GROUP AUTHORIZATIONVENDORTRAINING

FEBRUARY 2013

Disclosure – all data is scrambled/fake Data from The AWARE training database

GROUP AUTHORIZATIONAllows DRS to send 1 authorization to a vendor listing allapproved services/consumers for the identified time period.

GA is a more concise billing/tracking method for DRS funding.

EXAMPLE OF A GROUP AUTHORIZATION

As you can see, the first service is listed with the total number of approved units/unit cost/total dollar amount.

Underneath are the individual Participant ID numbers with their units/dollars that are approved for the month

The same goes for Service #2, #3 – etc.

The last page gives you a grand total for the month.

Instead of using the GA for your individual consumer files, youwill be sent (if requested by the vendor) another file (via fax or US mail) which is the individual authorizations for all consumer’s on the GA.

PROPOSED BUSINESS PRACTICE CHANGES

DRS encourages emails for requests for hours.

DRS offices will no longer require use of the “Request for Authorization” form. Emailed requests for hours should include the following information:

Vendor NameMonth requesting hoursClient Participant IDService Requesting (SA, JD, Place & Train)Brief justification for hours requestedIf Enclave request, Daily Rate or Hourly Rate

Consumers name should not be used in any electronic communication with DARS.

Requests for the next month should be sent via e-mail to the DRS counselor, cc’d to SPOC by the 20th of each month. **Hours requested after this deadline may cause a delay in processing.

DRS Counselors must respond to all requests for authorizations from vendor staff within 2 days (either monthly request or additional hours request during month)

DRS counselor will reply via e-mail to vendor, cc’d to SPOC approving hours. This written confirmation serves as authorization for services to begin. Authorization file will be electronically sent to the vendor during the first of each month.

No verbal authorizations – invoices from vendors for which there is no DRS authorization for services or anything else in writing confirming approval of said services will not be paid.

Additional Requests for Service Hours –requests for additional (mid month) hours should be sent via e-mail to the DRS counselor, cc’d to SPOC prior to implementing. The DRS counselor will reply via e-mail to vendor, cc’d to SPOC approving hours. This written confirmation serves as authorization for services to continue. The authorization file will be created/amended to include the additional approved request and electronically sent to vendor. **No verbal requests or extended hours without prior approval will be processed.

All communication between vendors and DRS regarding job coaching or supported employment services should be copied to each SPOC

In situations where immediate services are required, SPOC has the responsibility to request approval through office backup plan (Lead Counselor, manager, etc.)

WHAT/WHO IS AN SPOC ?

WHAT IS AN SPOC?Single Point of Contact

ROLE OF THE SPOC?An identified office support person whose primary responsibility is to proactively

monitor the supported employment process for their office to best insure services are provided in an effective and efficient manner.

Throughout the process, all communication involving requests for funds and approvals MUST be in writing and copied to the SPOC. The DRS SPOC must create a process by which they can proactively monitor the comings and goings of this communication in order to best insure there are no gaps.

A list of SPOCs for each DRS office will be sent to each attending Vendor.

Northern Charlottesville Ragland, Betty Aitken, Naomi 3/19/2013

Northern Culpeper Parker, Courtney Aitken, Naomi x Pilot - 2011

Northern Alexandria Miller, Pam Bertsch, Teri 3/27/2013

Northern Fishersville Miller, Carolyn Drummond, George 3/19/2013

Northern Harrisonburg Miller, Betty Drummond, George 3/19/2013

Northern Manassas Baker, Shaquwanda Fletcher, Mark x Pilot - 2011

Northern Leesburg Spears, Carol Hall, Jim 3/27/2013

Northern Winchester Ramey, Sandra Hall, Jim 3/27/2013

Northern Fredericksburg Phipps, Sandra Harrington, Tracy x 2/7/2013

Northern Fairfax Meehan, Karen Smith, Marshall 3/27/2013