A Step Ahead's Welcome Packet
Acknowledgement
Your Family Resources Coordinator (FRC) will be sending an acknowledgement form, for you to sign, showing that you received all of the information contained here.
Partnership Agreement
To be successful, parents and providers must work together. It is helpful if we both agree to:
To cancel visits in advance, at least one day ahead of time, whenever possible.
To cancel visits if a child, family member, or provider is sick, or switch to virtual when possible.
To communicate clearly and openly when we have concerns of any kind.
To communicate clearly and openly when we are running late or have new scheduling needs.
To actively participate in all sessions and activities during sessions.
To conduct themselves appropriately and always interact respectfully.
To work together to make the atmosphere optimal for learning:
Plan visits around routines or activities your family likes that align with your family’s outcomes
Refrain from alcohol, tobacco, or other substance use during the visits
Limit the use of perfumes, air fresheners, and strong cleaning products
Plan on limiting distractions: turn off the TV, radio, music, and other technology
Be dressed to interact with your child and other participants
Have an area to work that is cleared of clutter and safe for children
Discuss the presence of guests and/or pets during visits
Be available for and participate in appointments as written in the Individual Family Service Plan (IFSP)
If multiple appointments in a row are cancelled or missed, providers with work with the Family Resource Coordinator (FRC) to connect with the family in order to discuss why the schedule may not be working or other factors impacting consistent attendance.
Statement of Confidentiality:
In alignment with the Parent Rights and Procedural Safeguards that you have already received, all personal information gathered by A Step Ahead in Pierce County ultimately remains confidential. To coordinate services for your child, your FRC and/or provider may have asked for your consent via a release of information to contact other providers if needed. However, there are instances where we may need to share this information without your permission including as mandated reporters as outlined in RCW 26.44.040. These cases may include:
Pertinent information will be shared among A Step Ahead staff to aid in the development and implementation of your child’s program.
To law enforcement agencies as required by the Washington State law.
To Child Protective Services in accordance with RCW 26.44.030. **
To hospital or emergency medical personnel for the purpose of dealing with an emergency.
Confidential information may also be shared with our agency’s funding sources, for the purposes of contract monitoring.
Welcome to A Step Ahead in Pierce County
We are pleased that you have chosen our program to help you with your child’s development.
It is our honor and obligation to provide care in accordance with the services and outcomes outlined in your Individualized Family Serve Plan (IFSPs). You have rights as a participant with our program. Let us know if you would like an additional copy of your Parent Rights and Procedural Safeguards which you received at enrollment.
IFSPs including your child’s progress are reviewed every six months. Additional documentation of your child’s development via ongoing assessment will be included annually. IFSPs can be reviewed more frequently as appropriate by the IFSP which includes you. We will also support your family as your child turns three and transitions out of our program. To learn more about early support services, go to: https://www.dcyf.wa.gov/services/child-development-supports/esit.
Your Service Providers and Family Resource Coordinator (FRC) will collaborate on your child’s plan and with you to provide your family with the best services possible. Services are provided with your consent and are completely voluntary. If you’d like to review your plan or opt out completely, reach out to your Family Resource Coordinator at any time.
A Step Ahead bills insurance for some services with your consent. You will be billed monthly for copays, co-insurance, and deductibles when appropriate in accordance with the System of Payments and Fees (SOPAF) information you received at enrollment. You will receive an invoice by email and mail, and payments can be made online. If you have any questions about making payment or financial assistance, our billing department will be happy to assist you at 253-319-8289 ext.138.
Our Service Providers use a coaching model to interact during regularly scheduled sessions. Coaching is designed to support caregivers as they help their child learn and gain developmental skills. Most coaching sessions will include the following: joint planning, observation, action, reflection, and feedback. Coaching will be used in combination with the modeling of direct therapy and teaching techniques. Feel free to ask your Service Provider/s more about it!
It is our hope that as a result of our sessions together, you will feel supported as your child’s most important teacher and empowered as you strengthen this invaluable relationship.
If at any time you’d like to discuss your child’s services do not hesitate to reach out to your Service Provider/s and Family Resource Coordinator. If you’d like to discuss a topic with someone other than your direct provider, feel free to contact our Executive Director, Lindsey Hartman, at 253-471-2727.
Get connected by visiting our website www.asapc.org. Our website includes information about events, playgroups, field trips, resources, our staff, social media, and beyond.
WE LOOK FORWARD TO GETTING TO KNOW YOUR FAMILY AND SEEING YOUR CHILD PROGRESS!
Sincerely, The ASAPC Team
Additional Information
Grievance Policy for Parents
A Step Ahead is committed to providing the best possible services to all qualifying families. If for any reason, you are concerned about or dissatisfied with the services you are receiving, please follow this procedure:
1. Please discuss your concern honestly and openly with your service provider. If you are unsatisfied with the results of this discussion:
2. Contact your Family Resources Coordinator or our Executive Director, Lindsey Hartman. They may be reached at the office number 253-471-2727. If the problem is still not resolved:
3. Contact Brayde Willson at Pierce County Community Connections – 253-798-3795. Should the issue continue to be unresolved you may follow the Dispute Resolution Procedures as established by Early Support of Infants and Toddlers (ESIT) (attached).
Client Rights
All persons served by A Step Ahead must be informed of their civil rights. A violation of the civil, constitutional and/or other rights of clients is prohibited. These rights include, but are not limited to:
1. Freedom from abuse, including verbal, mental, physical, and/or sexual.
2. Privacy in personal life including:
a. The right to personal privacy and confidentiality of your child’s records.
b. The right to set your own rules in your own home.
3. Options to choose activities and schedules that meet your needs.
4. Lack of discrimination due to race, creed, color, national, origin, religion, age disability, marital status or sexual orientation
5. Information regarding services available from A Step Ahead
6. Respect from others
a. The right to have your provider listen to your concerns
b. The right to be a part of the community
Limited English Proficient Clients
All persons who are Limited English Proficient (LEP) must have equal access to ASAPC services. Certified Interpreter/Translator for ASL and non-English languages will be provided on request at no cost to the client.
1. Clients will be informed about and provided with free interpreter services as necessary to ensure equal access.
2. Interpreters are used when these services are requested by the client, are necessary for a client’s eligibility for services and/or necessary for the client to access services.
Client Policies and Expectations
Sick and Safety Policies
In case of illness, all providers will contact you with as much notice as possible to either reschedule or cancel the session. Parents and caregivers are advised to cancel when their child and/or parent/caregiver is ill. If anyone in the household is too sick for a provider to safely visit in-person, but otherwise feels well enough for a session, a virtual video-based visit may be possible in some circumstances. In the case cancellations are necessary, please call or text your provider(s) directly with as much notice as possible. ASAPC will follow CDC and/or local health department guidelines for all contact with families.
We kindly ask that families cancel appointments if they exhibit any of the following:
A fever of 100 degrees or higher in the last 24 hours.
Recurrent vomiting or diarrhea in the last 24 hours.
Conjunctivitis (“pink eye”) or green nasal discharge.
Other confirmed cases of communicable or contagious condition.
We kindly ask that you discuss the following environmental considerations with provider/s prior to sessions:
Head lice, MRSA, scabies, impetigo or ring worm that has not been treated.
Infestation of the home (i.e. rodents, bed bugs, etc.) that has not been treated.
Other potentially hazardous conditions (i.e. clutter, pets, construction, etc.)
Participation and Attendance Policies
In order for your child to benefit from our services, families should aim for at least a 75% attendance record. Our data has shown that regular attendance and follow-through by caregivers is the single biggest indicator of the children’s success through our program. Occasional cancellations are expected and understood; however, if you find that you are regularly unable to keep your scheduled visits for a prolonged period (for any reason), please let you family resources coordinator and/or provider(s) know and we will be happy to adjust the frequency of service(s) to best suit your family’s needs. Please note that “no shows” or not being available for scheduled appointments may risk future services. You may receive a letter from A Step Ahead asking whether you would like to continue services or decline services if attendance is not consistent.
It is agency policy that an adult, 18 years or older, be present and actively participate with the provider and your child at all times during the session. If the adult is not a parent or guardian, they will need to be listed on a release in order to discuss your child’s care. If this is not possible, prior to the session, please reschedule your visit for another time.
Please be aware that our offices are closed for ten holidays throughout the year as well as a few staff days. Staff members have additional PTO to use at their discretion. Providers will communicate these dates and offer alternate visits to families when there is a conflict that impacts services outlined in your plan.
Behavior Expectations
A Step Ahead in Pierce County (ASAPC) providers will provide safe and harassment free services. We expect the same of our families and all others involved in a visit.
Unlawful harassment includes any inappropriate behavior or conduct based on an individual’s gender, gender expression or identity, color, race, age, national origin, ancestry, creed, marital status, veteran status, pregnancy or pregnancy-related condition, disability, religion, sexual orientation, political ideology, or another legally protected status.
In addition, harassment includes sexual harassment which is defined as unwelcome sexual advances, requests for sexual favors, other verbal or physical conduct, texting or emails of a sexual nature, or visual forms of a sexual nature may constitute sexual harassment when this conduct explicitly or implicitly affects an individual’s employment, unreasonably interferes with an individual’s work performance, or creates an intimidating, hostile, or offensive work environment.
If you feel that your ASAPC provider has engaged in any harassing behavior, please notify the Executive Director, Lindsey Hartman, immediately at 253-471-2727. ASAPC will investigate all complaints. Providers are asked to report harassing behavior from families in the same manner for investigation.