Introduction
Authorizations are issued to purchase a good or service for a client working toward an employment or independent living goal. The good or service must be needed in order to assist the client reach his or her goal, as such all authorizations must be tied to a valid service listed on the client’s IPE or IL plan. The counselor, teacher, or Orientation Center staff person must be able to both justify the need for the authorization in a case note and tie the authorization to a planned service.
Creating a New Authorization
Creating and issuing an authorization involves the following:
1. Determine Need
Counselor / Teacher / OC staff researches and identifies the item or service
required. Staff work to ensure the procurement is a need, not a want.
Staff determines the cost information by consulting other staff or by directing
the client
to research cost.
2. Review Client’s Individualized Plan for Employment
The staff person creating the authorization must review the client’s IPE to ensure that the appropriate services and valid dates are listed in the Planned Services section. If the appropriate services and valid dates are not included on the plan, a new plan or plan amendment to add them must be completed before the authorization can be created.
3. Prepare Case Note and Authorization Data for eFORCE Entry
A case note indicating the need for the authorization must be entered into eFORCE before the authorization can be created.
Step 1
Complete the authorization case note. The case note should include:
- Brief justification for the goods / services authorized.
- Item and IPE Service. (Remember, the service must be listed on the plan and have current, valid dates.)
Step 2
Prepare the authorization case note and data for entry into eFORCE. You may provide that information by:
- Dictating or e-mailing all information required for the authorization and the case note for support staff to enter into eFORCE. The dictation or e-mail should include:
- Guidelines…..
- When necessary, direct support staff to complete other special instructions.
- When necessary, indicate you have provided them with an IPE Amendment or new IPE Plan dictation.
OR
- Entering the case note and authorization information into eFORCE yourself. For instructions on entering authorizations, choose the Enter Authorizations Data into eFORCE link.
Step 3
Prepare the Log Sheet for support staff. Include the following information on the log sheet:
Date Contd: Enter the date you prepared the authorization information.
Client: Enter client’s first and last name.
Entry: Enter “Authorization” in the Entry column.If you have entered the authorization data into eFORCE, note this on the log sheet
Support staff will enter information into the the Date Recd, Date Typd, and Date Rev fields.
Step 4
Submit the Log Sheet and dictation, if applicable, to support staff.
Case Note and Authorization Dictation Guidelines.
4. Enter Authorizations Data into eFORCE
A case note indicating the need for the authorization must be entered into eFORCE before the authorization can be created.
a. Enter the Authorization Case Note.
One authorization per vendor and one authorization per client. (Do not write one authorization for multiple clients.)
Step 1
Open the client’s record in eFORCE.
Step 2
Choose the New Case Note link.
A blank Case Note page opens.
Step 3
Enter the date the case note was created in the Date field.
Note: Use MM\DD\YYYY format.
Step 4
Choose the author’s username in the Author field.
Note: In most instance, the case manager is the author. However, Orientation Center staff and IL teachers can write authorizations for clients on a VR counselor’s caseload.
Step 5
Check the Client Contacted check box, if contact is indicated.
Note: For IL cases, choose the appropriate option in the IL Code field.
Step 6
Enter a descriptive title in the Subject field.
Examples:
Spring 08 College Tuition Authorization
Eye Exam Authorization
Step 7
Check the appropriate Services check boxes. You may check more than one if multiple services are indicated.
Important! Only the current IPE services will be listed. (If the service is not listed, it is either not on the IPE or the begin - end dates for the service are not current; that is, either the begin date is in the future or the end date is in the past.)
Refer to the VR Services Guidelines for more information.
Step 8
Check the Training Provided check boxes, as appropriate.
Step 9
In the Case Note text field, enter the Case Note narrative.
Step 10
Choose the Spell Check button.
The text from the Case Note text field will be copied into Microsoft Word.
If spelling errors are found, the Spelling dialog box will prompt you to choose a correction or ignore the word.
If no errors are found, a dialog box will indicate that “Spellchecking has been completed.” Choose the OK button to return to the Case Note page.
Step 11
Choose the Submit button.
If you have not entered information into required fields, a dialog box will indicate which fields need data. (A red asterisk will appear next to the field on the page.) Complete the fields as required. Then, choose the Submit button again.
If you have entered information correctly, the Case Note List page opens.
Next Steps
Once you have entered the case note for the authorization, the next step in the authorization process is to create the authorization in eFORCE.
b. Create Authorization
Complete the following steps to create an authorization in eFORCE.
Step 1
With the client’s record open in eFORCE, choose the VR Case Info link in the Navigation bar.
Step 2
Choose the Authorizations link in the Navigation bar.
The Case Authorizations List page opens.
Step 3
Choose the Add Authorization button.
The New Authorization page opens.
Step 4
Choose the appropriate template for this authorization in the Select Template field.
Tip: Choose the Template Guidelines for information on how to choose the correct template for this authorization.
Step 5
Verify the correct case note is selected in the Case Note Justification field. If not, select the correct case note for this authorization
Note: By default, the most recent case note entered is listed in the Case Note Justification field. Be sure that you select the correct case note for this authorization.
Step 6
Choose the authorization author’s username in the Authorized By field. (This will usually be the counselor or teacher assigned to the case; however, an IL teacher or an Orientation Center staff person may authorize for clients on the VR caseload.)
Step 7
Choose the Next button.
The Client Authorization page opens.
Tip: To view the standard text for this template, choose the plus sign link under the “Template Text” heading. Or, choose the Print Preview button.
Reminder: The fields that appear on the Client Authorization screen depend on the type of template selected.
Step 8
Review the Current Status and Assigned To fields at the top of the screen.
The Current Status should indicate “In Progress” and your name should appear in the Assigned To field.
The person’s name listed in the Assigned To field is currently responsible for the authorization.
Step 9
Enter custom text or special instructions for this authorization.
Step 10
Enter the effectives dates in the “effect from” and “through” fields.
Note: The “not to exceed” amount will be listed once you have added items and selected the Submit button.
Step 11
To add an item or service to this authorization, choose the Add Item button.
The Create New Authorization Item window opens.
Step 12
Complete these fields:
Service Type: Only those services selected on the authorization case note will be listed in this field. If the service for which you want to create an authorization is not listed, verify that the service was checked on the authorization case note. Reassign the authorization to the authorizer with a comment indicating the service is not listed and/or has invalid dates. You will be able to return to complete the authorization once the IPE has been amended to include the service.
Important Note! If you creating an authorization for a client in status 02 - 10, only the “Assessment” service will be listed because an IPE has not yet been developed for these clients.
Item: List the good or service for which you are authorizing. Be descriptive, yet succinct. [more here… Also, is there a character limit here? What is it?]
Cost Per Item: List the amount for the item. Use ####.## format. Do not enter a dollar sign or a comma to delineate thousands.
Quantity: Enter to number of items you are authorizing. (The default is 1.)
Choose the Submit button.
Step 13
Repeat steps 11 & 12 until all items for this authorization have been added.
Step 14
If this authorization is for a vendor, select the appropriate vendor in the Vendor Name field. Otherwise, proceed to step 15.
Step 15
If this authorization requires shipping information, enter the appropriate address in the Ship To field. Otherwise, proceed to step 15.
Step 16
Check the Request Approval check box.
Tip: If you want to preview the authorization letter before submitting for approval, choose the Submit button without checking the Request Approval check box. Then, choose the Print button. A page will appear showing a print preview of the letter or purchase order. Choose the Back button when finished.
Step 17
Choose the Spell Check button. Then, choose the Submit button to check for approval.
Step 18
Go to the top of the screen to review the Assigned To and Comment field. Then,
-
If approval is required, Bonnie’s name appears in the Assigned To field and the text “Approval Requested” appears in the Comment field. No further action is required until Bonnie reviews and approves authorization.
-
If approval is not required, support staff person’s name appears in the Assigned To field and the text “Approved” appears in the Comment field. Go to Print Authorization Letter / Purchase Order.
Next Steps
Once the authorization has been approved, either automatically or by Bonnie, the next step is to print the letter or purchase order.
Print Authorization Letter / Purchase Order
The following details the steps to print the letter or purchase order.
Step 1
Open the authorization to be printed.
Step 2
Choose the Print Preview button at the top of the screen.
A report window opens.
Step 3
Print the letter or purchase order by choosing the Print icon on the toolbar. (Refer to the “Additional Paper Copies” guidelines below to determine whether a copy should be sent to the client.)
Note: Do not use the Print command on the File menu or the Ctrl-P keystroke to open the Print dialog box to print, unless you need to change printer settings.
Step 4
When printing is complete, close the report window by pressing Ctrl-W.
Step 5
At the bottom of the the Client Authorization screen, complete the Delivery Status fields: Delivery Method, Date Sent, and Sent By.
Step 6
Check the Reassign To check box. Then, select Cara in the Reassign To combo box.
Step 7
Print envelope and mail to address indicated.
Step 8
Place a copy for paper file in Rehab filing basket.
Exceptions:
PDF or other alternate formats
Purchase Orders for Accessibility.Net are to be sent electronically as a PDF document. All support staff may convert to PDF and e-mail to Accessibility.net. Follow these instructions:
- Choose the Print Preview button at the top of the Client Authorization screen.
The report window will open.- In the Select a Format drop-down box, choose the Acrobat (PDF) File option.
- Choose the Export link.
A dialog box prompts you to save or open the file.- Save the file to a folder. Assign a descriptive name to the file; use this format: [Client Last Name, Client First Name - date]. Example: Smith, John 10-2-07
- Create a new e-mail message.
- Attached the saved authorization PDF file to the message and send.
Aids & Devices
Printing is not necessary for authorizations where Aids & Devices is listed as the vendor. Simply check the Reassign To check box on the Client Authorization screen. Then, select Cara in the Reassign To combo box. (Important Note: All IL cases will automatically be reassigned to Becky, including Aids & Devices orders. Do not change this assignment.)
Additional Paper Copies
Client Paper File
A copy of all authorization letters and purchase orders should be placed in the client’s paper file. Simply copy the printed letter or purchase order and place in Rehab Filing basket.
Client Copy
The client only needs a copy of these types of authorization letters and purchase orders:
- Tuition & Fees
- Books & Supplies
- Clothing
- Technology Purchase Orders
- CCTV Purchase Orders
Print a large print and/or Braille version of the document and mail to the client.