1. Senior Service America, Inc.
SCSEP Recertification PY 2011
February 1, 2012

2. SSAI Recertification for PY 2011
Today’s Agenda
Key Dates
SSAI Updates
Getting Ready and Planning
Document Requirements
Recert Web tool/Income Worksheet
Questions and Answers

3. SSAI Recertification for PY 2011
DOL requires the certification of each participant’s eligibility every 12 months
SSAI implemented ALL recert in month of March
Income, family size and status of employment are the only eligibility criteria reviewed during recertification – However…..

4. SSAI Recertification for PY 2011
HOWEVER…..
Recert is good opportunity to re-evaluate the Most In Need Characteristics for our Participants and get reacquainted
Participant Centered

5. SSAI Recertification for PY 2011
Key dates:
Wednesday February 8 – Web tool opened for demonstration and practice
Thursday February 9 – iMeeting for new Project Staff…..by invitation only
Wednesday February Plan to attend the SSAI Webinar with Mohan Singh about the Recert Web tools

6. SSAI Recertification for PY 2011
A few updates:
We are sending the revised Income Eligibility Chart (PP203)
We are reviewing your Participant Handbooks
You do not have to recertify those who have Open or Active Workers Comp claim

7. SSAI Recertification for PY 2011
If a participant has an active Workers’ Compensation claim with (Insert Sponsor Name) they will be put on an approved break in service, and you cannot terminated them from SCSEP while the claim is active.
New Information to be inserted:
The participant should not be recertified during the period he/she is on approved break with an open workers compensation claim even if the normal recertification period occurs.
When the claim is closed, the participant will return to active status and be recertified if he/she missed a recertification period.  This is because family income could have changed during the period on approved break. If found currently eligible, every reasonable accommodation will be made to find a suitable host agency assignment within the parameters of the current physical status

8. SSAI Recertification for PY 2011
Getting Reading and Planning:
Recertification Checklist - Identifies how the tasks in the Checklist and Guidance Document will be addressed

9. SSAI Recertification for PY 2011
 Review the active participants in the web tools
Identify staff that will help you
Train staff to assist – (reminder participant staff cannot make final eligibility on another participant)

10. SSAI Recertification for PY 2011
Identify and Secure your location(s) for the recertification meeting(s)
Prepare Recertification Memo (template provided) for each participant eligible for recertification (make no assumptions and be clear they need to bring up to date documents)
On or after February 8 – start practicing using the Recert Web tool

11. SSAI Recertification for PY 2011
Always if needed contact SSAI via Front End Team or other resources if you want feedback on your planning or have questions

12. SSAI Recertification for PY 2011
Make copies of your Approved Participant Handbook to issue during the recertification interview
Copy enough forms for use: Eligibility Form; Income Worksheets (for use remotely); Offer of Physical Examination; Family Size Form; Case Management Note Form; Self Attestation Form and Assessments or IEPS as needed

13. SSAI Recertification for PY 2011
Prepare for notifying those participants who may be over income; and or those who fail to show for recertification interviews
Develop a system for Quality Assurance
Develop a plan to enter all data in the SSAI Web tool by March 31, 2012

14. Recertification for PY 2011
Your plan should also consider:
Updating the Pay by Pay, API, Hours Web Tools and participant characteristics
Program activities continue

15. SSAI Recertification for PY 2011
Documentation Requirements – requires all source documentation (what you looked at and what you copied)
Income Worksheet showing the math. (Reminder the look back period is 12 months or 6 months {annualized} prior to the date of recertification )
Recertification Form
Family Size Form (if necessary)
Applicable Case Notes
continued

16. SSAI Recertification for PY 2011
Documentation Requirements – continued
Record of Offer of Physical Examination
SCSEP Self Attestation Form
Letter of 30 day Termination Notice
All of above must past Data Validation Rules

17. SSAI Recertification for PY 2011
Case Notes: must consist of the case worker’s own documentation of his or her activities. Case notes can be based on information derived in person or by telephone

18. SSAI Recertification for PY 2011
Case notes MUST include 3 foundation elements:
Name of person who is the source of the information, his or hers phone #, their organization and title or relationship to participant
Name or initials of the person making the note
Date on which the information was obtained, and the date on which it was recorded, if different

20. SSAI Recertification for PY 2011
For assistance contact the Front End Support Team at or

21. SSAI Recertification for PY 2011
Questions and Answers