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07108-Lanterman Act Intake Procedure

Posted

Link to TCADD Policy 7101

SCOPE:

This procedure applies to all employees of Tri-Counties Regional Center. This procedure refers to the Intake procedure regarding eligibility for Regional Center/Lanterman Act Services.

PROCEDURE:

For inquiries:

  1. Telephone inquiries:
    1. All callers have the option of speaking with a member of the Tri-Counties Regional Center (TCRC) support staff or of leaving a voice-mail message for the Intake Coordinator.  If the callers talk with support staff, the callers shall be assured that their calls will be returned by the end of the next working day.
    1. All callers leaving a message are given the extension number for the Intake Coordinator for future reference.
    1. Support Staff determine if the referral has a prior relationship with TCRC or another regional center. If the referral is served or was served by TCRC or another regional center, then the call is sent to the appropriate staff person (Service Coordinator or Transfer Coordinator). If not, the call is sent to the Intake Coordinator.

An individual previously processed through intake as “not eligible” [status 6] or as “loss of contact”[status 4/9] is forwarded to the Intake Coordinator as a new referral.

  • The calls will be logged and noted in Box under “Intake Telephone inquiries.”
  • For Web inquires:
    • Family and Community members are welcome to complete the web inquiry form. The form consists of necessary demographic information and options to upload documents to assist the intake process.
    • Intake Coordinators reach out to the web inquiries to receive consent to move forward with consideration of their appropriateness for the intake process.
    • An Intake Coordinator schedules an intake should information support the possibility of a developmental disability.
  • For walk-ins or calls, when the Intake Coordinator is in the office but is not available:
    • The support staff responds to the intake inquiry: “The person you need to speak to is Mr./Ms. (name). They are on the telephone right now. Would you like to leave your name and number on voicemail, and they will return your call or do you need to speak with someone immediately?”
    • The call either goes to voicemail or, if not, the support staff can direct them to the web inquiry form. 
  • Establishing decision on proceeding with Intake:
    • Guidelines:
      • Once communication contact is made, the Intake Coordinator collects the information needed for completion of the inquiry/referral.
      • The Intake Service Coordinator proceeds with the following:
        • Determine if this applicant has previously completed the intake process.
        • Educates the applicant about TCRC’s mission, purpose, and Regional Center eligibility criteria. Invites the applicant to complete the process.
        • Discuss with the caller the reason(s) the applicant might or might not be eligible if there is information that argues for or against eligibility. However, the Intake Coordinator will continue to invite the applicant to complete the process in order to have the most thorough evaluation.
        • If there are any questions that can only be answered through a consultation with a member of the clinical team, the Intake Coordinator shall inform the applicant that they are forwarding information to the clinical team to consider so that the decision on whether or not to proceed with Intake can be clarified. The applicant’s information shall be immediately forwarded to the clinical team and the applicant shall be notified of the decision within two (2) working days.
        • If indicated, the Intake Coordinator facilitates a connection with other resources [e.g. CWS, CCS, LEA, Managed Care Medi-Cal, Housing Authority] by:
          • Informing caller about the resource;
          • Giving the caller the name and phone number of the resource and the name of a contact person, if available.
      • If the clinical team does not recommend continuation of the intake process, the Intake Coordinator is to ensure due process by informing the caller: “You have a right to due process, if you do not agree with this decision; you may ask that we take a look at it formally. Do you understand why the Regional Center is not proceeding with this assessment? Do you agree to withdraw this inquiry?”
        • If they agree with withdrawing, send a letter to the caller stating that they verbally agreed to withdraw from intake.
        • In all cases send:
          • A letter explaining that the case will not be opened into intake and why.
          • Provide “Information on Due Process” with the letter.
          • Provide letter outlining Mission and Purpose of TCRC including who TCRC serves.
          • Information packet on TCRC and community resources.
      • Follow up with the resource referral source within no more than five (5) working days, informing them of the status of the referral.
      • Gives the applicant/family the name(s), address and telephone number for the State Council on Developmental Disabilities (SCDD).
    • Referral follow up:
      • If an intake inquiry is the result of a referral from another agency or provider, the Intake Coordinator shall:
        • If not determined to provide the Intake: By telephone contact or correspondence: “Thank you for the referral on (name). Upon further information gathering, we have determined (name) does not have a developmental disability or a substantially disabling condition as defined by Lanterman Act (4512). I would like to send you and information packet about who TCRC serves and include brochures for future reference.”
        • If determined to provide the Intake: By telephone contact or correspondence: “Thank you for the referral on (name). We have initiated our eligibility determination process to determine if (name) has a developmental disability or a substantially disabling condition as defined by Lanterman Act (4512).”
  • Should the intake proceed the Intake Coordinator:
    • Determines if the applicant:
      • Is a person served;
      • Is a person served by another Regional Center [and if so, asks the applicant to contact their regional center and ask them to transfer the case to TCRC and inform the Transfer Coordinator to get the case transferred to TCRC].
      • Has previously completed the intake process. (Conducts SANDIS statewide search).
    • Initiates assessment of needs in order to proceed with the assessment.
    • Contacts the applicant, if contacted by a referral source other than the applicant/family:
      • Obtains consent to pursue eligibility assessment;
      • Within two (2) working days, schedules appointment.
      • Informs the caller: “Based on the information gathered, I think you/your child may have a developmental disability.”
      • Explains the packet that will be mailed to them.
      • Informs them of the importance of others involved in the intake process such as family members (in the case of adult applicants that it is the choice of the applicant who may participate in the intake process).
      • Informs the caller that the Intake Coordinator will meet with the applicant/family within ten (10) working days.
      • The initial intake shall be performed within fifteen (15) working days following request for assistance [(WIC 4542 (a) (2)].
    • Mails or facilitates the mailing of:
      • “Applicant Questionnaire”;
      • “Applicant Record Request” form;
      • “Consent for Release of Confidential Information” forms; and,
      • “Appointment Date Letter” that explains the packet of information and gives instructions.
    • Calls the night prior to the appointment to confirm the appointment with the applicant/family. Within fifteen (15) working days of the initial inquiry contact, the Inquiry number needs to roll to a UCI number in SANDIS. It is preferred that the Intake Coordinator work with support staff and IS Department to get a UCI assigned as soon as possible.
    • After the face-to-face interview and the collection of pertinent data, the Intake Coordinator, with support from the local Clinical team, determines if further assessment is needed. If assessment is needed, the assessment shall be performed within 120 days following initial intake. [WIC 4643 (a)]. Once completion of assessment and any consultations the Intake Coordinator presents the case for Eligibility at Eligibility staff meeting:
      • Eligibility staff meetings are regularly scheduled, preferably weekly.
      • The Intake Coordinator is responsible for presenting all relevant information to the core staffing team that is needed to make the Eligibility decision.
      • The Intake Coordinator circulates the appropriate forms for signature(s).
      • The core staffing team may defer the discussion on eligibility if:
  • There is not agreement on eligibility status;
  • Further assessment is necessary to make the eligibility decision.
  • Following eligibility assessment, applicants will fall into one of the following two (2) categories:
    • Not eligible:
  • A denial package is sent; however, prior to sending the denial package the Intake Coordinator or a designated clinical team member shall speak to the family by phone to inform the family of the outcome of the meeting and will offer a personal consultation with a TCRC clinician to go over the findings with the applicant/family, should they desire.
    • Eligible:
  • The Intake Coordinator notifies the applicant/family, by telephone, that: the person has been found eligible for services and that “(name) is a part of the (child/transition/adult) team. You will hear from (service coordinator) within the next week”.
  • The Intake Coordinator lets the person or their family know that TCRC has an Orientation for those new to REGIONAL CENTER services and shares the schedule.
  • The Intake Coordinator facilitates the mailing of the eligibility letter and an invitation to the next scheduled orientation.
  • The Intake Coordinator completes the initial CDER and finishes all needed T-19 note documentation.
  • 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.

6. The Intake Coordinator’s responsibilities are now complete.

  • The service coordination team:
  • Contacts the individual/family for the Person-Centered Planning meeting as soon as possible and no more than 30 days from the date of the eligibility recommendation.
  • Reviews the record, follow up as necessary on any outstanding Requests for Information, contacts, referrals, etc.
  • The Person-Centered Planning process/IPP is completed within 60 days.
  • It is imperative that all phases and steps noted above are documented clearly in T-19 notes to establish a clear and concise record of the overall eligibility determination.

Revision Date:12.09.25