Welcome to the Alaska EIILP Cost Study Time Study

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Welcome to the Alaska EI/ILP Cost Study Time Study
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What is this?

• This is part of a larger statewide ILP cost
  study
• All ILP agencies in the state are being asked to
  participate
• The study is critical to developing reliable
  information about the states future ILP
  financial needs.
• PIC, ACCA and NSH agreed to pilot the study.
• The PIC Time Study is over, ACCAs staff
  members are now taking part.
• We ask you to keep track of the way you use your
  time every day you work for two weeks.

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How will I participate?

As you go through your workday youll fill out
the Time Study Worksheet
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The Time Study Worksheet
How do I fill this out?
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First, Notice the layout

Seven day week and 12 hour days allow for
possible overtime
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Youll use two seven-day, twelve hour worksheets
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Identify Yourself

Your Name First and Last Name
Organization PIC
Your telephone Number Work Phone
Your Position Your Occupational Title
(i.e. Physical therapist)
For the week Ended Seven days from the start
date (i.e. 4/19/09)
The area you Serve Anchorage
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Ready to code? Coding Categories Tips

• Think about the day ahead and anticipate how
  you will be using your time.
• Read up in the Worksheet Instructions on how to
  code the time you think you will be spending.
• Focus on the time you start and stop a Category
  of Service and fill in the 15 minute blocks in
  between.
• But be sure to keep up- dont get behind or
  youll forget what you were doing for some of the
  15 minute segments.
• Use a pencil to fill out the Worksheet. And
  take an eraser with you.
• If youre uncertain about your choice, make a
  note in the comments section about your choice.
  Add more paper for additional comments.

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Coding for Categories

Leave Blank Start of each Day
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Note the bottom line of the 15 minute unit
represents the end of the unit. This is 715.
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N
N
N
A
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Code each time block for the service performed
(i.e. Intervention- 700 to 745 )
A
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Took a break- 745 to 815
Note leave uncompensated Lunch breaks blank or
draw a horizontal line through the interval/s.
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The Coding Hierarchy for Categories

Use the following hierarchy if more than one
Category of Service was delivered in a 15 minute
interval 1st N- Intervention 2nd R
Referral and Intake 3rd E Evaluation and
Assessment 4th F IFSP development and
Meeting 5th D or S Service
Coordination Example Sally, not the designated
service coordinator, made a service coordination
phone call and provided Occupational Therapy in
the same 15 minute interval. She codes N for
Intervention, NOT S for service coordination
because N is above S in the hierarchy.
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More Coding Hierarchies for Categories

6th- If none of the 5 Categories above took place
in any 15 minute interval, code the
Category that took up the greater part of the 15
minute interval.
Example for the 6th priority Sally was attending
a general staff meeting starting at 800 AM.
After 10 minutes of the meeting she began feeling
sick. At that point she left the meeting and took
the rest of the morning off. She coded A,
Administration for the 800 to 815 interval, and
K, Sick for all the intervals from 815 to noon.
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You need to know the Category Definitions

N Early Intervention Services for Part C
eligible clients. There are 15 listed in the
Instructions, pg. 5. Check them out.
R Referral and Intake. All the activity related
to handling a referral into the agency or out to
other agencies prior to or instead of enrollment
in the ILP. Use this code and NOT Service
Coordination any time you are doing in- or
out-referral prior to enrollment.
Morego to next slide
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More Category Definitions

E Includes both child and family assessment to
determine need, and evaluation of initial and
continuing assessments to determine eligibility.
Check out the Instructions for examples.
F Activity around the IFSP meeting and its
purpose that of choosing services for the
benefit of child and family.
D Service Coordination (designated). Activity
carried out by the person designated as case
manager or primary Service Coordinator, assigned
after the child has been determined eligible for
Part C services.
Morego to next slide
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Even More Category Definitions

S Service Coordination (other-than designated).
Service Coordination by someone other than the
person designated on the clients IFSP.
A Administration. All generic, compensated
administrative activity that is not identifiable
by program. Includes Brakes.
P Personnel Development. Training directly
related to ILP service. See the Instructions for
the learning-by-observation possible exception.
Morego to next slide
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The last three Category Definitions

C Community Collaboration. In a word ILP
networking. See the Instructions for examples.
K Sick, Holiday, Vacation time. It is not
program dependent.
X Services and activities not related to early
intervention or Part C processes. This includes
Supervisory time not related to early
intervention or Part C activities.
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Tips for coding Activities

Use the following hierarchy if more than one
activity took place in a 15 minute interval
1st If any part of the interval included Travel,
code the entire interval 6 for Travel.
2nd If any Direct Service occurred during the
interval (and no travel occurred), code the
entire interval as 5 for Direct Service.
3rd If more than one of any of the other seven
activities took place (meaning no travel or
Direct Service occurred), code for the Activity
that took up the greater part of the 15 minutes.
4th If you performed an Activity that doesnt fit
any of the 9 others, use code 10 and describe the
activity in Comments on the Worksheet.
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Coding for Activities

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Leave Blank Start of each Day
N
5
N
5
Note the bottom line of the 15 minute unit
represents the end of the unit. This is 715.
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N
5
A
A
Code 1 through 9 only for Categories N,R,E,F,D,S.
Do not code an Activity (leave blank) for
Categories A,C,P,K or X.
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You need to know the Activity Definitions

1. Documentation. The actual act of documenting
performance of a Category of EI Service. Not
Report writing.
2. Preparation. Time spent preparing for
referral, intake, evaluation assessment, IFSP
meeting, etc. Completion of documentation is not
preparation, its Documentation.
3. Collateral meetings. Meetings with other
professionals about providing EI services. If the
client or clients family is present, code 5
for Direct Service
Morego to next slide
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Even More Activity Definitions

4. Consultation. Time spent with other
professionals that is planned for, and defined in
the childs IFSP. This is NOT ad hoc, unplanned
for time with other professionals.
5. Direct Service. Face-to-face contact with the
child or family. It does NOT include telephone
contact.
6. Travel. Travel is going to and returning from
a destination to deliver early intervention
services. It includes pauses such as layovers
unless another EI service is provided during the
pause.
Morego to next slide
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The last four Activity Definitions

7. Report Writing. The actual writing and
documenting (specifically for the report) related
to the coded Category of EI Service.
8. Telephone Contact. Calling or receiving a
phone call specifically from a client family.
9. No Show, Cancellation, Attempted Home Visit.
Only use this code when the attempt was made and
no other activity took place. Any part of it that
included travel must be coded Travel.
10. Other than listed. If no other Activity seem
appropriate, use this code and explain in the
Worksheets comments section.
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Coding for Supervision

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If you are spending time with your supervisor OR
are supervising in ways a. through e. on the
Instruction sheet, draw a circle around the coded
category units of time for which Supervision
applies. Note you can enclose more than one 15
minute interval at a time.
N
5
N
5
N
5
A
A
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Coding for Part C

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If the client or clients family for whom you are
providing and coding a service, N,R,E,F, D, or S
has been determined to be Part C eligible, put
check marks in the C column. Note code each
box separately
N
5
V
V
N
5
N
5
V
A
A
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Other States Results
Connecticut 2006 http//www.birth23.org/Publica
tions/ProviderRateStudy2006.pdf
Virginia 2004 http//www.infantva.org/documents
/coststudyfinalreport.pdf
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Practice