Past Tips of the Week

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.

Blue or Black Ink pen should be used for WVBTT documentation.

Remember, we serve the family. Be respectful of them.

Begin to plan for IFSP annuals or reviews four to six weeks prior to the due date.

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 Only print out a few at a time, so you don't end up with a lot of unusable or outdated forms.

Check the RAU location associated to the child's address before mailing documentation for the child's educational record.

When exiting WV Birth to Three as service provider, you must contact CSC to remove your information from the service directory.

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.

Enter the START and END dates on the Practitioner Confirmation form when adding or removing practitioners and/or service coordinators.

Define abbreviations and terminology written on documentation.

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.

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.

All formal complaints must be submitted in writing to the CQI Coordinator, Sharon Canterberry.

NEVER ask a parent to sign a blank or incomplete Activity Note.

It is highly recommended that Service Coordinators attend Overview of WVBTT Documentation/Forms Training within the first (3) three months of enrollment.

If you are unable to serve an entire county, input zip codes to reflect availability. Zip codes can be found at www.usps.com.

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.

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.

Be sure to use the child's legal name (name on the birth certificate) on all documentation.

Create reference binders with resources for each county you serve and keep it updated. Contact the local RAU or visit www.wvdhhr.org for a list of resources.

Original documentation is required at the RAU within five (5) days, except for billing authorization which is two (2) days.

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.

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.

Maintain a file to keep important WV BTT info emails and Technical Assistance Bulletins to refer back to.