Audiology

Annual Calendar

Activity  Responsible
Coordinate with Pacific Hearing calendars for the annual service calendar  SELPA
PHS
Type the calendar in the SELPA format, adding due dates for paperwork to be turned in (Need to allow a minimum of one week for processing paperwork and to account for late comers) SELPA

Distribute the calendar to the following:
  • LEA Directors
  • LEA Support Staff for Directors
  • County Area Directors
  • Support Staff for County Area Director
  • LEA "Coordinators" (person who helps at the LEA level; that person holds a different position in each LEA - it could be a LEA level support person, an SLP, a nurse, even a director)
  • All Desert/Mountain SLPs
  • County DHH classroom teachers and itinerants
 SELPA

Reminder to LEAs

Activity  Responsible
Send an email reminder three weeks prior to the LEA coordinator stating their date is approaching and when the paperwork due date is  DMOPS
Provide the LEA with a copy of the follow-up log from the previous Assessment Day and possibly the one before that with students to be seen highlighted. DMOPS

Include the calendar in the August Steering Committee packet and mention it under the information items. Remind LEAs to be timely in their submission of paperwork
 DMOPS
Email the LEA Coordinator if you don't have all the paperwork by the due date DMOPS

Referrals

Activity  Responsible
Receive referral and enter data into the audiology database DMOPS
DMOPS informs PHS of referrals that have been received indicating DMOPS

Review each referral and check to see if the paperwork is complete,
  • Initials require forms D/M 108, D/M 66, and D/M 63
    • Two failed hearing screenings or an audiogram, grades, and a current IEP (if the student is already identified as meeting the criteria as a student with disabilities)
  • Annuals require forms D/M 108A, D/M 66, and D/M 63 (for current school year)
  • If the paperwork is not complete, send back to the LEA electronically and request completion
 
Send paperwork electronically to Pacific Hearing Services and make a copy of the documents for the DMOPS student's electronic file.  DMOPS
Based on the types of referrals the LEA provides (initials/annuals), will develop the start and end time for the assessment day  PHS
LEA coordinator handles the schedule of student assessment times and sends to DMOPS (initial referrals are scheduled for 30 minutes; annuals are scheduled for 20 minutes), and any transportation issues. LEA
DMOPS
A minimum of two days prior to the Assessment Day:
  • Provide Pacific Hearing Services with a follow-up log that includes the list of students to be seen, types of appointments, school of attendance, appointment times, and what will be done during the appointment. Ensure all paperwork is sent electronically to Pacific Hearing Services.
 DMOPS

Assessment Day

Activity  Responsible
LEA coordinator to remind children to bring their equipment to the assessment. LEA coordinator or designee to be present the entire day to assist escorting students to the audiology van LEA
Complete the follow-up, document any immediate needs, what will be done at the next appointment, and when the next appointment should take place. Send follow-up log to DMOPS. PHS
DMOPS

Send follow-up log electronically to DMOPS who will file log in the electronic record for Audiology Services. DMOPS will indicate what will be done next time for distribution.
PHS
DMOPS
DMOPS will send the LEA a copy of highlighted follow-up log. DMOPS

Reports

Activity  Responsible
Complete reports and sends to DMOPS. PHS
Electronically send cover letters with PHS reports to LEA directors, cc: LEA director secretaries and LEA coordinator DMOPS

Upload a copy of the cover letter in the student's electronic file. DMOPS

Assessment Follow-up/IEP Meeting

Activity  Responsible
LEA receives PHS reports and schedules IEP meetings to review reports and take any recommendations into consideration. The appointed SLP for the student will review the audiogram with the IEP team.
  • When there is a LEA/charter without an SLP or an SLP with limited time or expertise, a request to the Area Director and support staff needs to be made for a DHH Itinerant teacher to participate in the IEP meeting to assist in the interpretation of the audiology report. DHH Itinerant teacher to email Area Director and support staff of requests that do not come from the Area Director
 LEA
DHH
Area Director
If the iEP team agrees the student benefits from an FM system, the LEA coordinator/SLP makes the request to DMOPS who requests an equipment quote from Pacific Hearing Services. LEA
DMOPS
PHS
DMOPS or the LEA coordinator receives quote, completes Low Incidence Equipment (LIE) form, and submits for approval from DMOPS Area Director. When generated from the LEA, the LIE form will be sent back to DMOPS who will keep a copy and send to the SELPA business department to order and pay for the equipment.
 PHS
DMOPS
SELPA

Training Opportunities

Activity  Responsible
Proper Equipment Use and Troubleshooting PHS
DHH
Audiology Assessments and How to Interpret PHS

Parent Support/Training (as needed)

 DHH
SELPA

Inventory and Tracking of Equipment

Activity  Responsible

New Equipment

  • SELPA coordinator sends purchase order for equipment and provides tags to Pacific Hearing Services
  • PHS delivers equipment to student
  • PHS sends assigned delivery receipt to SELPA business department. Receipt includes student name, site, make, model, serial numbers, and tag numbers
  • SELPA business department enters equipment in database with LIE numbers, serial numbers, and tag numbers.
 SELPA
PHS
Returned Equipment
  • Equipment returned to DMOPS with student name and site
  • DMOPS reports returned items to PHS to confirm all components assigned are returned
  • PHS informs DMOPS if all components are accounted for or what components are missing
  • DMOPS notifies SELPA business department of returned and/or missing equipment
  • SELPA business department updates database
  • SELPA business department updates database with new student and site information
PHS
DMOPS
SELPA
Lost and Repaired Equipment
  • PHS is notified of lost equipment
  • PHS reassigns equipment in inventory or orders replacement equipment
  • PHS sends assigned delivery receipt to SELPA business department. Receipt includes student name, site, make, model, replacement serial numbers, and tag numbers
  • SELPA business department updates database with serial number as needed
  • For repaired equipment, PHS notifies SELPA business department of new serial number to update database
 PHS
DMOPS
SELPA
End of School Year
  • PHS generates and sends list of students assigned equipment by LEA and site to DMOPS
  • DMOPS distributes list to LEA coordinator
  • LEA coordinator distributes information to site contact
  • Site contact inventories equipment
    • If the student stays at the school site, secure equipment and note location on inventory log
    • If the student is remaining in the LEA but is changing sites, equipment is returned to the LEA coordinator to secure and location is noted on the inventory log
    • If the student is changing LEAs or leaving the Desert/Mountain SELPA region, equipment is returned to LEA coordinator, noted on the equipment log, and returned to DMOPS
    • LEA coordinator sends copy of completed inventory log to DMOPS
    • DMOPS shares log with PHS for any needed follow-up
 PHS
DMOPS
LEA
Beginning of School Year
  • DMOPS updates inventory log and distributes to PHS and LEA coordinator
    • If student stays at the school site, LEA coordinator arranges transfer and in-service of equipment
    • If student is remaining in the LEA but is changing sites, LEA coordinator arranges transfer and in-service of equipment
    • If student is changing LEAs, DMOPS will contact LEA coordinator to arrange transfer and in-service of equipment
DMOPS
LEA
PHS 
File Inventory

All student files are maintained through an electronic student file system
  • DMOPS emails LEA coordinators a list of students who were not seen in the past year, moved, etc.
  • DMOPS double checks CALPADS against audiology roster
 DMOPS

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