Collateral Contact

Collateral Contact service can be billed and paid for when it is necessary to provide consultation or treatment direction about a Medicaid participant to a “significant other.” The Infant Toddler Program uses Collateral Contact as a supplemental means of providing education and training to assist in meeting the developmental needs of children and their families.  

By definition, Collateral Contact is face-to-face consultation, treatment direction, or instruction by the therapist to a “significant other” in the child’s life.  Significant others can include parents, guardian or other individuals having a primary care relationship to the client (i.e., child care provider and personal care service provider).

Collateral Contact Procedures

The following outlines Collateral Contact procedures and requirements.

§         Collateral Contact:

·         Is provided only by the appropriate professional and is always associated with a specific discipline (i.e., Developmental, Physical Therapy, Occupational Therapy, and or Speech and Language Therapy).

·         May NOT be provided by paraprofessionals.

·         Must be face-to-face or by telephone with the child’s parent/guardian or primary care person.  A telephone may be used when it is the most expeditious and effective way to exchange information. 

·         Does NOT include staffing, inter-agency meetings, or plan development.

·         Must be documented on the Individualized Family Service Plan (IFSP) and labeled as a distinctive service (i.e., therapy or collateral).  Include the discipline, type of service and the specific amounts and duration of the service (e.g., Developmental Collateral, 1 hr, 1x per month).

·         Must be documented in progress notes, Continuing Service Reports (CSR).  Specifically, the CSR must identify the following:

§          The name and role of the “significant other.”

§          The purpose and nature of the Collateral Contact.

§          The time of day (e.g., 3:45 pm).

§         When recording Projected Hours Delivered on the Data-Tot Entry Form, enter the total amount per discipline: collateral hours plus therapy hours.

§         If the entire visit to the home or community site is focused on Collateral Contact, bill the entire time as Collateral.  If the visit is a combination that includes both therapy and Collateral Contact, bill it accordingly.  For example, in a one hour home or community visit, spend a half hour with the child conducting therapy and the next half hour with the parent in a collateral consultation.  The Daily Activity Record (DAR) will reflect one half hour in each of these activities.  

§         If providing both Collateral Contact and therapy on the same date/visit, the CSR entry for each activity must be separated by a line with their own date, amount of billable time, and signature.  When delivering both services on the same day, include the time of day for both the therapy and Collateral Contact.

Resources

Idaho Medicaid Provider Handbook, Rehabilitative and Health Related Services Guidelines

Idaho Administrative Code

Health and Welfare/Division of Medicaid

IDAPA Medicaid Basic Plan Benefits

School Based Services