child outcomes process quick review
TRANSCRIPT
QUICK REVIEW: BABYNET
Child Outcomes Policies & Procedures
Team for Early Childhood Solutions (TECS)
Updated 01/05/10 1
OBECTIVEThis self-paced training has been designed to provide
system personnel with:– a four step process for navigating the child outcomes to
enhance data input and– additional resources to use for determining Early
Childhood Outcomes Center (ECO) ratings during the child outcomes process to enhance data efficacy and validity.
Updated 01/05/102
Four Main Steps in Process• Step One- Determine age of child at completion of initial IFSP
• Step Two- Complete ENTRY child outcomes process
• Step Three- Determine number of months child has been continuously enrolled in system
• Step Four- Complete EXIT child outcomes process
Updated 01/05/103
STEP ONE: Determine age of child at completion of initial IFSP
• ENTRY data should only be collected on children who are 30 months old or less. – Is the child 30 months old or less at completion of initial
IFSP?
• ENTRY data should be inputted in TECS
online system within 30 days of initial
IFSP.
Updated 01/05/104
STEP TWO: Complete ENTRY child outcomes process• Service Coordinators are responsible for the child outcomes
process at ENTRY. • At ENTRY, the Service Coordinator should:
– complete Curriculum Based Assessment (CBA) with family input through informal conversations and interviewing.
– complete Child Outcomes Summary Form (COSF) of any prior available service providers.
– input ENTRY data in TECS database,, print page, click submit button and file documentation in child’s record.
– The password to input ENTRY DATA is ENTRY
Updated 01/05/105
STEP THREE: Determine number of months child has been enrolled in the system
• EXIT data should be completed on children who have received at least 6 months of continuous service in the system.– Has child received at least 6 months of service?
• Exit data should be inputted in TECS database within 10 days of system exit/transition.
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STEP FOUR- Complete EXIT child outcomes process
• Service Coordinators are responsible for the child outcomes process at EXIT.
• AT EXIT, the Service Coordinator should:– refer to the child’s most current CBA to determine functional status and
complete COW, including family input,– disseminate and collect individual IFSP team member COSFs,
– utilize the Decision Tree to determine EXIT rating,
– make contact with other service providers as needed during this process,– input EXIT data in TECS database, print page, click submit button, and file
document in child’s record– The password to input EXIT data is EXITDATA
Updated 01/05/107
CHILD OUTCOMES FAQS • Q: Which children should have ENTRY data inputted?
– A: ENTRY data should only be collected on children who are 30 months old or less.
• Q: How long do I have to input ENTRY data after initial IFSP meeting?– A: ENTRY data should be inputted within 30 days following the IFSP.
• Q: Which children should have EXIT data inputted?– A: EXIT data should be completed on children who have received at least 6 months of
continuous service in the system. This includes planned and unplanned exits/transitions from BabyNet (this has been updated since the July 1, 2008 policies & procedures document).
• Q: How long do I have to input EXIT data?– A: EXIT data should be inputted within 10 days following EXIT/Transition out of BabyNet system.
Updated 01/05/108
CHILD OUTCOMES FAQS • Q: How can I check to see if my data was inputted.
– A: If there is a specific concern then you should email [email protected] with subject line “CO Question”. Be sure to include in your email the child’s ID# and it will be investigated with an email response sent back to you. However, in general there will be monthly reports generated and sent out for all data that was not captured. At that time you can input the data that did not go through during your initial submission. Always include your contact information on any email to include a phone number in case I need to make contact with you.
• Q: Why might my submission not go through the first time and the child ID# show up on the missing data report?
– A: There are several reason data may be on missing data report 1) data was never initially inputted for child, 2) during submission computer errors occurred and submission did not occur or 3) submit button was not pressed after printing the hard copy for file. These are the primary reasons children ID#s will be included on missing data reports.
Update 01/05/109
CHILD OUTCOMES FAQS • Q: What should I do if one of my children are included on the monthly
Missing Data Report?– A: Input data immediately into TEC system. Be sure to input the actual month child entered or
exited the system using the format mm/dd/year (ex. 01/12/2009).
• Q: Is there a way to retrieve ENTRY data on a child who is about to EXIT but has no hardcopy of ENTRY data on file?
– A: Yes. In such cases send an email to [email protected] with subject line “CO Question” child’s ID# and requested data. The ID# will be investigated and if ENTRY data was inputted on child it will be sent back to you via email for you to use to complete the EXIT data input process in the TECS system. Always include your contact information on any email to include a phone number in case I need to make contact with you.
Updated 01/05/10 10
CHILD OUTCOMES FAQS • Q: Can I correct an error input of the wrong age, diagnosis or rating score,
etc. for a child?– A: Yes. In cases like these email notification of the error with corrected input information to
[email protected] using the subject line “Corrected CO Input”. DO NOT resubmit data to correct your error, this creates a duplicate input for the child and we want to decrease the occurrence of duplicate inputs for a child. Always include your contact information on any email to include a phone number in case I need to make contact with you.
• Q: Do we still need to complete the Child Outcomes Worksheet (COW)?– A: No. The COW was phased out of the child outcomes policy & procedures effective July 1,
2008. The Child Outcomes Summary Form (COSF) is the only official form to be used in the process by all team members; however, there are other checklist forms provided for to assist you through the process. Note: Individual team member COSFs should still be collected for determination of team consensus rating.
Updated 01/05/1011
CHILD OUTCOMES FAQS • Q: Is there a way for the EI/SC to go back into TECS database and view or
correct or reprint data that has already been submitted?– A: No. Once data has been inputted and the submit button clicked EI/SCs will not be able to go
back and view or correct or reprint. In cases like this contact me at [email protected] with child ID# and noted corrections to input, they will then be recorded in system. It is suggested that you make same corrections on hard copy to be filed in chart. Always include your contact information on any email to include a phone number in case I need to make contact with you.
• Q: Does EXIT data need to be completed for a child that becomes noncompliant , unable to locate, or leaves system unexpectedly/unplanned?
– A: Maybe. If the child has received at least 6 months of services and has entry data inputted then “yes” EXIT data should be inputted. If child has not received at least 6 months of services then “no” EXIT data should not be inputted. Note: Data should be captured on all planned and unplanned exits that meet the criteria (this has been updated since the July 1. 2008 policies & procedures document).
Updated 01/05/10
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CHILD OUTCOMES FAQS • Q: Who should determine the ENTRY and EXIT ratings for each child
outcome area?– A: All IFSP team members should provide input into the process of determining a consensus
rating for the child at ENTRY and EXIT. Note: At ENTRY it is understood that at times the may be fewer team members involved in determining the rating; however, at EXIT more IFSP team members are likely to be involved in this process.
• Q: What is the correct response to the following COSF question “Has the child shown any new skills or behaviors related to each outcome area since the last outcomes summary?” when the child’s ENTRY rating for an Outcome area is at the same number rating at EXIT ?
– A: The correct response is YES. Example : If a child entered the system at a 4 rating, completed at least six months of continuous services, and exits the system at a 4 rating then the child has demonstrated progress to maintain level of function during developmental trajectory. You would select “YES”.
01/05/1013
CHILD OUTCOMES FAQS • Q: Where do I go to find out more about determining Child Outcome
Ratings?– A: All personnel should complete the TECSBOOK Chapter for Child Outcomes. Additionally
information and materials concerning child outcomes can be found on the TECS website, including information from past trainings. Visit our website page for Child Outcomes Resource Page: http://uscm.med.sc.edu/tecs/childoutcomesinforevised.htm
• Q: How can I provide suggestions or feedback regarding child outcomes
policies, procedures, or training needs?– A: Input concerning child outcomes policies, procedures or training needs is welcomed through
the following: 1) complete a child outcomes feedback survey at http://uscm.med.sc.edu/tecs/childoutcomesinforevised.htm or 2) submit a TA Request Form (located on TECS website homepage on left column) at: http://uscm.med.sc.edu/tecs/childoutcomesinforevised.htm
Updated 01/05/1014
CHILD OUTCOMES FAQS • Q: Who is the primary TECS contact concerning child outcomes?
– A: All questions or concerns related to child outcomes should be directed to Lesly Wilson, PhD, OTR/L through email (use as primary means of contact) or phone. Email address: [email protected] with the subject lines “CO Question” or “Corrected CO Input” . Always include your contact information on any email to include a phone number in case I need to make contact with you. Phone Contact : 803-935-5217 (direct line) or 803-935-5227 (TECS main office) .
Updated 01/05/1015
Center for Disability Resources, University of South Carolina,Dept. of Pediatrics, School of Medicine
Columbia, SC 29208Phone: 803/935-5227 Fax: 803/935-5300
http://www.sc.edu/tecs/
The Center for Disability Resources (CDR) is recognized as A University Center for Excellence in DevelopmentalDisabilities, Education, Research and Services by the Association of University Centers on Disabilities and by the U.S. Department of Health and Human Services’ Administration For Children and Families, Administration on Developmental Disabilities.Updated 01/05/10
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TECS: Team for Early Childhood Solutions
Acknowledgements and Credits• Lesly S. Wilson, PhD, OTR/L- TECS Evaluation and Research
Coordinator• Kristie K. Musick, M. Ed.- SC Part C Program Director• Stephanie Hicklin, B.S.- TECS TA Specialist
Updated 01/05/1017