DSHS/DVR 2012-2014 CRP Contract April - May 2012 Presenters: Andres Aguirre Vicki Sprague

DSHS/DVR2012-2014 CRP Contract

April - May 2012

Presenters:Andres AguirreVicki Sprague

General Changesfor the

2012-2014 CRP Contract

Interpreter Services

• If the cost involved would cause an undue burden (significant difficulty or expense) for the Contractor:– Determination will be made on a case-by-

case basis, relative to the Contractor’s overall resources;

– Payment by DVR can only be approved by the DVR Unit Supervisor or the supervisor’s designee.

Sign Language Interpreters

• DSHS currently contracts with qualified American Sign Language (ASL) interpreters and referral companies statewide for Customers who need ASL interpreter services.

• Contractors who provide services to DVR Customers can use DSHS ASL contracted interpreters at the DSHS contracted rates.

Office of the Deaf and Hard of Hearing (ODHH)

Link to rates and list of interpreters and referral agencies.

http://www.dshs.wa.gov/hrsa/odhh/interpcon.shtml

• You must declare that you are using the DSHS contract when you make your request.

Service Delivery Outcome Plans (SDOPs) and Reports (SDORs)

SDOPs provide detailed expectations of what services are needed for a specific

Customer.

All reports submitted with invoices must be completed using the DVR

Service Delivery Outcome Report (SDOR).

Reports must thoroughly document all tasks accomplished in the Service

Delivery Outcome Plan (SDOP) before payment can be made.

Reports

• Reports that are required when invoices are submitted must include all information required in the contract and any additional information specified in the SDOP.

• If the VRC feels the report is not comprehensive enough they will return the report to obtain missing information.

Periodic UpdatesDifferent than Reports

• Counselors may require periodic progress updates in the Service Delivery Outcome Plan (SDOP).

• The Counselor will determine the format, method, and frequency of the periodic updates, such as e-mail, telephone calls, brief written updates.

Travel

• Travel Time– Reimbursement for round-trip travel

time will be paid at a fixed rate of $35 per hour in quarter-hour increments only if service delivery occurs at a location more than 50 miles from the Contractor’s nearest staffed office location.

Travel

• Mileage

– Mileage will be paid if service delivery occurs more than 50 miles from the Contractor’s nearest staffed office location; and

– Paid per the Office of Financial Management (OFM) State Administrative and Accounting Manual (SAAM), Section 10.90.20.http://www.ofm.wa.gov/policy/SAAMvol1.pdf

Travel

• Other Transportation Expenses– The DVR Counselor may authorize other

transportation expenses, such as State Ferry fees or toll fares.

– If Other Transportation Expenses will not be authorized the VRC should remove it from the SDOP.

SERVICES

Vocational EvaluationsTrial Work ExperienceCommunity Based AssessmentJob PlacementIntensive TrainingJob Retention

Universal Unique Considerations in Determining

Levels for All Services

• Motivation to succeed in gaining employment;

• Transportation;• Medical;• Criminal history;• Personal care;• Substance abuse stability;

Universal Unique Considerations in Determining Levels for All Services

• Activities of Daily Living (ADL) needs;• Communication (Verbal/Non-verbal);• Interpersonal skills;• Emotional stability;• Family supports / environment;• Financial considerations / benefits

planning;

Universal Unique Considerations in Determining Levels for All Services

• Work experience / degree of success in any prior employment;

• Physical access needs;• Work tolerance / stamina;• Employment goals;• Assistive technology needs;• Work-related accommodations;

Universal Unique Considerations in Determining Levels for All Services

• Recurrent themes of failure in prior employment;

• Ability to learn essential job functions; and• Type and level of needed work supervision

supports.• Number of hours required for service

delivery to meet the needs of the DVR Customer

Universal Unique Considerations in Determining Levels for All Services

Considerations for levels of all services should be

consistent statewide in all DVR offices.

VOCATIONAL EVALUATIONS

No Changes

Vocational Evaluation Services

• Definition – The provision of Brief or Comprehensive

Vocational Evaluations consisting of one or more standardized vocational tests, i.e. psychometric, personality, vocational preference and interest inventories

• Outcome–Written report of results and

recommendations based on the SDOP

Vocational Evaluation Services

Comprehensive• Completed in 3 days or

less; • Performed using a

variety of techniques; and

• Designed to measure interests, values, work related behaviors, aptitudes, skills, physical capacities, learning styles & training needs.

Brief

• Typically completed in 1 day or less;

• Paper and pencil tests; and

• Psychometric testing, personality testing, performance and interest inventories that identify an individual’s work interests and abilities.

Vocational Evaluation Consideration

Comprehensive

$1,150

Maximum Total Fee is paid upon completion of service, receipt of invoice, and

Service Delivery Outcome Report (SDOR).

Maximum Total Fee

TRIAL WORK EXPERIENCE (TWE) AND

COMMUNITY BASED ASSESSMENT (CBA)

Changes to Trial Work Experienceand Community Based Assessment

• History– TWE and CBA services are similar and

were originally grouped together and purchased as Trial Work Experience.

– Separated in 2010-2012 contract and the services were purchased at different times in the VR process.

Changes to Trial Work Experienceand Community Based Assessment

While being similar in nature it is the intent that determines which service should be purchased, not when the service should be purchased.

In the 2012-2014 contract TWE and CBA can be purchased at any time in the process.

Intent of Trial Work Experience

1. Determine if the individual can achieve employment through the provision of VR services and is eligible for VR Services; or

2. There is clear and convincing evidence that the individual cannot benefit from VR services due to the significance of their disability and is ineligible for DVR services.

3. TWEs can be purchased at any time in the VR Process.

Intent of Community Based Assessment

1. Identify barriers to employment;

2. Obtain information needed for the customer to select a suitable vocational goal; or

3. Determine the nature and scope of VR services an individual needs to achieve an employment outcome.

4. CBAs can be purchased at any time in the VR Process.

Trial Work Experience and Community Based Assessment

• Liability Clarification

– Liability for TWEs and CBAs conducted in the community is the responsibility of the CRP.

Unique Considerations for TWE/CBA Levels of Service

• Number of sites;• Type of site(s);• Difficulty in obtaining suitable site(s);• Customizing, carving, or fitting the site to

the Customer;• Number of questions being asked;• Type/complexity of questions being asked;• Amount of time in/on the services; and• Paid or unpaid service.

TWE/CBA Levels of Service

• Level 1 – One position and within 10 service hours;

• Level 2 – One position and between10 – 30 service hours; and

• Level 3 – One position and 30+ service hours OR multiple TWE/CBA positions regardless of

service hours.

Three Levels

TWE/CBA Consideration

•$1,000Level 1•$2,000Level 2•$3,000Level 3•$600 (for CBAs only)Permanent

Employment Bonus

•$600 (for CBAs only)Healthcare Coverage Bonus

Trial Work Experience and Community Based Assessments

• Can a contractor conduct a TWE or CBA in their place of business or any entity owned or operated by the Contractor?

– Yes, the Contractor can be paid for conducting a TWE or CBA at their place of business.

CBA Permanent Employment Bonus

• If a Customer attains Employment in a permanent, integrated, and competitive job as a secondary outcome of their CBA, the Contractor will be paid an additional $600.

• If the CRP hires a DVR Customer into a permanent, integrated, and competitive job as a result of the CBA conducted at the CRPs business, the CRP will be paid an additional $600 Permanent Employment Bonus.

Community Based Assessment (CBA)Healthcare Coverage Bonus

• Healthcare Coverage Bonus was tied to Job Placement in 2010-2012 contract.

• If a Customer achieves employment of 35 hours or more per week and Employer Provided Healthcare Benefits, the Contractor will be paid a Healthcare Coverage Bonus of $600.

• If a CBA is conducted at a CRP worksite and the CRP hires a DVR Customer into a permanent, integrated, and competitive job of 35 hours or more per week and that offers Employer Provided Healthcare Benefits as a result of the CBA, the CRP will be paid a Healthcare Coverage Bonus of $600.

JOB PLACEMENT SERVICES

Changes to Job Placement Services

Payment Points (revised)• Maximum Total Fee is divided into 3 payment

points:– Intake Fee (10%) - increased from 5% to 10%– Activity Fee (25%)– Outcome Fee (65%) – reduced from 70% to 65%

Healthcare Coverage Bonus• $600 bonus if the Customer’s full-time job

placement results in employer provided healthcare benefits.

• Applies to CBAs and Job Placements

Clarification to Job Placement Services

Job Placement Activity Report• 5 employment site visits with the Customer for

job openings that match the Customer’s job goal:– An application or resume submitted to each job

site;– IF a site visit is not allowed by the employer, the

Customer can complete an application using the method required by the employer. Use of Blind online ads is not an acceptable job activity;

– Applications submitted for employment at the Contractor’s place of business or any business entity owned or operated by the Contractor will not be counted for Job Placement Activities; OR

Clarification to Job Placement Services

– A combined total of 3 job interviews or unique customized employment proposals submitted to a potential employer matching the Customer’s job goal; OR

– 1 Job Offer.

Job Placement Services

• Definition – Locating, securing, and placing a DVR

Customer into a paid integrated job that is mutually agreed upon by the VRC, Customer, and the Contractor.

• Outcome– Job Placement is accomplished when the

Customer completes their first full day of paid employment, unless On-the-Job Training (OJT) is provided by DVR.

Job Placement Services

• Proof of employment (Added)When Job Placement is successfully completed, in addition to the SDOR and Invoice, the CRP must provide: 1) IRS form W-4 Employee Withholding

Allowance Certificate; or 2) Letter signed by the employer verifying

first day of paid employment in a permanent, integrated, and competitive job; or

3) Copy of the DVR Customer’s pay stub.

Job Placement Services

• On-the-Job Training (OJT)– If OJT services are provided and paid for

by DVR to an employer, Job Placement can be completed and paid for only after the OJT is completed and a permanent job placement is made.

Pre-Referral Requirements

• Prior to referral to a CRP for Job Placement services, the following actions should be taken:1. An assessment of VR needs has been

completed and documented that clearly supports the need for CRP services. Documentation must explain how CRP services address disability-related impediments to employment identified at eligibility.

Pre-Referral Requirements

2. For individuals receiving SSI/SSDI, benefits planning by the VRC or a Benefits Planner has been completed.

3. Sufficient documentation has been gathered, developed, and placed in the service record to support the individual’s selection of a job goal that is consistent with his/her strengths, interests, abilities, capabilities, concerns, resources, needs, and informed choice.

Pre-Referral Requirements

4. If supported employment is required, documentation of the steps taken to assure there is a reasonable likelihood that long term support will be available.

5. All work barriers that will impact CRP services have been identified and are addressed in the plan, including criminal history, drug/alcohol issues, independent living, transportation, child care, etc.

Pre-Referral Requirements

6. The Counselor has determined the individual has demonstrated the consistent motivation and follow through to benefit from CRP services by showing up for DVR appointments regularly and on time, following through on tasks, responsibilities, and assignments.

Pre-Referral Requirements

7. If the individual has received CRP services previously without a rehabilitation outcome, the counselor must determine what circumstances have changed that will produce a different outcome.

8. The customer is “qualified” to perform the type of employment the CRP will be seeking. For example, a customer seeking employment as a Certified Public Accountant must meet the education, experience, and certification requirements to work as a Certified Public Accountant.

Unique Considerations for Job Placement Levels of Service

• Availability of desired job;• Wage expectations;• Benefits expectations;• Geographic limitations;• Any necessary job modifications;• Flexibility regarding hours, wages,

location, type of work, etc.;

Unique Considerations for Job Placement Levels of Service

• Individual’s skills and abilities;• Ability to transfer skills;• Marketability of the job seeker; and• Confirmation of post-placement

services, i.e. Job Retention or external Extended Services.

Job Placement ServicesLevels 1 and 2

For DVR Customers who will need a CRP to directly perform all aspects of the Customer’s job placement activities, i.e.

– Identify job leads;– Conduct job search;–Market the Customer to prospective

employers;

Levels 1 and 2Job Placement Services

– Develop effective resumes;– Complete and submit employment

applications;– Prepare the Customer for job interviews;

and– Arrange for job-related disability

accommodation needs, etc.

Job Placement Levels of Service Examples

Level 1

• Customers who need job placement assistance without additional on-the-job supports; OR

Job Placement Levels of Service Examples

Level 1

• The Contractor comes to DVR seeking a person with a disability to fill a position for an employer;

– Position is already available to the CRP;

– Requires little or no job development

Job Placement Levels of Service Examples

Level 2 Customers who may require a high level of support prior to or during

initial phases of job placement and/or additional supports after job

placement to achieve satisfactory job performance OR may require ongoing

Supported Employment Services.

Level 3 Job Placement ServicesCustomized Job Placement

For DVR Customers who will require a CRP to:

• Directly perform all aspects of the Customer’s job placement activities; and

• Perform “job carving” due to the Customer’s inability to perform all regularly specified essential functions of a job.

Job Placement Levels of Service Examples

Level 3

Customers who may require ongoing Supported Employment services or require Customized Employment.

Job Placement Levels of Service Examples

Level 3

• Customized Employment or “Job Carving” is different than a job already available to the CRP;

Job Placement Levels of Service Examples

Customized Employment or “Job Carving”

• Customized employment is a process for individualizing the employment relationship, including the responsibilities and requirements of the job, between a job seeker and/or employee and an employer in ways that meet the needs of both; and

Job Placement Levels of Service Examples

Customized Employment or “Job Carving”

• Is based on an individualized negotiation that addresses the strengths, conditions and interests of the job seeker and/or employee and the identified business needs of the employer, based on strategies such as supported employment, job development and job restructuring (job carving).

Job Placement with the Contractor

Unlike TWEs and CBAs, DVR does not pay for job placement at any entity owned or operated by the Contractor.

Job Placement Consideration

Level Intake ActivityOutcom

eMaximu

m

1 $120 $300 $780 $1,200

2 $240 $600 $1,560 $2,400

3 $360 $900 $2,340 $3,600

Healthcare Coverage Bonus $600

Healthcare Coverage Bonus

• If a Customer attains a full-time permanent, integrated, and competitive employment placement that includes standard employer health care benefits that all employees would receive as a condition of employment, the Contractor will be paid an additional $600 Bonus. • Healthcare Coverage Bonus will be paid upon

successful completion of Job Placement.• Payment of Bonus does not have to wait until

Healthcare Benefits go into effect.

INTENSIVE TRAINING SERVICES

Intensive Training Services

• Definition One-on-one job skills training and support provided at the supported employment job site that enables the Customer to:– Attain job stabilization in on-the-job

performance, with job supports;–Meet their employer’s expected levels of

work productivity; and– Transition to long-term Extended Services

provided by an entity other than DVR.

Intensive Training Services

• Are only for DVR Customers who:– Have an employment goal that requires

supported employment;– Are working in a paid integrated and

competitive employment setting; and– Need to achieve job stabilization in their

on-the-job performance in order to transition to long-term Extended Services provided by an entity other than DVR.

Intensive Training Services

• Outcome– The Customer attains job stabilization in

on-the-job performance, either with or without job supports.

Unique Considerations for Intensive Training Service Levels

• Availability of Extended Services;• Anticipated time for Customer to

achieve job stabilization;• Availability of natural supports;• Work Schedule (days, hours, etc.);• Job location;

Unique Considerations for Intensive Training Service Levels

• Structure on the job;• Training modifications;• Employer expectations;• Required Job Coach time; and• Individual’s work behaviors.

Intensive Training Levels of Service and Consideration

Level IntakeOutcom

eMaximu

m

1 $375 $1,125 $1,500

2 $750 $2,250 $3,000

3 $1,125 $3,375 $4,500

Intake increased from 15% to 25%Of Total Maximum Fee

JOB RETENTION SERVICES

Job Retention Services• Definition – Direct on-the-job individualized training

services that enables a Customer to learn essential functions of the job and meet their employer’s expected level of job performance without CRP support and achieve successful closure.

• Outcome– Job Retention is accomplished when the

Customer has been in placement at least 90 days after Job Retention is authorized.

Job Retention Services• Are authorized if DVR and the Customer

determine additional supports are needed after Job Placement to ensure the Customer learns essential job functions and retains their employment for at least 90 calendar days after Job Retention services are authorized.

• Job Retention Services are NOT authorized for Customers with an employment goal that requires Supported Employment.

Unique Considerations for Job Retention Levels of Service

• Work Schedule (days, hours, etc.);• Job location;• Structure of the job;• Training modifications;• Employer expectations;• Required Job Coach Time; and• Individual’s work behaviors.

Job Retention Levels of Serviceand Consideration

Level Intake Outcome Maximum

1 $225 $1,275 $1,500

2 $450 $2,550 $3,000

3 $675 $3,825 $4,500

Contracting For Services

• The Contractor and DVR enter into a contract that is legally binding on both parties.

• Because the contract is legally binding, day-to-day practices must follow the contract.

First Things First

• Neither DVR nor the Contractor may perform their specific responsibilities under this Contract unless:– DVR has issued the Contractor an AFP

for provision of CRP services; and– DVR, the DVR Customer, and the

Contractor have fully completed and signed a DVR SDOP for the specific service(s) to be provided.

First Things First

• If an emergency situation exists and a verbal agreement is made by the VRC with the CRP to begin services before an SDOP and AFP can be developed, the VRC has 5 working days after giving the verbal agreement to get the AFP and SDOP in place and signed.

A Good Service Delivery Outcome

Plan

• Clear, detailed expectations of the Contractor, Customer, and Counselor;

• Will specify who is responsible for each detail on the SDOP;

• Will have timelines in place; and

A Good Service Delivery Outcome Plan

• It is expected that the VR counselor will:– Inform customers and CRPs involved with

job placement about the Work Opportunity Tax Credit (WOTC) and Welfare to Work (WtW) Tax Credit;

– Specify in the SDOP that the CRPs involved in job placement will share information about WOTC (and if appropriate WtW) with potential employers.

Payment Structure

• All services, with the exception of Vocational Evaluations have multiple payment points.

• Payment Points are merely the Maximum Total Fee divided into 2 or 3 payments over the course of service delivery as specified in the contract.

Payment Structure

• If successful service delivery occurs, payment points should always add up to the Maximum Total Fee.

• Anytime a new SDOP is developed it is considered a new service and the Contractor is entitled to all payment points for the service, regardless of how many times the service was provided before.

Partial Payments

• If for reasons outside of the Contractor’s control any service is not completed, a partial payment can be approved for up to a maximum of fifty (50%) percent of the authorized Maximum Total Fee.

• Partial payments can only be approved by the unit supervisor after review of the Contractor’s reasons.

• Any payments made before the partial payment is approved must be deducted from the amount of the partial payment, which cannot exceed 50% of the Maximum Total Fee.

Partial Payments Example

Job Placement Level 2

• Total Maximum Fee - $2,400– Intake Fee of $120 is paid– Activity Fee of $600 is paid– Remaining balance to be paid upon successful delivery is

$1,680

• Half of total fee is $1,200 (partial payment)– Deduct Intake Fee and Activity Fee from the partial payment– $1,200 - $120 - $600 = $480 (remaining balance of partial

payment)

• Remaining balance + Activity Fee + Intake = $480 + 120 + $600 $= $1200 (50% of Maximum Total Fee)

When Security Levels are Neededfor DVR Customers

If a DVR Customer needs security clearance for a job DVR will pay for any costs associated with obtaining

the security clearance.

When Security Levels are Neededfor CRP Employees

• The CRP must ensure that CRP employees providing services under such circumstances has passed the security clearance; OR

• The CRP must find a staff person who can pass the security clearance.

• If the CRPs staff cannot provide on site services, the DVR Customer must choose another CRP who can access locations where a security clearance is required.

Developmentally Disabled Customers served by DVR and DDD

• With the budget cuts DVR and DDD will need to be in closer communication regarding Long-Term Extended Supports available to DD Customers.

• Andres Aguirre and Linda Rolfe are working on strategies to collaboratively serve these mutual Customers.

When to End ServicesProgress vs. Resources

• Identified by the CRP Advisory Workgroup as an issue;

• When either the CRP or VRC feel that progress is not being made, a meeting should be held to discuss possible solutions for moving the case forward; or

• Decide steps to be taken to determine if the Customer can benefit from continuing services.

• Meeting request can be initiated by either party.

Training

• DVR intends to:– Invite CRPs to DVR sponsored training

events;– Seek opportunities to provide additional

trainings to Contractors.

Questions?

Resources

DVR Background Check Formhttp://www.dshs.wa.gov/word/HRSA/dvr/CRP/CRP_RETURN_C.doc

DVR Community Rehabilitation Programshttp://www.dshs.wa.gov/dvr/Contractors/CRP/CRP.aspx

Office of Deaf and Hard of Hearing (For Sign Language Interpreters)http://www.dshs.wa.gov/hrsa/odhh/interpcon.shtml

Resources

Office of Financial Management (Statewide Payee Registration Desk)Phone: (360) 407-8180; Fax: (360) 664-3363payeehelpdesk@ofm.wa.gov ; http://www.ofm.wa.gov/isd/vendors/default.asp

Department of Revenue Business Licensing Service(information on business licenses)

http://bls.dor.wa.gov/

Secretary of State (Registration for organizations other than sole proprietors)

http://www.sos.wa.gov/corps/

DVR Contacts

Andres AguirreInterim Director (360) 725-3610Andres.Aguirre@dshs.wa.gov

Vicki SpragueContracts Coordinator(360) 725-3649Vicki.Sprague@dshs.wa.gov

Jonathan SutterContracts Assistant(360) 725-3652Jonathan.Sutter@dshs.wa.gov

Danny PrattContracts Specialist(360) 725-3624Daniel.Pratt@dshs.wa.gov