The Busy Healthcare Provider's Guide to IEPs

An IEP is a legally binding document that establishes the accommodations and educational supports a child is entitled to in school, based on their medical diagnoses. Once an IEP is signed by the family, the school is required by law to provide the services it has committed to. An IEP is typically revisited annually.

The IEP team includes representatives from the child’s school and district, usually a special education coordinator, teachers, and evaluators. Caregivers are also an integral part of the IEP team, and must be included—with language interpretation—in all discussions about their child’s IEP.

• Help the family understand how their child’s medical needs may impact them in the school setting. Especially when the patient is first entering school, you can help the family anticipate the kinds of challenges their child may face based on their medical needs.

• Make sure the family has the documentation they need. Families will need clear and comprehensive documentation of their child’s medical needs. This should include any previous evaluations, medical diagnoses, and services they are currently receiving.

Absolutely, and your voice is a valuable addition to the IEP team. At a family’s request, you can also join an IEP meeting virtually or over the phone so you can be part of the conversation, even if you can’t be there in person.

• Help the school team understand the child’s medical needs. Particularly for children with complex medical needs, your expertise will be valuable in helping school staff understand how the child’s learning is likely to be affected by their diagnosis. You can also ask questions and gather the information you need to feel confident that the child will receive the accommodations to meet their educational goals.

• Define medical terms so everyone is on the same page. School staff may not be familiar with all the medical terms related to a child’s diagnosis, so you can help them understand how the child’s medical and educational needs will likely intersect.

• Support the family. As a trusted member of a child’s care team, you can also help the family communicate their concerns and wishes for their child. Before the meeting, it’s helpful to let the school team know what role you intend to play—whether you are there to offer input into the IEP, support for the family, or (most likely) both.

• Review the child’s draft IEP and school health plan. Make sure the plan includes a correct and up-to-date list of medications and appropriate protocols in case of emergency.

• Remind caregivers not to sign their child’s IEP until they are satisfied with what’s in it. Help the family understand any medical jargon that is quoted in the IEP. You can also review the ways that their child’s medical needs may affect them in school, and how the services outlined in the IEP will support them. If there’s anything missing from the IEP that you feel may be important, raise it with the family and encourage them to discuss it with their IEP team.

• Encourage the family to keep in touch—with you and school—about how it’s going. Remind them that the IEP is legally binding, and that no changes should be made to their child’s services without their permission. Finally, remind them that they can revisit the IEP in one year if they feel there are additional services or changes that need to be made.

• You can direct families to EdNavigator’s guide to the special education process here. (The resources are available in Spanish here.)

• You can also share this short video, in which our Lead Navigator Gabriela explains what families can expect in their IEP meeting. (Here is the video in Spanish.)