Supported Employment and Long Term Follow-Along for the for the Counselor and Job Coach

Supported Employment Supported Employment and Long Term Follow-and Long Term Follow-

AlongAlong

for the for the

Counselor and Job CoachCounselor and Job Coach

Introductions:Introductions:

• Who are we?Who are we?

– Judy Hill - EES/LTESS CoordinatorJudy Hill - EES/LTESS Coordinator

– Scott Fraley, SE Program CoordinatorScott Fraley, SE Program Coordinator

– Jack Hayek, Program Director ESSPJack Hayek, Program Director ESSP

OFFICE OF EMPLOYMENT SERVICES AND OFFICE OF EMPLOYMENT SERVICES AND SPECIAL PROGRAMSSPECIAL PROGRAMS

• JACK HAYEKJACK HAYEK 804-662-7124 804-662-7124• -- emailemail [email protected]@DRS.VIRGINIA.GOV

• SCOTT FRALEYSCOTT FRALEY 804-662-7016 804-662-7016• -- email email [email protected]@DRS.VIRGINIA.GOV

• JUDY HILLJUDY HILL 804-662-7108 804-662-7108• -- email email [email protected]@DRS.VIRGINIA.GOV

• TIM OLIVETIM OLIVE 804-662-7127 804-662-7127• -- email email [email protected]@DRS.VIRGINIA.GOV

• FAX NUMBER FOR ESSP: 1-804-662-9140FAX NUMBER FOR ESSP: 1-804-662-9140 DRS TOLL FREE VOICEDRS TOLL FREE VOICE 1-800-552-5019 1-800-552-5019WEBSITE: http://www.vadrs.org WEBSITE: http://www.vadrs.org then click on Employment and Vocational Servicesthen click on Employment and Vocational Services

The Supported Employment Guide can be found at:The Supported Employment Guide can be found at:http://vadrs.org/essp/downloads/seguide/pdfhttp://vadrs.org/essp/downloads/seguide/pdf

DRS Impact on ESO DRS Impact on ESO ProgramsPrograms

• DRS Field Spends over $7.7 MillionDRS Field Spends over $7.7 Million

• DRS ESSP LTESS and EES Spend over DRS ESSP LTESS and EES Spend over $7.8 Million$7.8 Million

Topics to Cover:Topics to Cover:

• Insights into SE/Long Term PracticesInsights into SE/Long Term Practices

• Brief Historical Background – LTESSBrief Historical Background – LTESS

• Key Service Requirements for Long Key Service Requirements for Long Term Follow-AlongTerm Follow-Along

Why are we here?Why are we here?

• Importance of communication and Importance of communication and collaboration between all partiescollaboration between all parties

• Supported employment specificsSupported employment specifics

• Long Term Follow-along – LTESSLong Term Follow-along – LTESS

SUPPORTED EMPLOYMENTSUPPORTED EMPLOYMENT

• Collaboration and CommunicationCollaboration and Communication

• Roles of each of us from referral to Roles of each of us from referral to follow alongfollow along

• Clarification of servicesClarification of services

DRS Counselor Roles and DRS Counselor Roles and ResponsibilitiesResponsibilities• Once eligibility is Once eligibility is

established SE planning established SE planning beginsbegins

• Are long term supports Are long term supports needed? If yes, then SE needed? If yes, then SE case. If no, consider case. If no, consider JCTS.JCTS.

• Identify long term supportIdentify long term support• SE cases must be coded SE cases must be coded

as MSDas MSD

DRS COUNSELOR ROLEDRS COUNSELOR ROLE

• Establish benchmarks regarding progressEstablish benchmarks regarding progress

• Stop the process if needed and discuss Stop the process if needed and discuss issuesissues

• Clarify expectationsClarify expectations

• Maintain a separate role with consumer Maintain a separate role with consumer from vendorfrom vendor

• Continue to communicate with consumer Continue to communicate with consumer after referral to job coachafter referral to job coach

• Case statuses must be properly updated.Case statuses must be properly updated.

Job Coach Role:Job Coach Role:

• Assist consumer Assist consumer with locating with locating suitable job suitable job matchesmatches

• Assist in job Assist in job search effortssearch efforts

• Provide timely Provide timely written reports written reports and phone and phone contacts with contacts with updates as updates as neededneeded

• Provide job skills Provide job skills training as neededtraining as needed

• Ensure consumer Ensure consumer stability and job stability and job satisfaction on satisfaction on both consumer both consumer and employer sideand employer side

• Provide extended Provide extended support services, support services, where appropriatewhere appropriate

Job Coach ResponsibilitiesJob Coach Responsibilities

• Communicate and Communicate and collaborate with collaborate with DRS Counselor and DRS Counselor and consumersconsumers

• Providing Providing information as to information as to fading plans, need fading plans, need for follow-along, for follow-along, funding optionsfunding options

• Work as a team Work as a team with DRS, case with DRS, case managers, managers, consumers, consumers, families, etc. to families, etc. to improve likelihood improve likelihood of successof success

Communication IssuesCommunication Issues

•Initial PlanningInitial Planning

•Authorizing ServicesAuthorizing Services

•Service ProvisionService Provision

•Report WritingReport Writing

•InvoicingInvoicing

Opportunities for Communication Opportunities for Communication and Collaborationand Collaboration

• Initial Planning ExpectationsInitial Planning Expectations– Situational AssessmentSituational Assessment– SE vs. JCTSSE vs. JCTS

– Job DevelopmentJob Development– Placement and trainingPlacement and training– Stability/FadingStability/Fading– Long Term Follow AlongLong Term Follow Along

JCTSJCTS• Consumer receives initial situational assessment, job Consumer receives initial situational assessment, job

development, job skills training, transportation development, job skills training, transportation training, or other support services provided by an training, or other support services provided by an ESO; however long term follow-along is not ESO; however long term follow-along is not necessary after DRS case closure.necessary after DRS case closure.

• This is a separate service and requires applicable This is a separate service and requires applicable service category on vendor’s rate sheet.service category on vendor’s rate sheet.

• Service Item Codes are not the same as those for SE.Service Item Codes are not the same as those for SE.

• Cases can be coded as either MSD or SD. Cases can be coded as either MSD or SD.


•Authorizing ServicesAuthorizing Services– Authorizations before ServicesAuthorizations before Services– Timely Responses for HoursTimely Responses for Hours– Justification for HoursJustification for Hours– Communicate JustificationCommunicate Justification– Emergencies- including Post Emergencies- including Post

EmploymentEmployment


•Service ProvisionService Provision– Agreement of goals, sufficient service hoursAgreement of goals, sufficient service hours– Issues to address in Placement and TrainingIssues to address in Placement and Training

•Functional limitations/behaviorFunctional limitations/behavior

•TransportationTransportation

• Job developmentJob development

• Report WritingReport Writing– Complete, timely, individualized and accurateComplete, timely, individualized and accurate


• InvoicingInvoicing

– Complete, timely, individualized and Complete, timely, individualized and accurateaccurate

Movement of Case to LTFAMovement of Case to LTFA• Ideally, the status of an SE case will Ideally, the status of an SE case will

go from 18 (training) to 22 (working go from 18 (training) to 22 (working and stable) at the time intervention and stable) at the time intervention levels off and performance is levels off and performance is satisfactory. satisfactory.

• LTFA can begin to fund support at the LTFA can begin to fund support at the time the case moves into status 22 - time the case moves into status 22 - communication between DRS and ESO communication between DRS and ESO is is imperativeimperative for this planning to take for this planning to take placeplace

WHAT IS STABILITY?WHAT IS STABILITY?

• Traditional guideline: job coaching support is Traditional guideline: job coaching support is 20% or less. This may 20% or less. This may notnot always be the always be the case.case.

• Support needs have “flattened out.”Support needs have “flattened out.”

• Consumer should demonstrate stability for Consumer should demonstrate stability for at least 30 days before case is moved to at least 30 days before case is moved to status 22.status 22.

STABILITYSTABILITY

• After a minimum of 30 days of stability the After a minimum of 30 days of stability the case should be placed in status 22case should be placed in status 22

• LTESS funds should be used in status 22 and LTESS funds should be used in status 22 and LTESS applications should be submitted as LTESS applications should be submitted as soon as the job coach/counselor thinks the soon as the job coach/counselor thinks the consumer will maintain employment – not consumer will maintain employment – not when the case is closed when the case is closed

• Exception: SEPD casesException: SEPD cases

LTFA VS POST EMPLOYMENT LTFA VS POST EMPLOYMENT SERVICESSERVICES

• LTFA is the maintenance of a person in LTFA is the maintenance of a person in employment.employment.

• LTFA does not mean case managementLTFA does not mean case management

• If retraining, job placement or other If retraining, job placement or other services are needed, the DRS counselor services are needed, the DRS counselor should be contacted should be contacted immediatelyimmediately. The . The consumer probably will need services consumer probably will need services other than LTFA. other than LTFA.

LTESS HISTORYLTESS HISTORY

• Grassroots effort by ESOs with Grassroots effort by ESOs with General Assembly in FY 94General Assembly in FY 94

• Success for FY 95 - $375,000 in State Success for FY 95 - $375,000 in State funds with primary target of funds with primary target of Supported Employment Follow Along Supported Employment Follow Along for persons with severe disabilitiesfor persons with severe disabilities

• Incremental increases most yearsIncremental increases most years

EES/LTESS BUDGETSEES/LTESS BUDGETSFISCAL YEARS 05 & 06FISCAL YEARS 05 & 06

• Additional LTESS dollars in FY 05 $150KAdditional LTESS dollars in FY 05 $150K

• FY 2005 LTESS was $4,499,922FY 2005 LTESS was $4,499,922

• Additional LTESS dollars in FY 06 $100KAdditional LTESS dollars in FY 06 $100K

• FY 2006 LTESS is $4,595,104FY 2006 LTESS is $4,595,104

• No new vendors in either year–3 on wait No new vendors in either year–3 on wait listlist

• FY 2007 – New Money????FY 2007 – New Money????

Long Term Employment Long Term Employment Support Services Funding Support Services Funding

95-0695-06

$0

$500,000

$1,000,000

$1,500,000

$2,000,000

$2,500,000

$3,000,000

$3,500,000

$4,000,000

$4,500,000

$5,000,000

95 96 97 98 99 '00 '01 '02 '03 '04 '05 '06

LTESS ISSUESLTESS ISSUES

• Counselor approval must be obtained and Counselor approval must be obtained and documented before applications submitteddocumented before applications submitted

• Applications must be thoroughly completedApplications must be thoroughly completed

• Applications must be submitted by the 20Applications must be submitted by the 20thth

• Applications cannot be submitted for consumers Applications cannot be submitted for consumers receiving JCTS. receiving JCTS.

General InformationGeneral Information

• Services billed through LTESS must be Services billed through LTESS must be employment related follow-along servicesemployment related follow-along services

– Job development, retraining, general Job development, retraining, general case management services are NOT case management services are NOT considered follow-alongconsidered follow-along

– Provide the services needed to Provide the services needed to maintain employment – not “nice to maintain employment – not “nice to do” or “always have done it that way” do” or “always have done it that way” or “the employer likes me to come or “the employer likes me to come every week”every week”

– Spikes are expected-over 20% of hours Spikes are expected-over 20% of hours worked-send in documentationworked-send in documentation

– Written notification is sent to Written notification is sent to counselors upon enrollmentcounselors upon enrollment

LTESS GUIDELINESLTESS GUIDELINES

• LTESS funds CANNOT be used to supplant LTESS funds CANNOT be used to supplant planned or current funding for long term planned or current funding for long term supports. supports. – If a consumer is being sponsored by a If a consumer is being sponsored by a

public source, it should continuepublic source, it should continue- No split funding for employment- No split funding for employment

• Vendors cannot charge DRS more than any Vendors cannot charge DRS more than any other purchasers of the same services as other purchasers of the same services as specified on the vendor rate sheet. specified on the vendor rate sheet.

• Example: Accepting the Medicaid waiver Example: Accepting the Medicaid waiver rate for SE individual placement but charging rate for SE individual placement but charging DRS a higher rate.DRS a higher rate.

LTESS GUIDELINES (continued)LTESS GUIDELINES (continued)

• As LTESS is the funding of last resort for long As LTESS is the funding of last resort for long term supports, vendors must document term supports, vendors must document attempts to secure sponsorship and the attempts to secure sponsorship and the absence of alternative funding sources.absence of alternative funding sources.

• Each consumer is required to have an Each consumer is required to have an individualized service plan that is clear, individualized service plan that is clear, complete, and current following CARF complete, and current following CARF guidelines. guidelines.

• DRS requires monthly progress reports for all DRS requires monthly progress reports for all consumers sponsored with LTESS dollarsconsumers sponsored with LTESS dollars

LTESS GUIDELINES (continued)LTESS GUIDELINES (continued)

• Monthly reports (including Monthly reports (including intervention sheets) should be intervention sheets) should be maintained in the individual maintained in the individual consumer file except:consumer file except:– if an individual is billed 20% or more of if an individual is billed 20% or more of

the total hours worked, the vendor must the total hours worked, the vendor must submit justification in the form of a submit justification in the form of a monthly progress reportmonthly progress report

Questions?Questions?

Documents

Supported Employment and Long Term Follow-Along for the for the Counselor and Job Coach