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Vocational Rehabilitation Services New Client - Application Checklist |
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Required Paperwork�������������������������������������������������������
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CHECKLIST |
Consideration |
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Client�s
contact information and preferred media format |
Make
sure to have CAP and Application Release for Services, Rights and
Responsibilities in appropriate format. |
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Application
Form, Copy of eFORCE application |
Is
it complete, accurate, and includes social security number? |
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Copy
of intake case note |
For
verification of information and purpose of application |
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Application
Release for Services, 2 copies |
Client
and counselor sign this, Client keeps one for records. |
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Health
Assessment form |
Client
and counselor sign this. |
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Release
of Information (minimum of 5) Client
must sign both sides of the form to ensure all information is returned. |
Medical
provider (vision and others), educators, institutions, waiver providers, etc. |
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Work
History Form |
Review
information with client, does client have a resume to share? |
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Client
Rights and Responsibilities |
Review
and leave with client |
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CAP
brochure |
Review
and leave with client |
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Voter
Registration (Motor Voter Law) |
Client
must sign regardless of response |
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Social
Security Documents |
If
client is a beneficiary based on blindness and does not have documentation. |
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Eligibility
Aid |
Use
to begin moving toward eligibility/plan development |
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Vocational Rehabilitation Services New Client - Application Checklist |
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Conversations
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CHECKLIST |
Considerations: |
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Expectation
of Services |
What
does client hope to get out of services, reason for applying, what services
did client feel were needed (client may not know this). |
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Medical,
psychological and disability related needs |
Eligibility
aid and health assessment form should lead into this. |
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Employment
needs |
What
is client�s expectation for employment, what has client done in the past,
what is the goal, hours per week, type of job, need for benefits, location,
etc. |
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Educational
background |
What
has client done in the past, types of education, needs in regard to
education, plan for additional education |
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Social/Recreational |
What
type of supports does client currently have, what type of supports does
client need, areas outside of work that are important to client (client may
not work on Wednesday due to religion, family or other commitments, etc.) |
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Connecting
Activities |
Connect client to appropriate resources. |
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Plan
for moving forward |
Discuss homework and next steps. |
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Vocational Rehabilitation Services New Client - Application Checklist |
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Case Review Elements |
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Checklist |
Considerations: |
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Contact
Client within 14 days of status 02 date. |
Ensures
early engagement. Ask for support staff assistance if needed. |
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Complete
application process within 30 days of 02 date. This is an in-person
interview. |
Ensures
early engagement. |
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Case
notes show that the client wants to pursue competitive integrated employment. |
If
no � process is done; if yes, move forward. � |
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Case
notes show that client is / is not a recipient of SSI / SSDI benefits based
on blindness / vision loss. |
If
yes � client is presumed eligible � complete eligibility. If
no � collect releases to gather medical documentation providers. |
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Case
notes show education information: Date (MM/DD/YY) of graduation / earn
highest level of education, and institution name. |
Needed
for reporting on quarterly reports. |
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Case
notes document purpose, assessment, interventions and plan for moving case
forward and applicant assignments. |
Follow Application Guidelines |
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Enter
individual into the Iowa Blind Journal. |
If documentation is gathered. This is a state
requirement. |
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All
paperwork on checklist is completed, signed by client, guardian as
appropriate, and counselor as appropriate. Give to support staff within 1
week of intake / application meeting. |
It is important that support staff have all
documentation so that they can check for errors, build the paper case file,
and address documentation needs � i.e. turn in the Voter Registration form,
send out releases of information. Eligibility aid�
-� documents that a
comprehensive assessment was completed, assists in eligibility determination.
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Vocational Rehabilitation Services Early Engagement Tip Sheet |
Strategies for Success:
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Set up meeting with client ASAP and follow-up on any missed appointments.
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Set-up and run a short productive meeting: Set-up, Share Information, Close
Out.
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Begin building trust and respect � be on time, follow through and follow-up,
have alternate formats for materials being provided, connect clients to
resources.
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Explain the role of the IDB Vocational Rehabilitation Program.
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Explain the role of the VR Counselor, Client and guardian if appropriate.
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Listen to clients about what they want, when they want it by and
why they want it � everyone has a
motivation for contacting us, find out what it is early.
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Meet people where they are - Be careful not to tell them what you believe they
need early in the relationship.
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Use experiences instead of assessments when you can � listen to your client.
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Write the IPE - Include Assessments (if necessary).
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If an assessment is necessary, explain the experience, the purpose, what other
information will be used, how the assessment will move them forward and ALWAYS
provide feedback.
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Include their ideas in the IPE and explore the possibilities -Failure is also
learning and Success may surprise you!
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Address provider wait times honestly - Make appointments at the time of
referral to a provider.
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Get clients to an interview of any kind.
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Debrief with every step.
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Ask clients to identify their personal resources for job information, friends
and family included.
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Close out all interactions with an active �To Do� plan for the client.
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Reduce the wait time for EVERYTHING! The longer a client waits, the less likely
they are to engage and reach successful employment.
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Vocational Rehabilitation Services Case Note Documentation Guidelines |
Purpose:
- A statement that VR services were explained to
the individual.
Assessment:
- Individual�s apparent or self� reported level
of independent functioning (eligibility aid will guide this, in addition
to conversation topics above).
- Individual�s apparent or self� reported
limitations imposed by the visual disability (eligibility aid and
conversation topics above will guide this).
- Individual�s family situation (is family
supportive, where is the client living, who is currently assisting
individual if anyone?).
- VR counselor’s observations as to apparent
rehabilitation potential (what did you notice? What did you observe while
with the individual?).
Intervention:
- Statement indicating any services that were
provided � information and referral to another entity, review rights and
responsibilities, assisted in completing application process, etc.
- A statement that the individual has been
informed of his/her civil rights, rights to confidentiality of personal
information, rights to administrative review and fair hearing, right to
pursue mediation with respect to determinations made by the VR counselor
that affect the provision of vocational rehabilitation services, the names
and addresses of individuals with whom requests for mediation or due
process hearings may be filed, and rights to the Iowa Client Assistance
Program (ICAP).
Plan:
- Identify additional
assessments/reports that may be needed in order to make an eligibility
decision, and what is being done to obtain these assessments/reports.
- Authorizations
completed if providing assistance to fund an eye exam if there are no
others available.