LTESS/EES CASE REVIEW HISTORY CASE REVIEWS CONDUCTED BY SCOTT FRALEY AND TIM OLIVE

LTESS/EES CASE REVIEW HISTORY CASE REVIEWS BY REGIONS FROM DECEMBER 2004 TO MARCH 2008: NORTHERN REGION-20 EASTERN REGION-26 SOUTHWEST REGION-11 BLUE RIDGE REGION EMPLOYMENT SERVICE ORGANIZATIONS HAVE BEEN REVIEWED FOR A SECOND TIME.

“WHAT IMPROVEMENTS HAVE BEEN MADE IN DOCUMENTATION AND BILLING?” “WHAT IMPROVEMENTS HAVE BEEN MADE IN DOCUMENTATION AND BILLING?”

LTESS CASE DOCUMENTATION IMPROVEMENTS In most cases, appropriate services are being provided in a timely manner and subsequently documented. In most cases, appropriate services are being provided in a timely manner and subsequently documented. Monthly client contact is being provided and documented in almost every case. Monthly client contact is being provided and documented in almost every case. Employment specialists are very consumer oriented and responsive to consumer and employer needs. Employment specialists are very consumer oriented and responsive to consumer and employer needs. The Ongoing Services form is being completed in most cases when required. Appropriate documentation of the consumer’s disability is evident in the case files reviewed. LTESS applications are being completed and kept in the consumers’ current case files.

LTESS CASE REVIEW ISSUES THAT STILL REMAIN PROBLEMATIC DRS counselor approval for LTESS funding must be specifically documented. Client “stability” on the job must be documented on the SE Placement and Training form. Two contacts per month with a consumer receiving SE services, including the first 90 days (three months) of follow along/LTESS funding, should be provided and documented until DRS case closure. The Intervention Summary must be completed on each SE Placement & Training Form. Case files need to be reviewed by management periodically to see if billable hours are necessary to maintain the consumer on the job. Documentation of work issues should include the resolution of the issues as well as the identification of those issues.

LTESS CASE REVIEW ISSUES THAT STILL REMAIN PROBLEMATIC If services other than the maintenance of the person in employment are needed, the DRS counselor should be contacted ASAP and documentation provided in the case record. Job coach turnover continues to prevent consistency with documentation and billing. Documentation in the case files of LTFA provided should match the hours billed to LTESS. Billing should be for the actual time spent for service delivery, transportation, and documentation. Billing errors seem to occur more frequently when there is a lack of communication between the job coach and the financial person submitting the LTESS Invoice. This problem seems to be resolved when management reviews reports and billing procedures to ensure accuracy. The most current Placement & Training and Ongoing Services forms are not being used by some of our service providers.

QUESTIONS ?