IFSP Information Toolkit: IFSP Transfers

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IFSP transfers refer to a data system feature that allows a child’s and family’s IFSP information to be securely sent electronically to another program. When the family of a child receiving Part C services moves or relocates to a different part of a state and wants to continue receiving services, the child’s IFSP may need to be transferred to a new local program/site. When an IFSP is online, the information can be securely transferred electronically. In transferring IFSP information, states need to consider the types and amount of IFSP data that can be electronically transferred, as well as related security and privacy issues.

Connection to DaSy Data System Framework:

Potential Data Elements

  • Child ID
  • IFSP date
  • IFSP type (initial, update, annual, etc.)
  • IFSP fields (field names will vary by state)
  • Current site name/ID
  • Transfer site name/ID
  • Current service coordinator
  • New/transfer service coordinator

Functionality

  • IFSP transfer interface
  • Permissions that limit and control access to the data
  • Audit trail

Key Considerations

  • Decide whether the sending site can restrict the type/amount of information that is transferred. For example, the site can send all IFSPs in the child’s record, only the current IFSP, or maybe only certain fields or parts of the IFSP.
  • It may be important to limit the staff/roles that will have access/permission to transfer a record. The program should decide who has permissions to initiate the transfer from the sending site and who is allowed to accept or approve the transfer at the receiving site.
  • The ability to communicate about the transfer between the sites is important so that both sites are working together on the transfer.
    • Determine whether the receiving site has the ability to approve/deny the transfer in the data system. If a transfer is denied, a process should be in place to communicate the reason why.
    • Both the sending site and receiving site should decide on the period of time in which the transfer must be completed. This will help to ensure that the most recent data are included in the transfer.
    • A mechanism should exist, either within or outside the data system, to verify the child’s identity at both the sending and receiving sites/programs.
  • Decide whether the sending site may continue to access the child’s records after the transfer and, if so, how long that access remains.
  • The system should have the capability to create an audit trail so that IFSP transfers can be tracked, including which users participated in the transfer.

State Examples

Kansas

This screenshot shows the child record with a pending transfer.

This screenshot shows that once the child record is transferred, the receiving site can request the IFSP.

 

Colorado

Video Demonstration
Shows the steps involved in transferring an IFSP record between two local programs.

Related Resources