The vocational and case-flow process cheat sheet. Updated the original adding section on reopening cases.

1. 1
The Vocational and Case-flow process
Cheat Sheet.
After the Diagnostic Interview the case will be reviewed by the UPS or Area
manager.
The VRC will make sure ID/Driver’s license is in place. Also the social security card
needs to be in the file. Income verification to include check stubs from the spouse and
consumer. The Rent or Mortgage statement and or any unpaid medical bills associated
with the disability should be in the file. A copy of the insurance if any should also be in
the file.
The VRC will make sure that the work history and transferable skills are done along with
contacts. Try to get three previous jobs the name, address, and phone number of the
employer. See what job the consumer liked the most and like the least and why.
Release for medical information from the treating doctor. Medical records should include
a history and physical. These should not be more than 2 years old or get the records but
do more current assessments. See below
Based on the disability assessments such as:
Psychological Evaluation for a Diagnosis/for Mental Health as well as IQ and
Academic Levels especially if considering training.
Neuropsychological Evaluation if the customer may need accommodations for the job
or testing such as longer to take a test, quite environment, someone to read the test to
them.
FCA/General Medical will examine functional limitations such as standing lifting,
bending stooping. Usually done for back, leg, or neck injuries.
Vocational Evaluation to examine possible vocational goals.
Extension time:
If there needs to be an extension due to eligibility taking longer than 60 days
document then need for the extension of time and document this in Rehab works. Talk
with the customer. A reason for an extension could be the customer missed a needed
evaluation.

2. 2
The Only services that can be paid for is Assessments
at this time.
Once these steps are completed and reviewed by the UPS or Area Manager the
case will move to the next step eligibility determination.
Eligibility 60 days after the Diagnostic or before:
Once the diagnostic step has been completed and evaluations, medical records (no
more than 2 years old). Eligibility may be determined.
For Hearing aids make sure there is an ENT and or Audiogram for determining
Eligibility. If the consumer has worn hearing aids before and has been to an ENT in the
last 2 years get a copy of the ENT report. If not then Send to the ENT then once
clearance is obtained then send the customer for the hearing aid recommendation.
For Restorative/Surgery Cases complete a 3110/Surgery and Treatment
Recommendations which is completed by the surgical vendor who is going to do the
surgery/Doctor. Then LMC reviews the records; send the LMC a 3101/ Consultant
Review. Have the Area Manager Approve the restorative/surgery service. This step
will be reviewed by the UPS and Area Manager.
If the consumer has social security they can be presumed eligible. There should be a
copy of the award letter in the file. Make sure it is SSI or SSDI and not Social Security
Retirement.
Once the records and assessments have been received the presumptive eligibility
statement can be changed to a regular eligibility statement based on information from
the Assessment and Medical Records.
For Mental Health customer’s you would want records indicating the consumer is in
treatment with a MHMR provider and complaint with services. In many cases it may be
valuable to also do a Psychological Evaluation (see above in the diagnostic section).
For a customer pursuing a license do a CBC (Criminal Background Check) before the
IPE is done to make sure the customer is able to be licensed.
If the IPE is going to take longer than 90 days make sure an extension is done. Talk
with the Customer and document the reason the extension. Document this in rehab
works.

3. 3
The Only services that can be paid for is Assessments
at this time.
Once this step is reviewed by the UPS or Area Manager the case can move to the
next step the IPE
IPE 90 days after eligibility or sooner:
The IPE and vocational goal will be reviewed by the UPS and Area Manager to examine
the services and vocational goal. Services can be authorized once this step is done.
IPE/goals can also be reviewed also for occupational demand/current job market.
Have the IPE services be consistent with the vocational goal.
One service to have on All IPEs is Vocational Counseling and Guidance.
Counseling and Guidance can be documented when developing the IPE and the note
can be after the assessing and planning note for the IPE.
Additional services can be done now based on the IPE such
as hearing aids, job placement, training etc.
Please do not skip one of these steps or move to the next step without having the
UPS or Area Manager approve it.
After the IPE is completed:
Counseling and Guidance is something that occurs throughout the case and can be
focused on the treatment and management of the disability, also discussions on
developing the employment goal, or job search activities (using transferable skills). It
can be talking about how and when to disclose to employers or even to disclose the
disability at all. The frequency is determined by the IPE based on discussions with the
customer. It however, can occur more frequently than this, and anytime a Counselor
talks with the customer is an opportunity for counseling and guidance. When the
customer is in employment should be every 30 days.
Joint Annual Review is done every year after the IPE. Discuss what services are going
to be continued such as Vocational Counseling and Guidance or Job Placement. Also

4. 4
document services that were completed such as hearing aids ect. Document any
changes to the customer’s financial or living situation.
Service Justification If there is a service that is not on the IPE but the vocational goal
is not changed and is related to the vocational goal, then a service justification note can
be done. An example might be if a hearing aid case was done and then it was
discovered that the customer would benefit from an FM amplification system but it was
not on the IPE a service justification note could be done
An IPE Amendment is done if the vocational goal is changed. If it Computer Aided
Drafting and the Customer decided to pursue a career as an Electrician and IPE
amendment would need to be done changing the vocational goal. Services would then
be put in place to help the customer achieve the vocational goal of Electrician instead of
Computer Aided Drafting.
Closing a case:
Successful: The case can be closed successful if the customer working in an area that
is within their vocational goal and it has been 90 days after the last substantial service.
If the case was significant or most significant then it has to be at least 6 months from
the IPE and 90 days since the last substantial service.
Document how employment was verified in Rehab works. Check stub, calling the
customer at work, going by the customer’s place of work, observing them at work, and
the work number when ready.
Document that post closure services were discussed with the customer.
Complete a closer case note discussing the customer’s barriers to employment and
the services that were provided to help the customer with the barriers to employment
such as vocational counseling and guidance, training, restorative services (surgery) job
placement etc.
Unsuccessful:
If the customer is not responding to attempt to contact them
Attempt to contact the customer at different times during the day. Document the
attempts.
Send a letter giving a time frame to contact you.
Email the customer.

5. 5
Call a customer’s contact.
Before a case is closed unsuccessful check with the Area manger prior to closing the
case.
Phase Adjustment can be done to an unsuccessful case of about 1 year that has been
found working. The Area Manager can be requested to phase adjust the case.
Re-Opening a case:
Successful closure: If the case was successfully closed in the last 12 months before
the case is opened consult with the Area Manager and gain approval.
For the case to be reopened prior to 12 months, it would require complex services to be
reopened. An example might be if the customer obtained a new disability that was not
addressed during the previous case. If the customer had a learning disability and this
was addressed in the prior case, but now the customer was in an accident, and is now
paralyzed below the waste. This may require complex services and be reopened as
new case. The counselor will need to consult with the Area Manager and get approval
before reopening the case. You will start form initial contact and go through the VR
process like it was a new case.
If the case does not require complex services post closure services can be provided to
the customer. If a customer was on the job and had job coaching in the past and was
closed successful. A post closure amendment may be done if the customer had to learn
a new job task and needed job coaching to help learn the new job task, and if the case
was closed successful less than 12 months ago. A post closure amendment may be
done. Unlike reopening the case, a Post Closure Amendment is done like an IPE
Amendment.
Unsuccessful closure:
Examine the previous case and look at the factors for the case being closed
unsuccessful. Talk with the customer about what has changed since the case was
closed unsuccessful. Did they have unstable housing was a disability not being treated
at the time of the case being closed unsuccessful.
If the customer has 2 or more cases that were closed unsuccessful after eligibility was
determined. Consult with the Area Manger or designee to develop strategies to improve
the chances of successful outcome.

6. 6
Re-Opening from application:
If the case has been closed several times at the application stage, see why the case
was closed. Talk with the customer and see what there perspective was about the case
being closed and what has changed.
Abbreviations:
VRC= Vocational Rehabilitation Counselor
IPE=Individualized Plan for Employment
UPS=Unit Program Specialist
FCA=Functional Capacity Assessment
CBC=Criminal Background Check
LMC=Licensed Medical Consultant.
MHMR= Mental Health Mental Retardation (Mental Retardation now IDD= Intellectual
and Developmental Disabilities).
SSI= Supplemental Security Income
SSDI=Social Security Disability Insurance
By David Vershaw II