Rehabilitation Services Program Manual

Helping Families. Supporting Communities. Empowering Individuals.

FY15 Rehabilitation Services CSA Program Manual

Table of Contents

  1. I. Introduction and Definitions
  2. II. Policies and Procedures
  3. III. Contract/Amendment Procedures
  4. IV. Deliverables/Costs/Payment
  5. V. Provider Responsibilities
  6. VI. Department Responsibilities
  7. VII. Support Services - Not Applicable
  8. VIII. Billing Instructions
  9. IX. Program Monitoring
  10. X. Appendix - State & Federal Authoritative Sources

I. Introduction and Definitions

  1. Introduction: This document establishes minimum procedures for all Community Service Provider Agreements with the Illinois Department of Humans Services, Division of Rehabilitation Services (DRS), and is to be used in conjunction with specific DRS program procedure/monitoring manuals, when applicable. Other DRS Manuals include:
    1. Secondary Transitional Experience Program (STEP) Manual,
    2. Procedures Manual for the Division of Rehabilitation Services and Community Rehabilitation Programs, Transition Specialist Program Manual,
    3. Operations Manual for Bureau of Blind Services Field Staff,
    4. Centers for Independent Living Manual,
    5. Program Administration Manual for Older Blind Purchase of Service Providers,
  2. Program Definitions
    1. Vocational Rehabilitation (VR) - The VR program supports a wide range of services designed to help individuals with disabilities prepare for and engage in gainful employment consistent with their strengths, resources, priorities, concerns, abilities, capabilities, interests, and informed choice. Eligible individuals are those who have a physical or mental impairment that results in a substantial impediment to employment, who can benefit from vocational rehabilitation services for employment, and who require VR services. Priority must be given to serving individuals with the most significant disabilities. Services include, but are not limited to:
      1. Assessment - Assists individuals with disabilities in developing an individual employment plan of job readiness, transferable skills, social and personal characteristics, vocational interest, employment preferences, retention and coping skills, and develop a job match profile.
      2. Job Development and Placement - Using job match techniques, assists the individual in identifying and securing specific jobs that are available and accessible in the community. 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 a job.
      3. Training - On-the-job training is provided to an individual if the individual needs to learn specific tasks associated with the job. The training supervision is typically provided by the Community Rehabilitation Program or employer.
      4. Job Coaching - A one-on-one service provided to an individual who is working on a job and requires support on the job site in order to strengthen skills and work habits and enhance job performance. Job coaching may be provided to any VR customer in need of intensive support.
      5. Supported Employment - A comprehensive set of services designed for individuals with a most significant disability. Job development and job placement are followed by provision of ongoing support services, typically on the job (including job coaching) but also away from the work site. Federal rules limit supported employment services to 18 months except under special circumstances.
      6. Follow-up - A time limited service which includes direct and indirect support to an employee and or employer to allow for adequate job adjustment and retention or further job development and placement. Follow-up needs should be identified in a follow-up plan which is developed by the individual, the DHS/DRS Counselor, the provider staff and any others designated by the customer (i.e., employer, guardian).
        Other more specialized VR services and/or programs include, but are not limited to:
      7. Services to individuals with visual impairments - The Blind Services component of the VR program serves individuals with severe visual impairments to assist with preparing for and/or obtaining employment, and assists with determining what assistive technology devices can help people perform tasks on the job.
      8. Services to Individuals who are Deaf or Hard of Hearing - These service offer specialized accessible programming and services to persons who are Deaf, Hard of Hearing, Late Deafened or Deaf-blind. Services range from interpreter services to advocacy to post secondary education.
      9. Secondary Transitional Experience Program (STEP) - A training and work experience program that prepares students with disabilities for transition to employment and optimum community participation during and after high school. This program serves high school students ages 14 1/2 - 21.
      10. Transition Specialist Program - A program by which secondary school entities establish positions at the school to carry out transition services. A Transition Specialist serves as a coordinating liaison between DHS/DRS and the schools as the facilitator for the student's transition from school to work.
      11. Business Enterprise Program for the Blind (BEPB) - This program carries out the federal Randolph/Sheppard Act by providing training to prepare individuals who are legally blind with the skills needed to manage and own a small business. The program also provides for the establishment of new vending facilities and maintenance of existing facilities throughout Illinois.
    2. Home Services Program (HSP) - A Medicaid Waiver Program offering individuals with disabilities who are at risk of premature or unnecessary institutionalization the alternative of in-home care when the cost of such care does not exceed the cost of a nursing facility. Services include, but are not limited to Personal Assistant, Home Health, Homemaker, Home Delivered Meals, Electronic Home Response, Assistive Equipment, Environmental Modification, and Respite.
      1. Personal Assistant Referral &Training - Provides PA referral and training, customer PA management training, and related services to increase the independence and quality of life of Home Service Program customers.
      2. Community Reintegration - Provides services and support to individuals to transition from nursing home facilities to their own residences within the community.
      3. Preventative Services - Support services meeting the definitions and requirements set forth at 89 Ill. Admin. Code Part 686 covered under the Department of Healthcare and Family Services Provider Agreement (HFS 1413-A).
        1. Adult Day Care Services:
          Adult Day Care Service - $9.02/hour
          Adult Day Care Transportation - $8.30/trip
        2. Case Management:
          Case Management - $138.10/month
          Case Management Assessment - $110.48
          Case Management Reassessment - $55.24
          Case Management Transportation Services - $0.56/mile
        3. Community Care Unit-Nursing Home Pre-screening:
          CCU Pre-Screen - $89.53
          CCU Face to Face with Translation - $114.95
        4. Emergency Home Response:
          Installation Service - $30.00
          Electronic Home Response Service - $28.00/month
        5. Homemaker Services:
          Homemaker Services $17.14/hour
    3. Independent Living Services - Through independent living services, DRS funds a network of Centers for Independent Living (CILs) statewide that provides accessible programs and services designed to help all people with disabilities live more independently. All CILs, which are nonprofit, community-based organizations operated by and for individuals with disabilities, provide core services: advocacy, peer counseling, skills training, information and referral.
      In addition, DRS provides funding for community agencies to provide specialized support services to individuals age 55 or older whose severe visual impairment makes competitive employment difficult to obtain but for whom independent living skills are feasible.
    4. Client Assistance Program (CAP) - Provides support to DRS customers and other individuals with disabilities to understand, pursue, and obtain Vocational Rehabilitation Services, Home Services or other services to which they may be entitled. Through the use of a toll-free line (1-800-641-3929 V/TTY) and Human Relations Representatives, CAP assists individuals with problems they experience in seeking or receiving services from DRS; tries to resolve issues at the lowest possible level (e.g. local office) using advocacy skills, dispute resolution and negotiation; assists or represents individuals in their appeals of Department decisions regarding services and represents them in court, if necessary; works with Department and community groups and organizations to resolve systemic problems in the service delivery system and delivers public education programs on the rights of individuals with disabilities and other related areas.
    5. Education Services - DRS' Educational Services provides administrative and program support to three state operated residential schools: Illinois School for the Deaf and Illinois School for the Visually Impaired (both in Jacksonville) and the Illinois Center for Rehabilitation and Education-Roosevelt (in Chicago). These facilities offer fully accredited educational programs, Vocational Rehabilitation and independent skills training.
    6. Disability Determination Services - The Bureau of Disability Determination Services determines the eligibility of Illinois citizens to receive benefits under Social Security's disability programs, Social Security Disability Insurance (SSDI) and Supplemental Security Income (SSI). Medical consultants are used Medical consultant services are required as part of a team that makes the disability determination per the Code of Federal Regulations, specifically 20 CFR 416.1616. Medical consultants are limited to evaluating the impairments for which they are qualified and have experience in reviewing and evaluating SSA disability claims at all levels (initial filing, reconsideration, and continuing disability) in accordance with the rules and regulations set forth by the SSA.

II. Policies and Procedures

  1. Competitive Placement
    DRS requires all employment outcomes obtained during this contract/agreement period to be competitive employment as defined in 89 Ill. Admin. Code 530.1, and to meet the criteria of an integrated setting as defined in the RSA Technical Assistance Circular TAC-06-01. Employment outcomes claimed during this contract/agreement period are subject to verification by DRS. Wages paid to DHS/DRS customers shall be paid in accordance with the Fair Labor Standards Act (29 U.S.C. 201 et.seq.) and the Illinois Minimum Wage Law (820 ILCS 105).
  2. Program Specific Policies and Procedures
    Reference the appropriate program manual, as applicable. All manuals are available by contacting the Provider's DRS Project Officer.

III. Contract/Amendment Procedures

  1. Contract Procedures
    1. DRS Application Packets are sent to DRS Project Officers who in turn work with providers in completing their packet for the next fiscal year. The Contract Application Packet contains all budget and program information including scope of service, deliverables, and outcomes. The finalized, approved Contract Application Packet is the basis for the development of the Community Service Agreement.
      1. The contract between DHS/DRS and the provider consists of several parts:
        1. Community Service Agreement contains the standard contract language and Exhibits A - F used for all DHS contracts
        2. The Division of Rehabilitation Services Attachment D containing contractual requirements that are specific to DRS
        3. The Program Manual containing program service provision
        4. The Department will initiate the Community Service Agreement, notify the Provider that it is ready to be downloaded from the Community Service Agreement Tracking System (CSA) for review and signature, obtain the DHS Secretary's signature and return a copy of the executed contract to the Provider.
      2. Amendment Procedures
        1. There are two types of amendments to an executed agreement:
        2. A Formal Amendment will be initiated when:
          1. New program services are added to the original agreement
          2. Language within the existing agreement is changed
      3. A Informal Amendment will be initiated when:
        1. A program's estimated funding amount is increased or decreased and there are no changes to the contract language.
        2. A cost neutral modification is done to shift funding between the accounting lines.
        3. The Program Manual is revised due to a change in federal or state law or other reason of substance, when warranted
    2. If an amendment is not required, a modification may be deemed appropriate. Modifications do not alter any provisions of the agreement including the total funding amount. Providers may modify existing budget line item amounts per program up to 10% of the program funding total. Providers must send documentation regarding the transaction to the Project Officer for reconciliation purposes.
    3. Changes in Provider name, FEIN, address, etc., should be submitted to the Project Officer on Provider letterhead as soon as possible. The Project Officer will forward to the DRS Contract Unit who will inform Office of Contract Administration (OCA). This is done to ensure that payments are handled appropriately and are not interrupted.

IV. Deliverables/Costs/Payment

  1. Deliverables and Costs
    Details on deliverables, cost and specific budget information are contained in the DRS Contract Application Packet. The Provider agrees to execute service and budget forms provided by DRS and submit completed forms to the DRS within time frames specified. Failure to submit the required service and budget forms and obtain DRS approval may result in suspension of payments and/or loss of agreement.
  2. Payment
    1. Payment and Billing Information
      Reference the DRS individual program manuals for all payment and billing information. All manuals are available by contacting the Provider's DRS Project Officer or the DRS Contract Unit at 217/557-7764 V/TTY.
    2. Types of Payment
      1. Fix Rate - A program for which the payments are made on the basis of a rate, unit cost or allowable cost incurred and is based on a statement or bill as required by the Department. Payments made as a fee-for-service are not subject to the Illinois Grants Funds Recovery Act (30 ILCS 705/1 et. seq.).
      2. Expenditure-Driven Program - A program for which the payments are made based on an expenditure report from the provider reflecting the actual expenditures incurred. These contracts are subject to the Illinois Grants Fund Recovery Act (30 ILCS 705).
    3. Payments made to the Provider are based upon services and rates as specified in the approved Contract Application Packet. Billings, with substantial documentation, are submitted by the Provider upon completion of service. The Provider must accurately complete and submit billings in a timely manner. The Provider understands that incorrect billings or portions of billings may not be processed in the current monthly cycle and may be returned to the Provider for correction.
    4. The Provider must submit accurate reports (service or cost, as specified by the Department). Payments may be suspended if reports are not received in the proper format or timely as specified in the Program Manuals.

V. Provider Responsibilities

  1. The Provider must submit accurate reports (service or cost, as specified by the Department). Payments may be suspended if reports are not received in the proper format or timely as specified in the Program Manual.
  2. Liaison activity with DRS through Project Officer regarding operations of project
  3. Preparation and delivery of all required reports/materials and payment requests, ensuring program expenditures comply with agreement requirements
  4. Attend training sessions/meetings held for providers by DHS/DRS
  5. Cooperate with and assist designated DHS/DRS staff in monitoring, evaluating and/or auditing project

VI. Department Responsibilities

  1. Each program is assigned a Project Officer, who is a DHS/DRS staff member responsible for program specific oversight, technical assistance and monitoring of program.
  2. Program areas receive administrative, programmatic and budgetary oversight from a Program Administrator, who is a DHS/DRS Central Support staff member.
  3. DRS will inform provider agencies of any new DRS policies, procedures or guidelines.

VII. Support Services - Not Applicable

VIII. Billing Instructions

Reference the DRS individual program manuals for all payment and billing information, as applicable. All manuals are available by contacting the Provider's DRS Project Officer.

IX. Program Monitoring

  1. Monitoring consists of two elements: fiscal and program. The DRS Project Officer is responsible for assuring the program is appropriately funded and for determining, through review of reports and contact with the provider, whether the prescribed objectives are being achieved.
  2. Since monitoring requirements may vary, reference DRS individual program manuals for specific Reporting and Monitoring Requirements, when applicable. All manuals are available by contacting the Provider's DRS Project.

X. Appendix - State & Federal Authoritative Sources

STATE STATUTES

  • 20 ILCS 2405/ Disabled Persons Rehabilitation Act.
  • 20 ILCS 2407/ Disabilities Services Act of 2003.
  • 20 ILCS 2410/ Bureau for the Blind Act.
  • 20 ILCS 2421/ Blind Vendors Act.
  • 105 ILCS 5/ School Code.

FEDERAL LAWS

  • 29 USC Chapter 16 Workforce Investment Act (Vocational Rehabilitation and Other Rehabilitation Services)
  • 20 USC 107 Operation of Vending Facilities
  • 42 USC 7 Social Security Act

GENERAL DIVISION RULES

VOCATIONAL REHABILITATION PROGRAM

Federal Regulations

State Rules

HOME SERVICES PROGRAM

Federal Regulations

State Rules

DRS RESIDENTIAL SCHOOLS

Federal Regulations

State Rules

BUREAU OF DISABILITY DETERMINATION SERVICES

Federal Regulations

State Rules