Eligibility Case Note

In order to provide vocational rehabilitation services beyond assessment, the individual must be found Eligible fore services. It must be documented that the individual has an impairment, that the impairment is an impediment to employment, that the individual will benefit from services;and the he/she requires services.

For more information on Eligibility, see:

Policy 202.00: Eligibility for Services
Procedure 202.00P: Eligibility Procedures
Rehabilitation Act: Section 7; Section 102
Policy 205.00: Individuals with Significant Disabilities
Procedure 205.00P: Individuals with Significant Disabilities
Questions and Answers on Referral and Application, Significant Disabilities and Eligibility

In order to do an Eligibility determination, the case must be in status 02.

1. On the Menu Bar

Click: Case Process

Point: Eligible Decision

Click: Eligibility Case Note

2. The Eligibility Case Note window will appear

The Eligibility Case Note screen includes:

Date

Enter: Eligibility Date
Required.

Final Check Box

Disabled. Automatically checked when the case note is finalized.

Tabs

Nine horizontal tabs appear across the top:

Social Security Verification for Eligibility – Impairment - Functional Limitations/Impediment to Employment - Services Required - Service Duration - Expectation of Benefit – Significant Disability Determination – Impact on Financial Benefits - Rehabilitation Technology

Tabs highlighted in blue are required in order to finalize an Eligibility Case Note. Fields that are not highlighted are optional.

When a tab is selected (click), the full name appears.

Below that, a prompt or cue card appears to identify the documentation requirements.

The information that is entered in the Text Area under each Tab will be entered onto the Case Note and saved as Header text.

Tool Bar

The Tool Bar has drop down fields to change the font and point size. It also has buttons for Bold, Italics, Underline, Strikethrough, Left Align, Center, Right Align, and Justify.

Text Area

Click identified tab to enter information

Required Data Missing

If data is missing in the case to move it to Eligibility status, the message Required Data Missing appears in the lower left corner. Later, when you attempt to Finalize the Eligibility Case Note, you will be prompted to enter identified data.

Authored by:

Defaults to the Primary Administrator (this can be changed from a drop-down list of authors).

3. Click: Each tab where text will be entered.

Enter: Information regarding the individual.

Enter free text, and/or

Apply Standard Language Phrases via the Push Pin in the Tool Bar

4. Complete Social Security Verification for Eligibility, Impairment, Functional Limitations/Impediment to Employment, Services Required, Service Duration, Expectation of Benefit, Significant Disability Determination (required tabs) and Impact on Financial Benefits and/or Rehabilitation Technology as applicable.

5. Saving

The Eligibility Case Note can be saved as a Draft document at any time:

Save as a Draft:

Click: Save icon, or File, Save, or

Press: Ctrl-S

The Draft will be entered, with Eligibility Case Note Date, in the Tree View.

At any time you wish to display the Eligibility Case Note to edit the draft:

Click: Plus (+) sign to the left of Case Note Category in the Tree View

The plus will change to a minus sign. A drop-down list of any draft or finalized Case Notes will display

Click: Plus (+) sign to the left of Eligibility Case Note

Click: Draft date you wish to open

The identified draft Eligibility Case Note will display for review/editing.

6. To Finalize the Eligibility Case Note:

Click: File

Click: Finalize or click Finalize icon.

Get Status Change Window

  • Current Status: 02
    Effective Date: The date the 02 was made effective.
    Description of 02: Applicant
  • Next Status: 09
    Effective Date: The Status 09 Effective Date will default to Eligibility Case Note Date. It can be edited, but must be on or after the Status 02 date and on or before today's date. If edited, Eligibility Case Note Date will be automatically changed to reflect the Status 09 Effective Date.
    Description of 09: Eligibility
  • Reminders: Appear only if appropriate

Click: OK to go into Status 09

or

Click: Cancel to cancel the status change

When finalized, the Case Status will change from 02 to 09 in the Title Bar.

The Print Documents screen appears, and the Eligibility Case Note (CNELI) and the Eligibility Notification to consumer (ELILTR) will be assembled..

The finalized Eligibility Case Note will appear in the Tree View, under Case Note Category/Eligibility Case Note, as Final.

7. Errors

If required items or documents are missing, notification or error message will appear:

Blank Headers

Blank headers may be mandatory or optional. Error messages appear depending on the type of header that is not completed:

004053: Case Note Detail Text is blank for mandatory headers This error message indicates that information has not been entered into one or more of the mandatory headers (highlighted in blue). The Case Note cannot be finalized until information is entered.
004250: There are blank headers - continuing will delete them.

This message reminds you that there is no information in an optional header (not highlighted in blue).

Click: OK to continue without completing the optional header.

Click: Cancel to return to the Eligibility Case Note screen.

Required Data Missing

Required Data Missing If the message: Required Data Missing appears in the lower left corner of the Eligibility Case Note, you are being advised that data is needed for Status 09. When you attempt to Finalize the Case Note, you will be prompted to enter identified data.
004220: Prompt for Required Missing Data

If you attempt to Finalize an Eligibility Case Note, and required data for Status 09 is missing (as noted in the lower left corner of the Case Note), you will receive this error message.

Click: No to cancel out of Finalize and return to the Case Note screen.

Click: Yes to identify missing data in the Data Folder.

Once missing data is completed, the Status Change Window appears when you Finalize. If there is a missing document, you will be prompted at this time.