encourage you to reach out to your agency’s IT department if you
have technical questions.
Do you have specific guidance about personal
protective equipment (PPE) for in-home visits?
= DODD does
not have any EI-specific guidance around PPE but does have general guidance. Please
continue to refer to information from DODD, your local health
department, and the Ohio Department of Health for guidance. DODD
has a web page dedicated to COVID-19 resources
and guidance.
For specific questions about COVID-19 and additional
information and resources, DODD urges you to use the Ohio
Department of Health’s call center. Call 1-833-4-ASK-ODH
(1-833-427-5634), or visit coronavirus.ohio.gov.
I always invite your feedback. Do not hesitate to
contact me at [email protected]. I look
forward to hearing from you.
Sincerely,
Nathan DeDino
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