APR: Timely Service (Indicator # 1) by

Haven’t met the target of 100%, but there was improvement from last year to this year.

DOHEIS — 2025-12-19 00:26:50 UTC

For insufficient documentation: in CAPs, required evidence is followed up more consistently by their QA person. Developed proactive strategies to ensure that services go in.

DOHEIS — 2025-12-19 00:28:14 UTC

Teams use Worksheet A or a similar tracking sheet during FST

DOHEIS — 2025-12-19 00:40:27 UTC

PCDC has a CC log to track timely visits and the log includes the late reasons (from PGs). Service Providers have their own tracking sheet.

DOHEIS — 2025-12-19 00:41:32 UTC

During IFSP meetings, providers schedule first visits and document it in the IFSP meeting notes.

DOHEIS — 2025-12-19 00:43:27 UTC

Staff (potential PSP, consultants) have conversations before IFSP to discuss scheduling so they can come to the IFSP meeting prepared.

DOHEIS — 2025-12-19 00:43:43 UTC

Be familiar with the late reasons so they can document it.

DOHEIS — 2025-12-19 00:43:58 UTC

Person who takes the lead in scheduling (i.e., PSP) documents scheduling, cancellation and reason

DOHEIS — 2025-12-19 00:44:22 UTC

utilize voice notes on work cell phones. In outlook there is an option to dictate note to yourself in an email, then you can cut and paste that into your notes or the voice note serves as a reminder to yourself to document.

DOHEIS — 2025-12-19 00:45:00 UTC

Additional education for CCs and service providers on CAPs/data and evidence to help them understand timelines, why documentation is necessary

DOHEIS — 2025-12-19 00:46:12 UTC

Family reasons: family going on vacation after IFSP; family illness and cancellation

DOHEIS — 2025-12-19 00:51:16 UTC

Program reasons: transfers with July 2025 geo shifts; staff scheduling was challenging

DOHEIS — 2025-12-19 00:53:13 UTC

Program: staff vacancies; current providers have high caseload; how do staff prioritize visits especially when needing to start new families.

DOHEIS — 2025-12-19 00:54:06 UTC

Scheduling: sometimes difficult to schedule first visits in time due to family and provider schedules/availability, especially for children with multiple consultants, and additional travel. Ex: IMUA team has additional travel with going to Lanai and Molokai. Providers try to schedule every week if have multiple consultants.

DOHEIS — 2025-12-19 00:54:26 UTC

30-day timeline: stressful for providers and families when there’s a lot of consultants.

DOHEIS — 2025-12-19 00:54:43 UTC

Too many consultants on the IFSP. New grads are trained in multi-disciplinary approach. New grads and therapists from medical setting stick to what they know and are uncomfortable with PSP model. PSPs are “scared”, “unsure” and add consults immediately. Sometimes we add a lot of consultants based on scores.

DOHEIS — 2025-12-19 00:55:18 UTC

Balancing documentation time and visits/billable time

DOHEIS — 2025-12-19 00:57:09 UTC

Base access impacts bringing consultants. Only the person with access is allowed on-base. Cannot bring a passenger with no clearance even if in the same car. Each military installation has it own requirements. It has been challenging to find military personnel to sponsor staff to come on base.

DOHEIS — 2025-12-19 00:57:36 UTC

Prioritize/Gap a current child to complete a first visit so that the PSP and consultants can get started.

DOHEIS — 2025-12-19 00:58:50 UTC

Encourage/discuss with families using blended services at IFSP and use TP when you can especially when you have a timeline and multiple consultants.

DOHEIS — 2025-12-19 00:59:04 UTC

Area of improvement: What conversations are occurring with families re: response to intervention. When a child/family is established and doing well, seeing progress, or it’s hard to schedule with the family (due to their work schedule, life). Adjusting services to families.

DOHEIS — 2025-12-19 00:59:29 UTC

be thoughtful about consultants that you are adding to the IFSP and what level of support is needed.

DOHEIS — 2025-12-19 01:00:05 UTC

scheduling: check providers’ outlook calendars. Remind providers to keep their calendars up to date.

DOHEIS — 2025-12-19 01:00:26 UTC

set an alert in outlook to remind you about 30-day timeline

DOHEIS — 2025-12-19 01:00:49 UTC

At 6-month meetings, some families don’t want to decrease services even if the frequency has not met been. If we do adjust service frequency, we will typically wait till the 6 month IFSP to avoid having another IFSP meeting.

DOHEIS — 2025-12-19 01:09:16 UTC

Parent fatigue with initial process- too many meetings, paperwork.

DOHEIS — 2025-12-19 01:09:29 UTC

parents already feel that services are minimal at 6x/qtr, and even if child is making progress, they do not want to decrease

DOHEIS — 2025-12-19 01:09:42 UTC

Some staff did not know what Program & Family Late Reasons (document) was.

DOHEIS — 2025-12-19 01:10:11 UTC

implement checks and balances system within each program. Have a tracking sheet that is reviewed and updated at FST.

DOHEIS — 2025-12-19 01:12:40 UTC

Ensure providers understand late reasons and documentation.

DOHEIS — 2025-12-19 01:20:30 UTC

Reminder to programs at staff meeting? Review late reasons and documentation reminders (document when you contact a family) Ensure all staff, including OAs understand PGs.

DOHEIS — 2025-12-19 01:21:44 UTC

Ensure that staff and OAs have the information and understanding of Late Reasons so OAs know what to enter into HEIDS.

DOHEIS — 2025-12-19 01:23:10 UTC

How to guide family/empower them/help them understand services and navigate the frequency.

DOHEIS — 2025-12-19 01:24:23 UTC

building rapport with family is important. Frontload services to build parents’ skills and understanding, and overtime we see a natural decrease in frequency.

DOHEIS — 2025-12-19 01:24:38 UTC

Need additional education in PSP approach, beyond orientation for new staff especially new grads.

DOHEIS — 2025-12-19 01:28:34 UTC

PMs assist in empowering, educating new grads/new to EI.

DOHEIS — 2025-12-19 01:29:12 UTC

PMs also need support with this; time for scheduling.

DOHEIS — 2025-12-19 01:29:33 UTC

PM training to support them in supporting their teams and explaining PGs and PSP model.

DOHEIS — 2025-12-19 01:29:49 UTC

Documentation takes time, especially for anecdotal notes. Providers contact parent, but they don’t connect initially and there’s a lot of back and forth. Providers forget to document these back and forth conversations. Have tried to set aside documentation time, but may still forget to document these attempts.

DOHEIS — 2025-12-19 01:38:21 UTC

Question for PMs, teams to discuss: How do we document conversations that occur between family and program re: scheduling? Ex: from time of IFSP to time of visit.

DOHEIS — 2025-12-19 01:38:49 UTC

Use of voice notes, scheduling time in calendar for documentation so I dont forget is helpful

DOHEIS — 2025-12-19 01:39:16 UTC

when HEIDS rolls out, providers should refer to/utilize their outlook calendar to remind them what to document

DOHEIS — 2025-12-19 01:39:40 UTC

YES

DOHEIS — 2025-12-19 01:40:23 UTC

Unsure

DOHEIS — 2025-12-19 01:41:01 UTC

Need to review with teams. Not all providers familiar with the form.

DOHEIS — 2025-12-19 01:41:20 UTC

CCs talk to families about doing TP for accessibility.

DOHEIS — 2025-12-19 01:55:53 UTC

Parents often want in person for first visits, then are comfortable with TP

DOHEIS — 2025-12-19 01:56:06 UTC

TP first visits are uncomfortable, challenging to navigate.

DOHEIS — 2025-12-19 01:56:38 UTC

Having TP as an option is helpful for teams, especially when needing to schedule consultants (for 1st visits and ongoing), especially with PSU

DOHEIS — 2025-12-19 01:56:54 UTC

ensure that PSU/FFS providers are sent copies of IFSP within timely manner

DOHEIS — 2025-12-23 20:15:11 UTC

support new staff with documentation, understanding PSP model

DOHEIS — 2025-12-23 20:18:33 UTC

support PMs in reviewing documentation guidelines and supporting new staff in completing documentation and in monitoring/supporting current staff?

DOHEIS — 2025-12-23 20:18:47 UTC

Use strategies mentioned to help with scheduling and completing timely services

DOHEIS — 2025-12-23 20:19:35 UTC

Voice notes; CC send IFSP team reminder of 1st visit due date; create and use a tracking doc that is reviewed weekly; etc.

Follow up with PMs to ensure that all staff know and understand the Program & Family late reasons document.

DOHEIS — 2025-12-23 20:21:21 UTC

OA trainings for data on late reasons

DOHEIS — 2025-12-23 20:22:11 UTC