Section 500.45  Regional Intake Entities

The Department will assure the designation of regional intake points as necessary to accomplish consistent, System intake and service coordination throughout the State.  The regional entity shall be the contracted entity responsible for implementation of the Early Intervention Services System within its designated geographic area.  The regional entity shall:

a)         Participate in public awareness and child find activities by disseminating information to primary referral sources and working with local interagency councils.

b)         Provide adequate accessible and secure space/facilities to store permanent early intervention records and to house staff.

c)         Select, train, and supervise qualified staff to carry out the following tasks within the System specified time frames:

1)         Receive referrals.

2)         Develop, maintain and process the permanent early intervention case record in accordance with policies set forth by the Department.

3)         Provide information about the Early Intervention Services System, including rights and procedural safeguards and available advocacy services, to families and initiate intake with parental consent.

4)         Coordinate EI and non-EI services for enrolled families.

5)         Ensure that eligibility is determined according to the Department's early intervention eligibility criteria.

6)         Comply with family fee policies and procedures as set by the Department.

7)         Develop the initial IFSP with the family, within 45 days after referral, consistent with requirements in this Part and federal regulations.

8)         Monitor that the integrity of the IFSP process is maintained and completed through accurate, timely and complete implementation of the services as mutually determined and agreed to by the IFSP Team, and consented to in writing by the child's parent/guardian.

9)         Monitor that the Part C funds are the "payor of last resort" to the extent allowed by law.  This includes assistance in accessing resource supports, including but not limited to Medicaid (Title XIX), the State Child Health Insurance Program (Title XXI), the Division of Specialized Care for Children (Title V) and private insurance.

10)         Assist the family in monitoring IFSP implementation and obtain updated documentation  from service providers listed on the IFSP in accordance with this Part, communicating regularly with the family using a variety of face-to-face, telephone, written correspondence, and other methods, including team meetings, to ensure that the family is well informed and an active participant in the implementation of the IFSP.

11)         Assure that IFSPs are reviewed at least every six months and updated annually.

12)         Assure that transition planning, case transfer and case closure occur consistent with the requirements of this Part.

13)         Be knowledgeable of and comply with all applicable federal and State laws, guidelines, procedures, rules, regulations, and executive orders applicable to its activities, including, but not limited to:

A)        The Individuals with Disabilities Education Act (20 USC 1400 et seq.).  The United States Department of Education regulations for the early intervention program for Infants and Toddlers with Disabilities (34 CFR 303) and the Illinois Early Intervention Services System Act.

B)        The federal Family Education Rights and Privacy Act (FERPA) (20 USC 1232g, 1232h)  and the United States Department of Education implementing regulations (34 CFR 99); the Illinois School Student Records Act [105 ILCS 10].

C)        The Americans with Disabilities Act (42 USC 12131-12134).

D)        The Health Insurance Portability and Accountability Act (42 USC 1320 et seq., and the regulations promulgated thereunder at 45 CFR 160, 162 and 164 regarding transactions, privacy and security).

d)         Maintain a directory of non-EI financial resources and support services for use with families.

e)         Assist families in accessing non-EI financial resources and  support services by making appropriate referrals while the child is enrolled with the Early Intervention Services System and at transition.  Children found ineligible should be offered referrals for non-EI community resources prior to case closure.

f)          Maintain administrative and programmatic contact with all EI service providers in the service area.

g)         Participate in routine monitoring and technical assistance activities as required by the Department, including on-site monitoring, data collection and reporting obligations, record reviews, financial audits, complaint investigations, and consumer satisfaction surveys.

h)         Enroll as an "All Kids agent" in order to complete the All Kids application as authorized under Section 22 of the Children's Health Insurance Program Act.

i)          Participate in a process to measure family outcomes.

(Source:  Amended at 32 Ill. Reg. 2161, effective January 23, 2008)