Admissions
Our Intake Process
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Helping Hand is here to guide you through every step of the admissions process with clarity, support, and compassion.
Adult Programs Intake
When an adult with I/DD or a transition student is looking for a Community Day Services or Community Living setting, the first step is to contact the Adult Admissions Coordinator to set up a tour and meet with members of the Intake Committee.
Following the tour, the Adult Admissions Coordinator will bring all information that was discussed to the Intake Committee, who decides whether Helping Hand is able to provide services that support the individual’s needs.
The adult or student then attends the program for trial visits, this is before a formal decision is made. These visits can last between 2-4 weeks and provide an opportunity for prospective clients to experience what each program has to offer, and allows Helping Hand staff to get to know the individual.
Upon completion of the trial visit, a decision is made to accept or deny the request into the program.
1
Family Contact & Tour Scheduling
Family Contact (within 24 hours)
- Admissions reviews the referral packet for eligibility and responds to the family.
Tour Scheduling (within 1 week)
- Admissions schedules a tour and shares the referral packet with program staff via Teams.
Next Steps:
- If a trial is appropriate, Admissions sends the application to the family to complete.
- Admissions records observations and updates for the intake meeting.
2
Trial, Dinner, or Overnight Visit
- Time Frame: Within 2 weeks of the tour.
- Action: Admissions coordinates with program staff to schedule trial visits, dinners, or overnight stays.
Next Steps:
- Potential trial clients are presented at the intake meeting for team discussion.
3
Completion of Paperwork
- Time Frame: Within 2 weeks of trial.
- Action: Program team and intake committee provide feedback on the trial client (acceptance or denial).
Next Steps:
- Admissions completes necessary paperwork and schedules nursing assessment (for CILA clients).
4
Start/Admission Date
- Time Frame: Dependent on funding approval.
- Action: Admissions informs the program team of the confirmed start date once funding is secured.
Next Steps:
- Admission details are presented at the intake meeting to prepare for transition to case management.
HH School Intake
Inquiry is made via our website or through direct contact to the school, phone, or email. The HH team completes an inquiry follow-up within 1-2 business days.
After the follow-up, current student educational information is to be provided. All documents are reviewed to determine if placement at HH is appropriate.
The HH team requests to schedule an observation session in the student’s current educational setting. An additional observation session is held at our Countryside facility.
Data from observations are reviewed and final determination for placement is made.
District works with the HH team to determine an enrollment/start date (if applicable).
1
Evaluation of Documentation by HH Team
The district representative sends referral documentation
including but not limited to a student’s most recent IEP, BIP,
clinical reports, and any other corresponding information. This
information is reviewed by the HH team to determine if HH
School may support the student. The HH team will respond
within 24 working hours with more information and scheduling
options to move forward through the observation process.
2
District Observation
A member of the HH team will visit the referred student in their
current school placement, or clinic setting. In the case the
student is currently in the home setting and not attending
school or clinic services, a virtual observation can be scheduled
with the family, district, and HH team member. The district
representative will be contacted for next steps within 24
business hours.
3
HH School Observation
The student, student’s family, and district representative is invited to attend a tour and observation at HH School. The family and district representative is provided a tour, while the team welcomes the student into the classroom environment to determine if HH’s program would be beneficial. Observation 2 can last in duration from 30-60 minutes. The district representative will be contacted for next steps within 24 business hours.
4
Intake Meeting
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