EIIS System Upgrades & Form Completion for Initial and Ongoing Eligibility Determination

EIIS System Upgrade

The next upgrade to the EIIS Client system will be for the purpose of updating the software version. This update will occur at the end of this year or beginning of next year and will include minimal changes to the screens. The diagnoses list on the EIIS evaluation screen will not be completely updated according to the January 1, 2009 criteria until sometime in 2009. Therefore, it is important to select only those diagnoses listed on the January 1, 2009 list for children having a Date Evaluated that occurs on or after January 1, 2009.

Evaluation Reports to be Generated at End of September 2008

The Department of Public Health will send reports to providers of evaluations entered into EIIS based on data received as of 9/10/2008 in an effort for providers to begin to manage due dates for eligibility evaluations for IFSP children. The following reports will be sent to providers at the end of September:

  • Active evaluations as of 9/10/08 of children having an asterisked diagnosis on the January 1, 2009 list (the next annual evaluation date will remain the same for these children)

  • Active evaluations as of 9/10/08 of children having a non-asterisked diagnosis on the January 1, 2009 list (these children will no longer need evaluations)

  • Active evaluations as of 9/10/08 of children having a diagnosis that is not on the January 1, 2009 list (the next annual evaluation date will remain the same for these children but if the only reason for eligibility is this diagnosis they must be deemed ineligible at that time)

Since EIIS will not provide accurate reports for due dates of eligibility evaluations providers should make sure that this is managed in some other way for reported children and all other children whose evaluations will be entered into EIIS after 9/10/2008.

Diagnoses Included on the January 1, 2009 List that Are Not In EIIS

Diagnoses on the January 1, 2009 list that are not included in EIIS are underlined on the January 1, 2009 list. On the EIIS Evaluation screen click the check box below the diagnoses list and to the right of "Other Established Condition". A text box will appear where the diagnoses can be noted. If this is the only criteria establishing eligibility for this child, EIIS will not calculate this child as eligible until the system has been upgraded. This will impact the following EIIS reports:

  • Client Browser (diagnoses sections only)

  • Active Client List (eligibility column)

  • Error report: Undetermined Eligibility Type

  • Generate More Reports: Evaluation Diagnosis Information

  • Generate More Reports: Discharge Diagnosis Information

The EIIS diagnoses list will be corrected as part of a future EIIS upgrade. The EIIS database at the Department of Public Health will re-determine eligibility for clients based on transmitted data files so that error reports will not be generated for these children.

EIIS Form Completion

Eligibility evaluations are the only evaluations to be entered into the EIIS system. Any periodic assessment for the purpose of updating a child's developmental progress and/or for planning in certain areas is to be included in the child's record but not entered into EIIS. The following page provides guidelines for the completion of the EIIS Evaluation, IFSP and Discharge form for children based on eligibility categories for those children receiving an eligibility evaluation.

EIIS Form Completion for Initial and Ongoing Eligibility

EIIS Evaluation Form Completion Schedule

Program use of an eligibility evaluation tool with scores being entered into the EIIS evaluation form should occur according to the following based on the eligibility type for the child:

Developmental Delay, At-Risk and Clinical Judgment Children

  • as part of the initial evaluation process (Note: the initial evaluation entered into EIIS for re-registered and transferred children still eligible under a previous evaluation will be their most recent evaluation)

  • 6 months following previous Date Evaluated

Asterisked Established Condition Children

  • as part of the initial evaluation process (Note: the initial evaluation entered into EIIS for re-registered and transferred children still eligible under a previous evaluation will be their most recent evaluation)

  • one year following previous Date Evaluated

Non-asterisked Established Condition Children

  • as part of the initial evaluation process (Note: the initial evaluation entered into EIIS for re-registered and transferred children still eligible under a previous evaluation will be their most recent evaluation)
  • as close to discharge as possible (for input into EIIS discharge form for child outcome purpose

Re-registered or Transferred Child has an Active Evaluation

If a child is being re-registered back into your program or transferred from another EI program and has an active evaluation according to the following:

  • Developmental delay, At-Risk or Clinical Judgment: active evaluation is within 6 months of the Referral Date
  • Asterisked Established Condition: active evaluation is within one year of the Referral Date
  • NON-asterisked Established Condition

Then do the following:

Re-registered childTransferred child
  1. Create a client record (same client ID with a different referral number)

  2. Create an evaluation form and re-enter previous evaluation data. The Date Evaluated will remain the same as when the evaluation occurred.

  3. Create an IFSP form and enter all data according to what services will be received by the child under this referral. The IFSP Signature date must occur after the referral date.

  1. Create a new client record

  2. Create an evaluation form and enter evaluation data received from the previous program. The Date Evaluated will remain the same as when the evaluation occurred.

  3. Create an IFSP form and enter all data according to what services will be received by the child under this program. The IFSP Signature date must occur after the referral date.

EIIS IFSP Form Completion Schedule

  • To be completed following initial eligibility evaluation only - NON-asterisked Established Condition
  • To be completed following each eligibility evaluation

    • Asterisked Established Condition

    • Developmental delay

    • At-Risk

    • Clinical Judgment

Service Fee Updates

Since children having a NON-Asterisked Established Condition will only have an initial IFSP entered into EIIS, it is critical that updates to this EIIS IFSP be made after each annual IFSP meeting if there are any changes in family size or annual income that could impact the service fee. The Collection Date will also need to be updated in order for the EIIS Service Fee Report to provide accurate information.

Effective January 1, 2009


This information is provided by the Early Intervention (EI) Division within the Department of Public Health.