This process assures that there is continuity of care when children move from one agency to another in the State of Alaska ILP system.
When a child is transferred from another Infant Learning Program (ILP) and is already enrolled, PIC will assume the enrollment from the in-state ILP, however, the child is still new to us, and so the PIC provider completes an intake, confirms that the eligibility process was thorough and appropriate. While enrollment transferrs, the IFSP does not, so a new IFSP must be developed by PIC with the family. The Referral Specialist will ensure that a copy of the child’s evaluation and IFSP are located in the child’s RainTree (RT) file. The intake and eligibility process for transfer children is somewhat modified.
PIC providers will then complete the standard intake process with the family.
If the child is enrolled in a non–Part C program, the Referral Specialist will consult with the sending program to determine appropriate next steps.
Review of Existing Evaluation
PIC reviews and may use the existing eligibility evaluation if:
- It is not past the annual due date, and
- It provides sufficient and accurate information to update the IFSP.
If the evaluation does not accurately reflect the child’s current presentation or lacks sufficient detail, the provider should recommend a re-evaluation.
Documentation:
- Intake Note
- Releases as appropriate
- Consents: depending on what will occur-- there is no need to complete consent to evaluate if the eligibility is appropriate and thorough. However, if vision, screening or additional consults will occur within the two months of intake it is appropriate to have this signed.
- Procedural safeguards: PWN for "Your child is eligible for services and a meeting is needed to develop your child's IFSP" Intake Packet (+/- Consent to Evaluate) + Post Eval Packet (minus Eligibility Determination) + Initial IFSP Meeting Signature
- Record review for the evaluation: The provider reviews the records and consider the following,
- is the evaluation complete,
- descriptive of the child’s current level of development, and if yes--see, below--complete the IFSP section below using the Eligible by Transfer box
- Re-Evaluation: If the provider finds the evaluation does not meet the above criteria and recommends re-evaluation and the parent agrees, then provider will complete the re-eval and update the IFSP and goals (see below).
If the provider finds the Other ILP evaluation meets the criteria:
Assure that the evaluation is complete with COSF scores. If COSF scores are not included with the evaluation, complete a Progress note with ONLY the COSF for the date of the enrollment IFSP, and completed based on the evaluation notes, provider observation, and parent input.
Charges: FSC clock times that DO NOT overlap with the IFSP
- The provider will complete an INITIAL IFSP with the the family, as an IFSP does not transfer with the child, but previous IFSP goals from the previous ILP may still be relevant.
- In the IFSP, go to Subtab (see below) Eligible by Transfer.
- Select the radio button “Eligibility was determined by another ILP”
Provider must complete the fields for EACH:- type of eligibility (50% delay, Part C dx, ICO)
- date of eval
- evaluating agency
Note: The evaluation date from the previous ILP carries over. If PIC does not complete a new evaluation, PIC remains bound to the previous ILP’s annual review timeline. If PIC completes a re-evaluation, new timelines begin from that date.
Out-of-State Transfers
PIC does not have an automated transfer process for out-of-state cases. Therefore, providers must complete all steps of the intake-to-enrollment process as if it were a new referral.