441—78.49(249A) Infant and toddler program services. Subject to the following subrules, payment shall be made for medical services provided to Medicaid eligible children by infant and toddler program providers under the infants and toddlers with disabilities program administered by the Iowa Child Health Specialty Clinics and the departments of education, public health, and human services.
	78.49(1) Covered services. Covered services include, but are not limited to, audiology, psychological evaluation and counseling, health and nursing services, nutrition services, occupational therapy services, physical therapy services, developmental services, speech-language services, vision services, case management, and medical transportation.
	78.49(2) Case management services. Payment shall also be approved for infant and toddler case management services subject to the following requirements:
	a. 	Definition. “Case management” means services that will assist eligible children in gaining access to needed medical, social, educational, and other services. Case management is intended to address the complexities of coordinated service delivery for children with medical needs. The case manager should be the focus for coordinating and overseeing the effectiveness of all providers and programs in responding to the assessed need. Case management does not include the direct delivery of an underlying medical, educational, social, or other service to which an eligible child has been referred or any activities that are an integral part or an extension of the direct services.
	b. 	Choice of provider. Children who also are eligible to receive targeted case management services under 441—Chapter 90 must choose whether to receive case management through the infant and toddler program or through 441—Chapter 90. The chosen provider must meet the requirements of this subrule.
	(1)	When a child resides in a medical institution, the institution is responsible for case management. The child is not eligible for any other case management services. However, noninstitutional case management services may be provided during the last 14 days before the child’s planned discharge if the child’s stay in the institution has been less than 180 consecutive days. If the child has been in the institution 180 consecutive days or longer, the child may receive noninstitutional case management services during the last 60 days before the child’s planned discharge.
	(2)	If the case management agency also provides direct services, the case management unit must be designed so that conflict of interest is addressed and does not result in self-referrals.
	(3)	If the costs of any part of case management services are reimbursable under another program, the costs must be allocated between those programs and Medicaid in accordance with OMB Circular No. A-87 or any related or successor guidance or regulations regarding allocation of costs.
	(4)	The case manager must complete a competency-based training program with content related to knowledge and understanding of eligible children, Early ACCESS rules, the nature and scope of services in Early ACCESS, and the system of payments for services, as well as case management responsibilities and strategies. The department of education or its designee shall determine whether a person has successfully completed the training.
	c. 	Assessment. The case manager shall conduct a comprehensive assessment and periodic reassessment of an eligible child to identify all of the child’s service needs, including the need for any medical, educational, social, or other services. Assessment activities are defined to include the following:
	(1)	Taking the child’s history;
	(2)	Identifying the needs of the child;
	(3)	Gathering information from other sources, such as family members, medical providers, social workers, and educators, if necessary, to form a complete assessment of the child;
	(4)	Completing documentation of the information gathered and the assessment results; and
	(5)	Repeating the assessment every six months to determine whether the child’s needs or preferences have changed.
	d. 	Plan of care. The case manager shall develop a plan of care based on the information collected through the assessment or reassessment. The plan of care shall:
	(1)	Include the child’s strengths and preferences;
	(2)	Consider the child’s physical and social environment;
	(3)	Specify goals of providing services to the child; and
	(4)	Specify actions to address the child’s medical, social, educational, and other service needs. These actions may include activities such as ensuring the active participation of the child and working with the child or the child’s authorized health care decision maker and others to develop goals and identify a course of action to respond to the assessed needs of the child.
	e. 	Other service components. Case management must include the following components:
	(1)	Contacts with the child and family. The case manager shall have face-to-face contact with the child and family within the first 30 days of service and every three months thereafter. In months in which there is no face-to-face contact, a telephone contact between the service coordinator and the family is required.
	(2)	Referral and related activities to help a child obtain needed services. The case manager shall help to link the child with medical, social, or educational providers or other programs and services that are capable of providing needed services. Referral activities do not include provision of the direct services, program, or activity to which the child has been linked. Referral activities include:
	1.	Assisting the family in gaining access to the infant and toddler program services and other services identified in the child’s plan of care.
	2.	Assisting the family in identifying available service providers and funding resources and documenting unmet needs and gaps in services.
	3.	Making referrals to providers for needed services.
	4.	Scheduling appointments for the child.
	5.	Facilitating the timely delivery of services.
	6.	Arranging payment for medical transportation.
	(3)	Monitoring and follow-up activities. Monitoring activities shall take place at least once annually for the duration of the child’s eligibility, but may be conducted as frequently as necessary to ensure that the plan of care is effectively implemented and adequately addresses the needs of the child. Monitoring and follow-up activities may be with the child, family members, providers, or other entities. The purpose of these activities is to help determine:
	1.	Whether services are being furnished in accordance with the child’s plan of care.
	2.	Whether the services in the plan of care are adequate to meet the needs of the child.
	3.	Whether there are changes in the needs or status of the child. If there are changes in the child’s needs or status, follow-up activities shall include making necessary adjustments to the plan of care and to service arrangements with providers.
	(4)	Keeping records, including preparing reports, updating the plan of care, making notes about plan activities in the child’s record, and preparing and responding to correspondence with the family and others.
	f. 	Documentation of case management. For each child receiving case management, case records must document:
	(1)	The name of the child;
	(2)	The dates of case management services;
	(3)	The agency chosen by the family to provide the case management services;
	(4)	The nature, content, and units of case management services received;
	(5)	Whether the goals specified in the care plan have been achieved;
	(6)	Whether the family has declined services in the care plan;
	(7)	Time lines for providing services and reassessment; and
	(8)	The need for and occurrences of coordination with case managers of other programs.
	78.49(3) Child’s eligibility. Payable services must be provided to a child under the age of 36 months who is experiencing developmental delay or who has a condition that is known to have a high probability of resulting in developmental delay at a later date.
	78.49(4) Delivery of services. Services must be delivered directly by the infant and toddler program provider or by a practitioner under contract with the infant and toddler program provider.
	78.49(5) Remission of nonfederal share of costs. Payment for services shall be made only when the following conditions are met:
	a. 	Reserved.
	b. 	The infant and toddler program provider has executed an agreement to remit the nonfederal share of the cost to the department.
	c. 	The infant and toddler program provider shall sign and return Form 470-3816, Medicaid Billing Remittance, along with the funds remitted for the nonfederal share of the costs of the services specified on the form.
This rule is intended to implement Iowa Code section 249A.4.