Current through Register Vol. 49, No. 9, September, 2024
INTRODUCTION
The certification standards for DDS Early Intervention Services
have been developed to accomplish: normalization, least restrictive
alternatives, affirmation of individuals' constitutional rights, provision of
quality services, the interdisciplinary service delivery model, and the
positive management of challenging behaviors.
Individual program plans shall be developed with the
participation of the family and representatives of the services required. The
team is responsible for assessing needs, developing a plan to meet them, and
contributing to its implementation.
NOTE: It is imperative that all Medicaid providers be enrolled
with the Division of Medical Services and meet all enrollment requirements for
the specific Medicaid Program for which they are enrolling as an Arkansas
Medicaid Provider.
All standards are applicable to all services provided, unless
otherwise specified.
Administrative Rules and Regulation Sub-Committee of the
Arkansas Legislative Council: October 4, 2007
Effective Date: November 1, 2007
Implementation Date: November 1, 2007
Grandfathering Period: November 1, 2007-October 31, 2008
100
GOVERNING BOARD/ORGANIZATION /
LEADERSHIP
Guiding Principles: The Governing
Board/organization/Leadership is that body of people who have been chosen by
the corporation and vested with legal authority to be responsible for directing
the business and affairs of the corporation. The responsibilities assured by
each Board/organization member by their acceptance of membership are to provide
effective and ethical governance leadership on behalf of its
owners'/stakeholders' interest to ensure that the organization focuses on its
purpose and outcomes for persons served, resulting in the organization's
long-term success and stability.
The mission statement of the organization is based on the
Board/organization's philosophical motivations, the services provided, and
values of the members. The mission statement should identify the population to
be served and the services to be provided. This description shall be
nondiscriminatory by reason of sex, age, disability, creed, marital status,
ethnic, or national membership.
NOTE: See Arkansas Code Ann. §§
20-48-201 -
20-48-211
for examples of Board/organization responsibilities.
NOTE: All information regarding your organization shall be
readily available to staff, consumers, referral and funding sources, and the
interested public, pursuant to the Freedom of Information Act.
101 The organization shall be legally
incorporated under the appropriate federal, state or local statues as defined
by its official Articles of Incorporation and registered to do business in the
State of Arkansas.
A. The governing body
should periodically review the appropriateness of its governing documents.
(Ark. Code Ann. §§
20-48-201 -
20-48-211). This shall include the organizations mission statement as filed with the
Secretary of State, and the Articles of Incorporation.
B. Any changes in the Articles of
Incorporation must be filed with the Secretary of State. This includes name
changes, amendments, or any reconstitution of the Governing Board/organization.
The organization shall provide copies of any changes to DDS upon
filing.
102 Bylaws shall
be established which govern the internal affairs of the organization and will
address each of the following areas as applicable:
A. Composition of Board
1. This shall include the number of Board
members and the eligibility criteria (i.e. citizenship and
residency).
2. Selection of Board
members a. Twenty percent (20%) consumer and advocate representation on the
Board is required. (Note: defined as a consumer, immediate family
member or guardian of a consumer receiving services or has received services at
the organization or person in a qualified position that advocates on behalf of
the population served)
B. Term of membership:
1. Number of years as dictated by the
organization's Articles of Incorporation. Note: It is recommended that
membership on the governing body be rotated periodically.
C. Replacement/removal of
directors:
1. Refers to written criteria for
Board membership. Shall include any contingency to include but not be limited
to resignation of Board/organization members and removal for non-attendance or
other reasons.
D.
Election of officers and directors:
1.
Describe the election process
E. Duties and responsibilities of Board
officers are described in writing
1. Must
document each position's purpose, structure, responsibilities, authority, if
any, and the relationship of the advisory committee of Board members to other
entities involved with the organization.
F. Appointment of committees, if applicable;
1. Duties and functions of standing
committees are described in writing, if applicable.
G. Meetings of the Board/organization and its
committees. All meetings shall be planned, organized, and conducted in
accordance with the organization's by-laws, policies, procedures, applicable
statutes, or other appropriate regulations. In no event shall the full
Board/organization meet less than four times per year.
Note: The Board/organization and its committees should
meet with a frequency sufficient to discharge their responsibilities
effectively.
H.
The Board/organization shall adopt written procedures to guide the conduct of
its meetings i.e. Parliamentary Procedure, Robert's Rules of Order, etc.);
I. The Board/organization shall
maintain minutes of all actions taken by the Board/organization for review by
DDS. Minutes shall accurately document all members present and any action taken
at the committee meetings to include any committee recommendations to the
Board/organization.
1. Written minutes of
previous Board/organization meetings should be made available by posting the
adopted minutes in a location convenient to the staff and individuals served,
and made available to members of the public upon request, as required under the
Freedom of Information Act.
103 The Board/organization shall establish a
procedural statement addressing nepotism as it relates to Board/organization
and staff positions.
103.1 The
Board/organization shall establish a procedural statement addressing conflict
of interest
Note: The intent of the standard does not rule out a
business relationship, but does call for the governing body to decide in
advance what relationships are in the best interest of the organization.
A. Paid employees may not
serve as Board/organization members. (Note: This DOES NOT include individuals
receiving services.)
B. Directors
of organizations may serve as non-voting ex officio Board/organization
members.
104
Board/organization meetings and public meetings as defined by Ark. Code Ann.
§§
25-19-106
shall be conducted at a time and place which make the meetings accessible to
the public. Specifically, except as otherwise specifically provided by law, all
meetings, formal or informal, special or regular, of the governing bodies of
all municipalities, counties, townships, and school districts and all boards,
bureaus, commissions, or organizations of the State of Arkansas, except grand
juries, supported wholly or in part by public funds or expending public funds,
shall be public meetings.
A.
Board/organization meetings and Executive sessions shall be announced to be in
compliance with Ark. Code Ann. §§
25-19-101 -
25-19-107"Freedom of Information Act"
B. All
local media are to be notified one week in advance and a notice posted in a
prominent place by the organization. Called meetings shall be announced to the
local media and others who have requested notification at least two hours in
advance of meeting. Documentation of Notification may include newspaper
clippings, copy of item posted on bulletin board, radio contact forms,
etc.
D. If the meetings are held
each month at the same time and location, one notification and posting shall be
sufficient..
105 The
Board/organization of Directors shall adopt a mission statement to guide its
activities and to establish goals for the organization. The plan shall show
evidence of participation by stakeholders (evidence of open meeting, letters of
input, survey, questionnaire, etc.).
105.1 The Board of Directors shall review the
mission statement annually and shall make changes as necessary to ensure the
overall goals and objectives of the organization are reflected in its
mission.
106 The Board/organization
maintains a plan which shall identify annual and long range goals; the plan
should address community needs and target populations and should be reviewed
and updated annually.
A. Each
Board/organization will develop and implement a long-range plan of action for
that organization. Examples include, but are not limited to starting a new
component, accessing individualized services in the community, etc.
B. Development and implementation of the plan
shall include stakeholder input. The organization shall maintain evidence of
this input (i.e., letters of input, minutes of open meetings, questionnaires,
surveys, etc.)
C. The plan shall be
reviewed annually and updated as needed. The Board/organization shall approve
the initiation, expansion, or modification of the organization's program based
on the needs of the community and the capability of the organization to have an
effect upon those needs within its established goals and objectives.
Note: The Board of Directors, at its discretion, may
assign this responsibility to staff.
107 The Board/organization shall demonstrate
corporate social responsibility while maintaining overall accountability for
the administration and direction of the organization, and shall delegate
authority and responsibility to executive leadership as deemed appropriate by
the organization.
A. The organization shall
identify:
1. Its leadership
structure.
2. The roles and
responsibilities of each level of leadership.
B. The identified leadership shall guide the
following:
1. Establishment of the mission
and direction of the organization.
2. Promotion of value/achievement of outcomes
in the programs and services offered.
3. Balancing the expectations of both the
persons served and other stakeholders, as defined by the organization's
policies.
4. Financial
solvency.
5. Compliance with
insurance and risk management requirements.
6. Ongoing performance improvement.
7. Development and implementation of
corporate responsibilities.
8.
Compliance with all legal and regulatory requirements.
C. The organization shall respond to the
diversity of its stakeholders with respect to:
1. Culture.
2. Age.
3. Gender.
4. Sexual orientation.
5. Spiritual beliefs.
6. Socioeconomic status.
7. Language.
108 The Board/organization shall create a
mechanism for monitoring the decisions and operations of the organization's
programs which includes provisions for the periodic review and evaluation of
its program in relation to the program goals. Documentation of the review must
be maintained on file for review. Documentation may include but not be limited
to Board/organization minutes, reports, etc.
Guiding Principle: An organized training program
for Board/organization Members prepares them for their responsibilities and
assures that they are kept up-to-date on issues concerning services offered to
individuals with a developmental disability.
109 The Board/organization shall maintain a
general plan for Board/organization training and will ensure that all items
listed as required topics are covered in the required three-hour training.
A. Training shall be provided for all
Board/organization members. Where the Board, because of its size, lacks
sufficient resources to conduct a training program, it will make arrangements
with another Board, organization, agency, appropriate community resource, or
training organization to provide such training.
109.1 New Board Members must participate in a
minimum of three hours of training.
A. The
following topics shall be required during the first year of service
1. Functions and Responsibilities of the
Board
2. Composition and Size of
the Board
3. Legal
Responsibilities
4. Funding Sources
and Responsibilities,
5. Equal
Employment Opportunity/Affirmative Action,
6. Due Process
7. Ark. Code Ann. §§
25-19-101 -
25-19-107"Freedom of Information Act of 1967"
8. U. S. C. § 12101 et. seq. "Title 42
THE PUBLIC HEALTH AND WELFARE--CHAPTER126-EQUAL OPPORTUNITY FOR INDIVIDUALS
WITH DISABILITIES--§ 12101. Findings and purpose"
9. DDS Service Policy 3004-I Maltreatment
Prevention, Reporting and Investigation;
10. DHS Policy 1090, Incident
Reporting.
11. DDS Administrative
Policy 1077
12. Chemical Right to
Know
13. The Health Insurance
Portability and Accountability Act (HIPAA)
Note: Possible Training resources include Aspen
Publications, which has materials on Board/organization and Administrator
training. (www.aspenpublishers.com)
Resources or additional information should be obtained from DDS
Licensure.
B. All new Board members as they begin
service shall participate in training. Board members may disseminate training
information to new Board members if they are unable to attend formal training
sessions. Documentation of the information provided, date provided and the
board member(s) involved must be maintained for review by DDS. (Note: Training
may be documented in Board minutes or by Certificates of
Attendance.)
109.2 All
Board members shall complete a minimum of three hours annual training. Topics
may be selected by the Board of Directors and must be germane to the annual
plan and services provided. Training should be documented in Board minutes, by
Certificates of Attendance or sign in sheets from approved training.
110 Board members shall visit service
components of the organization during operating hours yearly.
A. All components of the organization must be
observed annually. If on-site observations to each physical location are not
feasible, at least 1 physical site from each program component must be observed
during the calendar year. The sites must be rotated yearly. Committees or
individual Board Members may be appointed to visit specific components and
report back to the other Board members on observations. Documentation of
reports in Board minutes shall be accepted as verification.
111 The Board/organization shall
establish and approve policies and procedures which define Eligibility
criteria, Readmission criteria, and transition/discharge/exit criteria
112 The Board/organization shall
establish policy regarding financial oversight of the organization that
addresses the following:
A. The organization's
financial planning and management activities reflect strategic planning
designed to meet:
1. Established outcomes for
the persons served.
2.
Organizational performance objectives.
B. Budgets are prepared that:
1. Include:
a. Reasonable projections of revenues and
expenditures.
b. Input from various
stakeholders, as required.
c.
Comparison to historical performance.
2. Are disseminated to:
a. Appropriate personnel.
b. Other stakeholders, as
appropriate.
3. Are
written.
C. Actual
financial results are:
1. Compared to
budget.
2. Reported to:
a. Appropriate personnel.
b. Persons served, as appropriate.
c. Other stakeholders, as required.
3. Reviewed at least
quarterly.
D. The
organization identifies and reviews, at a minimum:
1. Revenues and expenses.
2. Internal and external:
a. Financial trends.
b. Financial challenges.
c. Financial opportunities.
d. Business trends.
e. Management information.
3. Financial solvency, with the
development and implementation of remediation plans, if appropriate.
113 For-profit
organizations or organizations who receive less that $10,000 in compensation
for services under this program shall submit a compilation report that includes
a balance sheet and statement of revenue and expense to DDS at the close of
each financial period.
Note: Sections 102 & 104 do not apply to
organizations that are not governed by a Board of
Directors
PERSONNEL POLICIES AND PROCEDURES
114 The organization shall maintain written
personnel procedures that are approved by the Board and are reviewed annually
and which conform to state and federal laws, rules and regulations.
NOTE: DDS SHALL NOT BECOME DIRECTLY INVOLVED IN
PERSONNEL ISSUES UNLESS IT DIRECTLY IMPACTS CONSUMER CARE AND/OR
SAFETY.
114.1
Personnel procedures shall be clearly stated and available in written form to
employees as required by
42
U.S.C. §
2000a- 2000 h-6 "Title VI of
the Civil Rights Act of 1964" and U.S.C. § 1201 et. Seq. Americans with
Disabilities Act. These include but are not limited to:
A. Hiring and promotional procedures which
are nondiscriminatory by reason of sex, age, disability, creed, marital status,
ethnic, or national membership
B. A
procedure for discipline, suspension and/or dismissal of staff which includes
opportunities for appeal
C. An
appeals procedure allowing for objective review of concerns and
complaints
114.2 One
copy of the organization's Personnel procedures must be available in the
personnel or administrator's office. This copy must be readily accessible to
each employee.
114.3 The
organization shall develop and implement steps to voice grievances within the
organization. All grievances are subject to review by the Governing Board and
Court of Law (29 U.S.C. §§
706(8),
794
-
794(b),
the "Rehabilitation Act of 1973 Section 504;
20 U.S.C. §
1400 et. Seq. Section 615 "The Individual
Disabilities Education Act".
A. All steps in
the Grievance Procedure should be time-bound and documented, including initial
filing of grievance.
114.4 The organization shall develop and
implement policies regarding whether pre-employment and random drug testing
will be required. If the organization chooses to do drug testing they must
establish guidelines for actions to be taken when the drug test results are
obtained, whether positive or negative. (The organization may contact Arkansas
Transit Association for further information on drug testing)
115 Prior to employment, a completed job
application must be submitted which includes the following documents.
A. The organization shall obtain and verify
PRIOR to employment and maintain documentation of the following:
1. The credentials required
2. That required credentials remain
current
3. The applicant has
completed a statement related to criminal convictions
4. A criminal background check has been
initiated. Refer to DDS Policy 1087.
5. Declaration of truth of statement on job
application.
6. A release to
complete reference checks is signed and reference checks have been
completed
7. Results of
pre-employment drug screen, if required by organization.
NOTE: The items in 202A.5 and 202A.6 WILL not be rated
for employees hired prior to July 1, 1986.
B. The organization shall obtain
and verify within 30 days of employment and maintain documentation of the
following:
1. Adult Maltreatment Central
Registry Ark. Code Ann. §§
5-28-201 has been
completed and the response is filed, or a second request submitted
2. Arkansas Child Maltreatment Central
Registry Ark. Code Ann. §§ 12-12-501 - 12-12-515 has been completed
and the response is filed, or a second request submitted. This check will
provide documentation that prospective employee's name do not appear on the
statewide Central Registry.
a. The
organization should adopt policy requiring subsequent criminal checks and
registry checks. The organizations that provide licensed daycare services must
adhere to Child Care Licensing regulations regarding Criminal background checks
and central registry checks.
Note: Staff holding professional licenses may be used
in lieu of criminal background and adult and child maltreatment
checks.
3. TB skin test
a. Renewed yearly for ALL STAFF.
4. Hepatitis B series or signed
declination
5. The results of
criminal background check of the will be on file.
6. Employment reference verification and
signed release
a. On file within thirty (30)
days of hire date
C. The organization shall obtain and verify
information in 202 A and B in response to information received (i.e., a
complaint is received that a person's license has lapsed or a person has been
convicted of a crime since they were hired).
116 The agency shall ensure sub-contractor's
services meet all applicable standards and will assess performance on a regular
basis.
A. The organization shall ensure that
sub-contractors providing direct care services are in compliance with DDS
policies and must have verification and documentation of all applicable items
listed in 202A.
Note: Staff holding professional licenses may be used
in lieu of criminal background and adult and child maltreatment
checks.
B. The
organization shall demonstrate:
1. Reviews of
all contract personnel utilized by the organization that:
a. Assess performance of their
contracts
b. Ensure all applicable
policies and procedures of the organization are followed
c. Ensure they conform to DDS standards
applicable to the services provided
d. Are performed annually
117 The
organization shall develop, implement and monitor policies and procedures for
staff recruitment and retention so that sufficient staff is maintained to
ensure the health and safety of the individuals served, according to their
plans of care.
A. The organization must
ensure there are an adequate number of personnel to:
1. Meet the established outcomes of the
persons served.
2. Ensure the
safety of persons served.
3. Deal
with unplanned absences of personnel.
4. Meet the performance expectations of the
organization.
B. The
organization shall demonstrate:
1.
Recruitment efforts.
2. Retention
efforts.
3. Identification of any
trends in personnel turnover.
118 The organization shall develop and
implement procedures governing access to staff members' personnel file.
A. An access sheet shall be kept in front of
the file to be signed and dated by those who are examining contents, with
stated reasons for examination.
B.
The policy shall clearly state who, when, and what is available concerning
access to personnel files and be in compliance with the Federal Privacy Act and
Freedom of Information Act. At no time shall the policy allow access that
violates the provisions of the Health Insurance Portability and Accountability
Act (HIPAA).
119 The
organization shall develop written job descriptions which describe the duties,
responsibilities, and qualifications of each staff position.
A. The organization shall:
1. Identify the skills and characteristics
needed by personnel to:
a. Assist the persons
served in the accomplishment of their established outcomes.
b. Support the organization in the
accomplishment of its mission and goals.
2. Assess the current knowledge and
competencies of personnel at least annually.
3. Provide for the orientation and training
needs of personnel.
4. Provide the
resources to personnel for learning and growth.
5. Identify the supervisor of the position
and the positions to be supervised.
B. Performance management shall include:
1. Job descriptions that are reviewed and/or
updated annually.
2. Promotion
guidelines.
3. Job posting
guidelines.
4. Performance
evaluations for all personnel directly employed by the organization shall be:
a. Based on measurable objectives that tie
back to specific duties as listed in the Job Description.
b. Evident in personnel files.
c. Conducted in collaboration with the direct
supervisor with evidence of input from the personnel being evaluated.
d. Used to:
1. Assess performance related to objectives
established in the last evaluation period.
2. Establish measurable performance
objectives for the next year.
e. Performed annually.
120 The organization
shall establish policies/practices for students, interns, volunteers and
trainees utilized by the organization who have regular, routine contact with
consumers.
A. The organization shall define
who has and what constitutes regular, routine contact with consumers.
B. If students, interns, volunteers or
trainees are used by the organization, the following shall be in place:
1. A signed agreement.
a. If professional services are provided,
standards or qualifications applied to comparable positions must be
met.
2. Identification
of:
a. Duties.
b. Scope of responsibility.
c. Supervision.
3. Orientation and training.
4. Assessment of performance.
5. Policies and written procedures for
dismissal.
6. Confidentiality
policies.
7. Background checks,
when required.
121 For-profit organizations or organizations
who receive less that $10,000 in compensation for services under this program
shall submit a compilation report that includes a balance sheet and statement
of revenue and expense to DDS at the close of each financial period.
200
Certification
of Entities
Note: Certification standards for Entities is
specific for those agencies that are incorporated as an LLC, Sole
Proprietorship, Professional Association or other entity that does not function
under the direction of a Board of Directors.
201 The provider must be registered to do
business in the state of Arkansas and must obtain a federal tax identification
number.
202 The provider must
complete DDS Early Intervention Orientation training within 90 days of initial
certification.
203 The provider
shall ensure sub-contractor's services meet all applicable standards and will
assess performance on a regular basis.
A. The
provider shall ensure that sub-contractors providing direct care services are
in compliance with DDS policies and must have verification and documentation of
all applicable items listed in 205.
Note: Staff holding professional licenses may be used
in lieu of criminal background and adult and child maltreatment
checks.
B. The
provider shall demonstrate:
1. Reviews of all
contract personnel utilized by the organization that:
a. Assess performance of their
contracts
b. Ensure all applicable
policies and procedures of the organization are followed
c. Ensure they conform to DDS standards
applicable to the services provided
d. Are performed annually
204 The
provider shall establish employment practices for students, interns, volunteers
and trainees utilized by the organization.
A.
The provider shall define who has and what constitutes regular, routine contact
with children and their parents/guardians.
B. If students, interns, volunteers or
trainees are used by the organization, the following shall be in place:
1. A signed agreement.
a. If professional services are provided,
standards or qualifications applied to comparable positions must be
met.
2. Identification
of:
a. Duties.
b. Scope of responsibility.
c. Supervision.
3. Orientation and training.
4. Assessment of performance.
5. Policies and written procedures for
dismissal.
6. Confidentiality
policies.
7. Background checks,
when required.
205 The provider shall maintain documentation
of the following:
A. Adult Maltreatment
Central Registry Ark. Code Ann. §§
5-28-201 has been
completed and the response is filed, or a second request submitted. Registry
checks shall be completed every two years.
B. Arkansas Child Maltreatment Central
Registry Ark. Code Ann. §§ 12-12-501 - 12-12-515 has been completed
and the response is filed, or a second request submitted. This check will
provide documentation that prospective employee's name does not appear on the
statewide Central Registry. Registry checks shall be completed every two years.
C. Criminal Background check
completed by Arkansas State Police if the applicant has resided in the State
for the last two years, or FBI check if not residing in the state. Criminal
background checks shall be completed every five years.
Note: Staff holding professional licenses may be used
in lieu of criminal background and adult and child maltreatment
checks.
D. TB skin
test
1. Renewed yearly.
E. Hepatitis B series or signed
declination
206 The
provider shall establish and approve policies and procedures which define
Eligibility criteria, Readmission criteria, and transition/discharge/exit
criteria
207 The provider
identifies and reviews, at a minimum:
1.
Revenues and expenses.
2. Internal
and external:
a. Financial trends.
b. Financial challenges.
c. Financial opportunities.
d. Business trends.
e. Management information.
3. Financial solvency, with the
development of remediation plans, if appropriate.
207.1 For-profit entities or entities who
receive less that $10,000 in compensation for services under this program shall
submit a compilation report that includes a balance sheet and statement of
revenue and expense to DDS at the close of each financial period.
300
MINIMUM
QUALIFICATIONS SERVICE COORDINATION
Note: Organizations certified to provide Service
Coordination Services must comply with Sections 100, 200, 1000 and 1100 of this
Manual. Individuals certified to provide Service Coordination Services must
comply with sections 200, 300, 1000 and 1100.
301 Service Coordination
In order to be certified as a Service Coordinator for Early
Intervention, the individual must:
A.
Have a Bachelor's degree (or higher) in Education, Social Work, or a related
field, or DDS Certification as a Case Manager. Documentation shall be
maintained on file for review by DDS.
B. Documentation of two years of previous
experience in working with individuals with developmental
disabilities
C. Documentation of
completion of the First Connections Early Intervention Service Coordination
Block Courses (30 hours) with a minimum of 70% proficiency.
400
MINIMUM
QUALIFICATIONS DEVELOPMENTAL THERAPY/THERAPY ASSISTANT SERVICES
Note: Organizations certified to provide Developmental
Therapy/Therapy Assistant Services must comply with Sections 100, 200, 1000 and
1100 of this Manual. Individuals certified to provide Developmental
Therapy/Therapy Assistant Services must comply with sections 200, 1000 and
1100.
401 Developmental
Therapist:
In order to be certified as a Developmental Therapist for Early
Intervention, the individual must:
A.
Hold current certification by the Arkansas Department of Education in Early
Childhood Education as a Special Education Instructional Specialist (P-4),
Special Education Early Childhood Instructional Specialist (P-4), or Special
Education (P-4).
OR
Be currently working toward completion of an Alternate
Learning Plan (ALP) approved by the Early Intervention certified
organization/entity for whom they work, and submitted to DDS. Documentation
shall include a copy of the current teaching license, a copy of the ALP
approved by the organization/entity, a copy of the required coursework to
include projected dates of completion of an accredited school.
OR
Have completed the DDS approved Developmental Therapist
coursework at Arkansas State University or Henderson State University.
Documentation must include a copy of the transcript from either institution of
higher learning.
B. Provide
documentation of completion of the Developmental Therapy Training, Evaluation
Interpreter training, and the Report Writing training. (initial certification
only)
The provider shall maintain documentation of the qualifications
specified in 401 A and B on file for review by DDS.
402 Developmental Therapy
Assistant
In order to be certified as a Developmental Therapy Assistant
(DTA) for Early Intervention, the individual must be supervised by a
Developmental Therapist (DT) who holds a current certification by DDS.
Additional certification requirements include:
A. Documentation of completion of the
Developmental Therapy, Evaluation Interpreter, and Report Writing training
courses. (initial certification only)
B. Copy of the supervising Developmental
Therapists certification
C.
Supervision agreement signed by the Developmental Therapist and Developmental
Therapy Assistant as specified in the First Connections Service
Guidelines.
D. Copies of
1st, 2nd, and
3rd quarter observation reports as completed by the
supervising Developmental Therapist (for re-certification only)
E. Copy of DTA's annual evaluation by the DT
(for re-certification only)
F.
Documentation of 30 hours of in-service training specific to children or
children with disabilities (for re-certification only)
The provider shall maintain documentation of the qualifications
specified in 402 on file for review by DDS.
403 It is the responsibility of the Early
Intervention certified organization/entity to ensure a
Developmental Therapist working under an ALP is completing the
required coursework in accordance with the Alternative Learning Plan.
Developmental Therapists working under an ALP must submit documentation of
completed coursework annually during the period of their ALP in order to
maintain certification. ALP's shall not exceed three (3) years. If, after the
end of the three (3) year period, the Developmental Therapist has not completed
their ALP, their certification will be revoked.
500
MINIMUM QUALIFICATIONS SPEECH
THERAPY SERVICES
Note: Organizations certified to provide Speech Therapy
Services must comply with Sections 100, 200, 1000 and 1100 of this Manual.
Individuals certified to provide Speech Therapy Services must comply with
sections 200, 1000 and 1100.
501 Speech Therapy
A. In order to be certified in Speech
Therapy, the individual must provide documentation of a current license in
Speech Therapy by the Arkansas Board of Audiology and Speech Language
Pathology.
B. Documentation of
completion of the Report Writing and Therapeutic Services courses within 90
days of initial certification
C. In
order to be certified as a Speech Therapy Assistant, the individual must
provide documentation of current certification as a Speech Therapy Assistant.
The provider shall maintain documentation of the aforementioned
qualifications on file for review by DDS.
600
MINIMUM
QUALIFICATIONS PHYSICAL THERAPY SERVICES
Note: Organizations certified to provide Physical Therapy
Services must comply with Sections 100, 200, 1000 and 1100 of this Manual.
Individuals certified to provide Physical Therapy Services must comply with
sections 200, 1000 and 1100.
601 Physical Therapy
A. In order to be certified in Physical
Therapy, the individual must provide documentation of a current license as a
Physical Therapist by the Board of Physical Therapy Examiners.
B. Documentation of completion of the
Therapeutic Services and Report Writing training courses within 90 days of
initial certification.
C. In order
to be certified as a Physical Therapy Assistant, the individual must provide
documentation of a current license as a Physical Therapist Assistant by the
Arkansas Board of Medicine.
The provider shall maintain documentation of the aforementioned
qualifications on file for review by DDS.
700
MINIMUM
QUALIFICATIONS OCCUPATIONAL THERAPY SERVICES
Note: Organizations certified to provide Occupational
Therapy Services must comply with Sections 100, 200, 1000 and 1100 of this
Manual. Individuals certified to provide Occupational Therapy Services must
comply with sections 200, 1000 and 1100.
701 Occupational Therapy
A. In order to be certified in Occupational
Therapy, the individual must provide documentation of a current license in
Occupational Therapy by the Arkansas State Medical Board.
B. Documentation of completion of the
Therapeutic Services and Report Writing training courses within 90 days of
initial certification.
C. In order
to be certified as an Occupational Therapy Assistant, the individual must
provide documentation of a current license as an Occupational Therapy Assistant
by the Arkansas Board of Medicine.
The provider shall maintain documentation of the aforementioned
qualifications on file for review by DDS.
800
MINIMUM
QUALIFICATIONS CONSULTATION SERVICES
Note: Organizations certified to provide Consultation
Services must comply with Sections 100, 200, 1000 and 1100 of this Manual.
Individuals certified to provide Consultation Services must comply with
sections 200, 1000 and 1100.
801 Consultation Services
A. Vision
Individual must hold a current license from the Arkansas Board
of Optometry or the Arkansas Board of Ophthalmology or be certified as an
Orientation Mobility Specialist
B. Psychology
Individual must hold a current license as a Psychologist or
Psychological Examiner by the Arkansas Board of Examiners in Psychology
C. Social Work
Individual must hold a current license as an LCSW from the
Arkansas Board of Social Work
D. Nutrition
Must hold a current registration as a Registered Dietician by
the American Dietetic Association, or hold a current provisional registration
by the American Dietetic Association, or hold a current Physician's License by
the Arkansas Board of Medicine
E. Audiology
Must hold a current license by the Arkansas Speech, Hearing and
Language Association
F.
Attendant/Nursing
In order to provide attendant/nursing services for the Early
Intervention Program, the individual must provide documentation of a current
nursing license by the Arkansas Board of Nursing.
The provider shall maintain documentation of the aforementioned
qualifications on file for review by DDS.
900
MINIMUM
QUALIFICATIONS ASSISTIVE TECHNOLOGY/ADAPTIVE EQUIPMENT
Note: Organizations certified to provide Assistive
Technology/Adaptive Equipment Services must comply with Sections 100, 200, 1000
and 1100 of this Manual. Individuals certified to provide Assistive
Technology/Assistive Equipment Services must comply with sections 200, 1000 and
1100.
901 Assistive
Technology/Adaptive Equipment
In order to provide assistive technology/adaptive equipment,
the provider must provide documentation as a Durable Medical Equipment provider
with the Arkansas Medicaid Program.
902 Providers of Assistive
Technology/Adaptive Equipment must be registered with the office of the
Arkansas Secretary of State to do business in Arkansas.
903 Adaptive Equipment must be approved and
authorized by DDS and must be included in the consumer's plan of
care.
904 A unit of services is the
item purchased or rented, and the unit rate is the purchase, installation
and/or rental price authorized for the item by DDS.
A. The provider must assure professional,
ongoing assistance when needed to evaluate and adjust products delivered and/or
to instruct the consumer or the consumer's caregiver in the use of an item
furnished.
B. The provider must
have the prior approval of DDS for any adaptive equipment items purchased and
delivered.
905 The
provider must assume liability for equipment, warranties and must install,
maintain, and/or replace any defective parts or items specified in those
warranties. Replacement items or parts for adaptive equipment are not
reimbursable as rental equipment.
906 The provider must, in collaboration with
the case manager, ascertain and recoup any third-party resource(s) available to
the consumer prior to billing DDS or its designee. DDS or its designee will
then pay any unpaid balance up to the lesser of the provider's billed charge or
the maximum allowable reimbursement.
907 The provider must submit the price for an
item to be purchased or rented within five (5) business days of the service
coordinator's request. The provider must maintain a record for each order. The
documentation shall consist of:
A. The date
the order was received and the name of the service coordinator placing the
order
B. The price quoted for the
item
C. The date the quote was
submitted to the case manager.
908 The provider must maintain a record for
each consumer. The record must document the delivery, installation of the
item(s) purchased or rented, any education and/or instructions for the use of
the equipment and/or supplies provided to the consumer, and must include
documentation of delivery of item(s) to the consumer. The documentation shall
consist of:
A. The parent/guardian's
signature, or electronic verification of delivery; and
B. The date on which the equipment and/or
supplies were delivered.
1000
Individual/Parent/Guardian
Rights
A. The provider shall implement
a system of rights that nurtures and protects the dignity and respect of the
persons served. The organization shall protect and promote the rights of the
families served.
B. This commitment
shall guide the delivery of services and ongoing interactions with the families
served.
C. All information is
transmitted in a manner and fashion that are clear and understandable to the
family.
1001 The provider shall
implement policies promoting the following rights of the persons served in
compliance with state and federal regulations:
A. Confidentiality of information.
B. Privacy.
C. Freedom from:
1. Abuse.
2. Financial or other exploitation.
3. Retaliation.
4. Humiliation.
5. Neglect.
D. Access to information pertinent to the
person served in sufficient time to facilitate his or her decision
making.
E. Informed consent or
refusal or expression of choice regarding:
1.
Service delivery.
2. Release of
information.
3. Concurrent
services.
4. Composition of the
service delivery team.
5.
Involvement in research projects, if applicable.
F. Access or referral to legal entities for
appropriate representation.
G.
Access to self-help and advocacy support services.
H. Adherence to research guidelines and
ethics when persons served are involved, if applicable.
I. Investigation and resolution of alleged
infringement of rights.
1. The organization
ensures that the individual has been notified of their right to appeal
according to DDS Policy 1076.
1002 Records of persons served
A. The provider shall maintain complete
records and treat all information related to persons served as
confidential.
B. The provider shall
develop and implement policy for the sharing of confidential billing,
utilization, clinical and other administrative and service-related information,
and the operation of any Internet-based services that may exist.
1. Information that is used for reporting or
billing shall be shared according to confidentiality guidelines that recognize
applicable regulatory requirements such as the Health Insurance Portability and
Accountability Act (HIPAA).
2. Any
release of confidential information must be authorized in writing by the
parent/guardian and is limited to the specific information identified in the
authorization.
C. The
organization shall comply with its own service delivery design for the
development of the record. Electronic records are acceptable.
D. The location of the case record, and the
information contained therein, shall be controlled from a central location as
defined by the agency, shall be stored under lock and with protection against
fire, water, and other hazards in an accessible location at each
site.
E. Records maintained on
computer shall be backed up at a minimum weekly and the duplicate copy shall be
stored under lock and with protection against fire, water, and other
hazards.
F. A list of the order of
the file information shall either be present in each individual case file or
provided to DDS staff upon request. The documents in active individual case
records should be organized in a systematic fashion. An indexing and filing
system shall be maintained for all case records.
G. Each provider shall have written
procedures to cover destruction of records. Procedures must comply with all
state and federal regulations
H.
Access sheets shall be located in the front of each file. If there is a signed
release for a list of authorized persons to review the file, only those not
listed will need to sign the access sheet with date, title, reason for
reviewing, and signature. If there is not a signed release for authorized
persons to review, all persons must sign the access sheet whenever the file is
reviewed or any material is placed in the file.
1002.1 DDS staff shall have access as
designated in Ark. Code Ann. §§
20-48-201 -
20-48-211,
DDS Policy 1091, Certification Policy for Non-Center-Based Services.
A. Access to case records shall be limited to
Parent/Guardian, professional staff providing direct services to the person
served, plus such other individuals as may be authorized administratively or by
the family.
B. Confidentiality of
records means limited access and that only those staff members who have a need
to know information have access to the records of persons served.
C. Individual service records shall be
maintained according to provisions of the Privacy Act: Access sheets shall be
located in the front of the file to maintain confidentiality according to
5 U.S.C. §
552a.
D. Access to computer records shall be
limited to those authorized to view records
E. The Parent/Guardian can access their own
records.
F. The Parent/Guardian
knows how to access their records and the provider ensures that appropriate
equipment is available.
G. An
organization does not prohibit the Parent/Guardian from having access to their
own records, unless a specific state law indicates otherwise. Some information
within the file may not be released to the individual unless authorization has
been given by the originating individual, such as the psychologist
records.
1002.2 The
Parent /Guardian shall be informed of their rights as they relate to service
delivery. The organization shall maintain documentation in the individual's
file that the following information has been provided in writing:
A. All possible service options, including
those not presently provided by the program.
B. A list of current Early Intervention
Providers and that choice service coordinator and service provider(s) has been
offered
C. Current list of Board
members of the organization, if applicable.
D. All applicable rights as identified in the
First Connections Service Guidelines and state and federal regulations (i.e.,
Parts B and C of IDEA)
E. Copy of
the appeal procedure for decisions made by the organization.
F. Solicitation Guidelines **See Solicitation
under Definitions
G. All external
advocacy services.
H. Right to
refuse services
I. Right to have
information provided in the family's natural language and in language
understandable to the family.
J.
Name and phone number of the DDS Service Specialist for that area.
NOTE: The information listed in 1002.2 A-J must be provided
upon admission and annually thereafter.
1003 Grievances and Appeals
A. The provider shall identify clear
protocols related to formal complaints, including grievances and appeals. An
organization may have separate policies and procedures for grievances and
appeals, or may include these in a common policy and procedure covering
complaints, grievances, and appeals.
B. The provider shall:
1. Implement a policy by which persons served
may formally complain to the organization.
2. Implement a procedure concerning formal
complaints that:
a. Is written.
b. Specifies:
1. That the action will not result in
retaliation or barriers to services.
2. How efforts will be made to resolve the
complaint.
3. Levels of review,
which includes availability of external review.
4. Time frames that are adequate for prompt
consideration and that result in timely decisions for the person
served.
5. Procedures for written
notification regarding the actions to be taken to address the
complaint.
6. The rights and
responsibilities of each party.
7.
The availability of advocates or other assistance.
3. Make complaint procedures and,
if applicable, forms:
a. Readily available to
the persons served.
b.
Understandable to the persons served and in compliance with
29 U. S. C. §§
706(8),
794
-
794(b).
C. These procedures
shall be explained to personnel and parents/guardians in a way that meets their
needs. This explanation may include a video or audiotape, a handbook,
interpreters, etc.
D. The provider
document that parents/guardians have been advised of their right to appeal to
DHS/Office of Fair Hearings and Appeals in accordance with DDS Policy
1076.
E. The provider shall
annually review all formal complaints filed.
A. A written review of formal complaints:
1. Determine:
a. Trends.
b. Areas needing performance
improvement.
c. Action plan or
changes to be made to improve performance and to reduce complaints
F. The
provider shall document a review of any action plan or changes made to
determine if the plan/changes were effective in reducing complaints and shall
make adjustments to the plan as deemed necessary to ensure quality
services.
1004 Health
Related Issues
A. A successful health and
safety program goes beyond compliance with regulatory requirements and strives
to manage risk and to protect the health and safety of persons served,
employees, and visitors. A successful health and safety program addresses both
minimizing potential hazards and compliance activities.
B. The rights of individuals who have or who
are perceived as having Acquired Immunodeficiency Syndrome (AIDS), Human Immune
Virus (HIV) related condition, Hepatitis B or who are identified as carriers of
Hepatitis B. These same individuals shall not be discriminated against in
accordance with
29 U.S.C. §§
706(8),
794
-
794(b);
U.S.C. § 12101 et. seq. A copy of the policies/procedures shall be
provided to each family.
C.
Confidentiality shall be maintained for all information, concerning whether
that family admitted for services or anyone proposed for admission has been the
subject of an HIV related test, has had an HIV infection, has an HIV related
condition or has AIDS or Hepatitis B. Each provider will protect the
confidentiality of records or computer data that is maintained which relates to
HIV or AIDS or Hepatitis B.
1005 Incident / Accident Reporting
A. This standard applies only to incidents
occurring during service delivery
The provider shall report the following incidents to DDS. This
report shall contain: date, accident/injury, time, location, persons involved,
action taken, follow-up, signature of person writing the report. The provider
must notify the parent/guardian anytime an incident/ injury report is
submitted.
1. Maltreatment or abuse as
defined in statutes (See Ark. Code Ann. §§ 12-12-501 - 12-12-515
(503); Ark. Code Ann. §§
5-28-101 - 5- 28-109
(102))
2. Incidents involving
injury:
a. Accident/injury reports shall be
completed for each accident/injury that requires the attention of an EMT,
Paramedic or Physician.
1. Accident is
defined as an event occurring by chance or arising from unknown
causes.
2. Injury is defined as an
act that damages or hurts and results in outside medical attention.
3. Communicable disease
4. Violence or aggression
5. Sentinel events including All deaths
regardless of cause.
6. Elopement
and/or wandering defined as anytime the location of a child cannot be
determined within 30 minutes
7.
Vehicular accidents
8. Biohazardous
accidents
9. Use or possession of
illicit substances or use or possession of licit substances in an unlawful or
inappropriate manner (i.e., possession of prescription drugs by a person to
whom the drugs have not been prescribed and who has no legitimate interest in
possession of prescription drugs, such as a parent or guardian)
10. Any condition or event that prevents the
delivery of DHS services for more than 2 hours (i.e., power outages, natural
disasters, etc.)/
11. Other areas,
as required
1100
SERVICE PROVISION
STANDARDS
A. Written procedures and
records for intake, evaluation, and diagnosis necessary to determine the
eligibility of a person to receive services shall be documented.
B. Specific staff positions will be assigned
responsibility for intake, evaluation, assessment, family contact, planning,
updating, and alternate placement.
C. Services and information will be provided
in the family's natural language.
1101 Face sheets are completed at intake and
shall be updated as needed, and at least annually as documented by date of
signature by appropriate personnel designated by provider.
1101.1 Every person receiving services shall
have a service record face sheet that contains the information in 501.1 A-O and
will be filed in a prominent location in the front of the file.
A. Full name of individual
B. Address, county of residence, telephone
number and email address, if applicable
C. Race and gender
D. Birth date
E. Social Security number
F. Medicaid Number
G. Parents or guardian's name and address and
relationship, if applicable
H.
Name, address, telephone number and relationship of person to contact in
emergency,
someone other than item G
I. Health insurance benefits and policy
number
J. Primary
language
K. Admission
date
L. Statement of
primary/secondary disability
M.
Physician's name, address and telephone number
N. Current medications with dosage and
frequency, if applicable
O. All
known allergies or indicate none, if applicable
1102 A DDS certified service coordinator
shall be designated in writing and shall organize the provision of services to
every individual served.
A. For every
individual served, the service coordinator shall:
1. Assume responsibility for intake and
offering provider choice for evaluation and services
2. Coordinate assessment, developmental and
therapy evaluation planning and services to the person
3. Coordinate the Individual Family Service
Plan
4. Cultivate the
Family/Guardian's participation in the services
5. Monitor and update services to assure
that:
a. The family/guardian is adequately
oriented b. Services proceed in an orderly, purposeful and timely manner c. The
transition and/or discharge decision and arrangements for follow-up are
properly made.
1103 Intake
A. The provider shall follow the established
procedures for intake as in the DDS First Connections Service Guidelines. A
written intake procedure shall be available upon request, shall be
understandable to the family/guardian of the child receiving the services,
shall be presented to the family/guardian requesting services, and shall be
followed by the certified entity in the evaluation of a person to determine
eligibility for services.
B. The
provider shall follow the criteria for admission as outlined in state and
federal regulations.
C. If the
family is determined ineligible for Early Intervention services, the provider
shall:
1. Refer the family to other
community-based resources.
2.
Advise family of their right to file an appeal of the determination with DDS
under DDS Policy 1076.
3. Notify
medical referral source/Early Head Start referral source that the child is
ineligible for EI services
4.
Provide the name and telephone number of the DDS Service Coordinator for that
area.
1104
DDS Demographic Information
A. DDS demographic
information shall be provided to DDS either electronically or by hardcopy. A
financial screen must be completed prior to admission unless a family refuses
to apply for Medicaid or complete a financial screening. In this instance,
documentation of the refusal shall be obtained from the family and maintained
in the child's individual file. Payment source shall not be the determining
factor for services.
B. The
demographic information shall include information about benefits for Medicaid
eligibility and for individuals who may not be eligible for Medicaid.
1105 Developmental Assessment /
Evaluation
1. A prescription for each
evaluation must be obtained prior to conducting the evaluation and a copy
maintained on file for review by DDS.
2. Initial evaluation shall include 2
developmental assessments; 1 standardized and 1 criterion based.
3. Documentation must include:
a. A written summary that includes standard
deviation and/or percentage of delay as determined by the test
protocols
b. An informed clinical
opinion
4. Must be in a
format that is understandable to the parent.
5. Must be signed by the evaluator.
B. An annual assessment must be
conducted using a criterion based test.
C. A developmental profile report shall be on
file within 45 days of referral, unless there is written documentation in the
file demonstrating a need for an additional period.
1. Staff shall complete the developmental
profiles if they possess the required qualifications as established by each
profile.
D. Family
Assessment
1. Must be a personal
interview
2. Must determine the
resources, priorities, and concerns of the family
3. Must identify social and family supports
and services necessary to enhance the family's capacity to meet the
developmental needs of the child Any assessment shall be voluntary on the part
of the family, and written permission of the parent(s) must be reflected in the
file.
1106 A
developmental evaluation report shall be obtained and provided to the service
coordinator in accordance with state and federal regulations.
A. If a need is obvious prior to the
developmental evaluation, other evaluations can be scheduled in
conjunction with the developmental evaluation.
B. If there has been a significant life
change, the Interdisciplinary Team will decide whether a new developmental
evaluation is necessary
1107 Early Intervention -Individual Family
Service Plan
Every individual shall have a written Individual Family Service
Plan
A. The provider shall include the
person served as an active participant giving direction in all aspects of the
planning and revision processes
B.
Services shall be provided based on the IFSP team decision and on the strengths
and needs of the individuals to be served by the organization
C. Assessments must include:
1. Relevant medical history (Evidence of an
Early Periodic Screening Diagnosis Treatment shall be documented on the
IFSP)
2. Relevant psychological
information
3. Relevant social
information
4. Information on
previous direct services and supports
5. Strengths
6. Abilities
7. Needs
8. Preferences
9. Desired outcomes
10. Cultural background
11. Other issues, as identified
D. IFSP must be on the form
approved by Arkansas First Connections and cannot be altered.
E. An Interim IFSP shall only be used under
extenuating circumstances and must be justified with written documentation.
(EX: child is ill)
F. The IFSP
shall include a statement of the specific early intervention services necessary
to meet the identified needs of the child/family.
G. At a minimum the IFSP must include:
1. Frequency- Number of days or sessions that
a service will be provided
2.
Intensity- The length of time the service is provided during each session, and
whether the service is provided on an individual or group basis
3. Location- Where the service is provided
(e.g., in the child's home, early intervention center, or other setting) as
appropriate to the age and needs of the child. If services are not provided in
the natural environment, justification must be documented.
4. Method- How a service is
provided
5. Dates and duration-
Projected dates of initiation of the services, a target date for completion
and/or review and the anticipated duration of those services.
6. IFSP services needed to achieve the
expected major outcomes identified.
7. Annual goals and action steps
E. The team must be present for
the initial plan and to revise annual goals/outcomes. Parent, service
coordinator and the evaluation representative must be included.
F. The IFSP must include, to the extent
appropriate, medical and other services that the child needs, but which are not
required. If necessary, the steps required to secure the services through
public or private resources.
1. The
requirements of this IFSP standard do not apply to routine medical services (e.
g. immunizations).
G.
Plans for individuals from birth to 3 (three) years of age will be based on the
individual needs of the child and family.
1107.1 Action Steps shall be developed, as
needed, for each of the annual goals. Action Steps describe sequential steps
and expected outcomes needed to reach the annual goal(s).
A. Each Action Step must have criteria for
success that states what the child must do to complete the Action
Step.
B. Action Steps shall have
the person responsible for implementation of each Action Step which could be
the parent/guardian or caregiver, a start date, a target date, and, when
completed, a completion date. (mm,dd,yyyy)
C. Target dates -
1. The target date shall be individualized
and noted at the same time of the start date and is the date when the
individual can realistically be expected to achieve an Action Step.
2. The target date shall be used as a prompt
to see if expectations for the individual are realistic in relation to
attainment and appropriateness of goals and Action Steps. If the starting or
target dates need to be revised, mark through, initial and put in a new
date.
3. The ending date shall be
entered in as the person completes each objective.
1107.2 The IFSP shall be
communicated in a manner that is understandable:
A. To the parent, surrogate parent and/or
guardian.
B. To the staff
responsible for implementing the plan.
1108 Medical prescription for services shall
be obtained, if applicable
A. A current
prescription for all services by Primary Care Physician shall be obtained prior
to delivery of services.
B. If a
written prescription for services is not attainable, documentation of attempts
to obtain prescription must be on file in the child's record.
1109 Prior Authorizations
Requests for Prior Authorizations must be submitted in
compliance with DDS First Connections Service Guidelines
1110 Updating
A. The provider shall develop and implement
policies and procedures that are in accordance with state and federal
regulations for updating individual program plans. Updates shall be done at
least annually and more often if monitoring reports indicate a need or if
federal regulations require more frequent updates.
B. The organization shall have policies and
procedures in place for revising individual program plans when goals
change.
C. Annual update -
financial, if applicable, social, medical, medical prescription for services,
evaluations as applicable, IFSP's, and service needs assessment
1111 Termination of services
A. An exit and/or discharge summary shall be
prepared by the service provider and submitted to the service coordinator each
time a person leaves a service, not just when the person is leaving the
organization.
1. The report shall summarize
the results of the services received by the person and makes recommendations
for follow up to continue the achievement of the person's life goals
2. Complete the exit section of the
demographics form when the child leaves Early Intervention Services.
3. The plan may suggest referrals to other
services that are not available through the organization
1112 Data Collection Requirements
A. Data collections shall provide specific
information on annual goals and Action Steps and should be designed to measure
and record the progress on each Action Step.
B. Data Collection shall contain sufficient
written documentation to support each medical or remedial therapy or service
for which billing is made.
Daily service documentation must,
at a minimum, include:
* The specific services furnished;
* The date and actual beginning and ending time of day the
services were performed;
* Name(s) and title(s) of the person(s) providing the
service(s);
* The relationship of the services to the goals and objectives
described in the person's individualized plan of care and
* Daily progress notes, signed or initialed by the person
providing the service(s) and the parent or direct care giver, describing each
individual's status with respect to his or her goals and objectives.
C. Child Outcomes shall be
completed and documented as required by DDS First Connections Service
Guidelines.
D. Data collection must
be filed in the child's individual file within 10 working days of the end of
each month.
1113 Early
Intervention IFSP Reviews
A. Review of plans
must include Family Rating which must be documented by the parent/guardians
initials on the IFSP.
B. Provider
Rating must be initialed in the appropriate place.
C. Provider must document if Family Rating
could not be obtained due to lack of family participation.
1114 Children in Early Intervention (IFSP)
must have a transition plan at the age of three (3) or upon exiting the
program. The process shall be initiated at least180 days prior to age 3 and a
referral/transition conference shall be held at least 90 days prior to the
third birthday as per State and Federal guidelines.
A. Must be child specific and must include
specific steps to ensure a smooth transition for the child and family, must be
in accordance with State and Federal Guidelines, and must be documented on the
IFSP.
B. Documentation on the IFSP
must include the steps to be taken to support the transition of the child upon
reaching age three.
C. Provider
must demonstrate contact with the designated agency in the transition plan
which will provide services following the transition, and must demonstrate an
attempt to involve that agency in the transition planning.
D. All children who continue to qualify upon
turning 3 years of age must be referred to the LEA (Local Educational Agency)
in the school district of family's residence, regardless of chosen
provider.
1115 The
provider must ascertain and document attempts to recoup any third-party
resource(s) available to the consumer, to include private insurance and
Medicaid, prior to billing Early Intervention Part C funding. DDS or its
designee will then pay any unpaid balance up to the lesser of the provider's
billed charge or the maximum allowable reimbursement.
Note: Documentation shall include copies of claims
filed, explanation of benefits (EOB) notices received, and correspondence from
third party sources regarding clims or benefits.
APPENDIX A
SUGGESTED BOARD/ORGANIZATION TRAINING
TOPICS
Policy Development and Implementation
Planning and Evaluation
Equal Employment Opportunity/Affirmative Action
Employee Performance Evaluation
Team Building
Performance Management
Effective meetings
Due Process
Freedom of Information
Overview of Department of Human Services
Overview of Developmental Disabilities Services
Philosophy and Goals
Programs, Practices, Policies and procedures of Local
Organizations
Overview of Community Integration
History, Philosophy, Causes and Types, Functional Levels,
Severity Levels, Prevention and Program Issues in Mental Retardation and Other
Developmental Disabilities.
Introduction to Principles of Normalization
Legal rights of Individuals with a Developmental
Disability
Interdisciplinary Approach Overview
Age Appropriate Programming
Medications - Implications, Side Effects, legality of
Administering
Overview of Federal and State Laws related to serving people
with Developmental Disabilities (see index):
U.S.C. S2000a - 2000 h-6; Ark. Code Ann. SS
6-41-222; 20 U.S.C S
14000 et. seq. (Part B & Part H); 29 U.S.C SS 706(8), 794-794(b); 5 U.S.C S
552a; 42 U.S.C SS 6000-6083; Ark. Code Ann. SS
20-48-201 -
20-48-211;
Ark. Code Ann. SS
28-65-101
-
28-65-109;
Ark. Code Ann. SS
5-28-101 -
5-28-109; Ark. Code
Ann. SS 12-12-501 - 12-12-515; Ark. Code Ann. SS
25-2-104,
25-2-105,
25-2-107, Ark.
Code Ann. SS
25-10-102
-
25-10-116;
Ark. Code Ann. SS 20-18-215; U.S.C. S 12101 et. Seq.; DHS Administrative Policy
3002-I (Revised) and DDS Service Policy 3016, Prevention of Transmission of
Disease Borne by Blood or other Body Fluids such as AIDS and Hepatitis B; DDS
Administrative Policy 1077 Chemical Right to Know; DDS Service Policy 3004-I
Maltreatment Prevention, Reporting and Investigation.
|
INDEX
ARKANSAS CODE ANNOTATIONS |
ACTS |
|
Ark. Code Ann. SS |
6-41-201 -
6-41-222
|
102 of 1972
Handicapped Children's Act |
|
Ark. Code Ann. SS |
20-48-201 -
20-48-211
|
265 of 1969
AR Mental Retardation Act |
|
Ark. Code Ann. SS |
25-19-101 - 25-19-515 |
AR Freedom of Information Act |
|
Ark. Code Ann. SS |
12-12-501 - 12-12-515 |
397 of 1975
Child Abuse and Neglect Act |
|
Ark. Code Ann. SS |
5-28-101 -
5-28-109,
5-28-201 - 5-28-215,
5-28-301 - 5-28-305 |
452 of 1983 Adult Abuse |
|
Ark. Code Ann. SS |
28-65-101 -
28-65-109,
28-65-201 -
28-65-220,
28-65-301 -
28-65-320,
28-65-401 -
28-65-403,
28-65-502,
28-65-601 -
28-65-602 |
940 of 1985 Guardianship Law |
|
Ark. Code Ann. SS |
25-10-102 -
25-10-116,
20-46-202,
20-46-310,
25-2-104,
25-2-105,
25-2-107 |
348 of 1985
DHS Reorganization |
|
Ark. Code Ann. SS |
20-48-601 -
20-48-611
|
611 of 1987
Location of Community Homes |
|
Ark. Code Ann. SS |
12-12-501 et. Seq. |
Child Maltreatment |
|
Ark. Code Ann. SS |
27-34-101 -
27-34-107
|
Child Safety Seat Use |
|
Ark. Code Ann. SS |
20-78-215 |
1050 of 1985 Federal Funds for Child Sexual
Abuse |
|
Ark. Code Ann. SS |
6-21-609 |
854 of 1987 Exposure to Smoke |
|
UNITED STATES CITATIONS |
ACTS |
|
42 U.S.C. S2000a - 2000 h-6 |
Title VI of the Civil Rights Act of 1964 |
|
20 U.S.C. S1400 et. Seq. |
P. L. 94-142 Individuals with
Disability Education (IDEA) P.L. 99-457 Part
H |
|
29 U.S.C. SS 706(8),
794 - 794(b) |
Rehabilitation Act of 1973 Section 504 |
|
42 U. S. C. S 552 |
Federal Freedom of Information Act |
|
42 U.S.C. S 6000 - 6083 |
Developmentally Disabled Assistance and Bill of Rights
Act of 1984 and Amendments of 1987 |
|
5 U.S.C. S 552a |
Federal Privacy Act |
|
42 U.S.C. S 12101 et. Seq. |
Americans with Disabilities Act of 1990
P.
L. 101-336
|
|
42 U. S. C. S 6000 - 6009
6021 - 6030 6041 - 6043 6061 - 6064 6081 -
6083 |
P. L. 98-527
Developmentally Disabled Assistance & Bill of
Rights Act of 1984 |
