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									  VESID Presents
Vendor Training For

   THE NEW UCS
  FOR CONTRACT
    YEAR 2009
        Goals of New UCS
• Meet NYS Comptroller requirements
  No more off contract UCS services

• Create new services reflecting best
  practices

• Provide clear definitions for both
  old and new services
•Increase counselor and consumer
options

•Give clear information



•Set consistent standards for providers
• Increase payments and improve process for
  payments to vendors


• Expedite vendor approval

• Reduce annual contract
  renewal problems
    Your UCS Contract status:
• It is our intention to enter into a contract
  with you or your agency
• Contracts outlining the specific services
  you /your agency were approved to
  provide and the number of units VESID is
  contracting for should be received by
  vendors for signature in Mid-November
• CRUCIAL YOU SIGN AND RETURN THEM
  PROMPTLY
       Development Process
The New UCS was:
• Built with VESID and provider input

• Represents partnership between VESID and
  Rehabilitation Service providers

• Was developed with an analysis of other state’s
  VR program regarding service models, costs
  and performance standards
       UCS Services Guide
          INCLUDES:
• Definitions of each service

• Provider staff qualifications

• Required outcomes/products

• Unit of service make up (day, hour,
  etc).
•Standard duration
of service

•Standards to measure
success of service and
provider effectiveness

•Rates more aligned with the
actual cost of providing
services
            OUTCOMES
Counselors/Consumers will have more
flexibility to:
• Select from appropriate services

• Consider new service options

• Review the performance of vendors

• Have more selections based on
  objective data of service/vendor
Vendors will have:

  •More data regarding outcomes that
  are important to VESID



  •Regular meetings with VESID to
  address progress, new strategies,
  issues and concerns
      Service Categories:

• Intended to capture all UCS
  services being done on and off
  contract

• Unique to the employment needs
  of individuals with disabilities, vs.
  those of the general public
  seeking employment
                       UCS
                       2009
                      Contract




                  Work              Assistive   Driver    Adjunct
        Assess-            Place-   Tech and              Service
Entry             Readi-            Rehab
                                                Rehab
         ment              ment
                   ness             Services    Service
Adjunct Services
New category of services :
   Required by some
   consumers as
   “adjuncts” to other
   IPE services, so
   consumers can become
   successfully employed
ADJUNCT SERVICES
ARE ONLY DONE WHEN
PAIRED WITH OTHER
     IPE SERVICES-
    NEVER
 FREE STANDING!
Duration:
Time frames for each service
spelled out in definitions

• Time frames based on the usual
  duration of VESID services and best
  practices for similar services

• There may be a few cases where there
  needs to be a different timeline with the
  approval of VRC
 Staffing:
• Attempt to set realistic standards, based
  on research on our own and other states’
  practices

• Vendor Requirement: inform District
  Office when they lose specified staffing –
  NOT enough to just tell VRC, the vendor
  must give info in writing to DO
•Plan is needed for continued
service delivery and timing for
staff replacement

•Depending on adequacy of plan,
approval to continue for specific
period of time (no more than one
year, maximum) may be granted
              Reporting

Developing universal structure for
reports, or other unique reporting criteria

Important:
VENDORS MUST SUBMIT IN A
TIMELY FASHION TO RECEIVE PAYMENT
  Deaf Service Rates:
•Applies to some UCS services, rate is to allow
  .
vendors who have interpreting services in house

•Only those vendors who were approved for these
services can claim these rates and only for those
services where units were awarded

ADDITIONAL INTERPRETER SERVICES WILL NOT
BE AUTHORIZED FOR SERVICES THAT INCLUDE A
DEAF SERVICE RATE
  No-Show Billing Procedure

• An attempt to deal fairly with vendors,
  but also to be reasonable as to what
  and when we pay

• Under “Deliverables and Payment
  Process” it will say if No-Show billing
  applies or not. (Example: Entry
  Services – No Show payment is not an
  approved option)
• When a no-show pay option is chosen,
  the vendor must send a notice that the
  person didn’t show, within one day of
  the no-show to the VRC

• IMPORTANT : The no-show billing
  request ends the authorization.
  We will not routinely pay and re-
  authorize in a cyclic manner for any
  consumer
 Drop Out Pay /Documentation

         • NOT intended to be the first
             time the VRC hears of an
                  attendance problem

• To be paid, the A/V must come with
  the report that is required for the
  service
          Use of DO Space
• Vendor can’t have regular, “assigned”
  exclusive use of DO space
• Directive brings us into compliance
  with several regulations
• We can still do in-office work with a
  vendor on a limited basis, such as case
  specific consultations; but no one can
  have “dedicated” or “reserved” space
• This also includes the use of office
  equipment such as computers, printer,
  etc.
  Framework for Performance
         Indicators
We have developed a system of standards
and performance indicators in each service
category of the new UCS

The purpose of the performance indicators are
to:

• Provide consumers critical information to
  make choices about possible provider
  agencies
• Aid professional staff in
  choosing effective programs to
  meet the needs of consumers
  and develop effective IPEs

• Produce data to assist the DOs
  in managing the contracts =
  better consumer service and
  funding allocation
• Create an effective mechanism
  to provide data driven
  feedback to the providers for
  continuous improvement
• DO must meet with providers
  regularly to confirm
  compliance or develop
  strategies for improvement
Focus of performance indicators
        and standards:
• Timely access to     • Percentage of
  services               consumers closed
• Timely completion      status 26
  of services and      • Hourly wages, hours
  receipt of reports     of work per week
• Percentage of          and benefits
  consumers placed
       Performance Standards

• VESID is working to develop a vendor self-
  assessment

• Will allow identification of areas for
  further refinement and improvement
Implementation with Vendors
• Regular meetings with VESID
• Confirm agreement and strategies for
  improvement
• Information meeting agreements
  will be kept in contract file
• VESID will look at overall performance
  by vendor and regional outcomes
  Moving From the Old to the New:
• No “Rollover” possible - old UCS
  contract will end on 12/31/ 08
• VESID will identify consumers
  receiving UCS services through
  12/31/08 and generate a list for VRC
  review and case disposition
• All consumers who will continue past
  1/1/09 must have a new authorization
  with an approved 2009 vendor
        New Contract Process

•Contracts should arrive via email to
address provided in the RFP

•Vendor contact person must get the
contract to the person in your agency
responsible for signing contracts quickly

•One copy of full contract will be sent
with cover letter to the vendor
•Upon receipt of signed contract by SED,
contract approval takes approximately 6-8
weeks

•VESID will notify vendors of final approval

•Copy of complete contract will be returned
to each vendor at later date from SED
Contract Administration Unit

•Contract will be effective January 1, 2009 –
December 31, 2013
 Reporting, Claiming & Reimbursement
• Program reporting requirements specific to each
  service must be met
• Prepare monthly reporting of units delivered to
  each VESID consumer via VR 370 monthly
  service report
• VESID will set up meetings for all
  vendors after today to further discuss
  implementation
• Group services will be claimed
  and paid by separate standard
  voucher which are submitted to
  the District Office
Questions
                  Entry




                  Level II             Level III
                  (118X)
  Level I      Vendor gathers
                                        (117X)
                                    Vendor initiates
Orientation   existing materials
                                         needed
                  / provides
  (Group)       paperwork to
                                   medicals/diagnosti
                                    cs for eligibility
                    VESID
                HIGHLIGHTS
We will now pay if packet is complete
but person isn’t eligible.
• Level I – Orientation group, set up by
  DO, NOT authorized by VRC
• Level II - 118x
• vendor gathers existing materials,
  provides paperwork as specified by
  office
    Entry Services - Continued
Level III – vendor is able to obtain NEW
medicals/diagnostic for eligibility (may
be paid for by insurance, Medicaid, etc.)

NOTE: 45 day performance standard on
Levels II and III
                  Assessment
                   Services




                                         Level
    Level I        Level II
                                          III


                                               Special-
                                Standard-
 DVE      CBA       CBWA                         ized
                               ized Testing
(110X)   (111X)     (112X)                    Evaluation
                                  (100X)
                                                (109X)
               HIGHLIGHTS
• Level I
   – DVE (110X) usually done in facility/group setting
   – CBA (111X) Community based worksites under
     direct facility supervision
• Level II
   – CBWA (112X) Customized to consumer needs,
     including employer-based work site
• Level III
   – Standardized Testing (100X) individual basis to
     recognize assessment instruments
   – Special Evaluation (109X) one-on-one, designed
     to meet specific assessment needs - VRC
     directed
                                                     Work Readiness
                                                        Services
                                                    Former PAT/WAT




                        Level I                                 Level II                        Level III




                                                                                             Work Readiness
                                                        Work Readiness Services II
Work Readiness Services I         Work Experience                                          Services III (630X)
                                                                (625X)
        (620X)                     Development                                            Soft skills, entry level
                                                               Soft skills
      Soft Skills                     (559X)                                           training at least 1/3 done in
                                                          Entry level training
                                                                                            employers setting




                                                                        Job retention payment
                                                                                (932X)
                                                                           Only if consumer
                                                                          stays in placement
                                                                              for 90-days
               HIGHLIGHTS
• Replaces and expands options for WAT and
  (some aspects of PAT)

• 3 levels of Work Readiness, AND new service,
  Work Experience Development
NOTE:

WE CAN USE A COMBINATION OF LEVELS 1, 2, 3 –
BUT MUST BE PRO-RATED FOR EACH SEGMENT

TIME FRAME MUST BE ADJUSTED TO REFLECT TIME
AND SKILL DEVELOPMENTAL ALREADY SPENT IN
EARLIER SERVICE
Level I
 Work Readiness Service I 620X-

• Most basic of the Work Readiness
  services
• Focused entirely on soft skills, vs. any
  employment specific training
• Duration is a 5 hour day, up to 20 days
• May be done in ½ days to fit consumer
  need
Work Experience Development- 559X
• Gives us a way to pay for setting up a
  paid work experience with an actual
  employer (ex. Internship)

• Pilot in most DOs

• We may ALSO use a WTO or OJT with
  the employer if the situation fits the
  definitions
Level II
Work Readiness Service II 625X

• Includes all the soft skills acquisition in
  the Level I WR service

• Also entry level training for skills in a
  specific job area(s)

• Done in a facility-based job site
Level III
Work Readiness Services III- 630X –

• Like WR I , II, includes soft skills
  training

• Includes training for a specific career,
  appropriate for entry level employment

• Requires at least one third of the
  service be done in an employer’s
  setting
    Job retention payment- 932X
• SUBSET of the Level III WR service,
  pays vendor if consumer stays in the
  placement for 90 days

• Not hourly, requires vendor to provide
  all needed supports so the consumer
  achieves the 90 day outcome

• THIS CATEGORY CAN ONLY BE USED
  WITH WR III, NOT A STAND ALONE
  SERVICE! (also a code in Placement)
           Job Placement




Level I                         Level II



             Tier I -Direct       Tier II           Tier III
Coaching
           Placement Intake   Job Seeking/Job    Job Placement
Supports
             (assessment)      Development      Services (Day 1)
 (959X)
                (921X)            (929X)            (931X)



                                                                Tier IV
                                                             Job Retention
                                                            Services (day-90)
                                                                 (932X)
             HIGHLIGHTS
Level I - NEW
 Coaching Supports - 959X-
• One-on-one placement support
  services, job save/job adjustment. Can
  include resume writing, interview
  practice, etc.
• Short-term hourly basis, with VRC or
  local office protocol determining
  appropriate number of hours
             HIGHLIGHTS
Level II- Former “Outcome-Based
Placement” with an additional intake
component added
Tier I -Direct Placement Intake- 921X
• Intake component, vendor and
  consumer decide if its a good match
  (stop or go)
• Can also be used to pre-screen for
  placement potential in a specific goal
  area
              HIGHLIGHTS
Tier II- Job Seeking/ Job Development Services
  929 X
• Has all needed job seeking services ( ex.
  resume development, interview practice, job
  application completion) AND placement
  activities.
• Minimum time per month - 5 hours.
• Maximum duration -9 month period.
• Flat fee, payable when job development plan
  and voucher submitted.
• VRCs may want monthly check ins during
  this period.
                  HIGHLIGHTS
Job Placement Services-Tier III 931X
• Placement of a consumer in an IPE appropriate job –
  Day 1
• Has all needed job seeking services (ex. Job
  application completion, interview practice, resume
  development) AND placement work


Job Retention Services- Tier IV - 932x
Provides support to consumer and employer
during the first 90 days of placement – Paid 90
Days, with employment report
                  Assistive Tech
                        &
                   Rehab Tech
                    Services




                             Assistive Tech/Rehab
Assistive Tech/ Rehab                 Tech
  Tech Evaluation                   Training
        (165X)                       (167X)
   Core Services – Assistive Tech and
         Rehab Tech Services
Assistive Tech / Rehab Tech Evaluation 165X
• Determines need for Assistive Technology
• Can address appropriate type(s) of
  equipment needs
• Includes recommendations and
  specifications
• Duration is 20 hours, with additional hours
  authorized if needed
• Does not include vehicle related services
 Assistive Tech/Rehab Tech
            Training -167X



• Training to bring consumer to full
  competency on device/service,
  usually resulting from evaluation

• Duration is 20 hours, with additional
  hour authorized if needed
                                      Driver
                                      Rehab
                                     Services




  Level I                      Level II                               Level III




Vendor travel                                              Adaptive driver   Adaptive driver
 for driver or     Adaptive driver     Adaptive driver
                                                              training –        training -
vehicle eval. or   eval – low tech     eval – high tech-
                                                            low tech – car   high tech – car
   training         – car or van          car or van
                                                                or van            or van
    (142X)             (133X)               (134X)
                                                                (880X)            (881X)
  Driver Rehabilitation Services



Adaptive Driver Training- Focus is on
overcoming disability specific driving barriers
Level I Vendor Travel for Driver/Vehicle
Eval. or Training Implementation - 142x
• Must be paired with Level II or III
  Driver’s service
• Travel distance is documented
  (Mapquest) as more than 20 miles each
  way
• Paid per hour, standard maximum of 10
  hours
 Level II- Adaptive Driver evaluation of
 the ability to drive, type of vehicle
 needed, required modifications etc.
Adaptive Driver Eval-Low Tech- Car or
 Van – 133X and High Tech 134X

• For consideration of specific list of
  equipment included in definitions, or
  similar items (talk with Jurgen if ?s)

• Paid per hour, standard is up to 10 hours
 Level III- Adaptive Driver Training

Intended to ensure safe operation of the
vehicle and ability to gain/retain driver’s
license. Also divided into high and low tech
Adaptive Driver Training-Low Tech- Car or
Van - 880x
Adaptive Driver Training-High Tech- Car or
Van - 881x
• Paid per hour, standard authorization
   up to 20 hours
                                          Adjunct
                                          Services
                                          Always
                                         with other
                                        IPE Services




                                Coaching
                                Supports
                  Benefits                            Mobility         Trans-
                 Advisement       NOT                 Training        portation
                              job placement
                                 related




    Level I
                                                               Trans-            Trans-
  Group info                    Level III
                  Level II                                   portation I      portation II
    session                      Help for
                 Short term                                 Transporter        Round trip
 (MUST have                         large
                  Benefits                                  not a vendor        rides for
   at least 1                    problem
                    help                                      (mainly         consumer to
person not yet                (ex. hearings)
                                                             NYC area)        UCS service
     in 02)
      Adjunct Services


ALWAYS DONE WITH OTHER IPE
         SERVICES

NEVER FREE STANDING SERVICE
Benefits Advisement I, II, III –
Level I - Set up like the group info
  session for Orientation
• VRC WILL NOT BE AUTHORIZING THIS
  SERVICE INDIVIDUALLY; WILL BE
  ARRANGED BY DO – (Paid by DO as
  “service to groups” not by A/V)
Benefit Advisement - continued

Level II – short-term help with problem
resolution, may be by phone

Level III -for situations where consumer
needs assistance with substantial problem (ex.
resolution of re-payments, SSI hearings, etc.)

MAY follow Level II, if situation requires, and
VRC approves
 Coaching Supports- NOT Job
 Placement Related –We will be piloting
  on a limited basis, this contract year
• Key feature - a LIMITED DURATION
  intervention; coaching would NOT be for
  full time of other service, but for transition
  points and brief supports

• Enables the avoidance of inappropriate use
  of Supported Employment. DO may require
  approval of the SVRC
Mobility training

Safe travel skills to specific VESID
related destinations for training or work
(NOTE- this is already included as part of
SE services)
   Transportation (NOT including
       special transportation)
• Transportation 1 – mainly used in NYC
  area, intended for situations where
  vendor provides passes or tokens
  directly to the consumer
• Transportation 2 – round trip
  transportation provided by the vendor
  for participation in vendor-based UCS
  services
Follow Up Steps:
• Each office will develop its own plan for
  addressing additional training and
  implementation needs
• Internal method for display of who has
  what services (Vdrive?)
• Vendor opportunities to discuss their
  new service offerings with staff
Questions?

								
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