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Past Tips of the Week

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December 30, 2007 If you need to cancel a visit with a family, document the reasons why on the Missed Appointment Documentation form and on the Correspondence/Phone Contact Log. If the family elects to not have the visit rescheduled, document that they chose to not have a make up visit.
November 25, 2007 Blue or Black Ink pen should be used for WVBTT documentation.
November 18, 2007 Remember, we serve the family. Be respectful of them.
October 28, 2007 Begin to plan for IFSP annuals or reviews four to six weeks prior to the due date.
October 21, 2007 Make certain you have the newest version of all forms. Most are available on the WV BTT website under Standard Documentation Forms. Only print out a few at a time, so you don't end up with a lot of unusable or outdated forms.
October 14, 2007 Check the RAU location associated to the child’s address before mailing documentation for the child’s educational record.
October 7, 2007 When exiting WV Birth to Three as service provider, you must contact CSC to remove your information from the service directory.
September 30, 2007

Set up a master calendar for your entire caseload and put all important dates on it for all of your children, such as: IFSP dates, IFSP review due date, date of 3rd birthday, date 90 day face-to-face meeting is due, etc. That way, at the beginning of the month, you can glance at the master calendar and see what you need to be working on for the month.

September 23, 2007 Enter the START and END dates on the Practitioner Confirmation form when adding or removing practitioners and/or service coordinators.
September 16, 2007 Define abbreviations and terminology written on documentation.
September 9, 2007 If you have ANY questions about the system, contact your regional Technical Assistance (TA) Coordinator. Don't know who it is? Click here.
August 26, 2007 Service coordinators should order and maintain a steady supply of the Procedural Safeguards booklet. Always make sure you have extra copies with you at all times.
August 19, 2007 Make sure to document every call, every letter/form sent, every linkage or referral that you do for a family on your Contact/Correspondence Log.
August 12, 2007 All formal complaints must be submitted in writing to the CQI Coordinator, Sharon Canterberry.
August 5, 2007 NEVER ask a parent to sign a blank or incomplete Activity Note.
July 29, 2007 It is highly recommended that Service Coordinators attend Overview of WVBTT Documentation/Forms Training within the first (3) three months of enrollment.
July 15, 2007 If you are unable to serve an entire county, input zip codes to reflect availability. Zip codes can be found at
July 8, 2007 Service Coordinators must complete the Consent for WVBTT to Release and Share Information form, upon parent approval, for student interns who want to observe in any team.
July 1, 2007 Reciprocals and Consent forms have been updated and can be downloaded from the Standard Documentation Forms page. Make sure to fill them out completely and accurately. These forms are only good for ONE year, and end the day before the child's third birthday.
June 17, 2007 Be sure to use the child's legal name (name on the birth certificate) on all documentation.
June 10, 2007 Create reference binders with resources for each county you serve and keep it updated. Contact the local RAU or visit for a list of resources.
June 3, 2007 Original documentation is required at the RAU within five (5) days, except for billing authorization which is two (2) days.
May 27, 2007 All Service Authorization Requests for audiological evaluations must be submitted to the State Office 7 days prior to the appointment date. Not sending the request in a timely manner could result in a family having to re-schedule or pay for the visit.
May 20, 2007 Make certain that all outcomes on the IFSP are specific, measurable, functional, and should be achievable within six months.  A generic "We want Johnny to be at age level" is not appropriate.
May 13, 2007 Maintain a file to keep important WV BTT info emails and Technical Assistance Bulletins to refer back to.