Early Intervention Verification Process - EITA€¦ · Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services EI Verification Visit Training 1 Early Intervention

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>Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services

EI Verification Visit Training

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Early Intervention Verification Process



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Welcome to the Early Intervention Verification Visit Training

• To listen to audio using your phone: 1-855-880 -1246

• Meeting ID: 786274674

Please note

the meeting will be recorded

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QUESTIONS?

Please type your questions in the chat box!

We’ll respond to questions over the phone at the end of the session.



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Verification Visit Documents

• Protocol

• Required items

• Child record review forms

• Procedural checklists

• Observation tool with family interview

• Supervisors and staff interview

• Local program worksheets

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Here’s Where to find the Verification Documents

• Menu Path in Docushare –BEIS>Infant/Toddler & Preschool General Information>3.Verification Documents 2016-17



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Efficiently measure how requirements are being met

Involve Stakeholders

Identify Support Needs

Improve Results for Children & Their Families

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PreparingGathering Evidence

Analyzing &

Reporting

Updating the QEP

Verification Visit Process



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Preparing

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Preparing for the Verification Visit

• Notification by BEIS

– By September 15th

– Includes list of child records to be reviewed

– Schedule time for pre-verification meeting



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• Make sure child records are complete and up-to-date

– Standard Sample

• Evidence for many required items

– Targeted Sample

• Evidence for fewer, more focused required items

• Make sure that child records are available onsite during visit.

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• Complete Program Worksheets

• Provide PELICAN access to team

• Schedule observations

• Prepare the entrance meeting

• Prepare materials that will be reviewed onsite



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Complete Program Worksheets

• Child find

• Child reason for exiting

• Provider and service coordinator monitoring

• Data management

• Staff qualifications

• Staff training

• Conflict resolution

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Provide PELICAN Access for Team

• Access needed for Peer team members and EITA consultants

• Program Reviewer roles are listed as:

– PW-HCSIS-ITProgRevrEI (infant toddler) or

– PW-HCSIS-PSProgRevrEI (preschool)

• Work with the program BP Administrator to ensure timely access.



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Schedule Observations

• Schedule observations to occur prior to verification visit

• Schedule

– Two evaluations (initial or re-evaluation)

– Two IFSP/IEP plan development meetings

– Two service delivery sessions

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Prepare for Entrance Meeting

Include:

• Your program’s process to develop result goals and targets,

• Information on your program’s demographics, including Risk and Reach data

• Your program’s efforts to support the LICC,

• Updates to your Quality Enhancement Plan if applicable; and

• Your program’s identified strengths and concerns.



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Prepare Child Records

• Ensure that the complete record is available

• Confirm that the child record is accurate and up-to-date.

– The child record selected will be reviewed back one year from the date of the verification.

• If needed, the verification team may choose to review more child records to verify a result.

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Gathering Evidence



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Methods for Gathering Evidence

• Child record review

– Targeted

– Standard

• Procedural Checklists

• Standard verification reports (DocuShare)

• Observations & family interviews

• Supervisor and staff interviews

• Program Worksheets

• Fiscal documentation

• Documentation of results goals and targets

• Local documentation and/or databases

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Why Gather Evidence Prior to the Verification Visit?

• More efficient use of BEIS and local program staff time

• Availability of evidence that can be gathered without being at the program



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How will Evidence be Gathered Prior to the Verification Visit?

• Data reports

• Electronic child records

• Procedure checklist reviews

• Observations and family interviews

• Supervisor/Staff interviews

• Local program worksheets

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Gathering Evidence on

Program Management

Items



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Program Management Items Show Evidence of . . . . .

• Oversight and monitoring of the program

• Use of PELICAN and other local data for program decisions

• Ongoing evaluation of program practices

• Focus on the timely and fiscal responsibility of the program

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How is Evidence Gathered for Program Management Items?

• Interviews of Supervisors and Staff

• Service Coordination Monitoring

• Provider Monitoring

• Complaints & locally identified concerns

• Data management



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Gathering Evidence

on Results Items

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For Each Results Goal, Describe• How data and other local information was

used in setting targets

• How stakeholders are involved in identifying results items, setting targets and reviewing data

• How data was analyzed

• Activities that were implemented

• Progress toward reaching targets



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Analyzing &

Reporting

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Analysis and Reporting for the Verification Visit

• Summary meeting

• Verification report

• Quality Enhancement Plan development

• Validation



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Scoring of the Required Items

• All required items are scored

• All types of evidence are scored

• The verification/self-verification will be considered in the program’s determination level

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Correction & Validation• Compliance Required Items (green)

– Must be corrected within 365 days of the issuance of the report

• Program Management Required Items (purple)

– Must be corrected within 365 days of the issuance of the report, but longer timeframe is possible with BEIS approval

• Results Required Items (blue)

– Analyze why target was not reached and identify new strategies for achieving the results goal.



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Updating the QEP

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EI Self-Verification Training

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Goals of the QEP

• One FLUID plan for all program improvement

• Focus on program priorities

– Correction of noncompliance

– Enhancement of program management activities

– Implementation of evidence based practices to improve outcomes for children and families

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Local Program Roles

• Ensure the QEP is developed and implemented

• Coordinate the logistics of the meeting, setting, time, place, etc.

• Lead in the identification and prioritization of outcomes/goals

• Submit the annual QEP to the BEIS for approval

• Review data on results goals

• Evaluate the effectiveness of activities



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BEIS Advisor Roles• Identify noncompliance that needs to be

included in the QEP

• Participate in the QEP meeting

• Assist with the prioritization of QEP outcomes

• Assist with the development of the QEP evaluation plan

• Approve the annual QEP

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EITA Staff Role• Facilitate the development of the QEP

• Identify evidence-based practices for quality enhancement

• Assist with writing of the QEP

• Assist with the development of the QEP evaluation plan

• Assist with the evaluation of the implementation of the QEP

• Provide training, technical assistance and resources to meet QEP outcome/goals



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