Order of Selection, Severity, and Zero Cost Service Training

Vocational Rehabilitation Services

Severity Changes Change 1: Functional Capacities Reduce the number of Functional Capacities from 9 to 7 by deleting

Cognitive/Learning Ability and Motor Skills.

Change 2: Severity – Definition of SD Change the definition of Significantly Disabled (SD) from ‘1 or 2 functional

capacity limitations’ to ‘1 or more functional capacity limitations.’

Change 3: Severity – Supported Employment as ‘Multiple Services’ Change the PPM and IRIS to allow Supported Employment to count as

‘Multiple Services’ for purposes of severity determination.

Change 4: Severity – Definition of ‘Extended Period of Time’ The definition of ‘Extended Period of Time’ will change from a concrete

‘multiple services over 9 months’ to a more flexible ‘multiple services, in general, for six months’ with counselor discretion being allowed.

Zero Cost Services – Closure Screen

A new Zero Cost Button has been added to the Closure screen. Clicking this button will bring up the Zero Cost Services Entry Screen.

Zero Cost Services – Zero Cost Service Entry Screen

Zero Cost information can be added prior to closure.

If not already entered at closure, a message will pop up asking if you would like to complete the Zero Cost Service Screen.

10Eligibility 12

IPE Completed

30Closure IPE Not

Implemented

16Restoration

18Training

20Ready for

Employment

22Employed

26Successful

Closure

06Ext. Eval.

14Counseling

24Services

Interrupted

02Application

28Closed NOT Rehab

08Closure Prior to Elig/Inelig

32Post Employ

33Post Employ

Closure

04Trial Work

Intake PlanDevelopment

Working the planPostEmploy

VR Status Movement

00Referral

10Eligibility

12IPE Completed

30Closure IPE Not

Implemented

06Ext. Eval.

02Application

08Closure Prior to Elig/Inelig

04Trial Work

Intake

VR Status Movement with OOS

00Referral

11OOS Served

81OOS Unserved

WORK THE PLAN

At the time OOS Implementation, all current status 10 clients will be moved to status 11. It will move to 11 whether severity is complete or not.

10Eligibility

12IPE Completed

30Closure IPE Not

Implemented

VR Status Movement with OOS

11OOS Served

81OOS Unserved

WORK THE PLAN

02Application

TWO CENTRAL OFFICE BATCH JOBS:

1) If either the OOS priority category level or Application date changes on the OOS Parameters Screen, a batch job will be run to determine which 81 statuses could be changed to 11 and generates the IPE Development Letter and creates a case note. The letters print with the local office letterhead. The Leadership Team controls what priority categories are open and closed. A report will be generated and sent to the IRIS Helpdesk for distribution to area offices. Lists all clients moved from 81 to 11.

2) Once a month a batch job will run that creates the Bi-Yearly Contact letters for all status 81 clients who are due for their 6 month contact letter (6 months after 81 status start date). These letters will be created and mailed from Central Office with the local office letterhead and a case note will be entered.

3) If the letters from either of these batch jobs are returned by the Post Office, they will come to the local area office.

10Eligibility

12IPE Completed

30Closure IPE Not

Implemented

VR Status Movement with OOS (Documents)

11OOS Served

81OOS Unserved

Intake

Documents•Certificate of Eligibility (current)•IPE Development Letter (current)•Certificate of Severity (New – Not sent to customer)•Ineligibility Closure Letter (current –Status 08) ----------------------------------------------Processes•Eligibility Approval (new)•Severity Determination Approval (new)• Counselors will sign /approve Certificates of Eligibility, Certificates of Ineligibility, and Certificates of Severity (unless the Counselor is in probationary status then an Area Supervisor’s approval is needed as well)

•If the counselor moves the client from 10 to 11, or 81 to 11, IPE Development Letter is generated by a batch job that runs every 15 minutes. The IPE Development Letter can be printed from the Print Q and mailed to the client. It will also create a case note. •If the counselor moves the client from 10 to 81, same batch job generates the Eligible but Unserved Letter (New) which is printed from the Print Q and mailed to the client. It will also create a case note.•Every night, another batch job will move these documents to Onbase. There is no need to manually move these document to Onbase.

Order of Selection – Eligibility Determination Screen

Generate Eligibility – Formerly the print button, enabled after save complete. Generates a Certificate of Eligibility which appears in the In Process portion of the documents screen and approval queue. When clicking generate eligibility, IRIS checks to make sure all application items (Education, Income, etc) are complete. Counselors must sign and the status will automatically move to 10, unless the Counselor is in probationary status, then Area Supervisor approval is also required. If severity is also approved, the status will move to 11 or 81 based on OOS parameters.

Generate Ineligibility – New button, creates a Certificate of Ineligibility which appears in the In Process portion of the documents screen and approval queue. Needs Counselor signature (and Area Supervisor approval for probationary counselors. Moving to 08 is still a manual process due to needing to complete the closure screen.

Quick View – New button, allows staff to view Certificate of Eligibility or Certificate of Ineligibility with a DRAFT watermark visible on all pages. This document cannot be modified or signed.

Save Complete – Searches for existing active Eligibility/Ineligibility document, if it exists, IRIS deletes the active document, saves the entered information, and prompts you to use a generate document button.

Option of selecting N/A has been removed. IRIS will enforce a yes or no selection. With the exception of the Social Security Eligibility questions, if no is selected, then you can only generate a Certificate of Ineligibility.

Order of Selection – Eligibility Determination Screen

Status of the Certificate of Eligibility or Ineligibility Document is displayed as either Draft or Approved. It will show approved after Counselor signature (probationary Counselors will require Area Supervisor signature as well).

Counselors can modify draft eligibility data, but only Area Supervisors or higher can modify approved eligibility data. If modified, a new Certificate of Eligibility must be generated and signed.

“Is the customer no longer eligible?” checkbox has been removed.

Order of Selection – Severity Determination Screen

Save – When clicked, saves changes and checks for existing Certificate of Severity. If it exists, displays “An active certificate of severity document exists for this severity and may be in the process of obtaining electronic signatures, if you continue with the save the existing document will be deleted. Do you want to continue?” If yes is selected, it will delete the existing document and save the data.

Generate Document – Generates a Certificate of Severity in the In Process portion of the documents screen and approval queue. It requires a Counselor signature (and Area Supervisor approval for counselors in probationary status).

Quick View – Displays a draft version of the Certificate of Severity with a DRAFT watermark across it. This document cannot be modified or signed.

Severity level will default to SD if the client is receiving SSI/SSDI at application or eligibility. Additional functional limitations can be added to raise the priority category to MSD. After status 11 or 81, the priority category can only increase. If still at status 10, it can increase or decrease.

Add Button – Launches the Add Functional Limit Screen

Order of Selection – Severity Determination Add Functional Limit Screen

The drop down menu lists the functional limitations (VR has gone from 9 to 7 functional limitations) and gives a definition (new) and justification (new wording) for the limitation. (See PPM 422.06)

Clicking the Example button displays a Word document which provides a definition, extended rationale for using that functional limitation, and examples. You can copy and paste the definition from the Word document (next slide) into the Source of Supporting Documentation/Decision field.

Order of Selection – Add Functional Limit Screen Word Document

Order of Selection – Severity Determination Screen VR Services/Timeframe Tab

There is new wording for the “does the consumer require services over an extended period of time.” It has replaced the previous statement which specified 9 months.

Since it is considered multiple services, if “Supported employment services” is selected under Major Service Category #1, “Supported employment services 2” will automatically be selected under Major Service Category #2 and IRIS will prevent you from selection other categories by making them read only.

Order of Selection – Approval Screen

The Approval Screen now lists Eligibility, Ineligibility, and Severity Certificates.

You can now do document searches for these types of documents on the Pending Signature Queue Tab. The default filter for the search is the entire area office, but you can change that to suit your needs.

When the Counselor signs any of these certificates, they will automatically move to the Supervisor approval queue in cases when the Counselor is in probationary status.

Order of Selection – Authorization ScreenIf the client is in status 81, the new button is disabled and no new authorizations can be created.

For authorizations previously created under status 02, 04, 06, or 10, you are allowed to create supplements, cancelations, and new claims for status 81 clients as well as void authorizations.

Under the Forms menu, the New Authorization option is disabled for clients in status 81.

Order of Selection – Case NotesCase notes are generated by batch job and the job will add these entries into case notes. If a priority category is opened and a client moves to status 11, a case note will be added automatically.

When the appropriate letter is generated by batch job, a new Case Note Review Type is entered into IRIS (auto-generated by batch job but can have comments added to them):

•Bi-Yearly Contact Letter

•Eligible But Unserved Letter Notification

•IPE Development Letter Notification

Order of Selection – 911 Closure ScreenDefault Closure Type 6 is now available if moving from 81 to 30, when the client refused services and drops off the waiting list.

Order of Selection – Plan ScreenNew VR and SE Plans are allowed for status 11 clients, but not for status 81 clients.

If the client is in status 81, and you click the new button on the IPE Selection screen, you will see this error message.

Order of Selection – Print Queue Screen

New Letter tabs:

IPE Development LetterEligibility Unserved LetterBi-Yearly Contact Letter Bulk and IPE Development Letter (Only Central Office and MIS can access)

Documents will remain in the print queue for 45 days.

Order of Selection – Status Screen

Status 11 – Ready to be Served under OOS (Set by IRIS)

Status 81 – Unserved under OOS (Set by IRIS)

If a mistake was made in severity determination, the Area Supervisor (if under 21 days, otherwise RM needs to do it) would delete the status 11 to move back to 10.

If there is an appeal, and it is determined additional services are needed, the Area Supervisor would delete status 81 (if under 21 days, otherwise RM needs to do it) to move the client back to 10.New waiver for Area supervisors for status 10, only Area Supervisors

and higher will see it (if moving from 10 to 11 or 81). It will be needed when the 60 day requirement cannot be met.

Order of Selection – New ReportsNew report 572 – List OOS Client Demographics, is for clients in status 11 and 81. It can be run for the whole state or by region, area office, or caseload. The date range can be specified as well.New report 580 – Eligibility Information by Caseload, shows eligibility data for clients where eligibility has been approved. It can be run for the whole state or by region, area office, or caseload. The date range can be specified as well.New report 581 – Severity Information by Caseload, shows severity data for clients where severity has been approved. It can be run for the whole state or by region, area office, or caseload. The date range can be specified as well.New report 582 – Severity Changes by Caseload, shows changes to the severity level for clients where severity has been approved. It can be run for the whole state or by region, area office, or caseload. The date range can be specified as well.

Order of Selection – Certificate of Severity

Order of Selection – IPE Development Letter

Order of Selection – Eligible But UnservedLetter

Order of Selection – Bi-Yearly Contact Letter