A Welcoming Front Door: The Vocational Rehabilitation Application

A Welcoming Front Door: The Vocational Rehabilitation Application

A Welcoming Front Door: The Vocational Rehabilitation Application Process Effective September 1, 2011 THE VOCATIONAL REHABILITATION FRONT DOOR Ohio | Rehabilitation Services Commission 2 Background Information The Ohio Rehabilitation Services Commission (RSC) through its Bureau of

Vocational Rehabilitation (BVR) and Bureau of Services for the Visually Impaired (BSVI) provides Vocational Rehabilitation (VR) services to Ohioans with disabilities. Ohio | Rehabilitation Services Commission 3 Background Information Caf 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.

Ohio | Rehabilitation Services Commission 4 Background Information 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 Ohio | Rehabilitation Services Commission

5 Are Services Easily Accessible to People with Disabilities? Referrals, Applicants and Eligibility Determined VR Program Historical (FFY2006 FFY2010) Referrals Applicants 48,902 48,226 45,768 Eligibility Determined

44,498 40,319 28,821 21,218 FFY2006 29,718 21,014 FFY2007 30,728

20,719 FFY2008 28,295 22,732 18,632 FFY2009 16,738 FFY2010 Source: Oscar Statistical Summaries

Ohio | Rehabilitation Services Commission 6 Are Services Easily Accessible to People with Disabilities? Referrals, Applicants and Eligibility Determined VR Program & Bureau FFY2011 YTD (Oct 1 July 31) Referrals Applicants Eligibility Determined 25,920

16,294 12,092 17,610 10,576 7,793 6,225 2,085 VR Program BVR 4,414

3,309 1,304 990 BSVI VRP3 Source: Oscar Statistical Summaries Ohio | Rehabilitation Services Commission 7 Are Services Easily Accessible to People with Disabilities? Average Days to Eligibility/OOS Decision VR Program FFY2011 (Oct 1 June 30)

130 111 115 67 53 44 39 56 38 18

Referral to Application Application to Eligibility Oct - Dec 13 15 Eligiblity to OOS Decision Jan-Mar

Total Average Days Referral to OOS Apr-Jun Decision** ** The days in status are average calculations and therefore may not total days to waiting list Source: VR Report Average Days Between Statuses Ohio | Rehabilitation Services Commission 8 Are Services Easily Accessible to People with Disabilities? Average Days to Eligibility/OOS Decision Bureau FFY2011 (Oct 1 July 31)

124 108 99 BVR 60 50 39 BSVI 51 VRP3 33

33 16 Referral to Application Application to Eligibility 16 14 Eligiblity to OOS Decision

Total Average Days Referral to OOS Decision** ** The days in status are average calculations and therefore may not equal Total Average Days Source: Average Days Between Statuses Report Ohio | Rehabilitation Services Commission 9 Are Services Easily Accessible to People with Disabilities? Outcome of Order of Selection Decisions FFY2011 (Oct 1 July 31)

MSD 7,749 SD NSD 3,277 223 Source: OSCAR Statistical Summaries Ohio | Rehabilitation Services Commission

10 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. Ohio | Rehabilitation Services Commission 11 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. Ohio | Rehabilitation Services Commission 12 Revised Application Procedures New procedures will also help us to: Improve compliance with federal requirements Align with our new case management system

Ohio | Rehabilitation Services Commission 13 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. Ohio | Rehabilitation Services Commission 14

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. Ohio | Rehabilitation Services Commission 15

Vocational Rehabilitation Waiting List Growth of the Waiting List (Dec. 15, 2009 July 31, 2011) Total Waiting: 4,754 Ohio | Rehabilitation Services Commission 16 REVISED VOCATIONAL REHABILITATION APPLICATION PROCESS Ohio | Rehabilitation Services Commission 17

Federal Requirements RSC must ensure that its 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. Ohio | Rehabilitation Services Commission 18 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. Ohio | Rehabilitation Services Commission 19 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. Ohio | Rehabilitation Services Commission 20 Definition of an Applicant Applicant: The individual or the individuals 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. Ohio | Rehabilitation Services Commission 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 RSCs 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. Ohio | Rehabilitation Services Commission

22 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 Ohio | Rehabilitation Services Commission 23 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.

Ohio | Rehabilitation Services Commission Key Elements of the Process Intake Processes will Include: Education about RSC and the VR Process Information and Referral Services Gathering 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.) Ohio | Rehabilitation Services Commission

25 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: RSCs Customer Service Goal is an average of 30 Days Ohio | Rehabilitation Services Commission 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. Ohio | Rehabilitation Services Commission INFORMATION NEEDED TO DETERMINE ELIGIBILITY AND PRIORITY FOR SERVICES Ohio | Rehabilitation Services Commission 28

Eligibility Criterion To be eligible for VR services, the individual must: Have a disability that causes a substantial impediment to employment Be able to benefit from VR services in terms of an employment outcome Need VR services to get or keep a job. Ohio | Rehabilitation Services Commission 29 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. Ohio | Rehabilitation Services Commission 30 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 Disability Description of Functional Limitations to Work The following slides are some examples of information that could accompany the application for VR services. Ohio | Rehabilitation Services Commission Mental Illness Initial Assessment (Bio-Social Assessment) at Intake and/or Central Access

Doctors Diagnostic Assessment or Initial Doctor Progress Note from First Session Updated Diagnostic/Verification of Current Treatment Periodic Re-Assessment Ohio | Rehabilitation Services Commission 32 Mental Illness Progress Notes showing functional limitations Treatment Plans Updated Diagnostic Assessment Medication Prescribed Services Currently being Provided

Ohio | Rehabilitation Services Commission 33 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 Ohio | Rehabilitation Services Commission

34 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) Ohio | Rehabilitation Services Commission 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 Ohio | Rehabilitation Services Commission 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) Ohio | Rehabilitation Services Commission 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 Ohio | Rehabilitation Services Commission 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 Ohio | Rehabilitation Services Commission 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 Ohio | Rehabilitation Services Commission

Questions? Ohio | Rehabilitation Services Commission 41

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