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EHDI Audiologist & eSP reporting Q and A 7-10
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1. free Ariibrerr ancl Farnifice EHDI Audiologist amp eSP reporting Q and A 7 10 How can I get the a The EHDI law can be found at full text of the http www idph state ia us iaehdi professionals asp EHDI law and rules b The EHDI rules can be found at http www idph state ia us iaehdi professionals asp Continued on next page Iowa Department of Education and Early Hearing Detection and Intervention Program Referral for Hearing Audiology Follow Up Services Guidance January 2010 fer Biblrerr ancl Foonibics EHDI Audiologist amp eSP reporting Q and A 7 10 Continued When do I consider a child lost to follow up and do I mark them as such in the eSP data base Iowa Department of Education and Early Hearing Detection and Intervention Program EA pre service coordinators attempt contact with families via mail and telephone according to the following procedure approved by the EHDI Quality Assurance Committee and AEA Leadership Committee e Within 48 hours of receiving the EA referral from state EHDI personnel EA will make an attempt to reach the family by phone or letter if that has been more successful in the EA region If a call is made and no one answers and voice mail is available EA will leave a message If the phone has been disconnected move directly to the third bullet below mail a letter e After seven to ten days a second attempt to reach the family will be made by phone e After
2. facility locate professional contact Then enter out by facility name hit enter and then you will get either Out of State Babies or Out of Country Babies select the correct one and click on save and return to the demographics tab Once you have saved it both AEA 14 and Out of State Babies will be listed as the birth screen provider Click on the remove button that is next to the AEA 1 birth screen provider That will then remove the AEA as the birth screen provider Keep Out of State Babies as the birth screen provider and keep AEA 14 Green Valley as the Audiologist If you are confused regarding the directions just e mail or call Tammy can walk you through it Please share these directions with any other audiologist in your AEA that may access the system and have kids to enter who are out of state or out of country Iowa Department of Education and Early Hearing Detection and Intervention Program Referral for Hearing Audiology Follow Up Services Guidance January 2010
3. for illrerr aeol Farnilics EHDI Audiologist amp eSP reporting Q and A 7 10 Continued How do I enter a baby born out of state into eSP If a child is born out of state or country first search if you have access to IDPH to ensure they are not in the system Once in a while Tammy will get referrals from other states and she automatically enters them into the system before making the referral to the AEA If you are a token user that has access to IDPH never enter them under IDPH or it will show IDPH as the birth screen provider EHDI also does not want the AEA s listed as the birth screen provider either otherwise the EHDI program staff have to go back and correct all the records to get accurate data To add the babies to the system you can do it one of two ways depending on what your access is The instructions are listed below If you have access to IDPH select Out of State Babies facility Once you have selected that facility click on patients add patient and begin filling out the form as much as possible We realize that most likely you will not have time of birth and or GA and weight Add the PCP Medical Home primary care physician as a provider The instructions are in your user manual on page 18 Add your AEA as an audiologist That would then give you or anyone else in your AEA access to that child s record To add the child s results you would select your AEA as the facility and enter the results as you normally
4. has HIPPA requirements use the EA Authorization for Release of Health Information Report the child to the State EHDI Coordinator The child may need to be marked as lost contact In the status field Not necessarily In order to avoid duplicate records please first let Tammy O Hollearn know the name date of birth birth hospital and mother s name of the child you can t find She will then attempt to locate the baby in the system Tammy will let the AEA know whether the child should be added or how to find the baby in the eSP system If a baby is born out of the state or country it will probably need to be added to the eSP system Please search for the baby first however so that duplicates can be avoided If you have determined that you need to enter the baby and you need help doing that contact Tammy O Hollearn If the AEA has the appointment scheduled it is a good idea to use the appointment feature This acts as a reminder for you and lets the EHDI program know that follow up is scheduled so a referral for pre service coordination is not needed A case note listing upcoming appointments can also be made but this will not necessarily take the baby off the list of those needing follow up of upcoming audiological appointments Continued on next page Iowa Department of Education and Early Hearing Detection and Intervention Program 3 Referral for Hearing Audiology Follow Up Services Guidance January 2010
5. l should not change children s status as the EHDI program will make final attempts to reach the family as described above If a parent refuses screening or reports that the child has moved out of state EA staff should report the information to the EHDI program The EHDI staff will ensure the record is complete and make the status change Continued on next page Referral for Hearing Audiology Follow Up Services Guidance January 2010 fer Biblrerr ancl Foonibics EHDI Audiologist amp eSP reporting Q and A 7 10 Continued If an AEA refers the child on for further assessment and the diagnostic facility reports to the EHDI program and not the AEA how will the AEA audiologist know the results of the diagnostic assessment What do I need to do to geta baby off the needs follow up list in eSP If AEA personnel cannot find a baby in the eSP system should they add it Should the AEA use the eSP appointment function to note the date and time If the AEA audiologist has access to the child s record in the eSP database because they have been working with the child already they will be able to see the results provided by the other service provider once they are entered in eSP If they want to get the results directly from the diagnostic facility they can send a completed Early ACCESS Authorization for Exchange of Information with the parent to take to the assessment Note If it is a health entity that
6. seven to ten days a final attempt will be made to reach the family through a written letter for those regions who chose to make a call first For those regions that chose to send a letter one final attempt to reach the family by phone will take place e EA will notify the EHDI program if the attempts were unsuccessful and a case note will be made in the child s EHDI data management system record When the Early ACCESS pre service coordinator does not get a response from the family the pre service coordinator contacts the EHDI program immediately The EHDI program makes a final attempt to get the child in for follow up This will include the following e A letter will be mailed to the family from the EHDI program e A letter and fax back form will be sent to the primary care physician PCP of record and recorded in the statewide EHDI data management system If the PCP responds with updated information EHDI staff members update the statewide EHDI data management system and provide further follow up as appropriate EHDI staff members will change the status of children in the data system when appropriate to one of the following e Lost contact e Moved out of state e Refused A change in status will only occur when all attempts to locate the child family have failed including attempts to locate the family through other programs such as WIC immunization newborn metabolic screening program and the child health program Early ACCESS AEA personne
7. would If you have access to your AEA only add the baby as you normally would go to patients add patient and begin working your way through the form When you get to place of birth select Hospital or Home depending on which one it is Then you will see hospital and it will give you a drop down list to select from Some of the bordering state hospitals are included in that list otherwise select Out of State Babies or Out of Country Babies accordingly Add the AEA as an audiologist and the primary care physician as PCP Medical Home Once you return to the demographics tab after you have entered the PCP and AEA as an audiologist you will see your AEA also listed as the birth screen provider on the demographics tab under Patient Professional Contacts We don t want the AEA listed as the birth screen provider To remove the AEA as birth screen provider you first want to add the hospital of birth or out of state babies as the birth screen provider After you see the following example Name Service Type Phone Olk Douglas MD PCP Medical Home Mercy Medical Center Dubuque Birth Screen Provider 563 589 8000 there is a remove button to the left of the AEA birth screen provider Click on that button You will only want to hit remove if you are listed as the audiologist or you will no longer have access to the record You don t want that You will want to go back and select birth screen provider as the service select search for a place
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