Community Rehabilitation Program (CRP) Manual

Helping Families. Supporting Communities. Empowering Individuals.
  1. Mission
  2. Vision
  3. Values
  4. Introduction to Manual
  5. DHS/DRS Program Components/Service Descriptions
  6. DHS/DRS Responsibilities
  7. Community Rehabilitation Program (CRP) Responsibilities
  8. Contracts and Agreements

Illinois Department of Human Services
Division of Rehabilitation Services

Mission

The mission of the Illinois Department of Human Services, Division of Rehabilitation Services, is to assist individuals with disabilities in achieving their goals of employment, education, and independent living.

Vision

Improving the independence of our customers is our only reason for existing. We realize that the skills and abilities of our front line staff are the keys to our success. Embracing, listening to, and collaborating with our community partners will sustain our success.

DHS/DRS will be a customer-driven organization, with all major decisions based on the needs of our customers. Our staff will be informed and valued, pursuing lifelong learning and striving to improve their professional skills. We will create an environment where customers and staff work in partnership, where customers enjoy working with staff, and where staff look forward to coming to work. Finally, we envision an agency where customers feel confident that their goals will be reached.

Values

  • We value DHS/DRS as a workplace that promotes, supports, recognizes, and invests in the importance of having a culturally diverse staff with the skills and knowledge to respectfully provide services to all our customers in a qualitative manner.
  • We value equal participation in society by persons with disabilities.
  • We value situations in which the individual with a disability gets needed service.
  • We value an accessible environment.
  • We value being responsive to the needs and concerns of customers.
  • We value the right of all customers to choose services that enable them to work and live independently in their communities.
  • We value community integration and the customer's right to live in the least restrictive environment.
  • We value lifelong learning for our staff and are committed to providing necessary training to improve their professional skills.
  • We value staff who are creative, well-trained, efficient, and knowledgeable about disability and developing careers for customers and the use of assistive technology

Introduction to Manual

This Policy and Procedures Manual was developed by DHS/DRS with input from the Community Rehabilitation Partners through the Facility Advisory Committee.  It will be periodically reviewed and updated and is subject to change in response to policy/rule changes and in order to better serve our customers. 

DHS/DRS Program Components/Service Descriptions

  • Community Rehabilitation Program (CRP) - within the context of this Procedure Manual, a "CRP" is a program that provides vocational rehabilitation services to individuals with disabilities, to enable those individuals to maximize opportunities for employment, including:
    1. assessment for determining eligibility and vocational rehabilitation needs;
    2. job development, placement, and retention services;
    3. psycho-social rehabilitation; and
    4. supported employment services and extended services.
  • Support Reduction Schedule - Progressive decrease in job coaching support services ideally leading to natural supports and increased independence.
  • Integration- Participation in the mainstream of community life by DHS/DRS customers. Participation means that the person has the option to maintain social relationships with family members, peers, co-workers, and others in the community. In addition, these persons have equal access to and the opportunity for full participation in community resources and activities available to the general public. With regard to employment, integration occurs when a person with a disability works alongside co-workers who are not disabled or has frequent interaction with the general public as a result of his/her job duties. Integration in work sites where groups of persons with disabilities work together may exist as long as the group consists of eight persons or less.
  • Accreditation - Per DHS/DRS' rules found at 89 IL. Adm. Code 530, any CRP doing business with DHS/DRS must meet and maintain national accreditation standards through the Commission on Accreditation of Rehabilitation Facilities (CARF), the National Accreditation Council (NAC), the Accreditation Council, the Joint Commission on Accreditation of Health Organizations (JCAHO), or the Council on Accreditation (CA) for all programs of service identified in the provider's contract or cooperative working agreement. All providers with outcomes/successful placements identified in their contracts/agreements must have accredited placement programs.

    The provider must submit a copy of the most recent national accreditation survey report to the DHS/DRS Program Advisor.

    A new Community Rehabilitation Program is one from which DHS/DRS has not previously purchased services. Such CRP's must become nationally accredited within a three-year period of the first year the purchased amount of services by DHS/DRS exceeds $55,000 annually.

  • Individual Plan for Employment (IPE) - The DRS plan that is developed with the customer and others designated by the individual (signed by both customer and counselor). The IPE will be shared with the provider when the counselor makes the referral.

    To provide direction to the CRP, the IPE should reflect:

    1. the customer's needs and preferences pertaining to vocational goals; hours of work per week should be identified.
    2. the date when services are to begin and what those services are to be;
    3. provision of long-term services (i.e natural supports, Social Security work incentives, private pay, etc.)
  • Individual Provider Plan (IPP) - The CRP's IPP (known by many other names depending on the particular provider) is developed by the customer, DRS counselor, CRP staff, and others designated by the customer. The IPP will govern services provided to the customer by the CRP and should be completed prior to entry into the CRP's program.

    Plan amendments are to be developed by the customer, counselor, and provider staff prior to implementation of the changes and provided to the customer and counselor within five working days after the start of services.

    In order for the CRP to bill for services from DRS, the CRP must have a Notification of CRP Services from the DRS Counselor. All sections of the Notification for CRP Services must be filled out including vendor information, DRS Counselor information, customer name, case number, approval date, cancellation date, case status, program type, funding code, approved service dates, with approved services marked and signature of the counselor. (effective started after services after July 1, 2008)

  • Supported Employment Program (SEP) - Competitive employment with ongoing support. Must be approved by vocational rehabilitation counselor before services are provided.
  • Transition Students, (from School to Work) - Time-Limited SEP is often an appropriate venue to serve students transitioning from school to work.

    Students can be served by both the school and a community rehabilitation provider during their final year per counselor's approval. Students must be removed from school STEP Work Verification Sheet before they can be reported on the CRP Group Billing but should remain on STEP Flow Chart. An IPE is required prior to CRP services being initiated. In order for a CRP to claim a successful placement closure on a student graduate, the closure must be 90 days post graduation.

  • Cooperative Working Agreements (CWA) a.k.a. Fee-for-Service - CWA is an agreement that establishes a rate for agreed upon services. These agreements are not contracts and, consequently, have no set aside funding levels. Individual customer services are authorized from DRS' case service monies. CWAs are developed annually between the DHS/DRS office, the CRP, and the Program Advisor. While they most often address Placement/Competitive Employment Services or Supported Employment Services, these agreements reflect those services a DHS/DRS counselor has identified and a CRP can provide in assisting customers to obtain and to maintain employment.

    The DHS/DRS counselor will authorize service under these agreements based on approved program plans (IPE's). The issuance of an Invoice Voucher (C-13) allows a CRP to enroll and serve a customer as authorized. When services have been provided, the CRP signs the C13 and sends to the local DHS/DRS' office for payment, retaining a copy for their files. Actual Group Billings are not submitted.

    A Notification of CRP services must also accompany the C-13 Invoice Voucher.

DHS/DRS Responsibilities

1. DHS/DRS Liaison Counselor

The DHS/DRS Counselor designated to coordinate day-to-day functions between a specific provider and DHS/DRS.

  1. Provide input in agreement and program development.
  2. Distribute group billings and SEP Reports.
  3. DHS/DRS Liaison Counselor will review CRP billing against current Notification of Services forms.

2. DHS/DRS Rehabilitation Counselor

  1. Attend staffings in person, by phone or electronically, and visit customers on the work site.
  2. Develop IPE, NOS and review group billing for assigned customers and verify approval of services before submission to the supervisor or designee.

3. DHS/DRS Rehabilitation Services Supervisor

  1. Review and sign group billing and submit to Project Officer by 15th of month.

4. DHS/DRS Program Advisor

  1. Develop contracts and cooperative agreements;
  2. Monitor program performance on a monthly basis and providing feedback to the provider on at least a quarterly basis;
  3. Perform on-site reviews of all contracted CRPs no less than every three years;
  4. Conduct Rule 530 certification surveys of programs that are not nationally accredited;
  5. Conduct billing reviews of CRP files on DRS customers;
  6. Conduct Accessibility Surveys as needed;
  7. Provide technical assistance to DRS and CRP staff;
  8. Process CRP billing within 2 days of receipt and forward to DHS/DRS Fiscal Unit.

5. Referral

Consists minimally of an individual's name, address, reported disability, counselor district number, customers' DRS Case number, age, sex, date of referral, reason for referral and must be in writing. The DHS/DRS referral will be furnished on the most current DHS/DRS' form. The DHS/DRS referral should be specific regarding what services are being requested (ie: Supported Employment, job coaching, placement services, etc.). DHS/DRS and the provider will respond to referrals from each other within thirty calendar days evidenced by DRS and CRP documentation which can be received by email, fax, or phone consultation. The provider response will include the potential for acceptance of the customer into program services, the projected date of admission, and other appropriate information.

The basis of any referral must be the determination of eligibility. Notification of Services must accompany the referral. Per the Federal Regulations, a customer must meet the following DRS eligibility requirements to be accepted into any DRS' program:

Customer should meet all of the following:

  1. have a physical or mental impairment that constitutes or results in a substantial impediment to employment;
  2. require vocational rehabilitation (VR) services to prepare for, secure, retain, or regain employment consistent with the customer's goals; and
  3. will benefit from VR services in terms of employment outcome.

6. Individual Plan of Employment(IPE)

The DRS plan that is developed with the customer and others designated by the individual and is signed by both customer and counselor. A copy of the IPE must be given to the provider. To provide direction to the CRP, the IPE should reflect:

  1. the customer's needs and preferences pertaining to vocational goals; hours of work per week should be identified.
  2. the date when services are to begin and what those services are to be;
  3. provision of long-term services (i.e natural supports, Social Security work incentives, private pay, etc.)

7. Staffings

Staffings will be held at least every eight (8) weeks and will include the customer, DRS staff, CRP staff, and others designated by the customer. For Extended Supported Employment Program cases the staffings will be held at least every 6 months. The staffings can be held in person, telephonically, or electronically. The CRP is responsible for faxing the staffing report to the DRS counselor after obtaining the customer's signature. The DRS counselor then signs the report and faxes it back to the CRP. Documentation of the staffing, including signatures of those who were in attendance will be kept in the DHS/DRS and CRP file. If additional services are needed by the customer, the DRS Counselor must approve prior to services being provided.

8. Case Closure

VR Counselor must inform CRP at time of case closure either in person, telephonically, or electronically. The preferred method of informing the CRP is in writing using the Notification of CRP Services form noting the cancellation date.

Community Rehabilitation Program (CRP) Responsibilities

1. Fiscal and Administrative Standards

The CRP will keep the following for a minimum of 5 years (current year plus 5):

  1. a. signed copies of all forms and billings, including Notification of CRP Services, Invoice Vouchers, and Group Billing sheets and SEP Monthly Reports;
  2. signed records of individual service hours;
  3. records of payments made to individuals for lunches, transportation and/or maintenance when authorized by DHS/DRS. Such records must include a signed cash receipt or canceled check for each payment; and
  4. all such records which are required by the executed contract or agreement referenced herein.

2. Individual Provider Plan (IPP)

The CRP's IPP (known by many other names depending on the particular provider) is developed by the customer, DRS counselor, CRP staff, and others designated by the customer. The IPP will govern services provided to the customer by the CRP and should be completed prior to entry into the CRP's program and a copy submitted to the DHS/DRS counselor.

Plan amendments are to be developed by the customer, counselor, and provider staff prior to implementation of the changes and provided to the customer and counselor within five working days after the start of services.

3. Program Accessibility

DHS/DRS requires compliance with Section 504 of the Rehabilitation Act of 1973, as amended. All programs offered by the CRP must be accessible to all individuals with disabilities. The physical plant(s) of the provider must be in compliance with the Architectural Barriers Act of 1968 (42 U S C 4151, et seq.), the Uniform Accessibility Standards, and their implementing Standards in 41 CFR 101-19.6 et seq, and the American Standards Institute (ANSI), 1989, 34 CFR 361.45, and regulations promulgated by the Illinois Capitol Development Board (71 IL Adm Code 400) and the Americans with Disabilities Act (42 U S C 12101).

4. Referral

consists minimally of an individual's name, address, reported disability, age, sex, date of referral, reason for referral and must be in writing. The provider referral will be furnished on the most current provider form. DHS/DRS and the provider will respond to referrals from the other in writing within thirty calendar days. The DHS/DRS response will include the acceptance of the customer into DHS/DRS program. If DHS/DRS does not respond within the thirty days, the CRP should contact the office supervisor with concerns. If not satisfied at that point, the CRP should contact the CRP Advisor within fifteen days. The purpose of any referral is to determine eligibility.

5. Safety

The provider must maintain an active safety program to assure that all buildings and programs operated by the provider are safe to all individuals. Safety policies and procedures must be in compliance with the National Standards (I. Physical Facilities, Health and Safety) or 89 IL Adm Code 530.140. Community-based sites must also meet the individual's environmental and safety needs.

6. Staffings

Staffings will be held at least every eight (8) weeks, can be held more frequently, and will include the customer, DRS staff, CRP staff, and others designated by the customer. For Extended Supported Employment Program cases the staffings will be held at least every 6 months. The staffings can be held in person, telephonically, or electronically. The CRP is responsible for faxing the staffing report to the DRS counselor after obtaining the customer's signature. The DRS counselor then signs the report and faxes it back to the CRP. Documentation of the staffing, including signatures of those who were in attendance, case notes, and documentation of SEP hours will be kept in the CRP's file.

7. Outcome

Upon 90 days of successful employment, the Community Rehabilitation Program (CRP) will contact the customer for final employment verification. The CRP will then complete the successful placement report and send it to the DRS counselor for his/her signature and verification.

8. Case Closure

CRP must notify DRS of intent to close case in person telephonically or electronically. Reason for closure should be identified.

Contracts and Agreements

I. Outcomes

  1. Criteria - To achieve a successful and suitable outcome, the following criteria must be met, as determined by the DHS/DRS customer and counselor:
    1. the customer has an active IPE, NOS form and CRP IPP from which competitive employment services were provided;
    2. the customer had been listed on either a group billing sheet or an individual service/invoice voucher (C-13); AND
    3. the customer has attained a successful employment outcome as determined by the rehabilitation team, and a minimum of 90 days of follow-up has occurred following stabilization.
  2. Recognized Outcomes
    1. Competitive Employment - when the customer has achieved integrated employment in the community at minimum wage or higher and with applicable fringe benefits (insurance, medical benefits, etc,). If customer does not have fringe benefits, counselor and customer must agree this placement is appropriate.
    2. Supported Employment Program (Competitive Employment with Ongoing Support) - when the customer has achieved integrated employment in the community at minimum wage or higher and with applicable fringe benefits and DRS case is transferred to Extended Services or closed with natural supports. Often, due to the nature and severity of the disability, the customer needs intensive, on-going supports to maintain employment.
    3. Transition from School to Work - when the student/customer has achieved integrated employment in the community at minimum wage or a wage commensurate to the prevailing wage in the locality and with applicable fringe benefits and the following conditions have been met:
      1. the CRP assisted the student/customer prior to graduation, with the IEP, IPE, and IPP clearly delineating the transition;
      2. the student/customer required transition support services to maintain competitive employment for a minimum of 90 days post graduation (CRP can request outcome earlier in special cases based on plan, if all agree).
  3. Conflict Resolution - When a DHS/DRS counselor does not agree with the outcome submitted by the CRP, and the CRP wishes to appeal, the following procedure will apply:
    1. The CRP may appeal in writing to the counselor's supervisor within ten working days of the notice of denial;
    2. a copy of the appeal must be sent to the Program Advisor;
    3. the DHS/DRS supervisor will review the appeal and submit a written response to the CRP within 10 working days. A copy of this response will be submitted to the counselor and Program Advisor;
    4. if the CRP does not agree with the decision rendered by the supervisor, the CRP must send a written request for further review to the Administrator of Community Resources, DHS/DRS Central Office within 10 working days of receipt of the supervisor's decision. Copies of the request must be sent to the DHS/DRS supervisor and Program Advisor by the CRP;
    5. the Administrator of Community Resources will be the final level of the appeal, will review the issue, and render a written decision within ten working days. Copies of the final decision will be sent to the Provider, Rehabilitation Services Supervisor, and the Program Advisor.

II. Procedures

  1. Contract Development
    1. Annually, DHS/DRS will establish the amount of case service dollars to be set aside for vocational services to be provided by community rehabilitation programs based on state and federal funding availability and project need.
    2. DHS/DRS determines which providers will be offered a contract based on customer need and estimated outcomes.
    3. DHS/DRS allocates funds to the Bureau of Field Services and to the Bureau of Blind Services for contract development. The Program Advisor, along with the Rehabilitation Services Supervisor and the Liaison Counselor, will meet with provider representatives to develop contract proposals, considering referral patterns, service delivery, and outcome attainment.
    4. CRPs complete an application package each year outlining program and budget summaries and expected program outcomes. In addition, budget detail and justification are provided for each line item expense being requested. Specific contract procedures are spelled out within the application package and the DHS/DRS Contract Monitoring. In addition to the individual customer reporting procedures, vendors send to their respective Program Advisor Monthly Expenditure Reports (i.e. Group Billing, Monthly Reports, and Flow Charts) showing the line item expenses incurred and quarterly program reports showing summaries of customer involvement and progress toward the overall program goals.
  2. Contract Amendment - The process of altering the contract due to changes in service levels, outcomes, or total contract dollars. No amendment shall be initiated after April 1, and no modification shall be initiated after June 1, by a Program Advisor or CRP.
  3. Monitoring/Review
  4. Performance Review - Service provision and/or outcome attainment specified in the contract/agreement will be monitored monthly by the appropriate DHS/DRS staff person.
  5. Monthly Review of Group Bill - Through monthly reviews, the Program Advisor will verify the appropriateness of the hours billed and other information pertinent to the case (client name, DRS case #, hours worked, separation/termination date, etc). If changes or corrections are made the CRP must be notified by the counselor.
  6. Reconciliation - The computation of the actual services provided or outcomes attained and the payments made to date to determine the final payment owed to the provider or DHS/DRS.

III. Programs

Competitive Employment Services

  1. Assessment - Assess the individual through observation of job readiness, transferable skills, social and personal characteristics, vocational interest, employment preferences, and retention and coping skills, and develops a job match profile. (Examples include Trial Work, OJE/Community-based Assessment, etc)
  2. Job Development and Placement - Uses job match techniques and assists the individual in identifying specific jobs that are available and accessible in the community. Job readiness, job seeking, and retention skills training can be used to develop necessary skills to enable the individual to secure his/her job and to develop an understanding of how to keep the job.
  3. Job Retention - Is provided to the customer if he/she needs training, monitoring, or job coaching for a specific task (s) associated with the job. Services may also involve working with the employer, co-workers, and family members to enhance the customer's job stability. These services are expected to decrease in frequency and eventually be discontinued as the individual's performance on the job is stabilized.
  4. Follow-up - Is a time-limited service which includes direct and indirect support to an employee and/or employer to allow for adequate job adjustment and retention of further job development and placement. Follow-up needs should be identified in a follow-up plan which is developed by the customer, the DHS/DRS counselor, the provider staff, and any other designated by the customer (i.e. employer, guardian).
  5. Verification
    1. Successful outcomes are determined by the DHS/DRS counselor and are based on the customer's achievement of his/her vocational goal as identified on the IPE.
    2. Successful outcomes will be reported monthly by providers and submitted to the appropriate DHS/DRS liaison counselor for verification.
    3. It is expected that providers will claim only one outcome per customer per contract year. If such circumstances warrant and if appropriate the DHS/DRS counselor, in conjunction with the DHS/DRS supervisor, may review and determine an exception.
    4. When two CRP's request credit for an outcome for the same customer, the DHS/DRS counselor may award one-half of the outcome to each provider if the customer participated in an approved program within each CRP. No more than two providers will be allowed to share an outcome.
    5. Under the following circumstances, the provider will not receive full credit:
      1. No reported activity such as intake, documented counseling sessions, job development, job counseling, job placement. All written services should be documented by provider to DRS.
      2. No documented communication made by provider to DRS.
      3. DRS counselor has documentation demonstrating DRS Counselor has provided more placement services than the provider.

NOTE: When a customer receives employment services under a performance contract, he/she can be moved to a Time-limited SEP contract but cannot be counted as a performance outcome. When the customer receiving Supported Employment services transitions to a long-term (including Extended Services) program or natural supports, an outcome will be awarded to the DHS/DRS counselor only.

NOTE: When the Community Rehabilitation Program is the employer, the VR agency will determine on a case-by-case basis if the particular work unit which houses the individual's job position, satisfies the definition of "integrated setting" and, thus, constitutes an employment outcome under the VR program. This determination must be made with respect to all employment positions sought by VR customers at CRPs, not only those funded under JWOD contracts. It is essential that DHS/DRS analyze whether the work-unit which houses the actual position sought by the individual constitutes an "integrated setting", because it is possible that a certain work unit within a CRP would satisfy the definition of "integrated setting" whereas others may not.

IV. Billing

  1. Performance Contracts

    The CRP submits a monthly Group Billing to the Liaison Counselor for those customers receiving services, under the performance contract, which have been approved by the DRS counselor. A courtesy copy of the Group Billing is sent to the Program Advisor.

    Also, each month, the CRP submits a Successful Placement Report (IL 488-16801) to the Liaison Counselor or customer's individual counselor to verify, even if no placements have occurred. Once the DHS/DRS staff has verified the outcomes, the verified, signed copy is submitted to the Program Advisor and the CRP.

  2. Completion of Group Billings

    Services and service description codes will be obtained from the referring counselor and will mirror the services identified in the IPE/IPP.

    Complete the following items in full:

    1. Enter the Document (Contract) number in the upper right-hand corner.
    2. Enter Vendor number and zip code.
    3. Enter Program name (i.e. VI-B. SEP 110, etc).
    4. List customers alphabetically.
    5. Enter customer ID and Social Security numbers.
    6. Enter case status and district numbers.
    7. Use complete date(s) of actual service rather than dates of the billing period.
    8. Service interruptions will result in more than one service date.
    9. Enter service type/service description code.
    10. Enter units by customer and then total number of units.

V. Supported Employment Programs

  1. When customers need "ongoing support services" to maintain the placement. "Support services" should be, at minimum, twice monthly monitoring at the job site, unless off-site monitoring of job stability is more appropriate for the customer.
  2. SEP Overview/types
    1. Time-Limited VI-B or VR 110

      Time-limited supported employment services develops a thorough job match profile and then utilizes the place/train model to serve individuals with most significant disabilities. The Federal Regulations allow for an 18-month "benchmark" from the date of placement; however, the customer and counselor may jointly agree to extend or terminate (before 18 months) the time in order to achieve objectives identified in the IPE.

      Work is performed in a community work setting in one of three models:

      1. individual,
      2. a clustered enclave, or
      3. a mobile work crew.
    2. The former is the ideal placement; if either of the latter is used, the work group should consist of no more than eight individuals. With any model, the customer is paid, by the employer, minimum wages and applicable fringe benefits. If a wage certificate is utilized, the customer must be able to achieve minimum wage at the time of successful transition to extended employment to be considered a competitive outcome.
    3. Extended - GRF

      Extended services are the ongoing support services (including natural supports) which are coordinated and provided to assist eligible customers maintain integrated, competitive employment after the rehab closure.

  3. Case Documentation for Time-Limited SEP
    1. Referral
    2. IPE and Amendment(s)
    3. IPP and Amendment(s)
    4. Staffing reports - should occur at least every eight weeks
    5. Daily activity contact sheets, including hours and summary results of the planned objectives
    6. Provisions for support reduction (formerly fading) to natural supports.
  4. Successful Outcomes for Time-Limited SEP

    An outcome will be recognized when the customer has transitioned from Time-Limited SEP into Extended Services programming/natural supports. Suitable employment is indicated when:

    1. the customer and employer each are satisfied as evidenced by the customer's continued employment and as expressed by the customer, documented in the final staffing;
    2. the customer is maintaining adequate interpersonal relationships and acceptable behavior in the work environment;
    3. the employment is consistent with the customer's own strengths, resources, priorities, concerns, abilities, and capabilities;
    4. the customer possesses acceptable skills to perform and continue work satisfactorily;
    5. the employment is regular, reasonably permanent, and the customer received a wage commensurate with that paid to others for similar work; and
    6. the employment and working conditions will not aggravate the customer's disability, and the customer's disability will not jeopardize the health or safety of him/herself or others.
  5. SEP Contract Development

    Contract negotiations shall involve the local DRS supervisor/liaison counselor, DRS Program Advisor, and the provider. Contract dollars are earned through actual provision of service hours. This type of contract provides no payment for performance over the contract levels. If changes occur in projected service hours and/or rate during the fiscal year, said changes will be reflected via an amendment and shared with the local DRS staff.

    SEP contracts ' Annual anticipated hours of service provided to a minimum number of DHS/DRS customers X Rate.

    The rate is calculated by the provider and based on specific SEP programming costs (personal service, fringe, travel, commodities and contractual services). The costs are, then, divided by three-fourths of SEP programming staff hours.

VI. SEP Billing

  1. Billable Units

    For Supported Employment, both Time-Limited and Extended, units should reflect direct service which can occur in fifteen minute increments. Only the following four services can be billed:

    1. Job Development - the process of locating appropriate competitive, integrated, community-based employment. It consists of job market screening, employer contact, job analysis, job match, and activities such as job club and transportation training.

      Upon counselor approval, a provider can continue to bill DHS/DRS, for up to ninety days, for "job re-development" on that customer separated from his/her job in either Time-Limited or Extended SEP. IPE and IPP amendments should reflect those changes in the service plan.

    2. Job Coaching - instruction in areas which develop and maintain the customer's skills and knowledge for a specific goal in order to maintain said customer in competitive employment. Areas of instruction can include transportation training, systematic task instruction, and networking with family and the employer to promote the development of natural supports. Job coaches are not the employee's supervisor at the job site. Job coaching does not automatically mean SEP services.
    3. Job Retention/Counseling - individual and/or group counseling designed to assist the customer in maintaining competitive employment. This service is not intended to supplant regular counseling services provided under the Departments of Mental Health or Developmental Disabilities but is intended to cover those additional needs relative to employment.
      • Job Retention

        The provider's "job retention" activities begin by fostering the employer/employee relationship through consultation and documentation on the following:

        1. individual job coaching in specific job functions and/or skills, work habits, and employer/employee relations;
        2. assistance with job modification(s);
        3. disability awareness training for the employer and/or other workers;
        4. individual transportation training; and
        5. appropriate off-site counseling provided to address the customer's retention needs. This counseling is not intended as regular counseling services under the auspices of mental health and developmental disabilities but is intended to address those additional needs relative to maintaining the customer's employment.
    4. Staffing time - customer, counselor and CRP must participate in the staffing.

    NOTE: When more than one (and no more than eight) customers are being served by one Job coach, billing will reflect the percentage of the hour each customer received (i.e. four customers = 1/4 hour each on the billing).

  2. Completion of Monthly Supported Employment Report

    Complete the following items in full:

    1. Enter Program Name.
    2. List customers alphabetically with ID numbers.
    3. Enter work hours, work wages, and employer.
    4. Enter complete placement date.
    5. Enter work model/group size, service hours.
    6. Enter separation date and/or termination date and reason.

    NOTE: "Separation" applies when the customer separates from his/her job. "Termination" applies when Supported Employment Programming is discontinued.

  3. Distribution
    1. The Group Billing will be sent by the provider to the DHS/DRS Liaison Counselor within five working days of the beginning of the month; a copy will be sent to the DHS/DRS Program Advisor, who will then submit the Group Billing to Central Support after verification by DHS/DRS Liaison.
    2. The DHS/DRS liaison counselor/RSS will submit the verified group billings to the Project Officer and CRP within 10 days upon receiving group billings from CRP.
    3. A copy of the Monthly Supported Employment Report will be sent directly to the DHS/DRS Liaison Counselor, with a courtesy copy to the Program Advisor. The Program Advisor will send a copy of the verified report to Central Support.

    The CRP and the Program Advisor can always take into account alternative methods of contracting.


August 22, 2013