Delivered Services

The Delivered Services screen allows you to add new delivered services data and edit or delete the existing delivered services data for a child

You can go to the Delivered Services screen by clicking on the “Delivered Services” link on the application main menu.

The Delivered Services screen will be displayed.

Locate Child Record

The top section of the screen contains search fields to locate the child record for which you need to enter the delivered services, You can search a child by first name (wildcard character %), last name (wildcard character %), Date of Birth or SSN.

In the search results, you may see more than one record for the child (as seen in picture below). This is because a child may have multiple enrollments. In most cases you will select the record with status “Active” (current). In some cases you may need to select “Inactive” (previous) enrollment in case you need to enter any follow-up services, etc.

Selecting IFSP

The next step is to select an IFSP for which you need to enter the delivered services.

If an IFSP has not been developed

If the child’s IFSP has not been developed yet, then

• The IFSP dropdown list will show “Pre IFSP”, as the services are delivered prior to developing an IFSP
• You can only enter Evaluation & Assessment (E&A) services for the child.

If IFSP has been developed

If an IFSP has been developed for the child, the IFSP list will show the most current (Active) IFSP of the child in the IFSP dropdown list. In most cases, you will be entering delivered services for the most current IFSP. But, system also allows you to select an older IFSP from the list to accommodate for late data entry.

Note: It is important to note that only services listed on the IFSP may be delivered and billed (exception: CME & SC). You will not be able to enter delivered services or bill them, if they are not on the child’s IFSP. If you are not the service coordination agency for a child, but will be providing services to that child, please make sure your services are entered on the IFSP screen in the system by the SC agency.

Add a Delivered Service

To add a delivered service, click on to the Delivered Services link on the main menu, locate your child record and select an IFSP as described in the sections above.

You will enter the delivered services for the selected child in the “Delivered Services” section as shown in the picture below.

Please note that the delivered services section only shows 30 most recent records by default. In case, you need to view/edit older services, then click on the "All Records" link.

You will be entering the new service in the top row that is open for data entry. Once you add a service successfully, it will be added in the gray table right below the data entry row.

You can either use the mouse or you can use keyboard and hit tab to navigate through the fields in the data entry row.

Please complete all the Required fields (marked with red asterisk) -

Field	Description/Action	Required	Notes
Service	Select the service delivered. The Service list will show only the services that are on the child’s IFSP	Yes	The system will not allow entering 2 Comprehensive Multidisciplinary Services (CME) for a child. The system will allow any second (or subsequent) CME as long as there is an exit date for the first enrollment, and then six or more months to the new eligibility determination date. The approval process for second (or subsequent) CMEs that occur with less than six months or with only one enrollment will be handled outside of FIT-KIDS with the provider’s billing for approved second CMEs on paper.
Service Type	Select Service Type	Yes
Staff	Select the name of the Staff who provided the service	Yes
Date	Date the service was delivered to the child	Yes
Minute	Minutes of service delivered	Yes
Location	Setting or Location where the service was delivered	Yes
Method	The means by which the service was provided to a child.	Yes
Travel Time (Min)	Enter travel minutes for the staff (only for tracking purpose, cannot be billed)	No
Cancellation	Select Yes, if the service was cancelled	No
Cancellation Reason	Enter a cancellation reason for the cancelled service	No
Delay Reason	Enter a reason if the service was delayed than 30 days. This is very important as the system will not allow to bill for a delayed service without a delay reason	No
Tracking	If the service is only for tracking staff hrs and work, and not for billing, then select Yes. Please remember that if you select Yes for Tracking, the service will not be billed	No
Add Button	Click on Add button to Add the service	-
Reset Button	Click on Reset button to clear the data in the data entry row and start again	-

Edit a Delivered Service

System will allow you to edit a delivered service only if it has not been billed. If the service has been submitted for billing or billed, the edit button will be grayed out and you will not be able to edit a service.

However, if a service has been denied by Medicaid, and you need to correct the delivered service and re-submit , you will be able to do so by marking the denied claim as “Rejected” on the billing screen which will open the delivered service record for editing. (will be covered in the Billing section)

To edit a delivered services record, go to the Delivered Services screen from the main menu, locate the child record, and select the IFSP (as described in the sections above)

Please note that the delivered services section only shows 30 most recent records by default. In case, you need to edit older services, then click on the “All Records” link.

Use the Row Identifiers (#) to scroll to the extreme right of the row to be edited. This is where you will find the Edit button – For example, if you need to edit the Row 7, scroll to the right and click on edit button for Row 7 –

When you click on the Edit button, the record will open for editing in the top data entry row

Edit the data as required, for example in the picture above user needs to change the Date. Then scroll or tab to the far right of the row, and click on Update button to save your changes.

Delete a Delivered Service

System will allow you to delete a delivered service only if it has not been billed. If the service has been submitted for billing or billed, the delete button will be grayed out and you will not be able to delete a service.

To delete a delivered services record, go to the Delivered Services screen from the main menu, locate the child record, and select the IFSP (as described in the sections above)

Please note that the delivered services section only shows 30 most recent records by default. In case, you need to delete older services, then click on the “All Records” link.

Use the Row Identifiers (#) to scroll to the extreme right of the row to be deleted. This is where you will find the Delete button – For example, if you need to delete the Row 29, scroll to the right and click on edit button for Row 29 –

Click on the Delete button to delete the service.

Please remember, that deleting a service will also delete the billing record for this service (if not billed yet) from the billing screen.

Change Password

When your account is created in FIT KIDS, you will be given a temporary password. To change your password to something unique that you will remember, go to Admin --> Change Password

• Type in your current password
• Type in your new password – passwords must be a combination of letters and at least 1 number, and must be 8 to 15 characters.
• Confirm your password again
• Again click on the change password button
• You will see a message that says the password was updated successfully.

Manage User

Manage User screen allows you add or edit system users in your agency. To manage the users in your agency, click on the Admin link on the menu, and then “Manage User” link under the Admin menu.

The following screen will be displayed showing all Active users in your agency

The first section of the manage users screen has search fields that you can use to locate a particular user record in the system. You can search with user role, User’s first name or last name, or Active/Inactive status.

Add User

• To add a new user, Click on Add New User link on the Manage User Screen.
• A screen will be displayed to enter information for the new user. You will need to complete all the information that is marked with the red asterisk.

Field	Description/Action	Required	Notes
First Name	Enter the first name of the user	Yes	You cannot create a user with same first and last name as another user in the system
Middle Name	Enter the middle name of the user	No
Last Name	Enter the last name of the user	Yes	You cannot create a user with same first and last name as another user in the system
Email Id	Enter a valid email id of the user. This email id will be used to send email to the user in case the user forgets their password	Yes
Role	Select the role of the user in FIT KIDS system. Based on what function this user will perform in the system, you may select data entry clerk, service coordinator, or provider read only role	Yes	Please remember that you cannot create a provider manager user in your agency as only the FIT data manager has the ability to do that. If you want to add a user with provider manger role, then you need to contact the FIT data manager
Contact Number	Enter a valid contact phone number of the user	Yes
Username	You will need to assign a username to the user. The user will use this username to login to the system. Please remember that the username cannot be changed in the system, so what you enter here as the username will be used as the username for login	Yes	The username must be between 6 to 20 characters
Password	You also need to assign a password to this user for the first time login. The user will be able to change their password later on.	Yes	The password must be between 8 to 15 characters and must contain at least 1 numeric character
Confirm Password	Re enter the password for validation	Yes
Active	Status of the User (Active or Inactive). Only Active users can log in the system	Yes	By default, new users are active
Address	Address of the user	No
Save Button	Click on the Save button to add the user in the system	-
Clear Button	Click on the clear button to clear data entry from the screen	-
Cancel Button	Click on Cancel button to close the Add User screen and return to the Mange User screen	-

Edit User

• To edit a user record in the system, go to the Manage User Screen (Admin --> Manage User) and use the search fields to locate the user record to be edited.
• Click on the Edit/View link to open the user record for editing

• Edit the user data and click on Save button. Please note that you cannot change the username or the password for any user (including yours) on this screen.

Inactivate User

If a user’s employment ends with your agency, it is very important that you Inactivate the user so that the user can no longer access the FIT KIDS system. If a provider manager user’s employment ends with your agency, it is very important that you contact the FIT data manager as soon as possible to inactivate the user. All user roles other than provider manager should be inactivated by your agency. To inactivate a user -

• Go to the Manage User screen (Admin --> Manage User)
• Locate the user record to be inactivated by using search fields
• Click on Edit/View link to open the user record for editing.
• Select “Inactive” in the Status field
• Click Save to save the changes
• Click on Cancel button to return to the Manage User page

Manage Personnel

Manage Personnel screen allows you add or edit personnel in your agency. The Personnel will be all the staff in your agency including service coordinators, personnel providing the early intervention services to children in your agency, etc. It is recommended that you enter all your personnel data in the system before you enroll child or enter their delivered services as you will need to enter the service coordinator or the service provider information during enrollment or delivered services data entry process.

To manage the personnel in your agency, click on the Admin link on the menu, and then “Manage Personnel” link under the Admin menu.

The following screen will be displayed showing all Active Personnel in your agency.

The first section of the Manage Personnel screen has search fields that you can use to locate a particular personnel record in the system. You can search with personnel ‘s employment type (staff or contractor), their first name or last name, their profession, or Active/Inactive status.

Add Personnel

• To add a new personnel, Click on Add New Personnel link on the Manage Personnel screen.
• A screen will be displayed to enter information for the new personnel. You will need to complete all the information that is marked with the red asterisk.

Field	Description/Action	Required	Notes
First Name	Enter the first name of the Personnel	Yes
Middle Name	Enter the middle name of the Personnel	No
Last Name	Enter the last name of the Personnel	Yes
Employment Type	Employment Type (Staff or Contractor)	Yes
Employment Start Date	Start date of personnel’s employment with your agency	Yes
Employment End Date	End date of personnel’s employment with your agency	Yes
Address Line 1	By default, the agency’s address will show in the address fields. If the personnel’s address is different that the agency address, it can be entered in the address fields	Yes
Address Line 2	By default, the agency’s address will show in the address fields. If the personnel’s address is different that the agency address, it can be entered in the address fields	Yes
City	By default, the agency’s address will show in the address fields. If the personnel’s address is different that the agency address, it can be entered in the address fields	Yes
Other City	If “Other” is selected in the City list, then enter the name of the other city in this box	No
State	By default, the agency’s address will show in the address fields. If the personnel’s address is different that the agency address, it can be entered in the address fields	Yes
Zip	By default, the agency’s address will show in the address fields. If the personnel’s address is different that the agency address, it can be entered in the address fields	Yes
Phone	By default, the agency’s address will show in the address fields. If the personnel’s phone number is different that the agency phone, it can be entered in the phone field	Yes
Fax	Enter a fax number for the personnel. This could be the agency’s fax number	Yes
SSN	Social Security Number of the personnel (optional)	No
Personnel Race / Ethnicity	Race / Ethnicity of the personnel	No
Specialty / Major	Enter a specialty or major for the personnel such as Elementary Education	Yes
License/Certification	Enter the license / certification number for the personnel if you have it available	No
Educational Degree	Select from list. The disciplines/degrees needed for the primary profession of the personnel member providing early intervention services, as listed in NM regulations 7.30.8.9 .	Yes
Status	Active or Inactive. By default, New Personnel are inactive	Yes
Full Time Equivalent (FTE %):	Enter the Full Time Equivalent (FTE %) that the personnel will work	Yes	0-100%
Profession/Discipline	Select from list. The disciplines/degrees needed for the primary profession of the personnel member providing early intervention services, as listed in NM regulations 7.30.8.9 .	Yes
Additional Profession	Additional Profession of the personnel. For example, a personnel can be an audiologist and a service coordinator	No
Service Coordinator	Select Yes if the personnel is a Service Coordinator	Yes
Area below is for DOH data entry only	This section is only for data entry by the DOH users	-
DS Date	Developmental Specialist Certification date	No
DS Status	Developmental Specialist Certification Status (Refer to data definitions section for DS status definitions)	No
DS Expiration Date	Developmental Specialist Certification Expiration date	No
DS Exemption	Developmental Specialist Certification Exemptions	No
DS Recertification	Developmental Specialist Certification Required (yes/no)	No
Suspension	Personnel Suspended? (Yes/No)	No
Save Button	Click on the Save button to add the personnel in the system	-
Clear Button	Click on the clear button to clear data entry from the screen	-
Cancel Button	Click on Cancel button to close the Add Personnel screen and return to the Mange Personnel screen	-

Edit Personnel

• To edit a personnel record in the system, go to the Manage Personnel Screen (Admin --> Manage Personnel) and use the search fields to locate the personnel record to be edited.
• Click on the Edit/View link to open the personnel record for editing

• Edit the personnel data and click on Save button.

Inactivate Personnel

If a user’s employment ends with your agency, it is very important that you Inactivate the personnel so that they cannot enter delivered services for a child in your agency -

• Go to the Manage Personnel screen (Admin --> Manage Personnel)
• Locate the Personnel record to be inactivated by using search fields
• Click on Edit/View link to open the Personnel record for editing.
• Select “Inactive” in the Status field
• Click Save to save the changes
• Click on Cancel button to return to the Manage Personnel page

Manage Service Provider

Note: Providers can only view the data on Manage Service Provider screen. They will not be able to edit or add any data. If you notice any information about your agency that is incorrect, please contact the FIT Data Manager to get it correct in the system.

• To view your agency’s information in the FIT KIDS system, go to Admin --> Manage Service Provider
• Click on the View link to view the agency information

• You will notice that all the fields in the service provider tabs are grayed out. This is because only DOH users can edit the agency information, the provider cannot.

Name/Address

The first tab is the Name/Address tab that includes agency name and address. Add/Edit (DOH Superuser) or View (Providers) information and click on the Next button to go to the next tab.

Medicaid

This is the Service Provider’s Medicaid tab that has the Medicaid information for the agency. Add/Edit (DOH Superuser only) or View (Providers) information and click on the Next button to go to the next tab

Carrier Details

This is the Service Provider’s Carrier Details tab. Add/Edit (DOH Superuser only) or View (Providers) information and click on the Next button to go to the next tab.

License

This is the service provider’s License tab. Add/Edit (DOH Superuser only) or View (Providers) information and click on the Next button to go to the next tab

CLIA

This is the Service Provider’s CLIA information tab. Add/Edit (DOH Superuser only) or View (Providers) information and click on the Next button to go to the next tab.

Enrollment

This is the Service Provider’s Enrollment information tab. Add/Edit (DOH Superuser only) or View (Providers) information and click on the Next button to go to the next tab.

Delete Child

Delete Child function allows a DOH Superuser to delete any duplicate child records in the system.

The FIT KIDS system has a robust duplicate child search to prevent duplicate child records in the system. However, if a duplicate child record gets in the system, a DOH Superuser will be able to locate and delete the record from the system so that there is only a single record for a child in the FIT KIDS system.

Note: This function is not available to the providers. In case you notice a duplicate child in your agency, please contact the FIT Data Manager to get the duplicate record removed from the system. Before deleting the child, system will check if any billing has been done for this child record. If billing records are found, then system will not delete the child from the system and will display an error message. If there are no billing records found then the child will be deleted from the system.

DOH Superuser can follow the steps below to delete a child from the system -

• Go to the “Delete Child” screen by selecting Delete Child menu option under Admin. (Admin --> Delete Child)
• Select a “Service Provider” agency.
• The “Child Name” list will display all the children enrolled with the selected Service Provider agency.
• Select a child to delete.
• Click on “Search” button to display the child demographic information.
• Click on “Delete” link to delete the child record.
• System will display a warning message that deleting a child will delete all Child Demographic, IFSP and Delivered Services Data. Click on “Cancel” to cancel delete process. Click on “OK” to delete the child from the system.
• Before deleting the child, system will check if any billing has been done for this child. If billing records are found, then system will not delete the child from the system and will display an error message. If there are no billing records found then the child will be deleted from the system.

Billing

The Billing screen allows to view your agency’s billing data, submit for billing.

You can go to the Billing screen by clicking on the “Billing” link on the application main menu.

Note: By default, the billing screen will not show any records. Please use the Search fields to enter your search criteria and search for your billing records.

By default, the status field shows “New”, you may select a different status if you want to search for claims with a status other than new.

Claim Status in FIT KIDS

A billing claim can have the following status in FIT KIDS:

1. New - New claim in the system. Not submitted for billing.
2. Ready to Bill - Claim submitted for billing.
3. Submitted for Processing - Claim picked up for processing.
4. Failed - Claim processing failed due to errors.
5. Duplicate - Claim is duplicate and will not be submitted to Medicaid.
6. Paid - Claim has been paid.
7. Rejected - Claim rejected by Medicaid (in RA)
8. Adjusted - Claim amount has been adjusted

Billing Process

Please review the diagram on this page. Billing activities flow from left to right, and from top to bottom on the diagram. The diagram is a general overview of the FIT-KIDS Billing Process:

1. After entering Delivered Services into FIT-KIDS, all Providers must mark the claims generated from these Delivered Services as “Ready to Bill” by the Billing Cycle Due Date.
2. Providers cannot edit claims once they are marked “Ready to Bill”, so it is important that they be thoroughly reviewed ahead of time.
3. The FIT-KIDS System will sweep the claims based on billing calendar. The Billing Agent (a contracted fiscal agent for the FIT Program) will process the claims and determine the correct Payor (Medicaid or DOH). If the Payor is Medicaid the Billing Agent will submit the claims to ACS, the Medicaid Billing Agent, on the Billing Cycle Date (always a Thursday per ACS requirements).
4. The Billing Agent will update the payment information in FIT-KIDS after the claims have been submitted to ACS.
5. Providers run the DOH Invoice report, download it to Excel, add any staff development or child find/PA expenditures, and enter total amounts.  Providers should not make any changes to the direct service portions of the DOH Invoice.  Providers should email the completed DOH Invoice as an Excel spreadsheet to ddsd.invoices@state.nm.us.
6. Providers need to review their Medicaid Remittance Advice (RA) documents once they are available and need to make sure they do claim reconciliation in order to have accurate payment reports in FIT-KIDS.

How are New Claims Generated

• Providers must enter all services that were delivered to a child and family into FIT-KIDS.
• Delivered services should be entered as soon as possible after they have been delivered. Providers should not wait until the last minute before billing is due to enter services. Provider staff and sub-contractors need to understand the short billing timelines and to turn their contact logs in for data entry on a timely basis.
• Delivered Service minutes entered into FIT-KIDS are automatically converted into Billable Units by the system. This conversion of service minutes to units is based on the service and service type, the service location (home and community based or center based) and the method of service delivery (group or individual). These Billable Units are displayed on the Billing Screen.

When a delivered service is added in the system, a new claim in generated with status “New”.

How to Submit Claims for Billing

• Providers need to review all claims with a Status of “New” to see if they are justified and valid claims for billing purposes.
• All claims that are legitimate and can be billed need to have their Status changed from “New” to “Ready to Bill”.
• Once you mark the claim as “Ready to Bill”, you cannot make a change to the status or to the delivered service.
• All claims must be marked “Ready to Bill” by the billing due date to be included in the current month’s billing cycle. The Billing Agent will pick up all claims marked “Ready to Bill” after the due date, and the claim status will temporarily be changed to “Submitted for Processing”.
• Claims that are not marked “Ready to Bill” by the billing due date will not be picked up – these claims can still be marked and picked up in the following month’s billing cycle.

To submit the claims for processing, select the claims and click on the Ready to Bill button.

Important: Please note the following

• Initial ECO: If you see a “red dot” under Initial ECO column, it means that the child does not have an Initial ECO entered in the system. This is an important step to ensure that ECO data is collected, as this is critical to FIT Program’s ability to report on APR Indicator 3 to the US Office of Special Education Programs (OSEP). Yyou need to enter initial ECO for the child to be able to submit the child’s services for billing. Please go to the ECO screen of the child and enter an initial ECO. After entering the initial ECO, go back to the billing screen and the red dot will go away.
• Service Delay: If you see a “red dot” under Service Delay column, it means that The Service Delay red dot means that this service was not “timely”. “Timely” is defined in New Mexico under APR Indicator 1 as being within thirty (30) days of the service start date on the child’s IFSP. FIT-KIDS system will not let you to bill for specific services that are not provided in a timely manner until a “Delay Reason” is entered. You will need to go to the Delivered Services screen and enter a delay reason for this service to make the red dot go away, and bill for the service.

When will My Claims be Processed

• All claims must be marked “Ready to Bill” by the billing due date to be included in the current month’s billing cycle.

• The Billing Agent will pick up all claims marked “Ready to Bill” after the due date, and the claim status will temporarily be changed to “Submitted for Processing”.
• Claims that are not marked “Ready to Bill” by the billing due date will not be picked up – these claims can still be marked and picked up in the following month’s billing cycle.

What Happens After Claims are Processed

• The Billing Agent will determine the correct payer source, Medicaid or DOH.
• Claims that can be submitted to Medicaid will be, all other claims will be paid by DOH.
• The Billing Agent will update the payment information in FIT-KIDS and will mark all claims as “Paid”. As most Medicaid claims are being paid, a change is being made in FY 2011 that will mark all claims as “Paid” regardless of whether they are being paid by Medicaid or DOH.

To view your claims after processing, select Status = “Paid” and enter a delivered services date range.

It is recommended that you enter a date range while searching for “Paid” claims as there may be a large number of records with Paid status and you might get a processing error if you search for all paid claims.

Denied/Rejected Claims

• On or after the Monday following the Billing Cycle Date, providers need to access their Medicaid Remittance Advice (RA) document for the billing cycle and review it. The RA document is available online at the ACS website.
• Most Medicaid claims are paid as submitted; however, sometimes claims are not paid after they have been submitted to ACS for a variety of reasons. These reasons can include an incorrect diagnosis code, or other inaccurate information in the child’s record. At other times, Medicaid / ACS may only pay a provider a partial amount on the claim that was submitted. This sometimes happens when Medicaid is recouping funds from a provider due to a previous over-payment.
• If a provider reviews the RA and discovers that they only received a partial payment from Medicaid, then mark the claim as “Adjusted” and enter the amount of payment that was received.
• If a provider reviews the RA and discovers that they were not paid at all for a claim, then mark the claim as “Rejected”. In this case the provider may need to re-submit the claim after researching why it was rejected and correcting any problems that are discovered.

Please Note:

1. If a claim is rejected by Medicaid and Provider marks adjusted by mistake, then the provider will have to mark the adjusted amount as $0.00 and resubmit the claim to Medicaid through a paper claim
2. When a rejected claim might be marked as re-bill DOH: The eligibility file in the system shows the child as Medicaid eligible for the month, but at some point during that month the child became ineligible. So, to get paid for those services the Provider needs to bill DOH

Duplicate Claims

• FIT-KIDS will combine all Delivered Services into a single claim for the date of service when the Delivered Services occurred on the same day using the same location and delivery method. For example, a child received Occupational Therapy for 60 minutes, Physical Therapy for 30 minutes, and Speech Therapy for 30 minutes, all on the same day at home on an individual basis. FIT-KIDS will combine all these services into eight units of Early Intervention - Home & Community Individual (15 minutes = 1 unit).
• “Duplicate” claims are claims that seem to indicate a duplication in services. These claims occur when a provider submits a claim for a child for a date of service and location / method that has already been submitted. This usually occurs when a staff member or sub-contractor submits their contact logs late, and the other claims for the period have already been submitted. Using the previous example, if the Speech Therapist and the Physical Therapist submit their logs on time and the claims are generated and submitted, four units of Early Intervention - Home & Community Individual will be processed. If the Occupational Therapist then submits her contact log for data entry late, and the provider tries to submit a subsequent claim for an additional four units of Early Intervention - Home & Community Individual it will be marked as a “Duplicate” in the system.
• Duplicate claims are not submitted to Medicaid / ACS for processing.
• Providers will need to submit duplicate claims on a paper bill for payment.
• Providers need to urge all staff and sub-contractors to get their contact logs turned in on time.

Failed Claims

If you see a status “Failed” for some of your claims, then please note the following -

• “Failed” claims have not been processed by the FIT-KIDS Billing Agent. These usually occur when errors in demographic information or claim information make it impossible to submit the claims to either Medicaid or DOH. An example of this is a missing diagnosis code.
• In the case of “Failed” claims, the provider will need to research the situation and find out why the claim failed, and then the provider will need to correct the situation before resubmitting the claim for processing the next billing cycle. Failed claims will need to be re-entered at the Delivered Service level.

Adjustments

You may enter adjustments only if you got paid an amount other than what was billed. If you get paid in full or not paid at all, then you do not use the adjustment button.

DOH Invoice

• On or after the Monday following the Billing Cycle Date, the providers should run the DOH Invoice report and submit it to DOH for processing. This invoice will pay providers for services provided to non-Medicaid children. The DOH report need to be exported to Excel. Submit the invoice reports to DOH by emailing the completed Excel files to ddsd.invoices@state.nm.us.
• Providers should run this same invoice report at the same time and review it to see what they will be paid by DOH. This invoice report should also be reviewed to see if children who are known to be Medicaid are showing up on the report. Providers will need to investigate why this is the case if it is occurring.

Billing Calendar

This is the official Billing Process Calendar for 2012.

This calendar is used only for demonstrating the usage of the calendar. Please make sure you refer to the current year’s calendar for the correct dates for submitting claims and for running invoice reports.

• The Red Date on the Billing Calendar is the date that the claims are due, or the date that all claims must be marked “Ready to Bill”. The red date is ALWAYS the 10th of the month for the previous month’s claims, even if the 10th falls on a weekend or holiday. To avoid working on a Saturday or Sunday or holiday if the 10th falls on one of these days you need to have your claims marked “Ready to Bill” by the day before.
• The Yellow Date on the Billing Calendar is the date that the claims are sent to Medicaid for processing. This yellow date is know as the Billing Cycle Date. The Yellow Billing Cycle Date is the date that is used to run the DOH Invoice Report, as well as other billing reports. The Yellow Billing Cycle Date is always on a Thursday per ACS requirements. This is usually the first Thursday after the 10th of the month, but it can be the Thursday of the following week if Thursday falls too close after the 10th. Always refer to the Billing Calendar for the exact Yellow Billing Cycle Date each month.
• The Green Date is the Monday following the Yellow Billing Cycle Date. On the Monday Green Date the Medicaid Remittance Advice is usually ready to download from the ACS website for review. Also on the Green Date, FIT-KIDS will be updated according to payment source. This means the DOH Invoice report may be run and processed. DO NOT ATTEMPT TO RUN THE DOH INVOICE REPORT BEFORE THE GREEN DATE!

FIT-KIDS Reports

The FIT KIDS Reports section allows you to run, print and export FIT KIDS standard reports.

To view reports section click “Reports” on “Main Navigation” bar..

Note: If you are a user with DOH Superuser role, then you will see “Federal Reports” category in addition to the report categories below.

Reports Menu

The FIT KIDS reports are organized into different categories. These categories are:

• Federal Reports (only available to the DOH Superuser)
• Child Enrollment Reports - Contains reports on Child Enrollment, Demographic, and Insurance data)
• Annual Performance Reports (APR) – Contains reports on annual performance indicators for the FIT KIDS program such as Indicator 7 - Initial IFSP within 45 Days, Indicator 8A - Transition Plan, etc
• Annual Performance Reports (APR) –IFSP and Delivered Services Reports – Contains reports on IFSP and Delivered Services data of children
• Billing Reports – Contains reports on Billing data
• Contacts and Staff Reports – Contains reports on child contacts and agency staff data

To open or “expand” a report category, click on the + link for the report category.

Running a Report

Click on a report name to run the report. The report filters screen will open up in a new window.

Report Filters

Every report will have report filters. Some report filters will be mandatory to enter, and some will be optional. Usually, the date range filters will always be mandatory on all reports.

Types of filters:

• Dates – You can use the calendar icon to open a calendar to enter date, or you can key in the date in mm/dd/yyyy format
• Single Select Lists: This lists will allow you to select one value.

• Multiple Select List: The filter lists that allow selecting multiple options will look like below –

• By default, “All” will be selected. You do not need to click on “(Select All) if you want to run the report for all Counties (as in the above example)
• If you want to select one or more than one counties for the report, then PLEASE UN-CHECK “All” and then select your counties as shown below:

View Report

Click on the View Report button to run the report for selected report filters.

FIT KIDS Report Format

Most of the FIT KIDS reports follow a standard format. The following picture illustrates this standard report format -

Basic Report Functions

Maximize Window

You can click on the Microsoft Windows Maximize button to maximize your reports window –

Show/Hide Filters Section

You can click on the Show/Hide Filters button on the screen to hide the filters sections.

Sorting

By default, all reports will be sorted by the first column in the report. You can also sort the data by the column of your choice by clicking on the sort button on every sortable column –

Paging Through Results

The top bar in the report will allow you to page through the results –

Back to Summary Report

If you need to go back to the summary report from a detail report, then click on the back button on the report top bar

Find

In case you have a large number of records on the page, You can use the Find box to locate a particular record on the report. (Enter Amanda in the box, and click Find) However, please remember that this Find function will locate a record only on the report page that is currently displayed, not from the second or third page if the report data is on 3 pages.

Print

You can also print your reports. To print a report, click on the Print button on the reports tool bar

Note: Please note that the first time you print a report you may receive a warning that an “Active X Control” needs to be installed on your browser. Please go ahead and install this Active X Control and the report will print. If you do not have authorization to install these types of control on your work stations, please contact your IT personnel for assistance

Export

Please follow the steps below To export the results of a report to a format of your choice (Excel or PDF)

Note: The current FIT KIDS reports do not support “Word” format. If you export a report to Word, the report may not be correctly formatted for Word.

• Select a format from Select a format list on the top bar of the report (shown below)

• Click on the Export button and save the file at the location on your computer

Show/Hide Data

Some report will allow you to show or hide data. When you see a + icon, you can click on the icon to show/expand data. For example, see report below –

Heading Services has a + sign, which means there is more data under Services. Clicking on + icon will expand the report results as shown below –

You can click on the – icon to hide/collapse the data.

FIT-KIDS Data Field Definitions

Cancel Reason

The reason that an listed service on the IFSP did not take place

Cancel Reason	Definition
No Show	NS
Parent Cancellation	PC
Staff Cancellation	SC

City/County

The New Mexico City/County in which the child or contact resides, not necessarily the same as where services are provided. FIT-KIDS contains an exhaustive list of all the cities and towns in New Mexico.  Each city / town is linked to the NM County is which it is located.

Developmental Specialist (DS) Status

The four (4) levels of Developmental Specialist

DS Status	Definition
N/A	Not certified as a DS
DS I - Basic	At least 18 yrs old, completed 45-hour entry level course
DS I - Advanced	AA degree in listed field in DS Policy
DS II	BA / BS degree in listed field in DS Policy
DS III	Masters degree in listed field

ECO Type

Point in time the Early Childhood Outcome Summary Form was completed

ECO Type	Definition
Initial	ECO Summary form completed at entry (usually at initial IFSP meeting)
Annual	ECO Summary form completed after each full year in service (usually at annual IFSP meetings)
Exit	ECO Summary form completed at discharge

Eligibility Category

A single eligibility category exists for each child. If the child is eligible under more than one category, the "Developmental Delay" category should be used as a first choice for data entry. The hierarchy if multiple eligibilities exist is; 1) Developmental Delay, 2) Established Condition 3) At Risk- Biological and 4) At-Risk -Environmental.

Eligibility Category	Definition
Developmental Delay	An evaluated discrepancy between chronological age and developmental age, after correction for prematurity, in one or more of the following areas of development: cognitive, communication, physical/motor (including vision and hearing), social or emotional, and adaptive. To be eligible for services under the definition of developmental delay, a child must demonstrate 25% or more discrepancy between chronological age, after correction for prematurity, and developmental age.
Established Condition	A diagnosed physical, mental, or neurobiological condition that has a high probability of resulting in developmental delay. A delay in development may or may not be exhibited at the time of diagnosis.
At Risk, Medical/Biological	The presence of early medical conditions that are known to produce developmental delays in some children.
At Risk, Environmental	Funding under any other source (private pay, private insurance, Early Head Start, WIC, etc.) for the provision of early intervention services by non-FIT Program providers to either Medicaid eligible children or Medicaid ineligible children.
Not Eligible	The child is not eligible for a FIT Program services under any of the four eligibility categories.

Employment Type

The method by which approved FIT Program providers engage qualified personnel to provide early intervention services.

Employment Type	Definition
Staff	Qualified personnel are directly employed by the FIT Program provider
Sub-contractor	Qualified personnel are under sub-contract with the FIT Program provider but are not direct provider agency employees.

Delay Reason

The reason why a particular timeline couldn't be met.

Delay Reason	Definition
Family: Choice	Delay due to the family choosing to extend the timeline
Family: Medical	Delay due to the child or parent being sick / in hospital
Family: Schedule	Delay due to the family schedule not accommodating the activities being completed
Family: Unavailable	Delay due to family being unavailable
Family: Other	Delay due to family reasons other than those above
Agency: Insufficient Information	Delay due to agency did not having information such as address / phone number in order to contact the family
Agency: Insufficient Resources	Delay due to agency having a shortage of resources such as equipment, vehicles, funding to complete activities
Agency: Staff Medical	Delay due to agency staff on sick leave
Agency: Staff Schedule	Delay due to agency staff being unable to change their schedule to meet the timelines
Agency: Staff Shortage	Delay due to agency lacking staff to complete activities
Agency: Other	Delay due to agency reasons other than those above
Other: CAPTA	Delay due to challenges related to a CAPTA referral and the challenges of the child welfare system
Other: Weather	Delay due to inclement weather e.g. snow, ice, mud, flood etc.
Other	Delay due to a reason not listed above

Exit Reason

The primary cause for a child to leave the FIT Program and end services

Exit Reason	Exit Category	Definition
Program Completion	Completion of IFSP prior to reaching maximum age for Part C	Includes all children who have not reached the maximum age for Part C, have completed their IFSP, and no longer require services under IDEA, Part C.
Program Completion	Eligible for IDEA, Part B	Includes all children served in Part C and were determined to be eligible for Part B
Program Completion	Not eligible for Part B, exit with referrals to other programs	Includes all children who reached maximum age for Part C, were determined not eligible for Part B, and were referred to other programs, which may include preschool learning centers and child care centers, and/or were referred for other services, which may include health and nutrition services, such as WIC.
Program Completion	Part B eligible, continuing in Part C	Includes all children who reached maximum age for Part C and were determined not eligible for Part B services.
Program Completion	Part B eligibility not determined	Includes all children for whom Part B eligibility has not been made. This category includes children who were referred for Part B evaluation, but for whom the eligibility determination has not yet been made or reported and children for whom parents did not consent to transition planning. Include in this category any child who reached maximum age for Part C, and who has not been counted in other categories.
Exit for other reasons	Deceased	Includes all children who died, even if their death occurred at age of exit.
Exit for other reasons	Moved out of state	Includes all children who moved out of state. Does not include a child who moved within the State.
Exit for other reasons	Withdrawal by parent (or guardian)	Includes all children whose parents declined all services after an IFSP was in place, as well as children whose parents declined to consent to IFSP services and provided written or verbal indication of withdrawal from services.
Exit for other reasons	Attempts to contact the parent and/or child were unsuccessful	Attempts to contact the parent were unsuccessful. Includes all children who have not reached the maximum age of service under Part C, who had an active IFSP, and for whom Part C personnel have been unable to contact or locate the family or the child after repeated, documented attempts. Included in this category is any child who did not complete their IFSP and exited Part C before reaching maximum age, and who has not been counted in other categories.
Closure	Not eligible for Part C services	Includes all children who received a Comprehensive Multidisciplinary Evaluation to determine eligibility and who were determined to be ineligible for FIT Program services.
Closure	Did not complete eligibility determination process	Includes all children who, for whatever reason, did not complete or could not start the eligibility determination process for FIT Program services.
Transfer	Moved to another FIT Program provider	Includes all children who transferred to another FIT Program provider within New Mexico.
Program Completion	Part B eligible, continuing in Part C	Includes all children determined to be eligible for Part B, whose parents chose to remain in Part C until the child is eligible for kindergarten.

Exit Sub Reason

Allow tracking why a client has left the EI program, Some types of exit sub reason include, moved out of state, transferred or no longer interested

Exit Sub Reason	Definition
Attempts to contact the parent and/or child were unsuccessful	Could not find family
Family requested referral not be made	Family does not want services
Parent refused to consent to IFSP services	Family did not sign the IFSP
Parents felt no additional services were required	Parents felt no additional services were required
Parents were dissatisfied with IFSP services	Family did not like services
Part B services contracted through FIT Program provider	Special Education pays early intervention provider for services to the family
Part B services in childcare setting	Public Special Education provided a child care
Part B services in child's home	Public Special Education provided at home
Part B services in Headstart setting	Public Special Education is provided at a Head Start program
Part B services in other community preschool program	Public Education is provided at a preschool within the community of the family.
Part B services in Special Education classroom	Public Education is provided at school
Part B services provided by New Mexico School for the Deaf	Public Education by the School for the Deaf.
Part B services provided by New Mexico School for the Visually Handicapped	Public Education is provided by the School for the Blind and Visually Impaired
Referral declined due to child’s ineligibility in new state	Child is cannot receive services because they are not eligible.
Referral made to Part C Program in new state	Early Intervention referred the child to the state where they will live.
Transitioned to childcare setting	Child was moved to a childcare program in the community.
Transitioned to Headstart setting	Child was moved to a community Head Start program
Transitioned to other community preschool program	Moved to another community preschool
Unable to find Part C contact in new state	Family could not find a contact for Early Intervention in new state.

FIT Provider

An organization that provides early intervention services, and has either been certified as a provider of early intervention services by the Department of Health through the State of New Mexico procurement process or provides services through an intra-agency or inter-agency agreement with the Department

Funding

Source of reimbursement for early intervention services listed on an IFSP

Funding Source	Definition
Department of Health	Direct appropriation by the NM State Legislature to the Department of Health for the provision of early intervention services under the Family Infant Toddler Program, and/or federal grant to the State of New Mexico through the Department of Health from the Office of Special Education Programs of the federal Department of Education. These funds are allocated to approved FIT Program provider agencies for the provision of early intervention services to Medicaid ineligible children.
Medicaid Fee for Service	Funding under the Early Periodic Screening, Diagnosis and Treatment Program (EPSDT) of Medicaid (Title XIX of the Social Security Act). It is administered by the New Mexico Department of Human Services, and is available on a reimbursement basis to approved FIT Program provider agencies for the provision of early intervention services to Medicaid eligible children.
Other	Funding under any other source (Medicaid Salud, private pay, private insurance, Early Head Start, WIC, etc.) for the provision of early intervention services by non-FIT Program providers to either Medicaid eligible children or Medicaid ineligible children.

Gender

The identified gender of the child

Gender	Definition
F	Female
M	Male

IFSP Type

The type of IFSP (Interim, Initial or Annual)

IFSP Type	Definition
Interim	The IFSP that is developed in rare cases where a service must begin before the child's evaluation can be completed and initial IFSP developed
Initial	The first IFSP that a child has in the FIT Program
Annual	This is the IFSP developed within one year of the Previous IFSP and when a child is "re-enrolled" in the FIT program

Income Limit

Total annual family income, used for special grant purposes.

Insurance Company

Company that covers the child's private health insurance, if applicable.

Invoice/Billing Status

Status of a FIT-KIDS delivered service record that has been converted to a billing procedure code for DOH or Medicaid Fee for Service reimbursement purposes.

Status	Definition
New	New claim in the system. Not submitted for billing
Ready to Bill	Claim submitted for billing
Submitted for Processing	Claim picked up for processing
Failed	Claim processing failed due to data error
Duplicate	Claim is duplicate and will not be submitted to Medicaid
Paid	Claims has been processed by Billing Agent and Medicaid
Rejected	Claim rejected by Medicaid (in RA)
Adjusted	Claim amount has been adjusted.

Language

An optional field that should reflect the principle language of the child and family

Language
American Sign (ASL)
English
Spanish
Spanish - Central or South American Dialect
German
Other
Native American - Navajo
Native American - Apache
Native American - Pueblo Keresan
Russian
Native American - Pueblo Tewa
Vietnamese
Native American - Pueblo Tiwa
Native American - Pueblo Towa
Native American - Other
Native American - Pueblo Zuni

Location/Setting

Settings or places in which early intervention services are delivered

Location	Definition
Community-based Setting	A setting where children without disabilities typically are found. These settings include but are not limited to child care centers (including family day care), preschools, regular nursery schools, early childhood center, libraries, grocery stores, parks, restaurants, and community centers (e.g., YMCA, Boys and Girls Clubs).
Developmental Delay Program	An organized program provided on a regular basis for a group of children with developmental delay; the program is usually directed toward the facilitation of several developmental areas
Home	The principal residence of the child’s family or caregivers.
Other Setting	Service settings other than: Home, Community-based or Inclusive Provider Location.  Other settings include hospitals (in-patient) and residential facilities
Inclusive Provider Location	"An inclusive child care center operated by the FIT Program provider. ""Inclusive"" is defined as having 51% or more children enrolled who are typically developing."

Method

The means by which early intervention services are provided to a child.

Method	Definition
Group	Early intervention services are provided to two or more children at the same time.
Individual	Early intervention services are provided to a single child or to one child at a time.

Non FIT Provider

An organization that provides early intervention services, but has not been certified as a provider of early intervention services by the Department of Health through the State of New Mexico procurement process and/or does not have an intra-agency or inter-agency agreement with the Department. These non-FIT providers do not bill the Department for services.

Non FIT Provider
County Public Health Office
Local Medical / Health Care Agency
Child Care Agency
Early Headstart Program
Family Member Provides Service
Medically Fragile Program
Other
State Agency
Early Childhood Evaluation Program (ECEP)
DOH Respite Provider
Children’s Medical Services (CMS)

Outcome Rank

Rating decided upon for this outcome

Outcome Rank	Definition
1 Not Yet	Child's functioning might be described as like that of a much younger child.
2 Between Not Yet & Emerging	Between Not Yet & Emerging
3 Emerging	Functioning might be described as like that of a younger child.
4 Between Emerging & Somewhat	Between Emerging & Somewhat
5 Somewhat	Functioning might be described as like that of a slightly younger child.
6 Between Somewhat & Completely	Child's functioning generally is considered appropriate for his or her age but there are some concerns
7 Completely	Functioning is considered appropriate for his or her age. No concerns

Period

The specified time frame on an IFSP within which an early intervention service is provided. This required field used in conjunction with frequency helps to establish the number of times that period an early intervention service will be provided. For example, in the statement 2 visits per month, 2 is the frequency and per month is the period.

Period	Definition
Day	The sidereal day, or the time needed for Earth to complete one rotation around its axis, relative to the stars. It has a mean value of about 23 hours, 56 minutes, and 4 seconds. For computation purposes, this is rounded to 24 hours.
Month	The calendar month (12 to a year).
One time only	Once only during the IFSP.
Quarter	One fourth of a year, or three months, or 91.25 days.
Week	The seven day week (Sunday through Saturday) -- 52 weeks to the year.
Year	The annual cycle of the earth around the sun, designated as 365 days for computation purposes.
Bi-Annual	Half a year, or six months, or 182.5 days.

Profession

The disciplines/degrees needed for the primary profession of the personnel member providing early intervention services, as listed in NM regulations 7.30.8.9

Profession	Definition
Audiologist	Master's degree and licensure from the NM Speech/Language Pathology and Audiology Licensing Board.
Developmental Specialist	Means an early intervention practitioner who provides special instruction or family training, counseling and home visits for eligible children and their families under the FIT Program. Developmental Specialists address the development of children in the context of their families within everyday routines, activities and places.
Family Therapist	Master's degree and licensure as a Family Therapist, Professional Clinical Mental Health Counselor, Professional Mental Health Counselor, or Registered Mental Health Counselor by the Counseling and Therapy Practice Board
Nurse	RN or LPN with licensure from the NM Board of Nursing
Nutritionist	Nutritionist / Dietician - Master's degree and licensure from the NM Nutrition and Dietetic Practice Board; or, Nutrition Associate - Bachelor's degree and licensure from the NM Nutrition and Dietetic Practice Board.
Occupational Therapist	Occupational Therapist (OT) - Bachelor's degree and licensure (NM Board of Occupational Therapy Practice); or, Occupational Therapist Assistant (COTA) - Associate degree and licensure (NM Board of Occupational Therapy Practice and State Board of Education).
Orientation and Mobility Therapist	Orientation/Mobility Trainer for the Blind - Licensure by either Association for the Education and Rehabilitation of the Blind and Visually Impaired or the American Association of Workers for the Blind
Other Professional	Any other profession not listed above.
Paraprofessional	A staff member working under the supervision of a developmental specialist or other early intervention service professional who assists in routine center-based activities such as preparing snacks or meals, caring for toys and equipment, and other activities requiring minor decisions regarding infants and toddlers and their families. A classroom assistant may not provide Developmental services/ special instruction nor engage in home visiting
Pediatrician	Medical degree and licensure from the NM Board of Medical Examiners, specializing in children's medical issues.
Physical Therapist	Physical Therapist (PT) - Bachelor's degree and licensure from the NM Physical Therapist Licensing Board; or, Physical Therapist Assistant (PTA) - Associate degree and licensure from the NM Physical Therapist Licensing Board
Physician (Other Than Pediatrician)	Medical degree and licensure from the NM Board of Medical Examiners, not specializing in children's medical issues.
Psychologist	Psychologist - Doctoral degree and licensure from the State Board of Psychologist Examiners; or, Psychologist Associate - Master's degree and licensure from the State Board of Psychologist Examiners
Service Coordinator	Service coordinators must possess one of the following qualifications: A bachelor’s degree in social work; counseling; psychology, nursing; special education; early childhood education or closely related field; or, Individuals with a bachelor’s degree in another field can substitute two (2) years of direct experience in serving individuals with disabilities and/or families; or, If there are no suitable candidates with the previously described qualifications, individuals with an associate’s degree or a registered nurse (who does not have a baccalaureate degree in nursing) and who have a minimum of three (3) years of experience in community health or social service settings can be employed as a service coordinator; or, Under certain circumstances individuals without degrees may be hired including those who meet the cultural or linguistic needs of the population served. Service coordinators must attend and participate in all training designated mandatory by the Family Infant Toddler Program
Social Worker	Bachelor's degree and licensure from the NM Board of Social Work Examiners
Speech and Language Pathologist	Master's degree and licensure from the Speech/Language Pathology and Audiology Licensing Board

Provider Type

An organization that provides early intervention services as listed on an IFSP.

Provider Type	Definition
Non-FIT Provider	An organization that provides early intervention services, but has not been certified as a provider of early intervention services by the Department of Health through the State of New Mexico procurement process and/or does not have an intra-agency or inter-agency agreement with the Department. These non-FIT providers do not bill the Department for services.
FIT Provider	An organization that provides early intervention services, and has either been certified as a provider of early intervention services by the Department of Health through the State of New Mexico procurement process or provides services through an intra-agency or inter-agency agreement with the Department.

Qualification

Educational level based on standards of discipline/profession

Qualification	Definition
HS/GED	High School diploma or equivalency
AA	Associate degree
CDA	Child Development Associate certificate
BA/BS	Funding under any other source (private pay, private insurance, Early Head Start, WIC, etc.) for the provision of early intervention services by non-FIT Program providers to either Medicaid eligible children or Medicaid ineligible children.
MA/MS	Masters degree
Doctoral	Doctoral degree

Hispanic

Hispanic or Latino

A child of Cuban, Mexican, Puerto Rican, Central or South American, or other Spanish culture or origin (including New Mexican Spanish colonial descendants), regardless of race.

Not Hispanic or Latino  

 

A child not of Spanish culture or origin, regardless of race

Race

This is a required field that adheres to the federally required categories. The family should choose which category by which to identify the child, not the family.

Race	Definition
American Indian or Alaskan Native	A child having origins in any of the original peoples of the Americas and who maintains tribal affiliation or community attachment.  Please see below!
Asian	A child having origins in any of the original peoples of the Far East, Southeast Asia, or the Indian subcontinent.  This includes, for example, Cambodia, China, India, Japan, Korea, Laos, Malaysia, Pakistan, the Philippine Islands, Thailand, Tibet and Vietnam
Black or African American	A child having origins in any of the Black racial groups of Africa.
Native Hawaiian or Other Pacific Islander	A child having origins in any of the original peoples of Hawaii, Guam, Samoa, or other Pacific Islands.
White	A child having origins in any of the original peoples of Europe, the Middle East, or North Africa.
Unknown	"The racial identification of the child is unknown. A child's race may be marked as ""Unknown"" at the time of referral, but must be identified prior to enrollment."

Referral

The act or process of referring a client to EI to determine if the client is eligible or in need of services.

Referral	Referral Category
Adult Developmental Disabilities Provider	DDSD Program Agency
Children's Medical Services (CMS)	Children's Medical Services (CMS)
Children's Protective Services (CPS)	State Child Protective Services staff member assigned to the child’s case
Early Intervention Provider	An organization that provides early intervention services
Education Agency	Education Agency
Family friend	Family / Friend
Family member (Not parent)	Family / Friend
Head Start	Education Agency
Hospital Diagnostic Program	Medical Care Personnel
Kids First / Families First	Public Health (not CMS)
Medical Personnel	Medical Care Personnel
Mental Health Providers	Medical Care Personnel
Multi Service Agencies	Social Services Agency
Neonatal Intensive Care Unit	Medical Care Personnel
Other Health Care Provider	Medical Care Personnel
Other Referral Source	Other
Parent(s)	Parent(s)
Other Physician (Not PCP)	Medical Care Personnel
Psychiatrist / Psychologist	Medical Care Personnel
Public health nurse	Public Health (not CMS)
Shelter for the Homeless or Abused	Social Services Agency
Social Service Agency	Social Services Agency
State Operated Facility	Social Services Agency
WIC staff	Public Health (not CMS)
Early Childhood Evaluation Program (ECEP)	FIT Program Agency
Growing in Beauty Program	Tribal Affiliated Program
Parents Reaching Out (PRO)	Parent Organization
Other Parental Support Group / Programs	Parent Organization
Case Management Provider	Social Services Agency
Baby Net	I&R System
State Department of Education	Education Agency
Salud! - PMS	Medical Care Personnel
Salud! - Lovelace	Medical Care Personnel
Salud! - Cimmarron	Medical Care Personnel
Schools	Education Agency
Child Care Worker	Child Care Worker
Public health worker	Public Health (not CMS)
Primary Care Physician (PCP)	Medical Care Personnel
Other LTSD Program provider	LTSD Program Agency

Relation

The designated person's most direct relationship with the child.

Relationship	Definition
Aunt	The sister of the child's mother or father.
Brother	The male sibling of the child.
Child	The offspring of the child (highly unlikely).
CPS Caseworker	Funding under any other source (private pay, private insurance, Early Head Start, WIC, etc.) for the provision of early intervention services by non-FIT Program providers to either Medicaid eligible children or Medicaid ineligible children.
Father	The biological father of the child.
Foster Father	The certified, stand-in father who cares for the child who has been removed from his/her biological parents or other custodial adults by state authority.
Foster Mother	The certified, stand-in mother who cares for the child who has been removed from his/her biological parents or other custodial adults by state authority.
Grandfather	The father of the child's mother or father.
Grandmother	The mother of the child's father or mother.
Guardian	The legally appointed representative of the child who acts under court order or state authority on behalf of the child.
Half-Brother	A male sibling who shares only one biological parent with the child.
Half-Sister	A female sibling who shares only one biological parent with the child.
Mother	The biological mother of the child.
Other	Any other relationship not specified on this list.
Sister	The female sibling of the child.
Stepbrother	The male offspring of the child's stepfather or stepmother.
Stepmother	The wife or female partner of the child's biological parent.
Stepsister	The female offspring of the child's stepfather or stepmother.
Surrogate Parent	The person appointed in accordance regulations to represent the eligible child in the IFSP Process when no parent can be identified or located or when the child is a ward of the state. A surrogate parent has all the rights and responsibilities afforded to a parent under Part C of IDEA
Uncle	The brother of the child's father or mother.
Stepfather	The husband or male partner of the child's biological parent.
Cousin	The offspring of the child's aunt or uncle.

School District

The district that the child would attend if starting school today. This is based on current home address.

Service

Any or all activities specified in the IFSP that are designed to meet the developmental needs of each eligible child and the needs of the family related to enhancing the child’s development.

Service Abbreviation	Service	Definition
AT	Assistive Technology Services/Devices	Services which directly assist in the selection, acquisition, or use of assistive technology devices for eligible children. This includes the evaluation of the child’s needs, including a functional evaluation in the child’s natural environment; purchasing, leasing, or otherwise providing for the acquisition of assistive technology devices for eligible children; selecting, designing, fitting, customizing, adapting, applying, maintaining, repairing, or replacing assistive technology devices; coordinating and using other therapies, interventions, or services with assistive technology devices, such as those associated with existing developmental therapy, education and rehabilitation plans and programs; training or technical assistance for an eligible child and the child's family; and training or technical assistance for professionals or other individuals who are substantially involved in the child's major life functions. Assistive technology devises are pieces of equipment, or product systems, that are used to increase, maintain, or improve the functional capabilities of eligible children.
AUD	Audiology	Services that address the following: identification of auditory impairment in a child using at risk criteria and appropriate audiology screening techniques; determination of the range, nature, and degree of hearing loss and communication functions, by use of audiological evaluation procedures; referral for medical and other services necessary for the habilitation or rehabilitation of children with auditory impairment; provision of auditory training, aural rehabilitation, speech reading and listening device orientation and training; provision of services for the prevention of hearing loss; and determination of the child’s need for individual amplification, including selecting, fitting, and dispensing appropriate listening and vibrotactile devices, and evaluating the effectiveness of those devises.
CME	Comprehensive Multidisciplinary Evaluation	The Comprehensive Multidisciplinary Evaluation is designed to inform the eligibility determination process through a timely, non-discriminatory, comprehensive and interdisciplinary approach through which a child’s eligibility for early intervention services is determined. It involves a review of pertinent records related to the child’s current health status and medical history; a determination of strengths, needs, quality of performance, and level of functioning of the child in each developmental area (cognitive, communication, physical/motor (including vision and hearing), social or emotional, and adaptive); and an explanation of how the status in each of the developmental areas affects the child’s overall functioning.
DI	Developmental Instruction	Services that include consultation with the family, the design of learning environments and implementation of planned activities that promote the child’s healthy development and acquisition of skills that lead to achieving outcomes in the child’s IFSP. Developmental services provide families with the information, skills, and support to enhance the child’s development. Such services address all developmental areas: cognitive, communication, physical/motor (including vision and hearing), social or emotional and adaptive development. Developmental services are provided in collaboration with the family and other personnel providing early intervention services in accordance with the IFSP.
FSC	Family Service Coordination	Services and activities as designated in the IFSP and performed by a designated individual to assist and enable the families of children from birth through age three years of age to access and receive early intervention services. The responsibilities of services coordination include: explaining to families about the early intervention and their procedural safeguards, gathering information from the family regarding their concerns, priorities and resources, coordinating the evaluation and assessment activities, facilitating the determination of the child’s eligibility, connecting the family to resources and supports, helping families plan and prepare for their IFSP meeting, organizing and facilitating IFSP meetings, arranging for and coordinating all services listed on the IFSP, monitoring the delivery of the services listed on the IFSP, facilitating periodic reviews of the IFSP, and ensuring that a transition plan is developed at the appropriate time.
FTC&T	Family Therapy, Counseling and Training	Services provided, as appropriate, by qualified social workers, psychologists, and other qualified personnel to assist the family of a child eligible under these regulations in understanding the special needs of the child and enhancing the child’s development.
HS	Health Services	Health related services that enable an eligible child to benefit from the provision of other early intervention service during the time that the child is receiving the other early intervention services. These services include, but are not limited to, clean intermittent catheterization, tracheotomy care, tube feeding, the changing of dressings or colostomy collection bags, and other health services; and consultation by physicians with other service providers concerning the special health care needs of eligible children that will need to be addressed in the course of providing other early intervention services. Health services do not include surgery or purely medical services; devices necessary to control or treat a medical condition; or medical-health services (such as immunizations and regular “well-baby” care) that are routinely recommended for all children.
MS	Medical Services (for diagnostic or evaluation purposes)	Services provided by a licensed physician to determine a child’s developmental status and other information related to the need for early intervention services.
NUR	Nursing Services	Services that enable an eligible child to benefit from early intervention services during the time that the child is receiving other early intervention services and include the assessment of health status for the purpose of providing nursing care, including the identification of patterns of human response to actual or potential health problems; provision of nursing care to prevent health problems, restore or improve functioning, and promote optimal health and development; and administration of medication, treatments, and regimens prescribed by a licensed physician.
NUT	Nutrition Services	Include conducting individual assessments in nutritional history and dietary intake; anthropometric biochemical and clinical variables; feeding skills and feeding problems; and food habits and food preferences. Nutrition services also include developing and monitoring appropriate plans to address the nutritional needs of eligible children; and making referrals to appropriate community resources to carry out nutrition goals.
OT	Occupational Therapy	Services that address the functional needs of a child related to adaptive development, adaptive behavior and play, and sensory, motor, and postural development. These services are designed to improve the child’s functional ability to perform tasks in a home, school, and community setting. Occupational therapy includes identification, assessment, and intervention; adaptation of the environment and selection, design and fabrication of assistive and orthotic devices to facilitate the development and promote the acquisition of functional skills, and prevention or minimization of the impact of initial or future impairment, delay in development, or loss of functional ability.
PT	Physical Therapy	Services which promote sensorimotor function through enhancement of musculoskeletal status, neurobehavioral organization, perceptual and motor development, cardiopulmonary status, and effective environmental adaptation. Included are screening, evaluation, and assessment of infants and toddlers to identify movement dysfunction; obtaining interpreting, and integrating information appropriate to program planning to prevent or alleviate movement dysfunction and related functional problems; and providing individual and group services to prevent or alleviate movement dysfunction and related functional problems.
PSY	Psychological Services	Services delivered as specified in the IFSP which include administering psychological and developmental tests and other assessment procedures; interpreting assessment results; obtaining, integrating, and interpreting information about child behavior, and child and family conditions related to learning, mental health, and development; and planning and management of a program of psychological services, including psychological counseling for children and parents, family counseling, consultation on child development, parent training, and education programs.
SCR	Screening	“Screening” means the use of a standardized instrument to determine if there is an increased concern regarding the child’s development when compared to children of the same age, and whether a full evaluation would therefore be recommended.
SLCL	Sign Language and Cued Language	Sign language and cued language services” include teaching sign language, cued language, and auditory/oral language, providing oral transliteration services (such as amplification), and providing sign and cued language interpretation.
SW	Social Work Services	Activities as designated in the IFSP that include identifying, mobilizing, and coordinating community resources and services to enable the child and family to receive maximum benefit from early intervention services; preparing a social or emotional developmental assessment of the child within the family context; making home visits to evaluate patterns of parent-child interaction and the child’s living conditions,; providing individual and family-group counseling with parents and other family members, and appropriate social skill-building activities with the child and parents; and working with those problems in a child’s and family’s living situation that affect the child’s maximum utilization of early intervention services
SLP	Speech Language Pathology	Services as designated in the IFSP which include identification of children with communicative or oral-motor disorders and delays in development of communication skills, including the diagnosis and appraisal of specific disorders and delays in those skills; referral for medical or other professional services necessary for the habilitation or rehabilitation of children with communicative or oral-motor disorder and delays in development of communication skills; and provision of services for the habilitation, rehabilitation, or prevention of communicative or oral-motor disorders and delays in development of communication skills.
TRANS	Transportation and Other Related Costs	Supports that assist the family with the cost of travel and other related costs as designated in the IFSP that are necessary to enable an eligible child and family to receive early intervention services or providing other means of transporting the child and family.
VS	Vision Services	Services delineated in the IFSP that address visual functioning and ability of the child to most fully participate in family and community activities. These include evaluation and assessment of visual functioning including the diagnosis and appraisal of specific visual disorders, delays and abilities; referral for medical or other professional services necessary for the habilitation or rehabilitation of visual functioning disorder; and communication skills training, orientation and mobility training, visual training, independent living skills training, and additional training necessary to activate visual motor abilities.

Service Type

The way early intervention services are provided, including the relationship of the service delivery to the establishment of an IFSP.

Service Type	Service Type Code	Definition
Ongoing Service	OS	Services provided on a regular basis as part of an IFSP. These services must be listed on the IFSP.
Evaluation & Assessment	E&A	Preliminary services provided to the child and family in order to determine eligibility. E&A services occur before the IFSP or must be listed on the IFSP once it is in place.
Consultative Service	CS	Services provided on behalf of the child or family but without the child or family present. CS services must be listed on the IFSP.
Follow Up Service	F	Services provided after the child has exited the FIT Program and after the end of the IFSP.

Source

Referral Sources allow you to track how clients heard about you and is used in the fiscal year data summary. Some types of Referral Sources might include Babynet, CMS, Head Start, WIC or, other medical professionals.

Source	Definition
Acquaintances / Friends	People you know
ChildFind Activity	Health Fair
Co-Worker	Person you work with
CYFD program / worker	A CYFD program / worker
Department of Health Internet Web Site	Web link to the Department of Health
Department of Health program / worker	State agency responsible for health of children
Family Member	Person in your family
FIT Public Awareness Materials (video / audio)	Information that you can hear or see about Early Intervention
FIT Public Awareness Materials (written)	Information you can read about Early Intervention
Health Care Provider	Person who provides health care to people
Medicaid program / worker	State agency that helps to pay for Health Insurance for children and families
Other	Anyone else
Other Internet Web Site	Other web link not mentioned
Other State Agency program / worker	Other agency not mentioned
Parents Reaching Out (PRO)	Agency that provides advocacy and training to families who have children in Special Education
Provider Materials	Information that gives specific information about a program
SDE program / worker	Lead agency that provides education to children
Sources Not Known	Not known

Tribe

A person whose racial identification is Native American and who has origins in any of the original peoples of North and South America (including Central America) and who maintains tribal affiliation or community attachment. Only those persons whose tribal affiliations are with the established Native peoples of New Mexico are listed by specific tribal entity. All others should be designated "Native American - Other" or "Native American - Unspecified".

Tribe
Acoma Pueblo
Apache -- Jicarilla
Apache -- Mescalero
Cochiti Pueblo
Isleta Pueblo
Jemez Pueblo
Laguna Pueblo
Nambe Pueblo
Native American -- Other
Native American -- Unspecified
Navajo
Picuris Pueblo
Pojoaque Pueblo
San Felipe Pueblo
San Ildefonso Pueblo
San Juan Pueblo
Sandia Pueblo
Santa Ana Pueblo
Santa Clara Pueblo
Santo Domingo Pueblo
Taos Pueblo
Tesuque Pueblo
Ysleta Del Sur Pueblo
Zia Pueblo
Zuni Pueblo