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Subject: Changes in
the System Point of Entry (SPOE) for the Phase II Areas
Source: Division of Special Education
Intended Audience: Phase II Providers and Service Coordinators
We want to share information regarding changes in the System Point of Entry
(SPOE) for the Phase II areas.
Missouri established the current SPOE system through a state-wide bid
process that must be rebid every three years. During the past three years,
the Division heard many concerns from stakeholders regarding the efficiency,
effectiveness, and operations of existing SPOEs. Consistent with Office of
Administration requirements, the Phase II SPOEs were rebid during the past
several months. Based on this new bid, seven SPOE regions will begin
operations on February 1, 2006,
under this “new bid structure” A map of the new SPOE regions can be
found at
http://dese.mo.gov/divspeced/FirstSteps/pdfs/SPOE_Bid_Revised.pdf
a. Northeast SPOE (Region 3)
b.
Greater Kansas City (Region 5)
c.
Central
SPOE
(Region 6)
d.
Southwest SPOE (Region 7)
e.
South Central (Region 8)
f.
East Central SPOE (Region 9)
g. Southeast SPOE (Region 10)
To facilitate a smooth transition with minimal interruptions for families,
providers, and service coordinators in these areas need to be aware of the
following:
Currently Authorized Services - Early intervention services currently
authorized will continue with the existing providers. New authorizations
will be processed by existing SPOEs through January 27, 2006. New SPOEs
will begin processing new authorizations on February 6, 2006.
MoFirstSteps.com will be unavailable between
January 27 and February 6, 2006, in order for the Central Finance Office
(CFO) to establish the new SPOEs in the system. This shutdown of the web
system means that providers will not be able to look up authorizations or
submit claims to the CFO. Services to families can continue during this
time.
Service Coordination - Service coordinators in the new SPOE regions
will become “employees” of the SPOEs or continue as Department of Mental
Health (DMH) employees. This differs from the previous system in which all
service coordination was provided by either independent service coordinators
or DMH service coordinators. Families that currently have a DMH service
coordinator will, in many cases, continue with that service coordinator.
Some Independent Service Coordinators are being hired by the new SPOES. To
the extent possible, families will remain with existing service
coordinators. However, if an existing independent service coordinator is
not or will not be “employed” by the SPOE, families will be required to
change service coordinators. The new SPOE directors are committed to keeping
changes to a minimum. Families will be contacted by the new SPOE if a change
in service coordinator is required.
There is no need for
families to call and ask if a child or family will be affected by this
change.
All authorizations for
service coordination will end effective February 1, 2006. Since service
coordinators will now be employees of the SPOE or DMH, they will no longer
bill their services through the CFO.
Child Records - All records from the
hardcopy files and the data system will be transferred from the old SPOE
administrative office location to the new SPOE administrative office location.
Independent Service Coordinators that will no longer be providing services
for First Steps will need to transfer all child specific records to the new
SPOE by February 3, 2006. All other providers need to send on-going
progress notes and any other pertinent child specific records to the new
address after February 1, 2006. Contact information for the new SPOEs is as
follows:
Region 3
Evergreen Behavioral Services
PO Box 894
Mexico, MO 65265
Contact Name: Patrick Finder
patrickfinder@yahoo.com
(573)582-0291
Region 5, 7
Community
Support Services
2312 Annie Baxter
Joplin, MO 64804
Contact Name: Jhan Hurn
jhurn@cssmo.org
(417)624-4515
Region 6, 9
Children’s
Therapy Center of Pettis County
1500 Ewing Dr
Sedalia, MO 65301
Contact Name: Roger Garlich
rgarlich@chs-mo.org
(660)826-4400, ext 314
Region 8
Greene
County Board for Developmentally Disabled
300 S. John Q. Hammons Parkway, Ste. 102
Springfield, MO 65806
Contact Name: Jan Jones
jan@gcbdd.org
(417)882-5400
Region 10
Southeast
Missouri State University
One University
Plaza, MS 9425
Cape
Girardeau, MO 63701
Contact
Name: Kristen Foltz-Schlegel
kschlegel@semo.edu
(573)290-5595
Transfer of files and equipment
- Joyce Jackman, Director of Funds Management, will contact SPOE with
specific timelines and procedures.
Data
System
– Handling referrals and intake activities from mid to late January- For
referrals received between approximately mid-January and the end of January,
Intake Coordinators in SPOEs that will be affected by the changes in SPOE
administration or boundaries will need to help families who have just been
referred understand what changes are occurring in the near future. Some
families may choose to wait to proceed with intake activities until the new
SPOE for their area is operational, but if the SPOE has time and the family
prefers, the intake visit will be scheduled with the existing SPOE. SPOEs
that will not be continuing to operate after February 1 will need to assess
their ability to conduct the intake activities in view of the other
necessary activities being conducted to transfer records and materials to
the new SPOEs. By the week of January 23-27, these SPOEs will need
to conduct intake meetings on a limited basis.
In any
case, the referral date, as always, will be the date the SPOE became aware
of the referral, so the existing SPOE that received the referral will need
to record that referral and track the activities that they perform so that
the new SPOE will have accurate and current information. If the parent is
given an option and chooses to wait until the new SPOE agency takes
responsibility, then the case notes should reflect this, and that portion of
any delay in completing the intake/evaluation process prior to the 45 day
timelines would be considered to be based on parent reasons.
To the
extent possible within the confines of the dates the CFO data system will be
shut down, the referral, intake, eligibility, and IFSP activities should be
entered into the new data system. The paper file will also need to be
maintained to include all the required hard copy documents needed for the
file (Release of Information forms, meeting notifications, Notice of Action
and Consent Forms, evaluation reports, medical reports, worksheets such as
"Identifying Typical Family Routines and Activities") and any other
documentation that was unable to be input in the new data system or provides
additional information to the new SPOE about the status of the child and
what activities have occurred.
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