Home Visiting Referral
ECECD is making the home visiting referral process easier than ever with the new online referral system.
Starting on August 19, 2024, home visiting agencies, third-party organizations, and families can submit referrals for home visiting services through Am I Eligible?
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About the Home Visiting Referral Portal
ECECD is committed to bringing life-changing home visiting services to more families across the state, because when families have the resources they need – all of New Mexico thrives!
Babies don’t come with instructions, but home visitors guide you to the answers you need to be the best caregiver possible for your child. You can trust your home visitor for guidance on a wide range of topics including safe sleep for your baby, injury prevention, nutrition, child care, breastfeeding and nutrition, self-care, and more. You don’t have to do it alone!
The Home Visiting Referral Portal will:
- Streamline the process for families and providers, making it easier to learn about and connect with home visiting programs and reduce waitlists across the home visiting system
- Increase transparency for families and third parties about the types of home visiting programs available by county and distribute referrals based on availability and family preferences
- Enhance families’ experience by matching them with home visiting programs that fit their needs and facilitating connections to child care assistance and other beneficial early childhood programs and services
Contact ECECD's Home Visiting team
Ph: 1-833-675-1438
How to Make a Home Visiting Referral if You Are:
Click the applicable bullet point to view step-by-step video instructions.
Referral Portal Resources
- Office Hours Recording (August 16, 2024, 11 a.m. session): ECECD hosted office hours to demonstrate the new online referral system, walk through the process of setting up an account.
Home Visiting Referral Portal Q&A
Click on the tabs to view answers categorized by different sections.
1. Question: Does the referral form have fields for all parents/caregivers (more than one parent or caregiver)?
Answer: The referral form in AIE (https://eligibility.ececd.nm.gov/) only allows for one parent to be entered. This is to identify the main contact person or the owner of the submission. However, all family information is captured in the data system.
2. Question: Do we have to enter all referrals we receive?
Answer: Yes, all referrals must be entered into the system as of August 19, 2024.
3. Question: When we submit a referral, will it automatically populate into the UNM database?
Answer: Yes, all information entered into the AIE (https://eligibility.ececd.nm.gov/) will be sent to the UNM database.
4. Question: If a program is serving more than one county, will the referral be received for all counties?
Answer: A program will receive incoming referrals only for the counties they serve.
5. Question: If we receive referrals from an outside resource, do we enter them?
Answer: Yes, all referrals must be entered into the AIE system. If you frequently receive outside referrals from a particular entity, they can create a third-party profile in AIE (https://eligibility.ececd.nm.gov/).
6. Question: Once the referral is in the system and intake is complete, do we need to change the status to active?
Answer: The information will automatically be sent to the UNM database. Once the intake (complete referral) is finished, the individual will be considered enrolled in your home visiting program.
7. Question: Will families receive confirmation that their referral was received?
Answer: Yes, anyone who submits a referral will receive an immediate email confirmation that their referral has been submitted.
8. Question: Can we refer a family to another program if they are not a fit for our program?
Answer: Yes, you can assist the family in adding a referral to another program, or you can place the referral back into the open queue for reassignment.
9. Question: What happens if a family wants a specific home visitor from a specific program to provide services?
Answer: During the quick referral/complete referral process, the program can select the specific home visitor requested. Additionally, the administrator can assign the referral to that specific home visitor.
10. Question: When we submit a referral, what is the response time?
Answer: You will receive a response immediately.
1. Question: How do we get the login information? Is there a designated administrative person?
Answer: Login information was previously sent to the home visiting program manager. If your program does not have the sign-on credentials, please reach out to your assigned program monitor.
2. Question: Who is fielding the calls for the 1-833-675-1438 number?
Answer: 1-833-675-1438 is the home visiting hotline number. The calls will be directed to our call center.
3. Question: Does the system notify you of referrals, or do you have to go into the system to check for referrals?
Answer: An email is sent to the provider when a family or user selects a particular provider as their preference at the time of referral submission, or if a referral is assigned to the provider from the open queue. However, no email notifications are sent to providers about referrals sitting in the open queue, so providers are expected to regularly monitor the open queue.
4. Question: For rural areas without internet access that are still using paper referrals, how do we enter the information?
Answer: Programs can either call or have the family call the 1-833-675-1438 number to complete a quick referral. Home visiting programs can also create a document with the necessary questions for the AIE (https://eligibility.ececd.nm.gov/) quick referral. The information can be recorded on the paper document and entered into AIE at a later time.
5. Question: If we have questions, are individual meetings available for support?
Answer: The user guide, recorded trainings, and handouts will be available on the ECECD Home Visiting website for reference. If a home visiting provider still has issues, please reach out to your assigned program monitor.
6. Question: Will all admin users be added, or only certain ones?
Answer: The home visiting program manager selects who will be designated as an admin user and who will have the associated privileges.
7. Question: We submitted user information but now need to add extra people. How do we go about this?
Answer: Your program administrator can log in and add new users or update existing information.
8. Question: Will the system account for duplicates in the system?
Answer: AIE (https://eligibility.ececd.nm.gov/) does not have an automatic process to identify duplicates. However, if a provider recognizes that a referral is a duplicate, they can manually close the referral by marking it as a duplicate and clicking the “Close Referral” button.
9. Question: We receive AIE (https://eligibility.ececd.nm.gov/) tickets that indicate they need early PreK or home visiting. Has that option been removed?
Answer: Home Visiting (HV) now has its own landing page.
10. Question: What is the relationship between AIE (https://eligibility.ececd.nm.gov/) and the home visiting database?
Answer: The relationship is a systematic feedback loop, where information flows between AIE and the home visiting database to ensure data consistency and accuracy.
11. Question: How long will it take for a family’s information to appear in the UNM database (RClient) after being entered into AIE?
Answer: Providers can send the referral to the UNM database anytime once the referral information is complete. The UNM database (RClient) has a referral distribution task that runs every hour at the 30th minute, which picks up referrals sent from AIE (https://eligibility.ececd.nm.gov/) and makes them appear in the UNM database (RClient).
12. Question: Who does the follow-up if a program does not pick up the client?
Answer: The AIE (https://eligibility.ececd.nm.gov/) system will notify ECECD if a family has not been picked up by a program. ECECD will then work to get the family enrolled in a home visiting (HV) program.
13. Question: When we submit a referral into the system, does each HV program see the same referral?
Answer: No, you can only see the referral if it is not assigned to a specific program. Referrals assigned to a specific program are only visible to that program.
14. Question: When we submit a referral into the system, does each HV program see the same referral?
Answer: No, you can only see the referral if it is not assigned to a specific program. Referrals assigned to a specific program are only visible to that program.
15. Question: When a family is picked up by a program, will they be removed from the queue?
Answer: Yes, once a family is picked up by a program, they will no longer be in the queue.
1. Question: Is there a flyer available for collaborative partners to inform them about the new referral system?
Answer: Once office hours are complete, marketing materials, including flyers and videos, will be made available for collaborative partners.
2. Question: If Managed Care Organizations (MCOs) have previously sent referrals via fax, email, etc., will they now be required to send referrals through the AIE system?
Answer: Yes, all incoming referrals will now be required to be submitted through the AIE system.
3. Question: If there isn’t an available home visiting (HV) provider, do we put the individual on a waitlist?
Answer: If a provider is at full capacity, the AIE (https://eligibility.ececd.nm.gov/) system will recognize this and refer the family back to the open queue. In some communities where there is only one provider, a waitlist may be unavoidable.
4. Question: Will there be a section in the referral system to add notes (such as specifying a certain home visitor)?
Answer: Currently, there is no section for adding notes in the referral system. However, this suggestion can be documented and discussed for potential addition to the site at a later time.
5. Question: Will the system notify if the home visiting provider is at full capacity?
Answer: The system will display that the provider is operating at full capacity if the provider has updated their profile to indicate “Yes” for operating at full capacity for the respective county. However, this does not prevent a family or user from selecting that provider for services. If the provider removes the assignment, the referral will go to the open referral list, where another provider can pick up the referral.