Subject:  Importance of Regularly Submitting Required Documentation to the SPOE
Source:  Margaret Strecker, Assistant Director, Compliance
Intended Audience:  Service Coordinators, Service Providers, SPOEs, SICC
Date:  May 12, 2005

DESE is working with the Central Finance Office (CFO) to finalize plans for the upcoming transition to the new web based data system for First Steps.  Additional information will be issued via this listserv in the near future.

In preparation for the changes, it is essential that all First Steps early intervention providers and on-going service coordinators transmit any documentation that is required to be in the child’s official early intervention (EI) record, and has not already been transmitted, to the appropriate SPOE.  In addition, it is important to continue to routinely send in these documents in a timely fashion!

It should be noted that when an IFSP is reviewed, an entire copy of the IFSP documenting that review must be sent to the SPOE, not just the services page.  (Please see IFSP instructions document in the First Steps Early Intervention Practice Manual for more details.)  In addition, documentation required to be sent to the SPOE for the EI record includes, but is not limited to:  clear, complete, and timely service coordinator case notes; provider monthly progress notes (provider sends to the service coordinator and family monthly and the service coordinator sends to the SPOE quarterly); Notice of Action/Consent forms; IFSP meeting notification forms;  Release of Information forms;  evaluation and assessment reports; health and medical records gathered to assist with IFSP development; worksheets used in IFSP planning; change of information and inactivation forms; authorization forms for evaluation; and assessment and teaming.