VESID / Current Provider Information / Vocational Rehabilitation / Unified Contract Services

VESID Presents Vendor Training For the New UCS Contract Year 2009

View the Vendor Training Presentation on Your Screen (requires flash), download the PowerPoint Presentation or view the text of the presentation below. The presentation contains 68 slides.

Goals of New UCS

• Meet NYS Comptroller requirements No more off contract UCS services
• Create new services reflecting best practices
• Provide clear definitions for both old and new services
• Increase counselor and consumer options
• Give clear information
• Set consistent standards for providers
• Increase payments and improve process for payments to vendors
• Expedite vendor approval
• Reduce annual contract renewal problems

Your UCS Contract status:

• It is our intention to enter into a contract with you or your agency
• Contracts outlining the specific services you /your agency were approved to provide and the number of units VESID is contracting for should be received by vendors for signature in Mid-November
• CRUCIAL YOU SIGN AND RETURN THEM PROMPTLY

Development Process

The New UCS was:

• Built with VESID and provider input
• Represents partnership between VESID and Rehabilitation Service providers
• Was developed with an analysis of other state’s VR program regarding service models, costs and performance standards

UCS Services GuideINCLUDES:

• Definitions of each service
• Provider staff qualifications
• Required outcomes/products
• Unit of service make up (day, hour, etc).
• Standard duration of service
• Standards to measure success of service and provider effectiveness
• Rates more aligned with the actual cost of providing services

Outcomes

Counselors/Consumers will have more flexibility to:

• Select from appropriate services
• Consider new service options
• Review the performance of vendors
• Have more selections based on objective data of service/vendor

Vendors will have:

• More data regarding outcomes that are important to VESID
• Regular meetings with VESID to address progress, new strategies, issues and concerns

Service Categories:

• Intended to capture all UCS services being done on and off contract
• Unique to the employment needs of individuals with disabilities, vs. those of the general public seeking employment

UCS 2009 Contract:

• Entry
• Assessment
• Work Readiness
• Placement
• Assistive Tech and Rehab Services
• Driver Rehab Service
• Adjunct Service

Adjunct Services

New category of services : Required by some consumers as “adjuncts” to other IPE services, so consumers can become successfully employed

ADJUNCT SERVICES ARE ONLY DONE WHEN PAIRED WITH OTHER IPE SERVICES- NEVER FREE STANDING!

Duration

Time frames for each service spelled out in definitions

• Time frames based on the usual duration of VESID services and best practices for similar services
• There may be a few cases where there needs to be a different timeline with the approval of VRC

Staffing

• Attempt to set realistic standards, based on research on our own and other states’ practices
• Vendor Requirement: inform District Office when they lose specified staffing –NOT enough to just tell VRC, the vendor must give info in writing to DO
• Plan is needed for continued service delivery and timing for staff replacement
• Depending on adequacy of plan, approval to continue for specific period of time (no more than one year, maximum) may be granted

Reporting

Developing universal structure for reports, or other unique reporting criteria

Important: VENDORS MUST SUBMIT IN A TIMELY FASHION TO RECEIVE PAYMENT Deaf Service Rates: . No-Show Billing Procedure

Deaf Service Rates

• Applies to some UCS services, rate is to allow vendors who have interpreting services in house
• Only those vendors who were approved for these services can claim these rates and only for those services where units were awarded

ADDITIONAL INTERPRETER SERVICES WILL NOT BE AUTHORIZED FOR SERVICES THAT INCLUDE A DEAF SERVICE RATE

No-Show Billing Procedure

• An attempt to deal fairly with vendors, but also to be reasonable as to what and when we pay
• Under “Deliverables and Payment Process” it will say if No-Show billing applies or not. (Example: Entry Services – No Show payment is not an approved option)
• When a no-show pay option is chosen, the vendor must send a notice that the person didn’t show, within one day of the no-show to the VRC
• IMPORTANT : The no-show billing request ends the authorization. We will not routinely pay and re-authorize in a cyclic manner for any consumer Drop Out Pay /Documentation NOT intended to be the first time the VRC hears of an attendance problem

Drop Out Pay /Documentation

• NOT intended to be the first time the VRC hears of an attendance problem
• To be paid, the A/V must come with the report that is required for the service

Use of DO Space

• Vendor can’t have regular, “assigned” exclusive use of DO space
• Directive brings us into compliance with several regulations
• We can still do in-office work with a vendor on a limited basis, such as case specific consultations; but no one can have “dedicated” or “reserved” space
• This also includes the use of office equipment such as computers, printer, etc.

Framework for Performance Indicators

We have developed a system of standards and performance indicators in each service category of the new UCS

The purpose of the performance indicators are to:

• Provide consumers critical information to make choices about possible provider agencies
• Aid professional staff in choosing effective programs to meet the needs of consumers and develop effective IPEs
• Produce data to assist the DOs in managing the contracts = better consumer service and funding allocation
•  Create an effective mechanism to provide data driven feedback to the providers for continuous improvement
• DO must meet with providers regularly to confirm compliance or develop strategies for improvement

Focus of performance indicators and standards:

• Timely access to services
• Timely completion of services and receipt of reports
• Percentage of consumers placed
• Percentage of consumers closed status 26
• Hourly wages, hours of work per week and benefits

Performance Standards

• VESID is working to develop a vendor self-assessment
• Will allow identification of areas for further refinement and improvement

Implementation with Vendors

• Regular meetings with VESID
• Confirm agreement and strategies for improvement
• Information meeting agreements will be kept in contract file
• VESID will look at overall performance by vendor and regional outcomes

Moving From the Old to the New:

• No “Rollover” possible - old UCS contract will end on 12/31/ 08
• VESID will identify consumers receiving UCS services through 12/31/08 and generate a list for VRC review and case disposition
• All consumers who will continue past 1/1/09 must have a new authorization with an approved 2009 vendor

New Contract Process

• Contracts should arrive via email to address provided in the RFP
• Vendor contact person must get the contract to the person in your agency responsible for signing contracts quickly
• One copy of full contract will be sent with cover letter to the vendor
• Upon receipt of signed contract by SED, contract approval takes approximately 6-8 weeks
• VESID will notify vendors of final approval
• Copy of complete contract will be returned to each vendor at later date from SED Contract Administration Unit
• Contract will be effective January 1, 2009 – December 31, 2013

Reporting, Claiming & Reimbursement

• Program reporting requirements specific to each service must be met
• Prepare monthly reporting of units delivered to each VESID consumer via VR 370 monthly service report
• VESID will set up meetings for all vendors after today to further discuss implementation
• Group services will be claimed and paid by separate standard voucher which are submitted to the District Office

Questions

Entry

• Level I Orientation (Group)
• Level II (118X) Vendor gathers existing materials / provides paperwork to VESID
• Level III (117X) Vendor initiates needed medicals/diagnostics for eligibility

HIGHLIGHTS

We will now pay if packet is complete but person isn’t eligible.

• Level I – Orientation group, set up by DO, NOT authorized by VRC
• Level II - 118x
• vendor gathers existing materials, provides paperwork as specified by office
• Level III – vendor is able to obtain NEW medicals/diagnostic for eligibility (may be paid for by insurance, Medicaid, etc.)

NOTE: 45 day performance standard on Levels II and III

Assessment Services

• Assessment Services
  • Level I
    • DVE (110X)
    • CBA (111X)
  • Level II
    • CBWA (112X0
  • Level III
    • Standardized Testing (100X)
    • Specialized Evaluation (109X)

HIGHLIGHTS

• Level I
  • DVE (110X) usually done in facility/group setting
  • CBA (111X) Community based worksites under direct facility supervision
• Level II
  • CBWA (112X) Customized to consumer needs, including employer-based work site
• Level III
  • Standardized Testing (100X) individual basis to recognize assessment instruments
  • Special Evaluation (109X) one-on-one, designed to meet specific assessment needs - VRC directed

Work Readiness Services Former PAT/WAT

• Work Readiness Services Former PAT/WAT
  • Level I
    • Work Readiness Services I (620X) Soft Skills
    • Work Experience Development (559X)
  • Level II
    • Work Readiness Services II (625X) Soft skills Entry level training
  • Level III
    • Work Readiness Services III (630X) Soft skills, entry level training at least 1/3 done in employers setting
    • Job retention payment (932X) Only if consumer stays in placement for 90-days

HIGHLIGHTS

• Replaces and expands options for WAT and (some aspects of PAT)
• 3 levels of Work Readiness, AND new service, Work Experience Development

NOTE:

WE CAN USE A COMBINATION OF LEVELS 1, 2, 3 – BUT MUST BE PRO-RATED FOR EACH SEGMENT TIME FRAME MUST BE ADJUSTED TO REFLECT TIME AND SKILL DEVELOPMENTAL ALREADY SPENT IN EARLIER SERVICE

Level I Work Readiness Service I 620X-

• Most basic of the Work Readiness services
• Focused entirely on soft skills, vs. any employment specific training
• Duration is a 5 hour day, up to 20 days May be done in ½ days to fit consumer need

Work Experience Development- 559X

• Gives us a way to pay for setting up a paid work experience with an actual employer (ex. Internship)
• Pilot in most DOs
• We may ALSO use a WTO or OJT with the employer if the situation fits the definitions

Level II Work Readiness Service II 625X

• Includes all the soft skills acquisition in the Level I WR service
• Also entry level training for skills in a specific job area(s)
• Done in a facility-based job site 

Level III Work Readiness Services III- 630X –

• Like WR I , II, includes soft skills training
• Includes training for a specific career, appropriate for entry level employment
• Requires at least one third of the service be done in an employer’s setting

Job retention payment- 932X

• SUBSET of the Level III WR service, pays vendor if consumer stays in the placement for 90 days
• Not hourly, requires vendor to provide all needed supports so the consumer achieves the 90 day outcome
• THIS CATEGORY CAN ONLY BE USED WITH WR III, NOT A STAND ALONE SERVICE! (also a code in Placement)

Job Placement

• Job Placement
• Level I
  • Coaching Supports (959X)
• Level II
  • Tier I -Direct Placement Intake (assessment) (921X)
  • Tier II Job Seeking/Job Development (929X)
  • Tier III Job Placement Services (Day 1) (931X)
  • Tier IV Job Retention Services (day-90) (932X)

HIGHLIGHTS Level I - NEW Coaching Supports - 959X

• One-on-one placement support services, job save/job adjustment. Can include resume writing, interview practice, etc.
• Short-term hourly basis, with VRC or local office protocol determining appropriate number of hours

HIGHLIGHTS Level II- Former “Outcome-Based Placement” with an additional intake component added Tier I -Direct Placement Intake- 921X

• lso be used to pre-screen for placement potential in a specific goal area

HIGHLIGHTS Tier II- Job Seeking/ Job Development Services 929 X

• Has all needed job seeking services ( ex. resume development, interview practice, job application completion) AND placement activities.
• Minimum time per month - 5 hours.
• Maximum duration -9 month period.
• Flat fee, payable when job development plan and voucher submitted.
• VRCs may want monthly check ins during this period.

HIGHLIGHTS Job Placement Services-Tier III 931X

• Placement of a consumer in an IPE appropriate job – Day 1
• Has all needed job seeking services (ex. Job application completion, interview practice, resume development) AND placement work

HIGHLIGHTS Job Retention Services- Tier IV - 932x

• Provides support to consumer and employer during the first 90 days of placement – Paid 90 Days, with employment report

Assistive Tech & Rehab Tech Services

• Assistive Tech & Rehab Tech Services
  • Assistive Tech/ Rehab Tech Evaluation (165X)
  • Assistive Tech/Rehab Tech Training (167X)

Core Services – Assistive Tech and Rehab Tech Services Assistive Tech / Rehab Tech Evaluation 165X

• Determines need for Assistive Technology
• Can address appropriate type(s) of equipment needs
• Includes recommendations and specifications
• Duration is 20 hours, with additional hours authorized if needed
• Does not include vehicle related services

Assistive Tech/Rehab Tech Training -167X

• Training to bring consumer to full competency on device/service, usually resulting from evaluation
• Duration is 20 hours, with additional hour authorized if needed

Driver Rehabilitation Services

• Driver Rehabilitation Services
  • Level I
    • Vendor travel for driver or vehicle eval. or training (142X)
  • Level II
    • Adaptive driver eval – low tech – car or van (133X)
    • Adaptive driver eval – high tech- car or van (134X)
  • Level III
    • Adaptive driver training – low tech – car or van (880X)
    • Adaptive driver training - high tech – car or van (881X)

Driver Rehabilitation Services

Adaptive Driver Training- Focus is on overcoming disability specific driving barriers

Level I Vendor Travel for Driver/Vehicle Eval. or Training Implementation - 142x

• Must be paired with Level II or III Driver’s service
• Travel distance is documented (Mapquest) as more than 20 miles each way
• Paid per hour, standard maximum of 10 hours

Level II- Adaptive Driver evaluation of the ability to drive, type of vehicle needed, required modifications etc. Adaptive Driver Eval-Low Tech- Car or Van – 133X and High Tech 134X

• For consideration of specific list of equipment included in definitions, or similar items (talk with Jurgen if ?s)
• Paid per hour, standard is up to 10 hours

Level III- Adaptive Driver Training

Intended to ensure safe operation of the vehicle and ability to gain/retain driver’s license. Also divided into high and low tech Adaptive Driver Training-Low Tech- Car or Van - 880x

Adaptive Driver Training-High Tech- Car or Van - 881x

• Paid per hour, standard authorization up to 20 hours

Adjunct Services

• Adjunct Services Always with other IPE Services
  • Benefits Advisement
    • Level I Group info session (MUST have at least 1 Person not yet in 02)
    • Level II Short term Benefits help
    • Level III Help for large problem (ex. hearings)
  • Coaching Supports NOT job placement related
  • Mobility Training
  • Transportation
    • Transportation I Transporter not a vendor (mainly NYC area)
    • Transportation II Round trip rides for consumer to UCS service

Adjunct Services

ALWAYS DONE WITH OTHER IPE SERVICES

NEVER FREE STANDING SERVICE 

Benefits Advisement I, II, III

•  Level I - Set up like the group info session for Orientation
  • VRC WILL NOT BE AUTHORIZING THIS SERVICE INDIVIDUALLY; WILL BE ARRANGED BY DO – (Paid by DO as “service to groups” not by A/V)
• Level II – short-term help with problem resolution, may be by phone
• Level III -for situations where consumer needs assistance with substantial problem (ex. resolution of re-payments, SSI hearings, etc.)
  • MAY follow Level II, if situation requires, and VRC approves

Coaching Supports- NOT Job Placement Related –We will be piloting on a limited basis, this contract year 

• Key feature - a LIMITED DURATION intervention; coaching would NOT be for full time of other service, but for transition points and brief supports
• Enables the avoidance of inappropriate use of Supported Employment. DO may require approval of the SVRC

Mobility training

Safe travel skills to specific VESID related destinations for training or work (NOTE- this is already included as part of SE services)

Transportation (NOT including special transportation)

• Transportation 1 – mainly used in NYC area, intended for situations where vendor provides passes or tokens directly to the consumer
• Transportation 2 – round trip transportation provided by the vendor for participation in vendor-based UCS services

Follow Up Steps:

• Each office will develop its own plan for addressing additional training and implementation needs
• Internal method for display of who has what services (Vdrive?)
• Vendor opportunities to discuss their new service offerings with staff Questions?

Questions