Verification Process Tom Wolf, Governor 1 > Pedro Rivera, - - PDF document

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Verification Process Tom Wolf, Governor 1 > Pedro Rivera, - - PDF document

Jul 21, 2023 493 likes •700 views

EI Verification Visit Training Early Intervention Verification Process Tom Wolf, Governor 1 > Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services EI Verification Visit Training Welcome to the Early

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

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Early Intervention Verification Process

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

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

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

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

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

EI Verification Visit Training

6 Efficiently measure how requirements are being met Involve Stakeholders Identify Support Needs

Improve Results for Children & Their Families

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

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Preparing Gathering Evidence Analyzing & Reporting Updating the QEP

Verification Visit Process

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

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Preparing

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

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

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Preparing for the Verification Visit

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

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Preparing for the Verification Visit

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

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

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

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

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

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

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Gathering Evidence

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

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

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

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

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Gathering Evidence on Program Management Items

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

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

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

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Gathering Evidence

  • n Results

Items

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

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

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Analyzing & Reporting

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

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Analysis and Reporting for the Verification Visit

  • Summary meeting
  • Verification report
  • Quality Enhancement Plan

development

  • Validation

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

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

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

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Updating the QEP

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

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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
  • utcomes/goals
  • Submit the annual QEP to the BEIS for

approval

  • Review data on results goals
  • Evaluate the effectiveness of activities

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

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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
  • utcomes
  • Assist with the development of the QEP

evaluation plan

  • Approve the annual QEP
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Tom Wolf, Governor Pedro Rivera, Secretary of Education | Ted Dallas, Secretary of Human Services

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

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