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441.00P Vehicle Modifications, Adaptive and Automotive Equipment Procedure

(Rev. January 2006)

See corresponding policy: 441.00 Vehicle Modifications, Adaptive and Automotive Equipment Policy
See corresponding related memo: FIS 07-01

Procedure for Consumer
Note: Vocational Rehabilitation procedures provide internal guidance for VESID staff only and create no procedural or substantive rights for any individual or group.

 

Table of Contents

Description/Definitions

Vehicle modifications, adaptive equipment, and automotive equipment for vehicles may be provided for an eligible individual with disabilities who owns or has the use of an appropriate vehicle. The vehicle must have a current NYS inspection sticker, must be structurally sound, and not known to be in need of repairs. The individual must require these services to drive, or to ride as a passenger to meet his or her employment outcome. The vehicle under consideration must be able to receive the modifications and equipment necessary for the individual's specific transportation needs.

If the individual is to be the driver, it is expected that he/she will have a current, valid driver’s license that incorporates any restrictions secondary to the disability(ies).Modifications and equipment are any items or product systems, whether acquired commercially or off the shelf, modified or customized, that are used to increase, maintain, or improve an individual's functional capacity to drive or be a passenger. Examples are as follows:

High Tech modifications would include, but not be limited to: those requiring driving from a wheelchair, high level driving systems, including remote steering packages. This category also includes lowered floor conversions, foot steering, low-effort conversions, horizontal steering; braking and throttle servo controls.

Low Tech modifications are those requiring driver transfer into the driver’s seat or dependent transport. This includes, but is not limited to: raised tops and/or doors, mechanical hand controls and steering devices, six way power transfer seats, car top carriers, wheelchair lifters/loaders.

Automotive Equipment: including, but not limited to, automatic transmission, power steering, power brakes, air conditioning, and power windows and locks.

VESID will not buy cell phones or pay for any costs related to them as part of any vehicle modification.

A Base Model vehicle is one that is the least expensive model capable of accepting the modifications and adaptive equipment required for the individual's transportation needs. Packages are to be considered when looking at cost effectiveness. VESID will not pay for equipment that is standard on the base model nor pay for any options retroactively.

Implications and Considerations Prior to Assessment for Vehicle Modification

When the issue of possible vehicle modification services is raised, the counselor should stress the importance and availability of a driver evaluation prior to the purchase of a new vehicle. The information available from the evaluation will assist the individual in the selection of the most appropriate vehicle. The counselor is to ensure the individual understands that not all vehicles are capable of receiving some of the specific modifications needed. The results of the assessment will include a Vehicle Modifications and Equipment Recommendations Form, for the individual and VESID, outlining the factory-installed equipment required for the individual. The report will specify both the standard and optional equipment required on the vehicle.

Economic Need - Consideration of economic need is required for all vehicle modifications. Assessment services and inspections do not require the establishment of economic need.

Comparable Benefits - Must be explored prior to provision of vehicle modifications, e.g., Veterans Administration, Worker's Compensation, Medicaid Waiver Programs, and applied whenever possible.

Individual Responsibilities - The VESID counselor and the individual need to discuss the individual's responsibility in paying for the costs of operating a vehicle, including insurance and the maintenance and repair of the vehicle and adaptive equipment now and in the future. The counselor should review the option of the PASS plan, IRWE, or setting aside earnings with the individual for maintenance, operation, and future vehicle purchases.

Rebates - Most major auto manufacturers have a rebate program that reimburses a portion of mobility equipment cost after it is installed on a new vehicle. It will be the responsibility of the consumer to return any such rebates to VESID to offset the costs of the equipment.

Wheelchair Needs - The individual's future wheelchair needs are to be considered before providing any vehicle modifications since a change in a wheelchair may invalidate the recommendations and measurements for equipment.

Justification - The record of services needs to reflect the need for vehicle modifications, adaptive equipment, and automotive equipment for the individual to achieve the employment goal, and that public transportation is not consistently available, accessible or reliable for training/employment. The provision of vehicle modifications will preclude the need for on-going special transportation.

Service Providers

Driver Rehabilitation Specialists (DRS)

Recommendations for vehicle modifications may be made by a VESID approved Driver Rehabilitation Specialist or an approved vendor who offers training on the adaptive driving equipment that the individual needs. The responsibility for writing the final vehicle modifications and equipment recommendations report rests with the Driver Rehabilitation Specialist who evaluated, and where appropriate, trained the consumer.

Vehicle Modification Vendors

VESID will use vendors approved under the Quality Assurance Program (QAP) of the National Mobility Equipment Dealers Association (NMEDA).

Driver Rehabilitation Consultant/Inspector

The contracted services of the Statewide Consultant, ReTech, are required in all instances where VESID is providing vehicle modification services. VESID staff may involve ReTech prior to, or concurrently with, a referral to a Driver Rehabilitation Specialist. ReTech will perform all vehicle inspections. ReTech may perform the performance assessment component in those cases where it can be assumed that the consumer has been thoroughly trained in the use of the modified equipment. ReTech may waive the on site inspection in those cases where the modifications do not alter the primary driving controls (steering or gas and brake) and the consumer is satisfied they are working properly and can be used safely and effectively.

ReTech Associates Inc.
Jurgen Babirad
PO Box 540
Kinderhook,NY 12106
Phone: (800)987-2753
Fax: (518)758-8505
Email: jbabiral@nycap.rr.com

Approved Consultant Services

  1. Reviews the recommendations of Driver Rehabilitation Specialists (selected by VESID) to evaluate the driving and accessibility needs of its consumers.
  2. Assures that recommended equipment and related vehicle modifications are necessary and appropriate for the consumer to drive safely.
  3. For "high tech" reviews, inspects the completed vehicle modifications prior to use by the consumer, to assure that the required equipment and modifications are completely, appropriately and safely installed. May perform a similar service on "low tech" reviews if indicated. For a consumer who is driving, ReTech assures that a performance assessment is completed before the vehicle is released.

ReTech will also provide direct assistance to VESID staff, Driver Rehabilitation Specialists, and contracted vehicle modifiers in the following areas:

  1. Consultation with VESID staff to assure that consumers requiring Driver Rehabilitation Services, and particularly vehicle modifications, are receiving appropriate services.
  2. Consultation with Driver Rehabilitation Specialists and vehicle modification providers to assure that VESID requirements are met and applicable standards, as applied by VESID, are followed.
  3. Consultation with consumers and providers to insure all parties are aware of current technology status and changes as they apply to the safe operation of vehicles by disabled individuals or for their transport in vehicles. In this capacity, ReTech can assure that only appropriate vehicles, equipment and modifications to factory- installed equipment are used.

Referral and Assessment

Referral

When referring an individual to a Driver Rehabilitation Specialist and/or ReTech for vehicle needs assessment, the VESID staff needs to include, in the referral package, medical and when necessary, psychological information that accurately describes the individual's current functional limitations. If an individual has a progressive disability and/or there has been a change in functional limitations, medical reports should reflect the individual's current functional level. For any vehicle being modified or for adaptive equipment or automotive equipment to be installed, the vehicle's owner must sign a Vehicle Availability Agreement (VES-730) agreeing to the modification and indicating that the vehicle will be available to the individual to achieve his/her employment goal. This must be completed prior to the assessment being done.

Assessment

  1. It is expected that the VESID staff will notify ReTech in any case where it appears that vehicle modification may be a needed service. This may be done by e-mail or fax and will include the referral information as mentioned above. If assessments/recommendations have already been completed by a Driver Rehabilitation Specialist, these must be included in the referral. Should ReTech require further information/documentation in these cases, they will contact the Driver Rehabilitation Specialist directly. If the referral to ReTech is for the initial determination of the individual's needs, then information regarding the current functional limitations must be included as mentioned above. It is expected that upon completion of ReTech's assessment, a referral to an appropriate Driver Rehabilitation Specialist can be generated by VESID staff, as recommended by ReTech.
  2. In the case of high-tech modification(in most cases, these will be proposed van modifications), ReTech will arrange a face- to- face interview with each consumer to begin the advisement role. This is regardless of previous/concurrent assessment by a Driver Rehabilitation Specialist. In the case of many low-tech evaluations, it may be sufficient for ReTech to conduct a phone interview with the consumer. In either case, ReTech will generate a written report for VESID that will identify key steps needed for the consumer to proceed. If ReTech has been asked to review the recommendations of Driver Rehabilitation Specialists, a written report will also be provided by ReTech to VESID. This report will document agreement with these recommendations or recommend alternate solutions.
  3. Any assessment recommendations for vehicle modifications, adaptive equipment, and automotive equipment must be functionally the same as that on which the individual has been trained and demonstrated skill.
  4. The assessment needs to state that the specific vehicle (new or used) is capable of accepting the specific modifications needed by the individual.
  5. The equipment, per the manufacturer, is appropriate for the make and model vehicle the individual has. Many of the high tech driving equipment products are not made for older vehicles and the manufacturer will not guarantee performance.
  6. Any recommendations for joystick driving systems must be reviewed by Central Office before authorization.
  7. Vehicles 5 years old or more or those with above 50,000 miles must undergo a complete mechanical inspection by an approved NYS DMV mechanic. VESID must be provided with supporting documentation stating that no repairs are needed or that all identified repairs have been made. Special attention should also be paid to the frame and body integrity of the vehicle as well, to insure that it appears cost-effective to proceed with further assessment/modification.
  8. For used vehicles with existing adaptive equipment there needs to be an assessment to determine if the equipment installed meets the individual's needs and to identify what, if any, additional vehicle modifications are required. This is to be done prior to any purchase.

At the completion of the assessment, VESID will have Vehicle Modifications and Equipment Recommendations for the individual's record of services. This report is to address the specific vehicle the individual will be using and is to be reviewed with the individual. VESID staff will insure that all reports are reviewed by staff at ReTech. As discussed above, ReTech staff may find the recommendations adequate, or may require further documentation from the evaluator directly. It is valid only for one year from the date of the assessment, or six months in the case of individuals with progressive disabilities. The individual may not make changes without prior approval by the Driver Rehabilitation Specialist, ReTech and VESID.

Only after completion of the above, would it be appropriate for VESID to proceed with implementation of the adaptation/modification services.

Authorizing and Obtaining Equipment and Modifications

Automotive Equipment Options

The equipment required may be obtained at the time of purchase or added after.

VESID may fund automotive equipment offered by the manufacturer as an option on the base model of a specific vehicle only if the recommendations are part of the Vehicle Modifications and Equipment Recommendation Report. VESID will not pay for equipment that is standard on the base model nor pay for any options retroactively.

The individual needs to provide VESID information from the automotive dealer regarding what is standard on the base vehicle and the cost of the optional equipment required. Some equipment may only be available, or may be more cost-effective, as part of a package. VESID must consider this and determine which is most cost effective.

Example 1: Mr. J. has completed a Driver Evaluation. The Vehicle Modifications and Equipment Recommendation Report indicates the individual requires a car with power steering, power brakes, automatic transmission and power windows. He is purchasing a car that has all the required equipment as standard equipment (base model) except power windows, which is only available as an option. Since power windows is a recommendation on the Vehicle Modifications and Equipment Recommendation Report, VESID will pay for the power windows.

Example 2: Ms. S. is eligible for van modifications from VESID. The completed Vehicle Modification and Equipment Recommendation Report indicates that she requires power steering, anti-lock brakes, automatic transmission, tilt steering wheel, power windows, power locks, power mirrors, cruise control, and air conditioning. There is a model van available, which will accept the modifications and equipment necessary by Ms. S., but has none of the requirements listed in the report. There is also a model van with a package that includes all the features as standard equipment plus a moon roof and a roof rack. In this case if the difference between the base model and model with the package is equal to or less expensive than adding all the necessary equipment VESID will pay for the package because it is cost-effective.

For individuals who come to VESID with a used vehicle and request to have adaptive equipment, and automotive equipment added, ReTech will provide the information on which to pro-rate the appropriate reimbursable amount.

Equipment on Previously Modified Vehicles

If VESID is being asked to pay for equipment on a previously modified vehicle, there must be an assessment of the equipment to determine that the product and installation meet Standards, and is compatible for the safety and needs of the individual. The approval must be done prior to the purchase. The level of funding for used equipment will be based on an assumed average equipment life of ten years. VESID will pro-rate the payment rate based on a percentage of the reimbursable amounts of only the equipment needed by the individual, as determined by ReTech.

Bids and Quotes

Once the Vehicle Modifications and Equipment Recommendations have been received, reviewed and agreed to by the individual, and it has been determined that the individual can meet the responsibilities of purchasing and maintaining a vehicle, the individual shall begin the process necessary to obtain the vehicle, and VESID will simultaneously start the bidding process.

Retech may have prepared the report on which the request for bid/quote is based, but will not be involved in the bid/quote request process itself. That shall be the responsibility of VESID staff.

When VESID staff request bids and quotes, a copy of the Vehicle Modifications and Equipment Recommendations must be part of the bid package.

If an out of town vendor is bidding, VESID needs to assure that if the contract is awarded to that vendor it would be able to provide all warranty services in a timely manner and without additional cost to the individual or to VESID.

Inspections

All vehicles which receive modifications, adaptive equipment, and automotive equipment require a vehicle inspection and a performance assessment. Often times both inspections can be done at the same time. The vendor and the inspector need to arrange for all the needed inspections. ReTech will provide all inspections. Vehicle modifiers are to contact ReTech to schedule inspections as soon as they are confident of the completion date for the modifications.

Vehicle Inspection

Vehicle Inspection is an assessment specifically about the equipment used and the method of installation. The inspection is to assure that the equipment and installation comply with required standards and that the vendor has completed the work as specified in the contract. VESID may authorize an inspection, even if there is no authorization for VESID to pay for vehicle modifications, adaptive equipment, and automotive equipment.

Inspectors are to have a copy of the Vehicle Modifications and Equipment Recommendations form when the modifications are authorized.

Inspectors will submit to VESID a Vehicle Equipment Inspection Report. This report states that the vehicle inspected is in compliance with standards, or it identifies deficiencies and makes recommendations for adjustments or follow- up training. The report is to include assurances that all equipment manuals have been turned over to the individual, and that warranty paperwork and registration are complete. The inspection report must be completed and submitted to VESID prior to payment for the vehicle modifications.

Vehicles that fail the inspection should not be released to the individual until all deficiencies are remedied.

Performance Assessment

This assessment is to verify that the adaptive equipment and modifications to the vehicle meet the individual's functional needs and are consistent with his or her abilities. It is a demonstration of the individual's ability to use adaptive driving equipment while driving. Every driver that has had a vehicle modification completed should have been professionally evaluated and taught to use the equipment. ReTech should be able to complete the performance assessment concurrently with the inspection in most cases. This would be desirable as it represents the final opportunity to work with the modification vendor on any required final adjustments.

If the equipment does pass the vehicle inspection, but the individual fails in his or her ability to use the equipment, VESID still pays the vehicle modifier for completion of the work that was completed according to specifications and standards. This may then necessitate the re-involvement of a Driver Rehabilitation Specialist for further training in the equipment use, though it is expected this would be an extremely rare occurrence.

Inspectors will submit to VESID and the individual a Receipt/Performance Assessment form. This form must be complete and submitted prior to the release of the vehicle to the individual.

If the individual insists on the release of his or her vehicle prior to passing the performance assessment, the inspector is to notify the individual and VESID, in writing, that he or she has not yet been approved to drive the vehicle, and probably should not do so. This should include any recommendations for next steps. VESID is to obtain from the individual a written statement attesting to their awareness that they are taking the vehicle against the recommendation of the inspector. The statement should also state the individual assumes all responsibility for doing so. The inspector is to follow-up in getting the individual to the level where he or she is capable of passing the performance assessment. This might necessitate the reintegration of a Driver Rehabilitation Specialist for further training, consistent with applicable VESID policies.

Waivers

Any requests to exceed the maximums must be fully justified and approved following the VESID waiver process.

There may be an occasion when an individual requests VESID to assist in the payment for repair. In limited circumstances VESID may pay for the repair. The counselor should carefully explore and document, in the record of services, cost effectiveness as it relates to whether failure to do so would prevent participation in training or employment, if the alternative of special transportation would be much more costly, and whether the individual has any resources to cover the expense. The counselor must then re-review the individual's responsibility in paying for the costs of operating a vehicle. The counselor should again review the option of the PASS plan, an IRWE, or setting aside earnings with the individual.

Case Service Codes/Description/Caps

CodeDescription
144 Vehicle Modification Assessment - to determine if a specific vehicle can be modified to meet the individual's needs; to identify equipment required by the individual to drive or to be a passenger. Maximum of 10 hours.
146 Vehicle Inspection - to assure that the equipment and installation comply with required standards and the bid package has been implemented; to confirm the equipment used and the method of installation follow the written recommendations. This is to take place at the completion of the installation and modification. Maximum of 4 hours.
 

or
  Inspection of vehicles to determine if they are road worthy and capable of being modified to meet the individual's needs. Maximum 2 hours.
147 Cognitive/Perceptive Evaluation for Driver Evaluation - Flat Rate
148 Performance Assessment - to assure the individual is able to drive the vehicle with the modifications provided. Maximum of 2 hours.
149 Functional Assessment for Driver Rehabilitation (Low Tech)
142 Travel for Evaluation - paid to prior approved vendors for travel over 20 miles. Hourly rate.
850 *Van Modifications - paid directly to the vendor. Maximum of $25,000.
860 Car Modifications - paid directly to the vendor. Maximum of $7,000.

The following are Case Service Codes for use with ReTech Associates ONLY. Vendor Code: 631648

CodeDescription
135 Consultant Initial Assessment (Low Tech) - includes review of referral information from VESID, including any Driver Rehabilitation Specialist Recommendations. Consultant will minimally have phone contact with consumer. Consultant will provide written report to VESID to enable bid/purchase of appropriate modifications for the consumer or referral to DRS as appropriate to consumer's needs. Payable at time of modification authorization. Rate: 679.00
136 Consultant Initial Assessment (High Tech) - includes review of referral information from VESID, including any Driver Rehabilitation Specialist Recommendations. Consultant will conduct a face-to-face meeting with consumer to discuss needs/available recommendations. Consultant will provide written report to VESID that will either result in referral to DRS or the actual generation of bids for the modifications depending on the needs of consumer. Payable at the time modifications are put out to bid. Rate: 932.00
855 Consultant Final Assessment (Low Tech) - includes any required consultation during the modification bid/purchase/installation process. Includes final inspection of adaptive equipment/vehicle to insure all standards are met as well as a performance assessment with the consumer utilizing the equipment and demonstrating competence and safe operation. Payable upon release of vehicle/equipment to consumer. Rate: 679.00
856 Consultant Final Assessment (High Tech) - includes any consultation during the modification bid/purchase/installation process. Includes final inspection of modifications/vehicle to insure all standards are met as well as a performance assessment with the consumer utilizing the equipment and demonstrating competence and safe operation. Payable upon release of the vehicle to the consumer Rate: 932.00

For Individuals whose transportation needs can be met with a car modification but choose to purchase a van, VESID will pay up to $7,000 for the modifications on the van.

Reference:

Policies:

Other: