a welcoming front door: the vocational rehabilitation application process

A Welcoming Front Door: The Vocational Rehabilitation

Application Process

Effective September 1, 2011

Ohio | Rehabilitation Services Commission

THE VOCATIONAL REHABILITATION “FRONT DOOR

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Background Information

• The Ohio Rehabilitation Services Commission (RSC) through it’s Bureau of Vocational Rehabilitation (BVR) and Bureau of Services for the Visually Impaired (BSVI) provides Vocational Rehabilitation (VR) services to Ohioans with disabilities.

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• Café Conversations held in Federal Fiscal Years (FFY) 2010 and 2011 helped us to understand that our intake processes were difficult for individuals with disabilities and our community partners to navigate.

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• In August 2010, RSC implemented our “Map” which was an implementation plan for our agency vision. This Map included strategies for improving our intake processes which we termed our “Front Door”.Eligibility Counselors

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45,76848,226 48,902

44,498

40,319

28,821 29,718 30,72828,295

22,73221,218 21,014 20,719

18,63216,738

FFY2006 FFY2007 FFY2008 FFY2009 FFY2010

Referrals Applicants Eligibility Determined

Are Services Easily Accessible to People with Disabilities?

Referrals, Applicants and Eligibility Determined – VR Program Historical (FFY2006 – FFY2010)

Source: Oscar – Statistical Summaries

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25,920

17,610

2,085

6,225

16,294

10,576

1,304

4,414

12,092

7,793

990

3,309

VR Program BVR BSVI VRP3

Referrals Applicants Eligibility Determined


Referrals, Applicants and Eligibility Determined – VR Program & BureauFFY2011 YTD (Oct 1 – July 31)

Source: Oscar – Statistical Summaries

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Average Days to Eligibility/OOS Decision – VR ProgramFFY2011 (Oct 1 – June 30)

44

67

18

130

39

53

13

111

38

56

15

115

Referral toApplication

Application toEligibility

Eligiblity toOOS Decision

Total Average DaysReferral to OOS

Decision**Oct - Dec Jan-Mar Apr-Jun

Source: VR Report – Average Days Between Statuses

** The days in status are average calculations and therefore may not total days to waiting list

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Average Days to Eligibility/OOS Decision – BureauFFY2011 (Oct 1 – July 31)

39

60

16

124

33

50

16

108

33

51

14

99

Referral toApplication

Application toEligibility

Eligiblity toOOS Decision

Total Average DaysReferral to OOS

Decision**

BVR

BSVI

VRP3

Source: Average Days Between Statuses Report

** The days in status are average calculations and therefore may not equal Total Average Days

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Outcome of Order of Selection DecisionsFFY2011 (Oct 1 – July 31)

223

3,277

7,749

NSD

SD

MSD

Source: OSCAR – Statistical Summaries

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Measuring Access to Services

• Our goal is to reduce the average time to eligibility/order of selection decision from 115 days to 30 days.

• Achievement of this goal will require: that we change our processes.the help of our community partners.

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Revised Application Procedures

• We are implementing revised application procedures effective September 1, 2011 that will significantly reduce the time it takes to get an eligibility/order of selection decision.

• We expect that this will reduce the average time by approximately 45 days once we achieve full implementation.

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Revised Application Procedures

• New procedures will also help us to:Improve compliance with federal requirementsAlign with our new case management system

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Waiting List Update

• RSC implemented a statewide waiting list in December 2009.

• Individuals who are determined eligible for VR services are prioritized in terms of the significance of their disability, with those with the Most Significant Disabilities served first.

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Waiting List Update

• Individuals with the Most Significant Disabilities are served immediately.

• Individuals with Significant Disabilities had not been served from December 2009 through April 2011.

• We are now regularly releasing individuals with Significant Disabilities for service. We expect to continue to have delays in service for individuals with Significant Disabilities for the foreseeable future.

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Vocational Rehabilitation Waiting List

Growth of the Waiting List (Dec. 15, 2009 – July 31, 2011)Total Waiting: 4,754

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REVISED VOCATIONAL REHABILITATION APPLICATION PROCESS

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Federal Requirements

• RSC must ensure that it’s application forms are widely available throughout the state, particularly in the one-stop centers (34 CFR 361.41).

• This revised process will bring RSC in compliance with this requirement.

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Old Process

• In the past, the process for accessing VR service was as follows:Individual or a community partner would

complete a referral form and send it to our office; or call in a referral and our staff would complete the referral form

Individual then came in to an orientation or to an initial interview where they would apply for services.

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New Process

• Now, the process for accessing VR services will be as follows:Individual or a community partner will

complete an Application for Services (new form) and send it to our office, or call or come in to make application and our staff will help the individual apply

Individual will then be scheduled to meet with a counselor who will determine eligibility and priority for services.

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Definition of an Applicant

• Applicant: The individual or the individual’s representative has filled out and/or signed an application form or has requested services.

• The individual has provided the information necessary to initiate an assessment to determine eligibility and order of selection.

• The individual is available to complete the assessment process.


New Application for Services

• Please do not continue to use the Referral for Services form. Instead use the new Application.

• You can download a copy of the Application for Services from RSC’s website:www.rsc.ohio.gov

• Applications for services will be accepted via phone, fax, mail, electronically or in person.

• Eventually, we will have an electronic application submission process on the RSC website.

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New Application For Services

• The Application for Services includes the signature of the Consumer.

• This signature indicates consent to release information about the individual in order to: Purchase services Communicate with VRP3 partners Report progress to the referral agency Comply with the law Administer the VR program Do research to improve the lives of people with disabilities Communicate with SSA/Division of Disability Determination Administer agreements with other state agencies

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Regional Office Procedures

• Each RSC Regional Office is currently in the process of establishing procedures for intake in each county. The goal is to develop consistent, timely and equitable options for access to services statewide.

• For example, some of the RSC Regional Offices will also hold an open house which can assist consumers in the process.


Key Elements of the Process

• Intake Processes will Include:Education about RSC and the VR Process Information and Referral ServicesGathering information to determine eligibility and

priority for services Intake Interview for Assessment of Eligibility (A face

to face meeting with a consumer to gather disability and other pertinent information for the purpose of determining eligibility and order of selection.)

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Timeframes for Decisions

• Federal Regulations require that eligibility decisions are made within 60 days of application (unless exceptional and unforeseen circumstances preclude doing so)

• Remember: RSC’s Customer Service Goal is an average of 30 Days


Ensuring Access

• There may be times when an individual is unable to complete or submit an application, but have expressed an interest in services.

• In these circumstances, RSC will work with the individual to provide accommodations to complete the application process.


INFORMATION NEEDED TO DETERMINE ELIGIBILITY AND PRIORITY FOR SERVICES

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Eligibility Criterion

• To be eligible for VR services, the individual must:Have a disability that causes a substantial

impediment to employmentBe able to benefit from VR services in terms

of an employment outcomeNeed VR services to get or keep a job.

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Order of Selection Decisions

• Current Order of Selection categories and definitions are as follows: Most Significant Disability (MSD)- Individual has a disability

with a need for multiple services over an extended period of time and has limitations in three or more functional capacity areas.

Significant Disability (SD)- Individual has a disability with a need for multiple services over an extended period of time and has limitations in one or two functional capacity areas.

All Other Eligible Individuals- Individual has a disability which does not require multiple services over an extended period of time and/or have no limitations in functional capacity areas.

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Support from Community Partners

• In order to help ensure prompt service to individuals that you refer for VR service, please send diagnostic information along with the signed application.Documentation of DisabilityDescription of Functional Limitations to Work

• The following slides are some examples of information that could accompany the application for VR services.


Mental Illness

• Initial Assessment (Bio-Social Assessment) at Intake and/or Central Access

• Doctor’s Diagnostic Assessment or Initial Doctor Progress Note from First Session

• Updated Diagnostic/Verification of Current Treatment

• Periodic Re-Assessment

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Mental Illness

• Progress Notes showing functional limitations

• Treatment Plans

• Updated Diagnostic Assessment

• Medication Prescribed

• Services Currently being Provided

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Developmental Disabilities

• Copy of FED (Form for Eligibility Determination) from the local DD board

• Copy of OEDI/COEDI

• Assessments completed (medical, psychological or vocational)

• Progress reports from adult service programs that outline current functioning

• Current habilitation plans

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Transition Students

• Medical, psychological and any specialty evaluations such as vocational and mobility evaluations. Provide evidence of diagnosis and functional limitations.

• Current Individual Education Plan (IEP)

• Evaluation Team Report (ETR)

• Summary of Performance (SOP)


Transition Students

• Results of age-appropriate transition assessments

• 504 Education Plan

• School transcripts

• Ohio Graduation Test (OGT) Results

• Individualized academic career plan

• Copy of SSI/SSDI award letter or verification status, if appropriate


Physical Conditions• Diagnosis of condition(s) signed by a doctor or other

professional• A signed note from the doctor that addresses limitations• SSD or SSI Award Letter• Any medical reports• Letters or reports from any specialists seen (Ex: neurologists,

physiatrists, endocrinologists, podiatrists, etc.)• Hospital discharge reports • Workers’ Comp (BWC) medical records• Physical therapy evaluation• Functional Capacities Evaluation (FCE)


Visual Impairments

• Diagnosis of Visual Impairment• Peripheral or Central Vision Loss• Specific Acuities• Best Corrected Measurements• Current Treatment • Prognosis • Preferred Mode of Communication: Braille,

Large Print etc.• Use of low vision aids, if applicable


Deaf, Speech or Hearing Impairment

• Diagnosis of deafness, hearing, or speech impairment

• Hearing test or audiological evaluation

• Speech or language evaluation

• Report from an Ear Nose and Throat doctor or other medical professional

• Performance evaluations from work


Agency Next Steps

• September 1st Implementation

• RSC Internet: Application & Information

• Applications will also be widely available in the community

• Educational Fact Sheet will be distributed

• Ongoing community education


Questions?

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a welcoming front door: the vocational rehabilitation application process

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