Qualifications of Service Coordinators
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Defines minimum qualifications, assignment, responsibilities, transfer procedures, and transportation reimbursement processes for Intake Coordinators and Service Coordinators working within South Carolina's IDEA/Part C early intervention system.
No material clinical or coverage changes in this revision.
Transportation and Service Coordination Coverage Criteria
inv-01: Transportation and service coordination procedural criteria
Transportation reimbursement criteria and procedures when families identify need for transportation to IFSP services:
ALL of the following
For children eligible for Medicaid
- Service Coordinator directs parent to SCDHHS transportation resources and informs parent the request must be made at least three days in advance.
For children not eligible for Medicaid
- Service Coordinator confirms the transportation request is not for a service the parent has chosen to receive outside the natural environment and that a natural environment provider is not currently available.
- Service Coordinator holds an IFSP change review meeting to add transportation to planned services in BRIDGES.
- Service Coordinator obtains the Service Fund Authorization Request form from IDEA/Part C State Office and completes required sections (including indicating round trip mileage in Section 5 and reason/type of travel in Section 6).
- Service Coordinator completes an internet mileage search (MapQuest or Google Maps) documenting distance between child’s home and provider location(s) and sends the completed Service Fund Authorization Request form and internet mileage searches to the IDEA/Part C State Office for review.
ALL of the following
- Completed Transportation Log must include SCEIS vendor number (Section 1), date, start/end locations, early intervention service received, transportation type, round-trip mileage, total miles, and provider signature for each visit.
- A copy of the internet mileage search(es) must be attached to the Transportation Log; mileage differing more than five miles from the internet search will not be reimbursed.
- If a taxi/driver service was used, receipts must be attached; if no receipt is provided, payment will not be made.
ALL of the following
- If IDEA/Part C State Office approves the request, the State Office notifies the Service Coordinator and emails a copy of the Transportation Log and instructions; the Service Coordinator provides the parent information to begin SCEIS vendor enrollment and completes Section 1 of the Transportation Log and provides a hard copy to the parent.
- If IDEA/Part C State Office denies the request, the State Office notifies the Service Coordinator who notifies the parent and holds an IFSP change review meeting to remove transportation from planned services in BRIDGES.
ALL of the following
- Payments received for transportation costs will be reported to the Internal Revenue Service and may affect eligibility for certain income-based programs; payments may be blocked or reduced if the parent has liens or levies against income.
ALL of the following
- Service Coordinator must document service coordination contacts as required in BabyNet policy and follow timelines for contacting families and completing transfer/coordination activities.
inv-02: Transportation reimbursement criteria
Transportation reimbursement process and parent responsibilities
ALL of the following
- Parent must add SCEIS Vendor Number in Section 1 of the Transportation Log.
- Parent must enter date of transportation, starting and ending locations, the early intervention service received, type of transportation used, round-trip mileage, total miles travelled, and obtain the early intervention provider's signature for each visit.
- Parent must attach internet mileage search(es) and receipts (if taxi/driver service used) to the Transportation Log; mileage differing more than five miles from the internet search will not be reimbursed, and missing receipts for taxi/driver services will result in non-payment.
- If reimbursement is requested frequently, the parent must submit Transportation Logs and supporting documentation monthly.
ALL of the following
- Parent submits Transportation Log, internet mileage searches and receipts to IDEA/Part C State Office via email (BabyNet@scdhhs.gov) or US Postal Service to BabyNet Billing Support.
- Upon receipt of completed documentation, BabyNet Billing Support will request payment; payment requests are processed weekly and a confirmation email will be sent to the parent once payment request has been submitted.
ALL of the following
- If parent enrolled as a vendor in SCEIS and provided banking information, reimbursement by direct deposit is usually made within 7-10 business days.
- If parent chooses to receive a check, mailed payments require 14-21 business days from the payment processing facility.
- Parents must pay transportation costs up front and will be reimbursed by the IDEA/Part C State Office.
ALL of the following
- If the request is approved, the Service Coordinator will provide the parent SCEIS vendor enrollment resources (SCEIS Vendor Registration Manual, registration website, and HelpDesk contact) and instructions for completing the Transportation Log.
Authorization, Denial, and Provider Responsibilities
Transportation reimbursement authorization
For children not eligible for Medicaid, complete and submit the Service Fund Authorization Request and supporting mileage search: hold an IFSP change review to add transportation in BRIDGES; obtain the Service Fund Authorization Request form from the IDEA/Part C State Office; complete MapQuest/Google Maps mileage search; complete Sections 1, 3, 5, 6, and 7 of the Service Fund Authorization Request (indicating round-trip mileage in Section 5 and reason and transport type in Section 6); and send the completed form and internet mileage searches to the IDEA/Part C State Office for review. If approved, the State Office will notify the Service Coordinator, email the Transportation Log and instructions, and the Service Coordinator must provide the parent SCEIS vendor enrollment information and print/provide a hard copy of the Transportation Log and document the review discussion in the service log.
- Hold IFSP change review and add transportation in BRIDGES (children not eligible for Medicaid).
- Email BabyNet@scdhhs.gov to request the Service Fund Authorization Request form; complete and submit Sections 1, 3, 5, 6, and 7.
- Perform and attach MapQuest or Google Maps internet mileage search; indicate round-trip mileage in Section 5.
- After State Office approval, provide parent with SCEIS Vendor enrollment resources and a printed Transportation Log; document the discussion in the service log.
Denial workflow for transportation requests
If the IDEA/Part C State Office denies a transportation request, the State Office notifies the Service Coordinator, who must notify the parent and hold an IFSP change review meeting to remove transportation from planned services in BRIDGES.
- IDEA/Part C State Office notifies the Service Coordinator of the denial.
- Service Coordinator notifies the parent of the denial and schedules an IFSP change review to remove the transportation authorization in BRIDGES.
Key Definitions and Service Coordination Models
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