ACCES-VR

Adult Career and Continuing Education Services-Vocational Rehabilitation

Services and Definitions

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Index

Description of Services to Be Performed

Work Statement and Specifications

This section of the bid package details the services and products to be acquired. Please note that the contract process also includes general New York State administrative terms and conditions, as well as terms and conditions required by New York State law. These terms and conditions address issues related to both the submission of bids and any subsequent contract; they are included separately in this bid package for your information. Please review all terms and conditions.

Background

NYSED’s Office of Adult Career and Continuing Education Services-Vocational Rehabilitation (ACCES-VR) provides a wide array of vocational rehabilitation services to over 100,000 disabled New Yorkers each year. An important part of those services are purchased from community rehabilitation providers and include entry services, assessment services, assistive technology/rehabilitation services, work readiness services, job placement services, driver rehabilitation services and related adjunct services. The NYS Education Department (NYSED) is seeking applications from organizations and individuals able to provide vocational rehabilitation entry, assessment, assistive technology/rehabilitation technology, work readiness, job placement, driver rehabilitation and related adjunct services for individuals with disabilities throughout New York State . Current and new providers are invited to apply including Boards of Cooperative Educational Services (BOCES), not-for-profit, proprietary organizations and individual service providers. Contracts which result from this application process will be effective January 1, 2009 , and will end effective December 31, 2013 (5 years). Service rates and units of service will be as defined in this Request for Proposals (RFP). Contracts will be awarded for a 5-year period with annual performance reviews.

Objective

The objective of this RFP is to solicit proposals from current and potential providers interested in furnishing UCS services to ACCES-VR consumers. Both current and new providers must apply via this application process. In addition, a number of current providers, proprietary, not-for-profit and individuals, who do not have contracts with NYSED/ACCES-VR, will be required to apply via this RFP if they wish to continue to serve ACCES-VR consumers.

Introduction

ACCES-VR has undertaken a comprehensive effort to improve its Unified Contract Services. This initiative has been undertaken to: better serve consumers with disabilities; assist them in becoming gainfully employed; clearly define services and develop new ones; and more accurately compensate service providers for services they are providing to ACCES-VR. Vendors that would like to be considered as service provider must submit a Request for Proposal (RFP) application packet that includes the following:

  • Basic Information Form (Attachment 1); and,
  • Individual UCS Service Forms (Attachment 1-A – 1-G) for each specific service that the applicant proposed to provide.

The requirements for each service are defined in the Description of Services section below and should be consulted prior to determining for which service(s) you or your organization will be submitting an application. Rates have been established for each service category by region. A list of UCS regions has been included as Attachment 2.

  1. Service Categories: References to ACCES-VR’s Core Services include all items contained in this document with the exception of activities listed under Adjunct Services. Adjunct services are defined as those activities which supplement the delivery of vocational rehabilitation services by providing those additional services/supports which the consumer requires for successful Individualized Plan for Employment (IPE) goal achievement. They are purchased by ACCES-VR only in conjunction with other ACCES-VR IPE services.
  2. Duration of Services: The standard time frames for service delivery for each service category have been delineated within the definitions. As is consistent with current ACCES-VR practice, if the unique needs of a specific consumer require different service duration, these time frames will be discussed and modified for that consumer by ACCES-VR. However, providers developing service proposals must adhere to the standard time frames in outlining their service delivery plan.
  3. Staffing:
    1. All applicant agencies must have either appropriate staffing in place to meet the standards outlined in this document or agree to put such staffing in place by the time of actual service delivery.
    2. It is recognized that staff turnover is an inevitable feature in provider operations. When ACCES-VR required staffing is no longer available for delivery of an ongoing service, the provider is required to notify the ACCES-VR District Office(s) involved, and provide a staffing plan proposal for continuance of services. Upon approval of the staffing plan by ACCES-VR’s Central Office Service Delivery Unit, the provider may continue service delivery for a mutually agreed upon period of time, not to exceed one year.
    3. In addition to the staffing requirements specified for each ACCES-VR Core UCS Service component, it is required that each vendor, with the exception of those providing freestanding (non-agency related) placement services, have an individual overseeing the operation of ACCES-VR reimbursed vocational services, who holds at least a Master’s Degree in Rehabilitation Counseling, or a Bachelor’s Degree in Human Services or a related field and at least four years relevant experience delivering vocational services to individuals with disabling conditions.
  4. Reporting: ACCES-VR will be working with providers to standardize reporting formats whenever possible. Streamlined reporting forms will shorten vendor reporting time and expedite payment turnaround time. In support of this process, the timely submission of reports and/or verifying documentation will be required for payment.
  5. Deaf Services: Rates have been established for services for consumers who are deaf/hard of hearing. These deaf service rates will not be combined with any other fees for interpreters. For services where a deaf service rate has not been established, interpreter services may be purchased.
  6. No-Shows Billing Procedures: Unless otherwise noted, no-shows may be billed for one half hour of direct service, or if there is no hourly rate, a flat rate of $30.00 will be paid provided the contract service provider meets the following three criteria:
    1. vendor sends a written or email confirmation of the date and time of the initial visit for a service;
    2. the provider must wait for the consumer for 30 minutes after the scheduled appointment time; and,
    3. within 24 hours of the scheduled appointment time, the provider must notify, in writing, the consumer’s counselor or senior counselor that the consumer failed to keep the scheduled appointment. The notification should include the following: provider’s name and contract information, consumer’s name, the service being provided, and verification notice sent confirming initial visit.
    4. Upon billing for a no-show, the remaining amount of the authorization becomes null and void.
  7. Drop-Out Documentation Requirements: Unless otherwise noted, to receive partial payment for consumers who drop-out prior to completion of the approved authorization, the vendor must provide the following:
    1. depending upon the type and level of service, completion and submission of service requirement such as a report, evaluation, proof of attempt to secure on-the-job training (OJT), work try-out (WTO), work study or internship/externship, mileage sheet, or benefits checklist for any portion of the service that was actually provided to the consumer; and,
    2. a voucher showing the number of hours the vendor actually spent with the consumer providing the authorized service.
    3. Upon billing for a drop-out, the remaining amount of the authorization becomes null and void.
  8. Use of District Office Space: Contracts resulting from the RFP will not provide any vendors with exclusive use of district office space or any guaranteed use of district office space. However, where available, and at the convenience of a district office, shared space may be made available for vendors’ use on a limited and non-exclusive basis. No technology (computers, phones, faxes, or copiers, etc.) will be made available for vendor use at any ACCES-VR District Office.

Framework for Performance Indicators

ACCES-VR has made a comprehensive effort to develop an improved contracting process for service providers. Included in these efforts is the implementation of a system to track key performance indicators for the contracted services. The new UCS system will enable ACCES-VR to be more flexible in its contracting process and to be more responsive to consumer needs. The performance indicators are critical in assisting ACCES-VR in making informed decisions regarding all providers, both current and new, and the allocation of resources within the contracting system. This system will:

  • Enhance consumers’ informed choice of providers from whom they wish to receive services;
  • Provide ACCES-VR counseling staff with critical information on key performance areas for providers from whom they seek to purchase services;
  • Enable District Offices to oversee and allocate contract dollars to better serve consumers; and,
  • Provide information to providers to improve services and set the expected level of performance for ACCES-VR contracted services.

In year one of the services awarded through this RFP, ACCES-VR will utilize a system of measures that relies upon internal data tied to the performance indicator for each service category. For subsequent years, further performance indicators are under development including, but not limited to: vendor self-assessment within the first two years of services; a mechanism for determining consumer satisfaction; and, ACCES-VR counselor assessment of satisfaction with provider services. Indicators will be developed in two major categories:

  1. Outcomes
    ACCES-VR’s goal is to enable its consumers to attain employment. Accordingly, a provider’s performance will be assessed based on key indicators such as but not limited to: number of consumers completing the specific contracted program; reports that meet the requirements of the referral; the percent of consumers successfully rehabilitated (90 days of employment), hours of work per week, hourly compensation at closure, benefits in employment and consistency of employment with a consumer’s vocational goal. A protocol has been established for consumers who do not participate in a scheduled appointment for services by which this indicator will be measured when the provider is not responsible for delays.
  2. Timeframes
    Timeliness of service is the second major area of performance by which a provider’s service will be assessed. As part of this RFP, ACCES-VR has established minimum standard timelines in which consumers will access services and the District Offices will receive required reports resulting from those contracted services. These standards are established for all service categories in the UCS contracting system and are contained in this RFP material.
    Over the course of the next year, ACCES-VR will work with its contract providers to formalize a set of Provider Guidelines for UCS service delivery. This material will assist agencies in the achievement of their performance indicators, and in bringing ACCES-VR consumers to their employment goals.

Bidder’s Conference

A Bidder's Conference will be held on June 18, 2008 from 10:00 AM - 12:00 PM in Chancellor's Hall of the New York State Education Department, 89 Washington Avenue, Albany, NY 12234 and shown by Pic-Tel at ACCES-VR District Offices across New York State. A complete list of ACCES-VR District Office Pic-Tel locations is attached. Space is limited, so it is requested that no more than two individuals from each agency attend. Participation in the Bidder's Conference is not mandatory, but is highly recommended. All Questions and Answers from the Bidder’s Conference will be included in the Q&A Summary posting on 6/30/08.

  1. Description of Services:
    The requirements for each service are defined in the section below and should be consulted prior to determining for which service(s) you or your organization will be submitting an application. Rates have been established for each service category by region. Rates are all-inclusive, including travel and other related costs. A list of UCS regions has been included as Attachment 2.

Entry Services

Definition:

Individuals with disabilities are assisted by providers with initial activities for entry into ACCES-VR services, thereby expediting the application process, and expanding the potential number of individuals to be served by ACCES-VR. This assistance may include general orientation services and/or gathering and preparing information necessary for the ACCES-VR counselor to determine eligibility.

Services:

These services may be delivered in any of the three methods described below, based upon the extent of the assistance offered by the provider and requested by the District Office. Either Level II or Level III services may be offered in combination with Level I service, at the discretion of the requesting District Office.

Level I:

Entry Service 1 (Services to Groups – No Case Service Code – Standard Voucher)

This is an orientation to ACCES-VR services to potential ACCES-VR consumers. It provides a general orientation to ACCES-VR and the vocational rehabilitation (VR) process and may include

  • assistance in completing a ACCES-VR application and other required forms;
  • providing applicants with the medical/psychological forms necessary to document their disabling condition; and,
  • referral information for other needed services.

This service requires vendor staff participation in training provided by ACCES-VR, utilization of ACCES-VR information script and materials, and is scheduled only by prior arrangement with the ACCES-VR District Office purchasing the service. This service may be a stand alone service or the initial service in combination with other levels of entry services, as noted below. It may be provided at the provider’s location, the ACCES-VR District Office, school districts, One-Stop Centers, or other community locations.

Deliverables and Payment Process:

This is a “Service to Groups,” of individuals not yet active with ACCES-VR. Payment occurs upon submission of a roster of individuals participating in the session, and a standard voucher form. A unit of service is defined as one session (1.5 to 2 hours). Drop-out and no-show rates do not apply to this service.

Staffing:
Entry Services 1 providers must have:
  • a high school diploma or GED®;
  • a minimum of one year of experience in providing employment services to persons who have disabling conditions;
  • knowledge of the local and community resources available to individuals with disabilities;
  • supervision by an individual with at least a minimum of two years experience in providing services to persons who have disabling conditions; and,
  • experience with presentations to large groups.
Payment Rate and Authorization:

Payment for this service is per session at the rate of:

  • Region 1 - $250.00
  • Region 2 - $225.00
  • Region 3 - $238.00
Established Performance Indicators:
  • effective presentation of ACCES-VR Program;
  • orientation location is accessible to all individuals with disabilities; and,
  • language barriers are eliminated.
  • §individual consumer confidentiality will be maintained

Level II:

Entry Service II (Case Service Code 118X)

In this service, the vendor will aid consumers who:
  • are not able to complete the application process without assistance; and,
  • do not have other available supports to help them to gather existing medical information.

The vendor will develop the application information specified by the local District Office, and gather the medical, diagnostic, and other information required by ACCES-VR in order to make a decision regarding the applicant’s eligibility for ACCES-VR services. It is not expected that the provider of this service will purchase any assessment and/or medical evaluations necessary for eligibility determination. The vendor will work with the local District Office if additional ACCES-VR medical authorizations are needed to provide consumer information for required ACCES-VR eligibility and goal planning.

NOTE: This service is not intended for individuals currently active with the provider for whom sufficient referral information is currently retained by that provider. These cases may be referred to ACCES-VR through the standard referral process.

Deliverables and Payment Process:

This is an outcome-based service that is paid when the vendor has gathered all the requested documentation and sufficient medical information has been submitted to the local ACCES-VR District Office in order to make an eligibility determination. The vendor may also prepare written documentation for ACCES-VR Draft Eligibility and Background case notes and perform documentation, i.e., data entry, etc., within the CaMS system as requested by the purchasing District Office. A unit of service is defined as completion and receipt of the application packet in the appropriate ACCES-VR District Office, which includes medical, diagnostic, and other information as predetermined by the ACCES-VR District Office. Drop-out and no-show rates do not apply to this service.

Staffing:

Entry Services II providers must have a minimum of a:

  • Bachelor’s degree in a related field and one year of qualifying experience providing direct services beyond routine personal care or supervision to individuals with disabilities in a rehabilitation program or facility, or providing vocational and educational services to individuals with disabilities in the areas of assessment, counseling, job coaching, guidance, placement, or job development;
    OR
  • an Associates degree or 60 college credits; and, two year’s experience in service delivery to individuals with disabling conditions;
    OR
  • a combination of education and four years of qualifying experience providing direct services beyond routine personal care or supervision to individuals with disabilities in a rehabilitation program or facility, or providing vocational and educational services individuals with disabilities in the areas of assessment, counseling, job coaching, guidance, placement, or job development, which in the judgment of ACCES-VR reviewers is substantially equivalent to the standards above.
Payment Rate and Authorization:

Payment for this service is a flat rate payable upon completion of the service:

  • Region 1 - $250.00
  • Region 2 - $225.00
  • Region 3 - $238.00
Established Performance Indicators:
  • amount of time between initial consumer contact and complete application packet – standard 45 days; and,
  • number of consumers that are appropriately evaluated for eligibility/ineligibility (75 percent).

Level III :

Entry Level III (Case Service Code 117X)

In this service, the vendor will aid individuals with disabilities who:
  • are not able to complete the application process without assistance;
  • do not have sufficient medical/diagnostic information available to establish ACCES-VR eligibility; and,
  • do not have other available supports to help them in acquiring the needed medical/diagnostic information for eligibility and goal planning.

The provider will obtain, through their own means, new and essential medical, diagnostic, and other information required by ACCES-VR in order to make a decision regarding the applicant’s eligibility for ACCES-VR service. The provider will also develop the application information specified by the local District Office prior to submitting the application and supporting documentation packet to ACCES-VR. The vendor may also prepare written documentation for ACCES-VR Draft Eligibility and Background case notes, and perform documentation within the CaMS system as requested by the purchasing District Office.

Deliverables and Payment:

This is an outcome-based service that is paid when the vendor has gathered all requested documentation and sufficient medical/diagnostic information to make an eligibility determination and transmitted it to the local ACCES-VR office. A unit of service is defined as completion and receipt of application packet in the appropriate ACCES-VR District Office, which includes medical, diagnostic, and other information as predetermined by the ACCES-VR District Office. Drop-out and no-show rates do not apply to this service.

Staffing:

Entry Services III providers must have:

  • a staff member with a Master's degree in vocational rehabilitation or related area such as personnel, counseling, guidance, and one year of experience in vocational rehabilitation or other suitable fields supervising this Level III , Entry Service;
    OR
  • a Bachelor’s degree and one year of qualifying experience providing direct services beyond routine personal care or supervision to individuals with disabilities in a rehabilitation program or facility, or providing vocational and educational services to learning disabled adults or learning disabled adolescents in the areas of assessment, counseling, job coaching, guidance, placement, or job development;
    OR
  • an Associate’s Degree or 60 college credit hours and 2 years of qualifying experience providing direct services beyond routine personal care or supervision to individuals with disabilities in a rehabilitation program or facility, or providing vocational and educational services to individuals with disabilities in the areas of assessment, counseling, job coaching, guidance, placement, or job development;
    OR
  • four years of qualifying experience providing direct services beyond routine personal care or supervision to individuals with disabilities in a rehabilitation program or facility, or providing vocational and educational services to individuals with disabilities in the areas of assessment, counseling, job coaching, guidance, placement, or job development.
Payment Rate and Authorization:

Payment for this service is a flat rate payable upon completion of the service:

  • Region 1 - $550.00
  • Region 2 - $495.00
  • Region 3 - $523.00
Established Performance Indicators:
  • amount of time between initial consumer contact and complete application packet – standard 45 days; and,
  • number of consumers that are appropriately evaluated for eligibility/ineligibility – standard 90 percent.

Assessment Services

NOTE: These definitions do not apply to the types of assessment needed for assistive technology, vehicle or home modifications, medical evaluations, or to those services covered under contractual arrangements with Psychologists.

Definition:

Assessment services are designed to obtain information that will help clarify ACCES-VR eligibility questions, and/or assist both the consumer and ACCES-VR counselor in the development of an appropriate IPE goal. Assessment information evaluates consumer skills, aptitudes, interests, capacities, behaviors, work readiness and functional limitations and provides suggested vocational options in keeping with these findings. It may include an appraisal of the patterns of work behavior of the individual and services needed for the individual to acquire occupational skills and to develop work attitudes, work habits, work tolerance, and work related behaviors necessary for successful job performance. The product of assessment services is a personalized report highlighting the testing/community assessment results as they apply to the individual consumer’s vocational capacities, functional limitations and potential employment options.

Services:

Level I:

Assessment Service A - Diagnostic Vocational Evaluation - DVE (Case Service Code 110X)

Evaluation in agency setting or locale associated with provider agency (for example, but not limited to, enclave, mobile crew, affirmative business). This service is primarily observational, with a focus on work readiness, and some skill identification. The service may include standardized work samples and may be done on a group basis. The standard authorization period is up to 15 days.

Payment Rate and Authorization:

Payment for this service is per day with a standard authorization of up to 15 days in an agency setting at the rate of:

  • Region 1 - $64.00
  • Region 2 - $58.00
  • Region 3 - $61.00
  • Deaf Service Rate: $211.00 per day for Regions 1, 2 & 3

Assessment Service B - Community Based Situational Assessment (CBA) - (Case Service Code 111X)

This service is similar to DVE but in a community-based setting. It provides actual hands-on work and supervision as well as direct observations by the provider staff /evaluator. This service may be done on a group basis. Standard authorization period is up to 5 days.

Deliverables and Payment Process:

Upon completion of the service, the provider will prepare and submit a Vocational Assessment Service report to the ACCES-VR counselor within 10 business days, or in case of drop-outs, after the last contact with the individual. The provider will receive final payment upon completion of a Vocational Assessment Service report approved by the Vocational Rehabilitation Counselor ( VRC ). The provider must offer the VRC the opportunity to attend a conference at conclusion of the service. Drop-outs will be prorated based on receipt of a partial report and number of days that the service was provided. For consumers who do not complete the service, the provider will report on what information they were able to obtain during the period of consumer participation. The unit of service for Assessment A is defined as a minimum of a five-hour day up to 15 days and can be billed in half units (2.5 hours) if necessary. The unit of service for Assessment B is defined as a minimum of a five-hour day up to 5 days and can be billed in half units (2.5 hours) if necessary. In the case of drop-outs billing should be prorated at the daily rate for the number of days the consumer was served and submission of appropriate documentation to the VRC .

Staffing:

Individuals providing Assessment Service A and B must meet the qualifications in the Commissioner’s Regulations for the title Evaluator I, below. Additionally, individuals with this title shall be directly supervised by an Evaluator II who meets the qualifications described in the Level II services.

Evaluator I minimum qualifications:

  • Master's degree in vocational rehabilitation counseling or related area such as personnel, counseling and guidance;
    OR
  • Bachelor's degree, enrollment in a specialized course, and enrollment in a Master's degree program in vocational rehabilitation or related areas;
    OR
  • combination of education and experience which, in the judgment of the Office of Vocational and Educational Services for Individuals with Disabilities, is substantially equivalent to the standards of this subdivision.
Payment Rate and Authorization:

Payment for this service is per day with a standard authorization of up to 5 days in an agency or community-based setting at a rate of:

  • Region 1 - $64.00
  • Region 2 - $58.00
  • Region 3 - $61.00
Established Performance Indicators:
  • amount of time from referral to commencement of services - standard 21 days; and
  • amount of time from commencement of assessment to receipt of report - standard 25 days.

Level II:

Community-Based Workplace Assessments (CBWA) – (Case Service Code 112X)

Customized worksite evaluations in the community. The sites for this process are actual employer worksites, not agency based. The provider develops a work evaluation site according to the interests and employment factors of the consumer. If indicated, provider may arrange for two different work sites if that is needed for evaluation purposes. The evaluator accompanies the individual to the worksite in order to observe and assist the employer as needed. This evaluation gives the individual experience in an actual worksite and provides hands-on work and supervision, as well as direct observations by the evaluator. The evaluator may also interview significant others (family, teacher, and spouse) relative to individual consumer capacity information. This service is done on an individual basis. The standard authorization period is up to 10 days.

Deliverables and Payment Process:

Upon completion of the service, provider will prepare and submit a Vocational Assessment Service Report to the ACCES-VR counselor within 10 business days, or in case of drop-outs, after the last contact with the individual. The provider will receive final payment upon completion of the report approved by the VRC . The provider must offer the VRC the opportunity to attend a conference at the conclusion of the service. This service is reimbursed based on completion and submission of the Vocational Assessment Service Report. For consumers who do not complete the service, the provider will report on what information they were able to obtain during the period of consumer participation. A unit of service is defined as a minimum of a five-hour day up to 10 days and can be billed in half units (2.5 hours) if necessary. In the case of drop-outs, billing should be prorated at the rate of $48.00 per hour for Region 1, $43.00 per hour for Region 2, and $46.00 per hour for Region 3 with submission of appropriate documentation and information regarding last contact with consumer to the VRC .

For consumers for whom a more limited evaluation is needed, a proportional number of days of service will be agreed upon with the referring ACCES-VR counselor, and the provider will report on the focus area of the evaluation.

Staffing:

Individuals providing this service must meet the qualifications in the Commissioner’s regulations for the title Evaluator I, below. Additionally, individuals with this title shall be directly supervised by an Evaluator II who meets the qualifications described in the Level III services.

Evaluator II Minimum qualifications:

  • Master's degree in vocational rehabilitation or related area such as personnel, counseling, guidance and one year of experience in vocational rehabilitation or other suitable fields;
    OR
  • Bachelor's degree and three years of appropriate experience in services to individuals with disabilities;
    OR
  • combination of experience and training, such as experience as evaluator in a community rehabilitation program: or experience in industry and completion of specialized rehabilitation-related courses which, in the judgment of the Office of Vocational and Educational Services for Individuals with Disabilities, is substantially equivalent to the standards of this subdivision.
Payment Rate and Authorization:

Payment for this service is per day with a standard authorization of up to 10 days at the rate of:

  • Region 1 - $240.00
  • Region 2 - $215.00
  • Region 3 - $230.00
Established Performance Indicators:
  • amount of time from initial referral to commencement of assessment - standard 21 days; and,
  • amount of time from commencement of assessment to receipt of report - standard 20 days.

Level III : Standardized Testing/Specialized Evaluations

Standardized Testing – (Case Service Code 100X)

- measures a consumer's academic achievement, aptitudes, cognitive abilities, personality, vocational interests, sensory/motor skills and compares the individual's performance with an appropriate sample population. This service is done on an individual basis. This service would utilize standardized, computerized or other assessment system including but not limited to: Strong Interest Inventory, Jackson Vocational Interest Survey, WAIS III , MESA /Valpar, and work samples, such as Career Scope, OASYS, Apticom, JEVS, McCarron-Dial or any commonly recognized and validated system.

The standard authorization for this service is up to 10 hours. Additional hours may be provided based on individual consumer need with pre-approval by the ACCES-VR Counselor.

Specialized Evaluations (Case Service Code 109X)

This form of evaluation addresses an area specific to the impact of the consumer’s disability on vocational functioning and often addresses specific questions. It is performed by an individual with appropriate credentials to assess that area. Examples include Functional Capacity evaluations, or Substance Abuse Assessments. These evaluations do not include nor replace those provided by medical/psychological personnel that are purchased at the prevailing rate within the community, as needed to complete individual consumer eligibility determination /assessment.

The standard authorization for this service is up to 10 hours. Additional hours may be provided based on individual consumer need with pre-approval by the ACCES-VR Counselor.

Deliverables and Payment Process:

Upon completion of the service, the provider will prepare and submit the report to the ACCES-VR counselor within 10 business days, or in case of drop-outs, after the last contact with the individual. The provider will be paid based on completion of a Vocational Assessment Service report approved by the VRC . The provider must offer the VRC the option of attending a conference at conclusion of the service. This service is reimbursed based on completion and submission of the assessment report. For consumers who do not complete the service, the provider will report on what information they were able to obtain during the period of consumer participation. A unit of service for Standardized Testing and Specialized Evaluation is defined as up to 10 hours. In the case of drop-outs, billing should be prorated at the hourly rate with submission of appropriate documentation and information regarding the last contact with the consumer to VRC .

For consumers for whom a more limited evaluation is needed, a proportional number of hours will be agreed upon with the referring ACCES-VR counselor, and provider will report on the focus area of the evaluation. For consumers who do not complete the service, the provider will report on what information they were able to obtain during period of consumer participation.

Staffing:

Evaluator III minimum qualifications:

  • Master's degree in vocational rehabilitation or related area such as personnel, counseling, guidance and one year of experience in vocational rehabilitation or other suitable fields;
    OR
  • Bachelor's degree and three years of appropriate experience in services to individuals with disabilities;
    OR
  • combination of experience and training; such as experience as evaluator in a community rehabilitation programs: or experience in industry and completion of specialized rehabilitation-related courses which, in the judgment of the Office of Vocational and Educational Service for Individuals with Disabilities, is substantially equivalent to the standards of this subdivision; and,
  • certification as an administrator of any instrument(s) utilized that requires such designation; or, certification in the field in which a Specialized Assessment is performed, such as an OTR , Certified Alcoholism Counselor, etc.
Payment Rate and Authorization:

Payment for Standardized Testing and Specialized Evaluations is per hour with a standard authorization of up to 10 hours at the rate of:

  • Region 1 - $136.00
  • Region 2 - $121.00
  • Region 3 - $128.00
  • Deaf Service Rate - $156.00 per hour for Region 1, $139.00 per hour for Region 2, and $148.00 per hour for Region 3
Established Performance Indicators:
  • amount of time from referral to commencement of assessment - standard 21 days; and,
  • amount of time from commencement of assessment to receipt of report - standard 14 days.

Assistive Technology/Rehabilitation Technology Services

NOTE : This service does NOT include evaluations related to vehicle use and modifications.

Assistive Technology/Tehabilitation Technology Evaluation – (Case Service Code 165X)

Definition:

This is an evaluation to determine the need for assistive/rehabilitation technology services to mitigate the impact of the individual’s functional limitations, to enhance the capacity to participate in Vocational Rehabilitation Services, and achieve the Individualized Plan for Employment (IPE) employment outcome. The standard authorization for this service is up to 20 hours. Additional hours may be provided based on individual consumer need with pre-approval by the ACCES-VR Counselor.

Services:

This service includes all evaluations that are used to determine the practicality and effectiveness of using rehabilitation technology, as well as the identification of any indicated assistive devices and related services. It encompasses recommendations for types of rehab technology, specifications, advantages of potential options, and the cost/benefits of those options. Assistive/rehabilitation technology evaluations clearly describe how the device or service will address functional limitations in terms of participation in training and/or employment outcomes.

Deliverables and Payment Process:

Upon completion of the service, the provider will prepare and submit the report to the ACCES-VR counselor within 10 business days, or in case of drop-outs, after the last contact with the individual. The provider will be paid based on completion of an Assistive/Rehabilitation Technology Evaluation Report approved by the VRC . The provider must offer the VRC the option of attending a conference at the conclusion of the service. This service is reimbursed based on completion and submission of the assessment report. A unit of service is defined as up to 20 hours and receipt at the appropriate ACCES-VR District Office of the Assistive/Rehabilitation Technology Evaluation Report. In the case of drop-outs, billing will be prorated at the hourly rate with submission of appropriate documentation and information regarding last contact with consumer to VRC .

For consumers for whom a more limited evaluation is needed, a proportional number of hours will be agreed upon with the referring ACCES-VR counselor, and the provider will report on the focus area of the evaluation. For consumers who do not complete the service, the provider will report on what information they were able to obtain during the period of consumer participation.

Staffing:

The qualifications of persons or organizations conducting evaluations or providing assistive technology for ACCES-VR will be approved on the basis of education, experience, ability to work successfully with individuals with disabilities, and the ability to provide comprehensive reports of findings and recommendations which will be the basis for the development of a plan for assistive/rehabilitation technology services. Such individuals must:

  • have successfully attained skills and knowledge in the delivery of rehabilitation technology services;
  • document successful experiences in providing rehabilitation technology services to individuals with disabilities in their area of expertise;
  • demonstrate the ability to assess and deliver rehabilitation technology services and communicate the results effectively orally and in writing in a clear, concise, logical and objective manner; and,
  • maintain adequate liability insurance.
Payment Rate and Authorization:

Payment for this service is per hour with a standard authorization of up to 20 hours at a rate of:

  • Region 1 - $80.00
  • Region 2 - $80.00
  • Region 3 - $80.00
Established Performance Indicators:
  • amount of time from referral to commencement of evaluation – standard 21 days;
  • amount of time from commencement of evaluation to receipt of report – standard 21 days; and,
  • Recommendations for adaptive technology are cost effective and meet consumer’s need.

Assistive Technology/Rehabilitation Technology Training – (Case Service Code 167X)

Definition:

This is a process of providing instruction to an individual on how to use the assistive technology/rehabilitation technology device(s) or service(s). The intended outcome is that the individual, upon completion of the training, will be able to effectively utilize the device(s) or service(s) to achieve their employment goal.

Services:

 

Deliverables and Payment Process:

Training must be completed with the appropriate assistive technology/rehabilitation technology device(s) or service(s) matched to the individual’s needs. The training should develop full user competency with the respective device(s) or service(s). The training is based on the assistive technology/rehabilitation technology evaluation report provided by a qualified service provider. Standard authorization for this service is up to 20 hours. Additional hours may be provided based on individual consumer need with pre-approval by the ACCES-VR Counselor. Upon completion of this service, the provider will prepare and submit the training report to the ACCES-VR Counselor within 10 business days. A unit of service is defined as up to 20 hours. In the case of drop-outs, billing should be prorated at the hourly rate with submission of appropriate documentation and information regarding last contact with consumer to the VRC .

Staffing:

The qualifications of persons or organizations conducting training or providing rehabilitation technology for ACCES-VR will be approved on the basis of education, experience, the ability to work successfully with individuals with disabilities, and the ability to provide comprehensive reports of findings and recommendations, upon which to develop a plan for rehabilitation technology services. Such individuals must:

  • have successfully attained skills and knowledge in the delivery of rehabilitation technology services;
  • document successful experiences in providing rehabilitation technology services to individuals with disabilities in their area of expertise;
  • demonstrate the ability to assess and deliver rehabilitation technology services and communicate the results effectively orally and in writing in a clear, concise, logical and objective manner; and,
  • maintain adequate liability insurance.
Payment Rate and Authorization:

Payment is per hour with a standard authorization of up to 20 hours at:

  • Region 1 - $80.00
  • Region 2 - $80.00
  • Region 3 - $80.00
Established Performance Indicators:
  • amount of time from referral to commencement of service – standard 21 days; and,
  • training results in a successful application of adaptive technology to consumer’s specific need.

Work Readiness Services

Definition:

Consumers are assisted by providers in development of job-related skills. Work Readiness Services include components that enable the consumer to successfully develop the following individual capacities for achieving and maintaining employment: work behaviors, social skills in the work setting, effective communication, accepting supervision, problem solving, grooming and hygiene, goal setting and work tolerance.

Other areas of concern may also be addressed including work-related daily living skills, disability awareness, work traits and work ethics, which may be provided as part of IPE development (Level I below) or as an IPE service. This always includes a focus on acquisition of the requisite “soft skills” applicable across a variety of employment settings. The higher levels of this service also include development of vocational skill sets focused on specific fields of employment. While typically provided in a group setting, these vocational adjustment services may be provided one-on-one. At the highest level of this service (Level III ), the provider is required to place and support the consumer throughout the 90-day post employment period leading up to ACCES-VR case closure.

Services:

These services may be delivered in a community-based facility or, where possible, in an integrated community setting. At the highest level of the service, there is a requirement for placement and short term intervention in an employment site. Delivery of these services is dependent upon the development of an activity plan that is then approved by the ACCES-VR District Office(s) utilizing the service.

Counselors should select the needed level of Work Readiness skills identified in the IPE with the understanding that the higher levels of skill development include all the elements of the preceding level(s). If, following services at a lower level, it is determined the consumer is able to progress to a higher level than previously anticipated, the authorization for that subsequent level should be of a shorter duration, as agreed upon with the provider. These skill development services can be authorized as follows in the three modules listed below:

Level I:

Work Readiness Services 1 – (Case Service Code 620X)

This service is a defined set of activities that lead to the acquisition of specific “soft” skills by the individual. They are primarily focused on tasks such as learning acceptable work and social conduct in the workplace, the culture of the workplace, preparing a resume, motivation for work and maintaining a job, and other skills such as, but not limited to, work-related daily living skills, disability awareness, transportation and home health management that are applicable across a variety of employment settings.

Deliverables and Payment Process:

Upon completion of approved Level I Work Readiness Services, the provider will prepare and submit a report to the ACCES-VR counselor within 10 business days, or in case of drop-outs, after the last contact with the individual. Such reports shall indicate the type of services provided and the individual's progress acquiring soft skills, which will support the development of an employment goal. A unit of service is defined as a minimum of a five-hour day up to 20 days and can be billed in half units (2.5 hours) if necessary. In the case of drop-outs, billing should be prorated at the daily rate with submission of appropriate documentation and information regarding last contact with consumer to the VRC .

Staffing:

Staff providing this service must have:

  • a high school diploma or GED®;
  • a varied and successful work history in competitive employment settings;
  • knowledge of employer expectations of employee performance and workplace behaviors;
  • knowledge of ACCES-VR reporting requirements; and,
  • a minimum of two years experience in providing vocational services to persons who have disabling conditions or other significant barriers to employment.

Work Readiness Service providers must be supervised by an individual having at least a Bachelor’s level degree in an appropriate human services/human resources field, OR at least four year’s experience in the provision of work readiness services. Staff must also take part in ongoing training and staff development activities associated with the provision of services to individuals with disabilities.

Payment Rate and Authorization:

Payment for this service is per day with a standard authorization of up to 20 days at the rate of:

  • Region 1 - $40.00
  • Region 2 - $36.00
  • Region 3 - $38.00
  • Deaf Service Rate - $69.00 per day for Regions 1, 2 & 3
Established Performance Indicators:
  • amount of time from referral to commencement of service – standard 21 days,
  • amount of time from commencement of service to receipt of report - standard 30 days; and,
  • consumer has achieved Level I of work readiness skills and is able to transfer those skills to another environment.

Work Experience Development - (Case Service Code 559X)

This service is designed to enlist the assistance of a community provider to aid is securing an employer-based work experience opportunity for our consumers. The vendor would be responsible for setting up the work experience, monitoring consumer progress and making the arrangements for required paperwork with the employer. This service is designed to provide ACCES-VR consumers with real work experiences and opportunities to network in actual business environments consistent with their vocational goals. It can be a stand alone service or may be packaged with other placement services.

Deliverables and Payment Process:

The vendor has established and placed the consumer in an actual employment experience with a community-based employer. The vendor will develop the work experience and be paid for the service under this code. In conjunction with the service, ACCES-VR could provide OJT, WTO, work study or internship/externship from the employer using the existing service options. A unit of service is defined as a report that is provided to the ACCES-VR Counselor describing the work experience site that has been developed. In the case of drop-outs, billing should be prorated at 20 percent of the applicable rate listed below for your region and submission of appropriate documentation regarding last contact with consumer to VRC .

Staffing:

Work Readiness Service providers must have:

  • a high school diploma or GED®;
  • a varied and successful work history in competitive employment settings;
  • knowledge of employer expectations of performance and employee behaviors;
  • knowledge of ACCES-VR reporting requirements; and,
  • a minimum of two years experience in providing vocational services to persons who have disabling conditions or other significant barriers to employment

Work Readiness service providers must be supervised by an individual having at least a Bachelor’s level degree in an appropriate human services/human resources field, OR at least four year’s experience in provision of Work Readiness services. Provider has a staff development plan for staff participation in ongoing training and staff development activities associated with the provision of services to individuals with disabilities.

Payment Rate and Authorization:

This is a flat fee service with 25 percent payable following the initial authorization and 75 percent payable at the time the vendor reports that the work experience has been secured at the rate of:

  • Region 1 - $500.00
  • Region 2 - $450.00
  • Region 3 - $475.00
  • Deaf Service Rate for Regions 1, 2 & 3 - $2,335
Established Performance Indicators:
  • amount of time from referral to commencement of services – standard 21 days;
  • amount of time from commencement of services to secured work experience and receipt of final report – standard 30 days; and,
  • consumer has successfully entered a work experience – standard 90 percent

Level II:

Work Readiness Services 2 - (Case Service Code 625X)

In addition to the soft skills of Level I, listed above, this service is a defined set of activities that lead to development of skills for a specific career outcome (e.g. skill development in retail sales, utility worker, or other generic job areas) consistent with consumer IPE goals and locally available employment opportunities. The specified skill development is primarily at the provider’s facility or may be at a community site and the activity is not applicable for licensure by NYSED’s Bureau of Proprietary School Supervision. The skills acquired must be appropriate for entry level work in the field of preparation and/or transferable to other job areas. The expected vocational service outcome must be consistent with an individual’s IPE.

Deliverables and Payment Process:

Upon completion of approved Level II Work Readiness Services, the provider will prepare and submit a report to the ACCES-VR counselor within 10 business days, or in case of drop-outs, after the last contact with the individual. Such reports shall indicate the type of services provided and the individual's progress toward the employment outcomes specified in the IPE, is in a format approved by and submitted at intervals designated by ACCES-VR. The unit of service is defined as a minimum of a five-hour day up to 40 days and can be billed in half units (2.5 hours) if necessary. In the case of drop-outs, billing should be prorated at the daily rate and with submission of appropriate documentation and information regarding last contact with consumer to the VRC . Authorizations for consumers who have previously participated in Level I services with the same provider should be reduced accordingly. Progress report will be provided at mid-point and at conclusion of service.

Staffing:

Work Readiness Service providers must have:

  • a high school diploma or GED®;
  • a varied and successful work history in competitive employment settings;
  • knowledge of employer expectations of performance and employee behaviors;
  • knowledge of ACCES-VR reporting requirements; and,
  • a minimum of two years experience in providing vocational services to persons who have disabling conditions or other significant barriers to employment.

Work Readiness service providers must be supervised by an individual having at least a Bachelor’s level degree in an appropriate human services/human resources field, OR at least four year’s experience in the provision of Work Readiness services. Staff must also take part in ongoing training and staff development activities associated with the provision of services to individuals with disabilities.

Payment Rate and Authorization:

Payment for this service is per day with a standard authorization of up to 40 days at the rate of:

  • Region 1 - $45.00
  • Region 2 - $41.00
  • Region 3 - $43.00
Established Performance Indicators:
  • amount of time from referral to commencement of services – standard 21 days;
  • amount of time from commencement of services to receipt of final report - standard 50 days;
  • percent of consumers placed in employment with their original vocational goal – standard 90 percent; and,
  • consumer has achieved criteria of work readiness skill development – standard 80 percent

Level III

Work Readiness Services 3 - (Case Service Code 630X)

In addition to the soft skills of Level I, listed above, this service is a defined set of activities that lead to development of skills for a specific career outcome (e.g. skill development in retail sales, utility worker, or other generic job areas) consistent with consumer’s IPE goals and locally available employment. The skills acquired must be appropriate for entry level work in the field of preparation and/or transferable to other job areas. It is expected that at least one third of Level III work readiness skill development will be in a community-based setting. The standard authorization period for this service is up to 60 days, which includes both the training process and simultaneous job development and placement activities. The expected outcome is that consumers will have had a real work experience, and have acquired work readiness skills associated with specific career area identified in their IPE and job placement.

Deliverables and Payment Process:

Upon completion of approved Level III Work Readiness Services, the provider will prepare and submit a report to the ACCES-VR counselor within 10 business days, or in case of drop-outs, after the last contact with the individual. The report must include data relating to the employment of the individual sufficient for ACCES-VR case closure. Services rendered must have enabled the consumer to learn the essential functions of the job and to meet employer expectations sufficient for job retention. The unit of service is defined as a minimum of a five-hour day up to 60 days and can be billed in half units (2.5 hours) if necessary. In the case of drop-outs, billing should be prorated at the daily rate and with submission of appropriate documentation and information regarding last contact with consumer to the VRC . If a consumer is employed as a direct result of the Work Readiness III services, a job retention payment will be authorized following 90 days of employment.

Staffing:

Staff providing this service must have:

  • a high school diploma or GED®;
  • a varied and successful work history in competitive employment settings;
  • knowledge of employer expectations of employee performance and workplace behaviors;
  • knowledge of ACCES-VR reporting requirements; and,
  • a minimum of two years experience in providing employment-related services to persons who have disabling conditions and knowledge of the local job market.
Payment Rate and Authorization:

Payment for this service is per day with a standard authorization of up to 60 days at the rate of:

  • Region 1 - $45.00
  • Region 2 - $41.00
  • Region 3 - $43.00

Job Retention Payment – (Case Service Code 932X) – $800.00 for all regions following 90 days of employment – this rate cannot be combined with any other placement or training rates.

Established Performance Indicators:
  • amount of time from referral to commencement of service – standard 21 days;
  • amount of time from commencement of service to receipt of report – standard 70 days; and,
  • consumer successfully developed necessary skills with an employer and maintain employment for 90 days – standard 80 percent.

Job Placement Services

Definition:

Consumers are served by providers with employment-related services necessary to obtain or retain acceptable employment. It is ACCES-VR’s expectation that the employment be secured in an integrated setting and consistent with the individual’s IPE vocational goal.

Services:

These services may be delivered individually or sequentially/bundled predicated upon the individual needs of the consumer, as identified by the referring vocational rehabilitation counselor. These services are not designed for individuals who meet the criteria for involvement in Supported Employment services.

Level I:

Coaching Supports (for Employment) – (Case Service Code 959X)

This service includes interventions that can be used in case service Status 18, 20, 22 and provide the individual consumer assistance and support on or off-the-job in activities on a short-term or long-term basis, that are employment-related and needed to promote job development, adjustment and retention. Services duration will be determined by the VRC depending upon the individual consumer’s Individualized Plan for Employment. Activities may include, but are not limited to, job orientation, job destination/transportation training, resume writing, interviewing skills, job clubs, teaching basic job tasks, supervision at the worksite, supervisor consultation, assistance in integrating into the work environment or adjusting to changes in the work environment, assistance with public support agencies, the provision of supports due to changes in job duties, family and residential provider consultation and ongoing contact with the consumer and/or employer to ensure continued job satisfaction.

Deliverables and Payment Process:

This service is funded on an hourly basis, with the VRC determining number of hours appropriate for the desired intervention. ACCES-VR will pay for vouchered services rendered upon receipt of a monthly report outlining the services delivered, status of the individual’s current employment and outcome of the intervention provided. A unit of service is defined as the number of hours determined by the VRC . In the case of drop-outs, billing should be prorated at the hourly rate and with submission of appropriate documentation and information regarding last contact with consumer to VRC .

Staffing:

Coaching Support service providers must have:

  • a high school diploma or GED®;
  • a varied and successful work history in competitive employment settings;
  • knowledge of employer expectations of performance and employee behaviors; and,
  • a minimum of two years experience in providing employment-related services to persons who have a disabling condition and knowledge of the local job market.
Payment Rate and Authorization:

Payment for this service is per hour with the VRC determining the number of hours appropriate for the desired intervention at the rate of:

  • Region 1 - $56.00
  • Region 2 - $43.00
  • Region 3 - $43.00
  • Region 1 - Deaf Service Rate - $63.00
  • Region 2 – Deaf Service Rate - $50.00
  • Region 3 – Deaf Service Rate - $50.00
Established Performance Indicators:
  • amount of time from referral to commencement of service – standard 10 days;
  • percent of consumers successfully rehabilitated – standard 60 percent; and,
  • successful placement in employment.

Level II:

Direct Placement Intake – Tier 1 - (Case Service Code 921X)

This service is designed to permit the individual referred for services and the service provider to determine if there is an adequate match in the following areas: the vocational goal, the job search methodologies and mutual expectations. It may be utilized as an assessment or placement service, including evaluation of employability, or as a pre-screening relative to placement potential in a particular occupation.

Job Seeking and Jjob Development Services – Tier 2 - (Case Service Code 929X)

These services are designed to equip the consumer with the necessary skills to participate, to the greatest degree possible, with the job search process. It may include, but not be limited to, the following activities: work place behavior skills training, resume development, job application training, job seeking skills training, interviewing skills training, and/or job retention skills training. This service also includes simultaneously providing individual job development activities such as following up on job leads through both direct and indirect contact with employers. These activities conducted by the service provider would be for a minimum of five hours monthly. It is expected that these services will be delivered over a period of time not to exceed nine months.

Job Placement – Tier 3 – (Case Service Code 931X)

This is an outcome-based service that is paid when a ACCES-VR consumer starts working on a job that meets his or her vocational goal. In the event that a consumer loses a placement and both consumer and VRC believe additional placement services are indicated, this service may be repeated if necessary.

Job Retention Services – Tier 4 - (Case Service Code 932X)

This service provides a resource to both the consumer and the employer during the initial 90 days of employment; ACCES-VR expects on-going contact with the consumer and, where it is not contraindicated, the employer to ensure a successful transition to his or her new position.

Deliverables and Payment Process:
  • For Tier 1 – Direct Placement Intake – This is a flat fee service. Payment will be made upon receipt of a report from the provider, within 20 working days of the referral, indicating whether placement services are recommended to continue. A unit of service is defined as one intake. The drop-out rate does not apply to this service.
  • For Tier 2 – Job Seeking and Job Development Service - This is a flat fee service. ACCES-VR expects a monthly report describing the services provided and payment made upon receipt of job development plan and voucher. If placement does not occur within nine months from the beginning of these services, any additional placement service that might have been authorized will be automatically canceled. These services can be reauthorized upon agreement from the Vocational Rehabilitation Counselor. A unit of service is defined as a minimum of five hours per month, not to exceed nine months for a predetermined time frame or in the event of a placement. Drop-out and no-show rates do not apply to this service
  • For Tier 3 – Job Placement - This service is paid upon receipt of a voucher and a complete written report (including all data necessary for a successful case closure documentation) confirming the completion of the first day of employment as defined by the consumer’s employer. In the event that the consumer loses a job, this fee could be reauthorized by the Vocational Rehabilitation Counselor and paid to the vendor more than once, provided the follow up job placement occurs more than 90 days from the original. A unit of service is defined as completion and receipt of written report by the VRC . Drop- out and no-show rates do not apply to this service; and,
  • For Tier 4 – Job Retention Services - Upon receipt of a voucher and an updated report containing required data for case closure, this outcome-based payment is paid to the provider after services rendered have enabled the consumer to learn the essential functions of the job and our consumer meets employer productivity expectations while retaining the job for a minimum of 90 calendar days. A unit of service is defined as completion and receipt of updated report by the VRC . Drop-out and no-show rates do not apply to this service.
Staffing:

Level II Job placement service providers must have:

  • a high school diploma or GED®;
  • a varied and successful work history in competitive employment settings;
  • knowledge of employer expectations of performance and employee behaviors;
  • knowledge of the local job market;
  • a minimum of two years experience in providing employment services to persons who have disabling conditions; and,
  • supervision by an individual holding at least a Bachelor’s level degree in an appropriate human services/human resources field, and one year of experience in the provision of job placement services, OR at least four year’s experience in provision of placement services. Staff must also take part in ongoing training and staff development activities associated with provisions of placement of individuals with disabilities in employment.
Payment Rate and Authorization:

Tier 1: Payment for this service is a flat fee per intake at the rate of:

  • Regions 1, 2 & 3 - $150.00

Tier 2: Payment for this service is a flat fee for a minimum of five hours per month, not to exceed nine months. Payment will be made upon receipt of the job development plan and voucher at a rate of:

  • Regions 1, 2 & 3 - $550.00
  • Deaf Service Rate Regions 1, 2 & 3- $1,690.00

Tier 3: Payment for this service is a flat fee at a rate of:

  • Regions 1, 2 & 3 - $550.00
  • Deaf Service Rate for Regions 1, 2 & 3- $1,690.00

Tier 4: Payment is a flat fee at the rate of:

  • Regions 1, 2 & 3 - $800.00
  • Deaf Service Rate for Regions 1, 2 & 3- $1,690.00
Established Performance Indicators:
  • hours of work per week – standard 35 hours;
  • percent of consumers successfully rehabilitated – standard 60 percent;
  • receipt of monthly reports – standard 100 percent;
  • amount of time from referral to commencement of service – standard 21 days; and,
  • length of time from commencement of services to successful rehabilitation – standard 150 days.
Performance Indicators Under Development:
  • consumer’s hourly rate of pay – standard Region 1 $13.00 and Regions 2 and 3 $12.00; and,
  • percent of consumers receiving benefits with employment

Driver Rehabilitation Services

NOTE: These services are only for the provision of driver training services, which are specifically focused on disability-related barriers to driving. Routine training in the operation of a vehicle is not included. Only individuals requiring vehicle modifications, specialized driver training and/or adaptive equipment because of his/her disability should be enrolled in this type of training.

Definition:

Driver rehabilitation services include all activities that are necessary for the identification of specific vehicle modification required to enable an individual to safely operate a vehicle, and the evaluation and training necessary for the individual to competently operate his/her modified vehicle. These services may also include information for an individual to safely be transported as a passenger in a vehicle modified for that purpose. Driver evaluation and training services may be provided to eligible individuals with a disability related transportation barrier to achieving their employment outcome.

Services:

The Driver Rehabilitation services included within the UCS contract include: Adaptive Driver Evaluation which is a process to assess whether an individual has potential to drive a vehicle safely, what training needs there are and to determine if vehicle modifications, adaptive equipment or automotive equipment are necessary. It also encompasses Adaptive Driver Training which is a process to teach an individual how to safely drive a modified vehicle, so that the individual is able to obtain or retain a driver's license.

Level I:

Vendor Travel for Driver/Vehicle Evaluation or Training Implementation – (Case Service Code 142X)

This is a service authorized only when it is necessary for a vendor to travel over 20 miles each way to accomplish the authorized driver evaluation or training services to a specific consumer.

Deliverables and Payment process:

Through discussion with referring ACCES-VR counselor, it must be established that such travel is necessary, and documentation of the actual mileage from site to site must be provided. This service will be authorized in tandem with either Level II and /or Level III Driver Rehabilitation services. If travel is less than 20 miles each way, the vendor will be paid at the rate listed in Level II for completing the service. A unit of service is defined as up to a maximum of 10 hours. In the event of drop-outs, billing will be prorated at the hourly rate and submission of appropriate documentation and information regarding last contact with consumer to the VRC .

Payment Rate and Authorization:

Payment for this service is per hour with a standard authorization of a maximum of up to 10 hours at the rate of:

  • Region 1 - $50.00
  • Region 2 - $45.00
  • Region 3 - $48.00
Established Performance Indicators:

Vendor arrives on time at designated location to conduct the evaluation or training

Level II:

Definition:

Adaptive Driver Evaluation is used to determine whether an individual has the potential to drive safely, including the necessary cognitive and perceptual skills required for driving, whether adaptive equipment or vehicle modifications are necessary, and what appropriate vehicle and factory equipment the individual needs to look for when shopping for a vehicle. Reports should identify what type of vehicle will meet the individual’s needs in terms of any adaptive equipment or modification being recommended. If the individual cannot drive a vehicle, it may include information on what the needs are for the person to be safely transported in a private motor vehicle.

Adaptive Driver Evaluation – Low Tech – Car or Van - (Case Service Code 133X)

This evaluation will be considered low tech when the consumer requires the following adaptive equipment to safely operate a motor vehicle. Other, similar items may be included in this category:

  • raised tops and/or doors;
  • mechanical hand controls and steering devices;
  • six-way power transfer seats;
  • car top carriers; and,
  • wheelchair lifters/loader.

Adaptive Driver Evaluation – Low Tech – Car or Van - (Case Service Code 134X)

This evaluation will be considered high tech when the consumer requires the following (but not limited to) high level driving systems to safely operate a motor vehicle:

  • remote steering packages;
  • lowered floor conversions;
  • foot steering;
  • low-effort conversions;
  • horizontal steering; and,
  • braking and throttle servo controls.
Deliverables and Payment Process:

Based on these driver evaluations, the vendor will provide a report on an individual's abilities and/or potential to become a safe, independent driver and/or the vehicle modification requirements. A unit of service is defined as up to 10 hours. In the case of drop-outs, billing will be prorated at the hourly rate and with submission of appropriate documentation and information regarding last contact with consumer to VRC

Upon completion of the service, the provider will prepare and submit the report to the ACCES-VR counselor within 10 business days, or in case of consumer drop-outs, after the last contact with the individual. The provider must offer the VRC the option of attending a conference at conclusion of the service. This service is reimbursed based on completion and submission of the evaluation report. Standard authorization for this service is up to a maximum of 10 hours, with additional hours available upon approval of the referring VRC .

For consumers for whom a more limited evaluation is needed, a proportional number of hours will be agreed upon with the referring ACCES-VR counselor, and the provider will report on the focus area of the evaluation. For consumers who do not complete the service, the provider will report on what information they were able to obtain during period of consumer participation.

Payment Rate and Authorization:

Payment for this service is per hour with a standard authorization of up to 10 hours for both low tech and high tech at the rate of:

Low Tech:

  • Region 1 - $195.00
  • Region 2 - $176.00
  • Region 3 - $185.00

High Tech:

  • Region 1 - $246.00
  • Region 2 - $221.00
  • Region 3 - $234.00
Established Performance Indicators:
  • timely completion and submission of evaluation report to ACCES-VR VRC – standard 10 days; and,
  • recommendations are cost effective and meet consumer needs in terms of ability to drive or be transported in a motor vehicle.

Level III :

Adaptive Driver Training

This is a process of providing instruction to an individual on how to operate a vehicle safely, including the utilization of adaptive equipment and addressing disability related limitations. The intended outcome is that the individual, upon completion of the training, will be able to obtain or retain a driver's license necessary to achieve the employment goal.

Adaptive Driver Training – Low Tech – Car or Van - (Case Service Code 880X)

Adaptive Driver Training – High Tech – Car or Van - (Case Service Code 881X)

Deliverables and Payment Process:

Training must be provided on a vehicle with appropriate equipment matched to the driver's needs. The training must develop "behind the wheel" competency in a full range of roadway environments to prepare the individual for obtaining or retaining a driver's license. The training is based on the adaptive driver evaluation report of a Driver Rehabilitation Specialist. Initial authorization is for up to 20 hours with an additional 20 hours that can be authorized in 10-hour increments with justification and VRC approval. The VRC must be notified in writing as to the outcome of training process. A unit of service is defined as up to 20 hours. In the case of drop-outs, billing will be prorated at the hourly rate with submission of appropriate documentation and information regarding last contact with consumer to VRC .

Staffing:

All Driver Rehabilitation Specialists (DRS) must have a Bachelor’s Degree, operate under a professional license, and have a minimum of three years qualifying experience* in one or more of the seven services defined in ACCES-VR’s Standards for Driver Rehabilitation (www.acces.nysed.gov/vr/). Professional credentials may include: Licensed Occupational Therapist; Registered Physical Therapist; Licensed Psychologist; or NYS Certified Driver Education Teacher or NYS DMV approved Driver Education Teacher.

*In lieu of qualifying years of experience, a DRS may be supervised by a DRS who has been approved by ACCES-VR.

OR

A practitioner may have a Bachelor’s Degree and become certified as a Certified Driver Rehabilitation Specialist under the auspices of the Association of Driver Rehabilitation Specialists (ADED).

AND

Driver Rehabilitation Specialists must be able to provide documentation of three years experience providing driver rehabilitation services to individuals with disabilities consistent with the population they wish to serve. DRS must also meet performance requirements defined by ACCES-VR. Final approval rests with ACCES-VR in determining whether the person/program will provide some or all of the seven services identified in these Standards.

Payment Rate and Authorization:

Payment for this service is per hour with a standard authorization of up to 20 hours at the rate of:

Low Tech:

  • Region 1 - $90.00
  • Region 2 - $81.00
  • Region 3 - $86.00

High Tech:

  • Region 1 - $165.00
  • Region 2 - $149.00
  • Region 3 - $157.00

Established Performance Indicators:

  • timely submission reporting outcome of training to ACCES-VR VRC – standard 10 days; and,
  • based on the evaluation report received, the vehicle supplied for training matched the consumer’s need.
  • training was appropriate for the consumer to become a licensed driver;
  • barriers discovered during training reported to and discussed with ACCES-VR VRC and consumers; and,
  • consumer obtains a driver’s license.

Adjunct Services

Definition:

Adjunct services are those activities which supplement the delivery of other IPE services by providing those additional services/supports which the consumer requires for successful IPE goal achievement. These services are always provided in support of other ACCES-VR activities required to achieve the IPE employment outcome.

Services:

Because the offerings in this category are each unique in their nature, they do not necessarily constitute a “series” through Level I, II, and III . Some services are found at only one Level, appropriate to the professional expertise and commensurate reimbursement for that activity. Therefore each modality included under the Adjunct services is defined separately below and will be authorized by the ACCES-VR Counselor.

Benefits Advisement

Definition:

ACCES-VR consumers, as individuals with disabilities, are often involved with, or could benefit from, a range of benefit programs such as Supplemental Security Income (SSI), Social Security Disability Insurance (SSDI), Medicaid, and Medicare. Other benefits commonly received by consumers or available to them include: private insurance coverage, food stamps, PASS plans, public assistance benefits (i.e., Family Assistance or Safety Net benefits), student loans, other financial aid benefits (e.g., TAP and PELL grants), and federal and state tax provisions which reduce tax liability. All of these benefit programs have criteria for initial or continued coverage. Many are based on financial need criteria, and many have very specific rules governing how work and wages affect eligibility or benefit amounts; others may allow consumers to exercise specific options while working. ACCES-VR recognizes that the following Benefit Advisement services are required to allow consumers to address specific and possibly wide-ranging benefits and their related barriers and benefits associated with employment.

Services:

The intent of Benefits Advisement services is to allow consumers to make informed choices concerning the range of benefits they receive or that are available to them, including the work incentives available to them as they participate in education, training, and employment.

This is a service in which the vendor provides timely and accurate information to consumers about one of more benefit programs related to the consumers’ pursuit of their IPE goals. Benefits advisement can be short-term or long-term, as defined below, and may be delivered sequentially, as consumer needs are identified and addressed.

Level I :

Work and Benefits Community Information Session - (Service to Groups – No Case Service Code – Standard Voucher)

This service is a specialized Community Information session consisting of a presentation addressing either the general range of Benefits Issues which impact ACCES-VR consumers, such as incorrect assumptions about the impact of employment on benefits support, or more detailed information regarding specific benefits. The focus of a standard Work and Benefits Presentation is to explain the basic rules governing the relevant benefit programs, without an attempt to individualize the presentation to any one ACCES-VR applicant. Depending on local need, additional sessions might also address specific topics such as SSI/ SSDI and Work, or Retaining Medicaid While Working. The desired focus of these Information Session presentations would be developed in consultation with the ACCES-VR District Office purchasing the service. These sessions will typically range from 45 minutes to 90 minutes in duration. The target audiences are ACCES-VR applicants, with personnel from service agencies, family members or other interested parties potentially included.

Deliverables and Payment Process:

This is a “Service to Groups,” for individuals not yet active with ACCES-VR. Payment occurs upon submission of a roster of individuals participating in the session and a standard voucher form. A unit is defined as one 45 – 90 minute session. Drop-out and no-show rates do not apply to this service.

Staffing:

Individuals providing Benefits Advisement Service must have:

  • § successfully completed one of the multi-day training programs delivered through one of the Social Security Administration’s (SSA) Technical Assistance (TA) providers for the Work Incentives Planning and Assistance Project (formerly the Benefits Planning, Assistance and Outreach Project), such as those provided by Cornell University or Virginia Commonwealth University;
    OR
  • § successfully completed an alternative multi-day training program which is substantially equivalent to one given through one of SSA’s TA providers; and,
  • § Experience with presentations to large groups.

Additionally: Individuals providing Benefit Advisement services must participate in ongoing in-service training to remain current with changes in the benefits requirements.

Payment Rate and Authorization:

Payment for this service is per session at the rate of:

  • Region 1 - $300.00
  • Region 2 - $270.00
  • Region 3 - $285.00
Established Performance Indicators:
  • provider will conduct an effective presentation and be knowledgeable of benefits and options (Cornell Certified);
  • accessibility, elimination of physical and communication barriers;
  • individual consumer confidentiality will be maintained; and,
  • individuals participating in this service have a better understanding of available benefits.

Level II:

Benefits Advisement - Short Term - (Case Service Code 175X)

This service will usually involve no more than one or two contacts with the consumer and/or their representative. Typically, this service will be provided one-on-one through phone contact, or in-person at the vendor’s office or another community-based site. After providing this service, the vendor will recommend to ACCES-VR whether or not the consumer is in need of long-term benefits advisement services. The vendor may provide the consumer with written materials such as a benefits fact sheets. However, the vendor does not prepare a full Benefits Advisement Report as part of this service, but provides a checklist of topics addressed and a recommendation as to future Benefits Advisement needs.

Deliverables and Payment Process:

This service is reimbursed upon receipt of the voucher, accompanied by a Benefits Advisement checklist form, which also includes a rationale for additional services if that is being recommended. Following any needed discussion of potential additional services between the ACCES-VR VRC and the Benefits Advisor, this service may lead to further authorization for involvement in Level III long-term services. A unit of service is defined as up to 6 hours. In the case of drop-outs, billing should be prorated at the hourly rate and with submission of appropriate documentation and information regarding last contact with consumer to VRC .

Staffing:

Individuals providing Benefits Advisement service must have:

  • successfully completed one of the multi-day training programs delivered through one of the Social Security Administration’s (SSA) Technical Assistance (TA) providers for the Work Incentives Planning and Assistance Project (formerly the Benefits Planning, Assistance and Outreach Project), such as those provided by Cornell University or Virginia Commonwealth University;
    OR
  • successfully completed an alternative multi-day training program which is substantially equivalent to the one given through one of SSA’s TA providers; and,
  • knowledge of the provisions of VR services to individuals with disabilities.

Additionally: Individuals providing Benefit Advisement services must participate in ongoing in-service training to remain current in changes in the benefits requirements of a wide range of benefit services.

Payment Rate and Authorization:

Payment for this service is per hour with a standard authorization of up to 6 hours at the rate of:

  • Region 1 - $50.00
  • Region 2 - $45.00
  • Region 3 - $48.00
Established Performance Indicators:
  • amount of time from referral to commencement of services and receipt of Benefits Checklist – standard 30 days; and,
  • individual participating in this service will have a clear understanding of the benefits available to them and how they related to their specific employment objective.

Level III :

A. Benefits Advisement - Long Term - (Case Service Code 176X)

For services expected to require significantly more than two hours involvement. This service involves a comprehensive interview and analysis of the consumer’s current benefit status and follow-up support for a 90-day period.

Based on a comprehensive interview and analysis, the provider will identify consumer concerns related to benefits and work, or the utilization of work incentives, and develop a comprehensive, personalized Benefits Advisement Report for the consumer and ACCES-VR. The report will address any specific concerns presented by the consumer/ACCES-VR VRC , and provide a comprehensive description of what the consumer can expect to happen with various benefits as the consumer begins work activity. Additionally, the Benefits Advisement Report will identify any specific work incentives available and any proactive steps needed for the consumer to access those work incentives. After preparing the Benefits Advisement Report, the benefits adviser is available to meet with the consumer, ACCES-VR counselor, and/or another person acting on the consumer’s behalf to review the report and develop the next steps in the provision of VR services.

Following the report completion, the vendor will be available to the consumer for a minimum of three months for follow up questions related to benefits and work. The vendor will also make at least two self-initiated contacts with the consumer, by letter or phone, to ensure no benefits issues remain. At the end of the three months, the vendor will contact the ACCES-VR VRC with either a recommendation that there are remaining Benefits Advisement needs or that the three-month period has ended. If ACCES-VR case closure is planned during that period, the vendor must provide information to the ACCES-VR VRC , sufficient for a ACCES-VR decision that Status 32 is indicated due to the ongoing Benefits Advisement issues.

Deliverables and Payment Process:

This is an hourly service, with the standard authorization for this service of up to 20 hours. The vendor will send an initial voucher in conjunction with the submission of the Benefits Advisement Report. Subsequent vouchers will be accompanied by a time sheet and any additional or updated Benefits Advisement Reports that are generated. The vendor is responsible for notifying the ACCES-VR VRC when 5 hours remain on the authorization. A unit of service is defined as up to 20 hours. In the case of drop-outs, billing should be prorated at the hourly rate and with submission of appropriate documentation and information regarding last contact with consumer to VRC .

Staffing:

Individuals providing Benefits Advisement Service must have:

  • successfully completed one of the multi-day training programs delivered through one of the Social Security Administration’s (SSA) Technical Assistance (TA) providers for the Work Incentives Planning and Assistance Project (formerly the Benefits Planning, Assistance and Outreach Project), such as those provided by Cornell University or Virginia Commonwealth University;
    OR
  • this requirement can be met if the benefits adviser successfully completed another multi-day training program which is substantially equivalent to one given through one of SSA’s TA providers.

Additionally: Individuals providing Benefit Advisement services must participate in ongoing in-service training to remain current in changes in the benefits requirements of a wide range of benefit services.

Payment Rate and Authorization:

Payment for this service is per hour with a standard authorization of up to 20 hours at the rate of:

  • Region 1 - $50.00
  • Region 2 - $45.00
  • Region 3 - $48.00
Established Performance Indicators:
  • amount of time from referral to commencement of services and receipt of Benefits Advisement Report – standard 30 days; and,
  • individual participating in this service will have a clear understanding of the benefits available to them and how they related to their specific employment objective.

Coaching Supports – Not Job Placement Related

NOTE: This service is not intended to replace those currently provided by Support Aides who assist consumers needing medically-related or attendant care interventions, or tutoring services for college training.

B. Coaching Supports (for Postsecondary Education, Internship, or Other Activities in Pursuit of Employment Goals) (Case Service Code 790X))

This service includes interventions that can be used in any status in vocational rehabilitation services once a person has applied for ACCES-VR other than those associated with job placement. It is designed to enable consumers not eligible/appropriate for Supported Employment services to receive one-to-one, consumer specific assistance of a limited duration, necessary for the consumer’s successful participation in the VR process.

For example, this service could be used to:

  • provide the individual coaching necessary to allow the consumer to successfully participate in a college or post secondary training program;
  • obtain or to maintain an internship through placement assistance and/or short term coaching; and,
  • to provide other interventions determined appropriate in support of IPE goals.
Deliverables and Payment Process:

This service is funded on an hourly basis, with the VRC determining number of hours appropriate for the desired intervention. ACCES-VR will pay for vouchered services rendered upon receipt of a monthly report outlining the services delivered, consumer progress to date, and recommended next steps in reaching the outcome identified by the referring VRC . A unit of service is defined as the maximum number of hours authorized by the VRC . In the case of drop-outs, billing should be prorated at the hourly rate and with submission of appropriate documentation and information regarding last contact with consumer to VRC .

Staffing:

Coaching Support service providers must have:

  • a high school diploma or GED®;
  • a varied and successful work history in competitive employment settings;
  • knowledge of coaching skills associated with serving individuals with disabilities; and,
  • a minimum of two years experience in providing employment-related services to persons who have disabling conditions and knowledge of local resources.
Payment Rate and Authorization:

Payment for this service is per hour with VRC determining the number of hours appropriate for the desired outcome at a rate of:

  • Region 1 - $56.00
  • Region 2 - $43.00
  • Region 3 - $43.00
  • Region 1 - Deaf Service Rate - $63.00
  • Region 2 – Deaf Service Rate - $50.00
  • Region 3 – Deaf Service Rate - $50.00
Established Performance Indicators:
  • amount of time from referral to commencement of services - standard 10 days.

C. Mobility Training

NOTE: This service is not intended to address the specialized needs of individuals who are legally blind (who would receive this service via CBVH enrollment), although the target group may include ACCES-VR consumers with low vision disabilities.

Definition:

Instruction in skills which will assist the consumer to travel safely and successfully negotiate environments in educational/training activities, and/or to obtain and maintain employment.

Services:

Vendor provides one-to-one mobility services with referred ACCES-VR consumers to enable them to travel independently with competence and confidence.

Mobility Services - (Core Service Code Plus Suffix “M”)

Working with consumer and referral information from the VRC , the vendor identifies the locations and modes of transportation necessary for the consumer to be able to access services or employment necessary to achieve IPE goals. Individualized instruction is provided so that the consumer is able to independently reach the identified destinations.

Deliverables and Payment Process:

The standard authorization for this service is up to 10 hours, with the potential, with ACCES-VR VRC approval, for additional hours depending on level of consumer need. The vendor submits a time sheet, signed by the consumer, with a voucher for payment and at conclusion of services, submits a “Travel Competency” form, also signed by the consumer, which verifies that the consumer has achieved independent travel between identified target areas. A unit of service is defined as up to 10 hours. In the case of drop-outs, billing should be prorated at the hourly rate and with submission of appropriate documentation and information regarding last contact with consumer to VRC .

Staffing:

Providers of this service must have at least:

  • a high school diploma or GED®;
  • a work history including service provision to individuals with disabilities;
  • knowledge of barriers to mobility;
  • knowledge of the local transportation infrastructure; and,
  • supervision by an individual with at least a minimum of two years experience in providing mobility services to persons who have disabling conditions.

Payment Rate and Authorization: Payment for this service is per hour with a standard authorization of up to 10 hours at the rate of:

  • Region 1 - $20.00
  • Region 2 - $18.00
  • Region 3 - $19.00
Established Performance Indicators:
  • amount of time from referral to commencement of service – standard 21 days;
  • amount of time from referral to completion of service – standard 35 days; and,
  • individual participating in this service will have acquired the mobility skills needed to participate in vocational rehabilitation or employment.

D. Transportation

NOTE: This item does not include those services under the definitions contained within the Commissioners’ Regulations, Part 247.7 b., relative to “special” transportation for non-ambulatory individuals. Neither does it apply to those individuals receiving transportation from licensed limousine, car service or taxi vendors who are duly licensed by local government agencies.

Definition:

Transportation services included in this section are those round trip rides provided or coordinated by the vendor for ACCES-VR consumers who are engaged in the ACCES-VR core services of assessment, training or placement.

Services:

Transportation services are intended to bring the consumer to and from the site of one of the core ACCES-VR services, on a one round-trip maximum basis, usually to the consumer’s residence. If two distinct core services are being delivered sequentially at different locations, consumers may be transported to both services.

Level I:

Transportation 1 (Core Service Code Plus Suffix “V”)

In this service, agencies provide the consumer with up front payment for ACCES-VR-approved transportation costs, usually for metro/bus passes, to facilitate consumer ability to participate in core services.

Deliverables and Payment Process:

For those consumers meeting the requirements for transportation support, ACCES-VR authorizes a set amount to a facility for payment of consumer transportation costs as agreed to in IPE. The provider bills ACCES-VR on a monthly basis for actual costs, as documented in facility records, usually authorized based on one round trip per day for the expected duration of participation in the core service. Consumer must sign for reimbursement. Documentation for audit purposes will be retained by agency. A unit of service is defined as up to the maximum set amount agreed to in the IPE. Drop-out and no-show rates do not apply to this service.

Payment Rate and Authorization:

Payment for this service is the actual cost in Regions 1, 2 and 3.

Established Performance Indicators:

Transportation was provided as authorized

Level II:

Transportation 2 (Core Service Code Plus Suffix “T”)

For those consumers meeting the requirements for transportation support, the vendor provides round-trip rides to facilitate consumer ability to participate in core services.

Deliverables and Payment Process:

For those consumers meeting the requirements for transportation support, ACCES-VR authorizes a specific amount per round trip for payment of consumer transportation as agreed to in IPE. The provider bills ACCES-VR on a monthly basis for actual number of trips, as documented in the monthly 370 Report, usually authorized based on one round trip per day for the expected duration of participation in the core service. A unit of service is defined as one round trip. Drop-out and no-show rates are not applicable to this service.

Staffing:

Transportation providers must hold appropriate licensure for type of vehicle utilized, and must pass any routine background checks within the vendor’s operations.

Payment Rate and Authorization:

Payment for this service is a flat rate of $20.00 round trip for Regions 1, 2 and 3.

Established Performance Indicators:
  • transportation was provided as authorized;
  • all individuals and vehicle providing transportation to ACCES-VR consumers will meet all DMV requirements;
  • individuals transporting ACCES-VR consumers will maintain a current defensive driving certificate; and,
  • ACCES-VR consumers are safely transported to and from their destination.
Last Updated: February 8, 2011