Counselor and Support Staff Checklist

Application 2

Counselor 2

Forms to take to the meeting: 2

Enter into eFORCE 2

Send to support staff (Make sure all is filled out and signed) 3

Support Staff 3

Forms and completed and signed: 3

Enter into eFORCE 3

Other 3

Eligibility 4

Counselor 4

Support staff 4

IPE 5

Counselor 5

Complete case note (see appendix 2) 5

After approval 5

Support staff 5

After approval 5

IPE Review 6

Counselor 6

IPE Amendment 7

Counselor 7

After approval 7

Support staff 7

After approval 7

Authorizations 8

Counselor 8

Enter case note (see appendix 5) 8

Enter authorization into eFORCE 8

Support staff 8

Closures 9

Counselor 9

Support staff 9

Appendix 1 10

Application 10

Appendix 2 11

IPE 11

Appendix 3 12

IPE Review 12

Appendix 4 13

IPE Amendment 13

Appendix 5 14

Authorization 14

Technology 14

College training 14

All other authorizations 14

Appendix 6 15

Closure 15

Application  

Counselor 

Forms to take to the meeting:  

• VR Application release for services  

• VR Application (if not entering it on computer at the meeting) 

• SSN entered correctly

• Health assessment form  

• General release of information (minimum of 5) 

• U of I release of information  

• SSA releases

• Work history  

• Client rights and responsibilities  

• CAP 

• Voter registration  

• Eligibility aid  

 

Enter into eFORCE *As soon as possible*

• Start new case

• Application screen

• Application case note (See appendix 1)

• Work history  

• Blind journal  

 

Send to support staff (Make sure all is filled out and signed) *Within 1 week*

• Application release for services  

• Health assessment  

• ROIs  

• Voter registration  

 

Support Staff  

Forms and completed and signed: 

• Application release for services 

• ROIs 

• Health assessment  

• Voter registration  

• Eligibility aid (not required to sign)

 

Enter into eFORCE 

• ROIs  

• External assessments (IESBVI, IEPs, etc)  

Other  

• Send/Fax ROIs  

• File paperwork

Eligibility  

Counselor  

• Review medical reports 

• Complete the eligibility aid with client  

• Complete the eligibility screen 

  • List of barriers  

  • Check boxes of barriers  

  • List of services required based on barriers  

  • SD or MSD determined 

    • If MSD selected, secondary diagnosis documentation on file

  • Diagnosis(es) are documented with date of report and doctor name  

  • Analysis of psychological, educational, vocational, and social completed  

• If secondary diagnosis, there is medical documentation to support it  

• Print the eligibility certificate  

• Sign and send the eligibility certificate and eligibility aid  

 

Support staff  

• List of barriers completed 

• Barriers are check boxed  

• SD or MSD determined 

• If MSD selected, secondary diagnosis documentation on file

• List of services completed  

• Diagnosis(es) are documented with date of report and doctor name  

• Analysis of psychological, educational, vocational, and social completed  

• If secondary diagnosis, there is medical documentation to support it  

• Eligibility certificate signed  

• File eligibility certificate  

IPE 

Counselor 

• Interest/skills inventories (or some other assessment) completed  

• Labor market research complete  

• LMI form  

Complete case note (see appendix 2)

• Enter IPE into eFORCE and reassign to support staff 

After approval  

• Print IPE and sign  

• Send IPE to support staff  

Support staff 

• Review to ensure all components are entered  

• Ensure case note is complete  

• Reassign to supervisor for approval  

After approval  

• Send IPE to client with a client response form  

• File the IPE into permanent paper file  

IPE Review

Counselor 

• Enter in review date

• Enter in next review date

• Enter case note (See appendix 3)

IPE Amendment

Counselor 

• Review plan

• Enter amendment

• Enter case note (See appendix 4)

After approval  

• Print IPE amendment and sign  

• Send IPE amendment to support staff  

Support staff 

• Review to ensure all components are entered  

• Ensure case note is complete  

• Reassign to supervisor for approval  

After approval  

• Send IPE amendment to client with a client response form  

• File the IPE amendment into permanent paper file  

Authorizations 

Counselor 

Enter case note (see appendix 5)

Enter authorization into eFORCE 

• Correct authorization type  

• Appropriate service for the authorization  

• Authorized item and amount 

• Correct address and phone number for delivery  

• Complete dates the authorization is in effect  

• Reassign to support staff  

• Maintenance voucher signed (if maintenance authorization) 

Support staff  

• Correct authorization type 

• Correct service type   

• Proofread item description(s) 

• Correct case note is attached  

• Check case note for justification  

• Reassign to supervisor for approval  

• Once approved, print authorization for file  

• Send to vendor (and client if appropriate) 

Closures 

Counselor  

• Service history screen  

• Programs closed  

• Closure screen    

• Closure case note (See appendix 6)  

• Closure letter to support staff  

• Print closure amendment and sign 

• Send closure amendment  

Support staff  

• Closure letter into eFORCE  

• Closure and closure letter sent  

• Survey and survey letter sent  

 

Appendix 1

Application

Purpose: Complete the application

Assessment: 

• Statement indicating the individual is interested in going to work 

• Summary of client’s current situation: 

• What is their living situation? 
  Do they have a support system? 

• Have they worked in the past? 
  Why aren’t they working now? 

• What skills/training do they have?

• What skills/training do they need to work again? 

• Medical issues that will impact their work? 

• Any other pertinent information

Intervention by counselor: 

• Describe VR services and the rehab process

• Complete health assessment

• Complete ROIs for necessary parties 

• Review rights and responsibilities and CAP

• Start the eligibility aid (assess barriers-mobility, communication, self-care, self-direction, interpersonal skills, work skills, work tolerance)

• Explain eligibility process 

Plan: Send in ROIs for medical documentation. Meet again once eligibility is determined. 

Appendix 2

IPE

Purpose: Develop plan for employment

Assessment:

• Current knowledge, skills, abilities

• Current situation (school, working part time, wanting to change career, recent change in health, etc)

• Related experience to career goal identified

• Training requirements (travel skills, accessing public transportation, computer skills)

• Supports that may be required to be successful (transportation, job coach, etc)

• Labor Market Information (LMI)

  • Skills/abilities/education required

  • Essential functions of the job

  • Wage and hours for the area

  • If necessary, is individual willing to move for more opportunities?

Intervention:

• Completed assessments/researched LMI

• Provided guidance and counseling by jointly developing plan for employment with career goal of…

• Established services required to obtain goal

• Criteria for review were set

• Rights/responsibilities and CAP

Plan: Begin services once plan is approved. Client’s next steps (Johnny will….research education programs, send current resume, etc)

Appendix 3

IPE Review

Purpose: Review plan for employment

Assessment:

• Review of progress with criteria for review

• Review services and service dates

Intervention:

• Provide guidance and counseling

Plan: Meet again (date) to (next activity)

Appendix 4

IPE Amendment

Purpose: Amend plan for employment

Assessment:

• Current situation

• Reason for amendment

Intervention:

• Provide guidance and counseling

• Review plan

• Review rights and responsibilities and CAP

Plan: Amend plan and identify next steps

Appendix 5

Authorization

Technology  

• Summary of the client’s current situation  

• Reason/need for the authorized item  

• Comparable benefits have been explored  

• Technology recommendation and summary of quotes are in eFORCE if over $500  

• Guidance and counseling provided and checked  

• Plans for delivery and training of the authorized item  

College training 

• Summary of the client’s current situation (college name, progress, etc)  

• Statement indicating required paperwork has been received  

• Comparable benefits have been explored (grants/scholarships) 

• Guidance and counseling provided and checked  

• Plan for next meeting  

All other authorizations  

• Summary of the client’s current situation  

• Reason/need for the authorized item/service  

• Guidance and counseling  

Appendix 6

Closure

Purpose: Close case

Assessment:

• Current situation

  • If working: wages, hours, benefits, etc. Identify that it aligns with IPE

  • If not working: reason for closing case unsuccessfully

• Summary of services provided over life of case

• Education level at closure

Intervention:

• Provide guidance and counseling

• Review rights and responsibilities and CAP

Plan: Close case and send closure letter