Lost to Follow Up/10-Day Letter

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Purpose

10-Day Letter: Pre-enrolled Child/Notification of Potential Discharge

This is a notice sent to families who are pre-enrolled and informs the family or case worker that:

  1. the family was referred to PIC but we are unable to contact them to complete referral, intake, evaluation or enrollment
  2. the family will be discharged from the process if they do not contact us within 10 days of the date of the letter
  3. the family is encouraged to contact us in the future and before child’s 3rd birthday.
Procedure
How to initiate a 10-day Letter:
  • Verify that attempts to contact the family or case worker are in the communication log. Make at least 3 attempts across 2 or more weeks to contact the family, and document
  • In RT admin tab, initiate, review and edit (as needed).
  • Verify address

  • Don't forget to pick a reason  a, b, OR c when editing the letter. 

  • F10/Save letter: then, a task is auto-generated for Data Entry to print and mail
  • Data entry will make a task for your dashboard
  • If at 10 days there is no further contact, the provider completes the exit process/documentation and mark the task complete

For children who are in OCS custody: create a 10-day letter for the OCS caseworker as well.

How to know when admin has completed and what date it was sent?

  • Admin sends the task back to the provider (final route to themselves so that they can complete the task) with the due date out 10 days and a comment, “This task is coming back to you as a reminder of 10 days. Please exit the child via the comm log if no response from the family.” There is a note in the comm log specifying where the letter was sent and when.

 

Exit at 10 days:

Go to the Communication tab, pick the category of task as "Exit/LTFU/Decline/WNL" and use the global abbreviation LTFU and the following will appear, edit the note—when you sign off the note, it goes automatically to Admin. 

Indicate in the note that "the family is being exited due to...":

  • declining services with this provider. They were encouraged to reengage if needed.
  • being lost to follow up. This provider made several attempts to contact the family, see comm log. Family was encouraged to engage in early intervention services, and contact within 10 days of letter, and did not.

 

Admin Process

Admin will automatically get a task and send out the 10-day letter to the address listed on the letter. No further action is needed from the provider.

 

Administrative Staff:

If a family is “Lost To Follow Up” at any time BEFORE an initial IFSP happens then the child is exited with the status of “LOST” in Raintree.

  1. CHANGE STATUS TO “LOST” IN PATIENT DEMOGRAPHICS TAB

  1. IN PATIENT DEMOGRAPHICS TAB ALSO CHANGE CHILD’S STATUS DATE TO MATCH EXIT DATE FROM WHEN FAMILY WAS LOST TO FOLLOW UP
  2. IN “VISIT HISTORY” TAB CLOSE ROLE RECORD IF APPLICABLE WITH EXIT DATE

  1. IN “ADMIN” TAB CHECK THAT ALL PACKET SIGNATURES ARE COMPLETE OR CLOSED OUT WITH VERBAL CONSENT

  1. MAKE A NOTE OF EXIT REASON/EXIT DATE IN THE STATE DATABASE TASK AND COMPLETE TASK

  2. IN “ADMIN” TAB SEND REFERRAL FEEDBACK FORM TO REFERRAL SOURCE TO LET THEM KNOW OF STATUS

     How to- Referral Feedback Form

Administrative Staff—How to print and mail letter:

A task will be delivered to Group 10

  1. Go to Group 10 tasks, open the automated task and print the 10-day letter
  1. A RT editable word document will pop up with letter.
  1. Control P to print or click printer icon
  2. Left click on the //Eagle/Cannon 5850 to select the correct tray: Multi-purpose Tray
  1. Then, click “Print”
  2. Collect the printed letter, put in envelope and stamp with postage meter
  3. The default setting is for a 1st class letter so you can place it on the weigh tray if sending additional papers and you think the envelope might be heavier than typical.
  4. Enter Comm Log stating that letter has been mailed, and to whom at what address.
  5. For Provider generated letters: send the task back to the provider (final route to themselves so that they can complete the task) with the due date out 10 days and a comment, “This task is coming back to you as a reminder of 10 days. Please exit the child via the comm log if no response from the family”
  6. For Referral Specialist generated letters: close out the task.
  7. Electronically send referral feedback letter to referral source at the time the ten-day letter is being mailed
  8. Children in OCS custody: you need to send OCS caseworker the 10 day letter as well.

Returned mail: In the case of a 10-day letter being returned in the mail do the following:

  1. Send an email to the provider/referral specialist who generated the letter letting them know it was returned.
  2. Add a comm log note with the date and reason the mail was returned.
  3. Shred the returned mailed