Tips for Documenting FSC

Family Service Coordination Documentation

Use the Infant Toddler Family Service Coordination Activity Log. The form is on kskits.org

Document each activity that corresponds to A-E on the form.

Home visit notes, IFSP documents, Prior Written Notices, etc., should corroborate what is written on the log.

If actual minutes spent per week/month varies consistently from what is on the IFSP, then schedule an IFSP review and adjust the FSC services to more closely reflect what is actually occurring. Remember that Part C can do more than what is on the IFSP, but not less. You must fulfill the amount of service that is listed in the IFSP. You do want to reflect the amount of time you are spending close to the actual amount because of Medicaid requirements.

Points to Remember:

The Primary audience for the IFSP is the family. The IFSP is the agreement between Part C and the family on what outcomes to work on, and the services that are needed to achieve those outcomes. Make sure that FSC activities are reflected in a way that a family knows the amount of service they are getting. (Writing frequency in the smallest denominator often helps with this. I. e. Minutes per week vs. minutes per year). Box 11 on the services page is a place to explain further what will happen with FSC.

The secondary purpose of documenting FSC activity is Medicaid documentation. Medicaid will not pay for more than what is listed on an IFSP, so you do want the amount of time to be reflective of what is occurring. You do not want to box yourself in and make yourself obligated to more than you will do, however.

Writing a family outcome to explain what is happening in regard to FSC work will also help clarify things for both family and Medicaid.

KDHE recommendation:

Analyze what you are doing now. Look for typical patterns.

Use typical patterns as a starting point.

Use FSC activity log to record actual FSC activity, including minutes spent and type of activity.

Kansas Infant Toddler Services Guidance: FSC Documentation Page 1v.11.25.14

Tips for Documenting FSC

Use the FSC activity log to review FSC at least quarterly. If the actual time spent is not well reflected on the IFSP, then hold a review and adjust the time.

Figure the set face to face FSC appointments as one type of FSC. Intake, IFSP development, review, Case planning, etc as one line on the FSC.

Figure an average time per week/month for those activities that are done outside of visits and put them on another line. Often if FSC is also the PSP, a portion of the visit is dedicated to FSC. I.e.: SLP visit is 50 minutes, 10 minutes is FSC.

If special circumstances exits that require additional FSC activities, a family outcome might be written that addresses this further: I.e.: Family would like to get Billy qualified for SSI so that they have additional financial resources to help with his medical needs.

Again, as you use the FSC Activity Log, you should see patterns emerge with particular families that can be used as a basis.

Use line 11 on the services page to explain other types of activities which will occur.

I.e.: Coordination of information from Billy’s various doctors to the IFSP team will be handled by the FSC through contacts from the office. Or FSC will coordinate recommendations from the feeding clinic at CMH with the EI team through monthly contact with the feeding clinic.

Kansas Infant Toddler Services Guidance: FSC Documentation Page 2v.11.25.14