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?
Pages to are hidden for
"Fashion Show Vendor Agreement - PowerPoint"Please download to view full document