N.Y. Comp. Codes R. & Regs. tit. 10, § 69-4.7 – Initial service coordinators.

(a) Upon referral to the early intervention official of a child thought to be an eligible child, the early intervention official shall promptly designate an initial service coordinator, selecting whenever appropriate a service coordinator who has an established relationship with the child or family, and shall promptly notify the parent of such designation in writing.
1. (1) Upon receipt of the referral, the early intervention official shall make reasonable efforts to promptly forward a copy of the Early Intervention Program parents' handbook to the parent by mail or other suitable means.
2. (2) For children in care and custody or custody and guardianship of the local social services commissioner, the early intervention official shall notify the local commissioner of social services or designee of the designation of an initial service coordinator.
(b) The initial service coordinator shall promptly arrange a contact with the parent in a time, place and manner reasonably convenient for the parent and consistent with applicable timeliness requirements.
(c) The initial service coordinator shall inform the parent of their rights and entitlement under the Early Intervention Program and shall document the information provided in the child’s record.
1. (1) At the initial contact with the parent, the initial service coordinator shall ensure the parent has a copy of the Early Intervention Program parents’ handbook, review the handbook, provide an overview of the early intervention system and services, discuss the role of the initial service coordinator, and review the parent's rights, responsibilities and entitlements under the program.
(d) The initial service coordinator shall ascertain if the child and family are presently receiving case management services or other services from public or private agencies. If so, the initial service coordinator shall discuss options for collaboration with the parent and, if appropriate, obtain consent for the release of information for the purpose of collaboration with other case management services.
(e) All information provided to the parent shall be in the parent's dominant language or other mode of communication unless clearly not feasible to do so.
(f) All information obtained from the parent shall be confidential and may only be disclosed upon written consent, unless otherwise required or permitted to be disclosed by law.
(g) The initial service coordinator shall inform the family that services must be at no cost to parents and use of Medicaid and/or third-party insurance for payment of services is required under the Early Intervention Program.
1. (1) The service coordinator shall inform the parent that any deductible or co-payments will be paid by the municipality.
2. (2) The service coordinator shall inform the parent that use of third-party insurance for payment of early intervention services will not be applied against lifetime or annual limits specified in their insurance policy, if such policy is subject to New York State law and regulation.
3. (3) The service coordinator shall inform the parent that the provider shall not obtain payment from their insurer if the insurer is not prohibited from applying, and may apply, payment for early intervention services to the annual and lifetime limits specified in their insurance policy.
(h) The initial service coordinator must obtain, and parents must provide, information about the status of the family's third-party insurance coverage and Medicaid status and promptly notify the early intervention official of such status, including:
1. (1) Medicaid enrollment status and identification number, if any;
2. (2) type of health insurance policy or health benefits plan, name of insurer or plan administrator, and policy or plan identification number;
3. (3) type of coverage extended to the family by the policy; and
4. (4) such additional information necessary for reimbursement.
(i) The service coordinator shall assist the parent in identifying and applying for benefit programs for which the family may be eligible, including:
1. (1) the Medical Assistance Program;
2. (2) Supplemental Social Security Income Program;
3. (3) Physically Handicapped Children's Program;
4. (4) Child Health Plus; and
5. (5) Social Security Disability Income.
(j) The initial service coordinator shall review all options for evaluation and screening with the parent from the list of approved evaluators including location, types of evaluations performed, and settings for evaluations (e.g., home vs. evaluation agency). Upon selection of an evaluator by the parent, the initial service coordinator shall ascertain from the parent any needs the parent may have in accessing the evaluation.
(k) The initial service coordinator shall at the parent's request assist the parent in arrangement of the evaluation after the parent selects from the list of approved evaluators.
(l) If the parent has accessed an approved evaluator prior to contact by the initial service coordinator, the initial service coordinator shall contact the parent to assure that the parent has received information concerning alternative approved evaluators and ascertain from the parent any needs the parent may have in accessing the evaluation.
(m) If, in consultation with the evaluator, the service coordinator identifies a child that is potentially eligible for programs or services offered by or under the auspices of the Office for People With Developmental Disabilities (OPWDD), the service coordinator shall, with parental consent, notify OPWDD’s developmental disabilities regional office of the potential eligibility of such child for said programs or services.
(n) Upon receipt of the results of the evaluation, the initial service coordinator may with the approval of the early intervention official and with parental consent, require additional diagnostic information regarding the condition of the child, provided that such information is not unnecessarily duplicative or invasive to the child according to guidelines of the department of Health.
1. (1) Prior to obtaining written consent for additional diagnostic information, the initial service coordinator shall provide the parent with a written explanation which shall include:
  1. (i) diagnostic information requested;
  2. (ii) reasons for obtaining the information, and use of the information;
  3. (iii) location of diagnostic testing;
  4. (iv) source of payment and that no costs shall be incurred by the parent;
  5. (v) a statement that the information shall not be used to refute eligibility; and
  6. (vi) a statement that the meeting to formulate the individualized family service plan shall be held within the 45 day time limit.
2. (2) The initial service coordinator shall assist the parent in accessing the diagnostic testing as needed and desired by the parent.
3. (3) The initial service coordinator shall facilitate the parent understanding of the results of the diagnostic information, and with parent consent, incorporate this diagnostic information into the planning and formulation of the individualized family service plan.
(o) Upon the determination of a child as ineligible for early intervention services, the initial service coordinator shall inform the parent of the right to due process procedures as set forth in this Subpart.
1. (1) The initial service coordinator shall inform the parent of other services which the parent may choose to access and for which the child may be eligible and offer assistance with appropriate referrals.
(p) Upon determination of the child’s eligibility for the Early Intervention Program, the initial service coordinator shall discuss the individualized family service plan process with the parent and shall inform the parent:
1. (1) of the required participants in the individualized family service plan meeting and the parent’s option to invite other parties;
2. (2) that the initial service coordinator may invite other participants, provided that the service coordinator obtains the parent’s consent and explains the purpose of this person’s participation;
3. (3) that inclusion of family assessment information is optional;
4. (4) that their priorities, concerns and resources shall play a major role in the establishment of outcomes and strategies among the parent, evaluator, service coordinator and early intervention official;
5. (5) of the opportunity to select an ongoing service coordinator, who may be different from the initial service coordinator, at the individualized family service plan meeting or at any other time after the formulation of the individualized family service plan;
6. (6) that the final decisions about the services to be provided to the child will be made by the parent and the early intervention official; and
7. (7) that services can be delivered in a range of settings such as an approved provider’s facility, as well as a variety of natural environments, including the child’s home, child care site or other community settings.
(q) The initial service coordinator shall assist the parent in preparing for the meeting to develop the individualized family service plan, including facilitating their understanding of the child’s multidisciplinary evaluation and identifying their resources, priorities, and concerns related to their child’s development.
1. (1) The initial service coordinator shall discuss with the parent the options for early intervention services and facilitate the parent’s investigation of various options as requested by the parent.