The following section outlines documentation requirements and timelines for key processes within the IFSP cycle, including intake, evaluation, eligibility determination, initial and annual IFSPs, as well as IFSP revisions. Each of these processes has specific expectations related to provider signatures, required forms, written documentation, and verbal consent. Timely and accurate completion of these elements ensures compliance, continuity of care, and supports billing and program integrity. Note that while verbal consent is included, it is intended only as a temporary measure—a stop-gap to ensure continuity until written consent is obtained.
| Intake | Evaluation | Eligible Meeting | Initial IFSP | Revision IFSP | Annual Evaluation | Annual IFSP | |
|---|---|---|---|---|---|---|---|
| Family Signature Forms | Intake Packet: HIPAA Virtual Visits Consent to Eval Consent to Bill Prior Written Notice (PWN) Patient Demographics Release of Information (ROI) | Post Evaluation Packet: Working Together Eligibility Determination PWN | IFSP Packet: IFSP Mtg Signature PWN | IFSP Packet: IFSP Mtg Signature PWN +/- CTB if adding PT/ST/OT AND private insurance | Reevaluation/Annual Packet: HIPAA Virtual Visits Consent to Eval Consent to Bill Prior Written Notice (PWN) +/- Release of Information (ROI) | Post-Evaluation Packet: Working Together Eligibility Determination PWN + IFSP Mtg Signature | |
| Provider Documentation | Intake Note | Functional Evaluation | Daily Note | Initial IFSP | Revision IFSP | Functional Evaluation | Annual IFSP |
| Verbal Consent | Verbal Consent for Intake Packet if not signed on Date of Service (DOS) | If Child is Eligible: Verbal Consent for Post Evaluation Packet If Child is WNL: Verbal Consent for Eligibility Determination & PWN if not signed on Date of Service (DOS) | Verbal Consent for IFSP Packet if not signed on Date of Service (DOS) | Verbal Consent for IFSP Packet if not signed on Date of Service (DOS) | Verbal Consent for Reevaluation Packet if not signed on Date of Service (DOS) | If Child is Eligible: Verbal Consent for Post Evaluation Packet If Child is WNL: Verbal Consent for Eligibility Determination & PWN if not signed on Date of Service (DOS) |