Family Service Coordination (FSC) is a service that is specific to Early Intervention Part C services under IDEA. It includes activities carried out by the Primary Service Provider to assist the families they work with to recieve procedural safeguards, understand their rights under Part C and accessing services within EI/ILP and across agency lines. FSC is an active, and ongoing process.
PIC providers are expected to complete FSC at least one time per month for every child regardless of insurance type. For each child who recieves FSC and has Medicaid insurance, PIC submits charges one time per month at a set reimbursement rate. PIC providers may complete FSC in many different contexts and settings with the purpose of advancing the child's developmental goals. See additional guidance /sites/default/files/program-guidelines/FamilyServiceCoordinationReferenceandTraining.pdf
Noting and Documentation
There are three ways to document FSC, based on the time alloted and the setting of the services. Providers must indicate one of the sections:
- Standard FSC Daily Note (for event that is 8 minutes or more):
- Documentation of FSC during a visit: Providers will document Family Service Coordination (FSC) services provided during sessions in the FSC tab of the daily note for the date of service
- Documentation of FSC outside a visit: add a note to scheduler and check-in. document Family Service Coordination (FSC) services provided under the FSC goal.
- Detail Required: Provide comprehensive details to clearly describe the activity that occurred. Specific details are essential for accurate documentation.
- Billing: FSC services are billed in units of 8-15 minutes.
- Reference: For additional guidance, see the Family Service Coordination Reference and Trainin
- Provider did FSC during a visit but it was less than 8 minutes:
- For brief FSC that occurred in a visit: Providers will document services provided during sessions in their daily note for the date of service under the FSC tab. Complete with enough detail so that later in the month it can be reference for a monthly summary for billing.
- For brief FSC outside a visit: Providers will add a note to the communication log with details of what occurred on the date including details as referenced above.
- Detail Required: Provide details where required to clearly describe the activity that occurred. Specific details are essential for accurate billing.
- Charges: At the end of the month, each of these short events will be referred to in a Monthly Summary Note (below) for the child if there are 2 or more events that occurred.
- Monthly Summary of FSC Note (a summary at month’s end for events that are less than 8 minutes individually):
- Providers use this to capture FSC that happened during the month that was either less than 8 minutes or didn’t occur during a visit. (For instructions: see Monthly Summary FSC Notes)
FSC in IFSP and RainTree Goals and Examples
FSC Long term Goal:
Child and family will receive family service coordination to support his/her overall development and to facilitate communication between family, medical providers, and community providers and to obtain necessary services.
Short Term Goal #1:
Child and family will have access to needed and requested services, coordination and referrals among various resources, including childcare, pediatrician, and community providers, in alignment with their specific needs and preferences
| Referral and Service Coord | Example of Activity | Documentation Note |
|---|---|---|
| Assisting in obtaining access to needed early intervention services and other services, or resources identified in the IFSP, including making referrals and scheduling appointments. | The provider connects a child/family to other agencies or providers for services that might benefit the child's development such as consulting PIC providers, community therapists and other medical subspecialities (ie, neuro, ENT, AuD, Vision services), | Assisted parent-guardian in obtaining access to needed services that were identified and requested by the parent-guardian and, Completed referral(s) to: Scheduled appts with: Interpreter Requested info from: Order Part C items for/from Supported client due to primary on leave Contacted: |
| Facilitating, attending and supporting during a visit with a PIC secondary, community provider, agency, subspecialty, or physician. | A provider arranges for PIC or community therapist or other and accompanies family in this visit provide support to family and provider to help meet the IFSP goals. Provider attends this visit. | Supported family in visits and activities with the following providers to identify needs and access the care needed: Specialties/activities/Agencies |
| Coordinating funding sources for services required under Part C of IDEA. | A provider helps a family navigate through funding options available for their child's needs: mini-grant application, Medicaid application, interpreter, Part C funding requests. | Assisted the family in completing the necessary documentation and applications for relevant funding, providing step-by-step guidance throughout the process for: Mini-grant |
Short Term Goal #2: Child and family will have services coordinated for evaluations and assessments
| Eval, Assess, Trans Coord | Example of Activity | Documentation Note |
|---|---|---|
| Coordinating evaluations and assessments | Primary service provider sets up assessments, evaluators for annual evaluation. | Coordinated the scheduling and arrangement of assessments with relevant evaluators to ensure a comprehensive evaluation covering all necessary developmental domains. PIC evaluators: |
| Reviewed medical records | Reviewed and assessed all available medical records, including previous diagnoses, treatments, medications, and any relevant medical reports, to develop a comprehensive overview of the child's medical history. | Provider examined and assessed all available medical records, including previous diagnoses, treatments, medications, and any relevant medical reports, to identify of relevant developmental information and any specific medical considerations that may require special attention in screening and evaluation including: |
Short-Term Goal #3: Child and family will have up-to-date information, IFSP goals, and experience a smooth transition to ASD or other community services at age 3.
| Support and Planning | Example of Activity | Documentation Note |
|---|---|---|
| Assisted in the development, review, and evaluation of IFSPs. | A provider works with a secondary and the family to develop an Individualized Family Service Plan (IFSP) outlining the specific goals and services needed for a child's early intervention program. | Facilitated and supported discussion about specific and measurable goals that align with the child's developmental needs and the family's priorities. |
| Provider initiated or family initiated a check-in regarding family and/or child progress, services, and concerns. | A provider or family initiates a check-in during a home visit to discuss the child's updates on progress, current treatments, address any concerns, and make adjustments to the intervention plan as needed. Family or provider initiate a check in that results in discussion regarding child progress. | Facilitated discussion and implementation of necessary adjustments to the intervention plan, incorporating insights and recommendations from the family and the service providers to ensure that the plan remains relevant and effective in meeting the child's evolving needs, and progress on goals. Facilitated discussion and check-in with the family about the family's priorities. |
| Conducted follow-up and activities to determine that appropriate services are being provided. | Check-in with family/providers to find out if services have been initiated. Set up appts to discuss which services are in place. | Followed up today to discuss which services are in place and being provided with: People contacted: |
| TRANSITION: Facilitated the development of a transition plan to appropriate services, and completed associated activities. | Facilitating the development of a transition plan to preschool or other services as appropriate. Follow-up with activities related to transition. | Provider completed the following activity this day to support a smooth shift to preschool or other appropriate services:
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