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AT-Who Does What AT-Who Does What

Bureau of Child Development Services (BCDS) - First Steps

The IFSP team will discuss the need for Assistive Technology. All recommendations will address how the use of AT will assist in achieving a stated outcome on the current IFSP. Note: This is a summary of each team member’s responsibility for completion of prior authorizations. It is not intended to be a step by step guide.

Assistive Technology not requiring a PA from a Bureau Consultant

The therapist:

  • completes and signs the Assistive Technology (AT) form
  • provides a written justification as to how the AT will assist in achieving an outcome on the IFSP
  • obtains a doctor’s order for the AT
  • forwards all of the above to the ongoing Service Coordinator (SC)

The Ongoing Service Coordinator:

  • reviews the related outcome(s) on the IFSP to ensure the request is related to the achievement of a functional outcome
  • documents a discussion with all team members in order to obtain consensus
  • signs and dates the bottom of the AT form if the team supports the request
  • notifies the family in writing of rights and procedural safeguards due to the change in IFSP services
  • completes a change page with the parent for the purpose of adding AT to the IFSP and obtaining a parent signature on the change page documenting agreement with the addition of the AT
  • submits the AT form, justification, script, and change page to the SPOE for data entry

The SPOE:

  • data enters the request—not to exceed the maximum rate listed on the AT form
  • requests submitted without all supporting documentation will be returned by the SPOE to the SC for completion
  • the start date entered for the AT will be the date signed by the parent or physician, whichever signature occurred last

Assistive Technology requests requiring a PA from a Bureau Consultant

The therapist:

  • obtains a doctor’s order
  • provides a written justification as to how the request will assist in achieving an outcome on the IFSP
  • obtains two documented product quotes
  • provides a HCPC code
  • submits all of the above to the ongoing Service Coordinator

The Ongoing Service Coordinator:

  • reviews the related outcome(s) on the IFSP to ensure the request is related to the achievement of a functional outcome
  • documents a discussion with all team members in order to obtain consensus
  • completes and submits a PA Request form to their Bureau Consultant

    The completed request must include: eligibility documentation, the related IFSP outcome, prescription, written justification from the acting therapist, and a transition plan or statement signed by the parent for equipment that will remain property of the State of Indiana.

If the PA is approved: If the PA is denied:
The Ongoing Service Coordinator:
  • completes a change page with the parents to add AT to the IFSP-obtains parent’s signature
  • submits the PA form granting approval, justification, script, and change page to the SPOE for data entry
  • notifies the family in writing of their rights and procedural safeguards due to a change in IFSP services
The Ongoing Service Coordinator:
  • may be asked by the Bureau Consultant to submit missing documentation or further clarification
  • may resubmit the PA to the Bureau Consultant for reconsideration based on additional documentation not submitted in the initial PA request
  • notifies team and family of denial