Montgomery County Annual Meeting Procedures

At the 9 Month Quarterly:

·         The discussion regarding responsibility for testing needs to be done at the 9 month evaluation.  The provider should be proactive in this determination by: 

a) Clarifying the responsibilities for Developmental Domain testing (particularly if there are other providers working with the child).

b) Working with the SC to schedule the annual review date and time.

c)  Notifying the last possible date that all scores must be entered in the Results Summary Box (this will become a compliance issue as part of the provider monitoring).  This should be done 3 weeks prior to the annual.

Testing:

·         Testing is done 4 weeks prior to the date of the annual by the Provider.  The preferred evaluation tool is the DAYC-2.  Please note that access to the Evaluation Report occurs two months prior to the re-evaluation.  The results need to be discussed with the Service Coordinator before the annual.  The annual must be completed by the team within 364 days of the prior annual evaluation.

DAYC-2 Domains:

·        Adaptive Behavior, Cognitive, Social-Emotional Development, Physical Development (combined gross and fine motor), Communication (combined receptive and expressive).

·         Scores that qualify for EI services in PA: Scoring 1.5 standard deviations below the mean (also considered a 25% delay) in at least one of the domains. Basically, if any of the 5 domains have a standard score of less than 78, the score will qualify the child because it means the score is at least 1.5 standard deviations below the mean.

·         Informed Clinical Opinion - Only needed if the child does not qualify based on scores.   If this is the case, the provider must explain why services are recommended due to Informed Clinical Opinion. Add this information in the Additional Information section on the Adapted Development page.  For training on ICO, please see the training here: http://www.eita-pa.org/professional-development/.

·         Provider must have a conversation by phone or by e-mail with the SC on these finding prior to the annual with the family 3 weeks prior to the annual.

Testing/Recording (DAY-C)):

·         Team members must communicate with the other team members once testing is completed to ensure combined scores are developed.  Each team member MUST contact the SC to discuss their results.

·         Testing is recorded in the child’s Evaluation Report record (Evaluation Report-Re-Evaluation-->Evaluation Components) and entered by the provider.

·         Therapist will list the Standard Score and Age Equivalent for each developmental domain in the Evaluation Results Summary Box (Section VII).  The SC will be responsible for entering the Domain scores in the Developmental Domain Drop Down Box using the score that qualifies the child.  ***Do not worry about calculating the standard deviation or % delay yourself.  When you enter the test scores into Pelican, it automatically calculates the % delay.***

·         Evaluation information must be completed and entered into PELICAN at least 3 weeks before the annual.

·         Each therapist MUST complete the Recommendation Page before the annual (Section IX).  If a team member will not be present for the annual meeting, he or she MUST send the Recommendation Page to the SC.  The Recommendations Page must include where the child needs to be next.

·         All plans must contain strengths and needs in every domain (Section VI).  This will allow the MCIU to use our Evaluation Report and will help to create a comprehensive IFSP and IEP.   If the child is doing well in a particular developmental domain, then the therapist can state that there are no concerns in this area.

·         Documentation of Informed Clinical Opinion should be clear though demonstration of needs in the "Adapted Development”-- “Additional Information” section.

·         Remember to click “Save and Continue” when entering into the Evaluation Report.

·         Therapist should discuss the child’s strengths, needs, and the results of their testing with the parents before the annual.  Gather their feedback.  However, do not make recommendations for services to the parents.

·         Providers must be aware of due dates of all checkpoints following the decision made at the 9 month evaluation.

During the Meetings:

·         Report progress on goals.

·         Family based routines/strategies.

·         The SC will write the goal at the annual (provider can help with suggestions).  The goal and recommendations should contain parent concerns.

·         New strategies added later by the SC.

o All Outcomes must answer what is being measured, where this outcome will be measured, who will measure the outcome and when the outcome will be measured. 

Eligibility Guidance