Vision Screening

Purpose

Vision screenings help catch eye conditions early—often before symptoms appear—so timely treatment can protect vision, support learning, and improve overall health outcomes. They also allow PIC providers to connect individuals to comprehensive eye care and educate families about maintaining lifelong eye health.

Practice

PIC confirms that the parent has completed the initial screening questionnaire at intake or evaluation and enters the results no later than the evaluation. The Colorado Shared Vision Parent Questionnaire secures parent consent to share information, informs the family of next steps, and alerts the provider to potential concerns. Screening may lead to referral to ophthalmology or PIC’s vision contractor, A Shared Vision, for diagnosis-specific treatment recommendations with parent approval, both of whom can provide treatment recommendations for vision concerns depending on diagnosis and concerns.

Procedure

1. Referral

– Referral Specialist sends Welcome Letter (via Parent/Contact page in Patient Demographics) which contains:

Screening link: https://bit.ly/4lXvMLu

Brief instructions and purpose of completion

– Parents are encouraged to complete promptly.

– Admin uploads results to RT (Documents/Tasks tab).

– Questionnaire includes parent consent—no extra ROI/PWN needed.

(See below)

2. Provider at Intake or Evaluation

– Provider checks RT Documents tab: Has the screening been completed?

Yes → Proceed to documentation (below).

No → Provider either:

• Resends Welcome Letter link and requests completion, OR

• Completes screening with family at https://bit.ly/4lXvMLu, OR

• Documents that the family declined.

Provider Documentation -- Initial Questionnaire Screening

If the Vision tab of the Pediatric Medical History is NOT included in Intake, providers will receive a reminder task to update Vision tab after Intake. If admin receives the Parent Questionnaire AFTER intake, they will update the task to inform provider to complete Next Steps & Results portion.

-Include charges in Intake/Eval clock times.

– Once parents complete the questionnaire, provider:

1. Initiates Next Steps & Results https://bit.ly/44Xao27

2. Scores the protocol

3. Submits → An auto-email goes to the family and then Data Entry (uploads to RT).

– Provider updates Pediatric Medical History/Vision tab:

• Before/During Intake → Record in Vision tab & link Results doc (see below)

• By Evaluation → Link Results doc via Therapy Tracking in RT chart (see below)

3. Documentation for Visual Observation or Photo screener

– If outside 2-month consent window, obtain new PWN & Consent.

– Provider completes Screening Note and links results in Pediatric Medical History/Vision tab.

Admin Procedure

An email will come to the admin inbox from A Shared Vision <notifications@cognitoforms.com> with the child's first name, informing us of a new result.
Go to https://www.cognitoforms.com/asharedvision1/home with the admin email log in and go to the lefthand side under the PIC folder to find the Parent Questionnaire (options for English and Spanish). Then go to the "Submitted for review" view
3. Click on the child's name and then "Create Document" then choose option 2 Custom-2 provider PDF to download. Make note of the number next to the child's name (eg. 17 next to Maple in the example below) if downloading multiple pdfs at one time.
4. Upload the Parent Questionnaire document to the child's RainTree chart under the category "Screening" then uncheck the "freeform description" box to get the options and choose the "Colorado Parent Questionnaire"
Correct the date that the document was completed.
5. In Cognito Forms: Change the status of the Parent Questionnaire, so that we have record of it's review from "Submitted" to "Processed" and it will automatically change folders, making it easier to see how many still need to be addressed.
When to send a task to the provider?
Admin only needs to send a task to the provider IF there is nothing under the Vision tab of the Pediatric Medical History at Intake. When the Parent Questionnaire is received AFTER intake, Admin will update that task with a note to the provider that results have been received and are ready to review.
6. Admin will also get an email once the provider has completed their "Results & Next Steps" document. Repeat steps 2-5 but for the "Results & Next Steps" section (see also Spanish folders).