07107 Establishing Eligibility

Link to TCADD Policy 7101

SCOPE:

This procedure applies to all employees of Tri-Counties Regional Center. This procedure applies to all referrals for regional center services requiring an assessment by an Interdisciplinary Team.

PROCEDURE:

After the face-to-face interview and the collection of pertinent data, the Intake Service Coordinator will recommend assessment planning by an Interdisciplinary Team staff meeting, consisting of Intake Coordinator, physician, and psychologist.  

1. The Intake Coordinator is responsible to “chair” this meeting.
   1. The Intake Coordinator determines whether to pursue the assessment.  If needed, the Intake Coordinator will consult with the eligibility team.
   2. For individuals apparently eligible for regional center services, the Intake Coordinator will ask the Clinical Director or designee to approve eligibility with appropriate documentation.
   3. The Intake Coordinator determines if consultation is needed and discusses and/or schedules appointments with the physician and/or the psychologist, as appropriate.
   4. The Intake Coordinator lists the meeting on the Interdisciplinary Team schedule.
   5. The Intake Coordinator presents the case at the eligibility staff meeting.

2. Eligibility staff meetings:

2. Eligibility staff meetings are regularly scheduled, preferably weekly.
3. The Intake Coordinator determines who is appropriate for review at eligibility staff meetings.
   1. The staff meeting will include the Intake Coordinator, Clinical Director or designee, a physician and/or psychologist. 
4. The Clinical Director or designee must be involved in the eligibility determination when:

2. The Intake Coordinator and the physician and/or psychologist do not agree on eligibility.
3. There is a question about the fifth eligibility category.
4. The Intake Coordinator circulates the appropriate forms for signature(s).
5. The Intake Coordinator schedules sufficient time for necessary discussion.
6. Eligibility for Early Start:
7. Eligibility staff meetings for Early Start applicants are presented by the Early Childhood Team designee.

4. Following eligibility assessment, applicants will fall into one of the following categories:

4. Not eligible: a denial package is sent;
5. Eligible:

4. The Intake Coordinator notifies the applicant/family, by telephone if desired, that: “(name) is a part of the (child/adult) team. You will hear from (service coordinator) in the next week” and schedules orientation with the individual/family.
5. The Intake Coordinator facilitates the mailing of the eligibility letter, the invitation to orientation.
6. Within one (1) week of receiving the case assignment, the receiving service coordination team informs the Intake Coordinator of the name of the team member who will contact the individual/family to initiate the Person-Centered Planning process.

5. The Intake Coordinator’s responsibilities are complete when the staff meeting summary has been completed and the individual/family has been notified of the outcome of the staff meeting. 

6. The service coordination team:

6. Contacts the individual/family for the Person-Centered Planning appointment within 30 days.
7. Reviews the record, follow up as necessary on any outstanding Requests for Information, contacts, referrals, etc.
8. The Person-Centered Planning process is completed for all Early Start children within 45 days.
9. The Person-Centered Planning process is completed for all other individuals within 60 days.

Revision Date: 01-12-23