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DVR Billing & Reports

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Karen Williams

on 2 August 2018

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Transcript of DVR Billing & Reports

CBA: Community Based Assessment
Intensive Training
Job Placement
DVR Billing & Reports
To get started, select the plan you are working with.
Service Delivery Outcome Plan
Justin Case
Trillium Employment Services
The AFP # is assigned once the plan has been agreed upon and signed by all parties.
This is an example of an SDOP. All SDOPs look similar and the goals of the plan are outlined within. Billing information is also found on the right side of the plan. Let's take a closer look.
This is a Community Based Assessment (CBA). Other plans include job placement, intensive training and retention. In the left column, the goals of the assessment are outlined. Expectations of the CRP (that's Trillium!) are outlined here.
Expectations are continued to the second and third pages of the plan. The middle column shows who is responsible for the expectations outlined in the left column. For example: the Customer is shown just below the bottom of this plan. In the column to the left, expectations are described that the customer will fully participate in the assessment. Below the customer the plan goes on to describe the CRP's responsibilities.
Finally, the last page is where all parties will sign in agreement.
Example #1
Example #2
Purchasing with DVR
DVR can help purchase accommodations for work such as clothing, watches, and other useful tools to allow client to succeed at their new position or when looking for a job such as interview clothes.

Talk with the DVR counselor about this option once you have identified something the customer would like help purchasing. Contact the advocate or support staff (SS) to help customer purchase these items. It is helpful to know the process so that we as employment consultants can help advocate/SS through this.

Once approved you or advocate/SS will obtain a voided receipt from the approved vendor. DVR will provide you a list of vendors. Bring the voided receipt back to DVR and they will create an AFP that we bring back to the vendor. The AFP issued works like a check.

DVR customer will sign a loan agreement for the items purchased. Once the DVR customer is through the program and keeps their job past 90 days after they close their plan, the items are now theirs and no longer on loan from DVR.

• Reporting hours: categories for each type of plan. All hours, whether phone call, in person meeting, record keeping or job coaching, all go into the same DVR category that your customer is working in. IE: Job Placement Services: record all time spent talking with employers, interview prep, resume writing, case notes, drive time; it is all recorded under DVR Job Placement.
• Because billing looks different for DVR customers (outcome based), hours will show up on TESSA/SW under a separate column from County clients which we are paid hourly.
• You are able to track which part of the plan has been billed for. Under funding, TESSA will show you which outcome is next to be billed. Your program manager may be in charge of this, please seek your individual County guidelines for inputting into TESSA. SetWorks training and adjustments will be made soon.

Monthly Updates
Frequency of reports varies in different Counties.

General rules:
DVR Updates should take no more than 30 minutes total from start to final e-mail.
Include what you would in your case notes. You could even cut and paste.
If job developing, you should have new progress to report such as a new business approached or an interview.
In some counties, you must password protect the update for privacy. Check with your team for county specific requirements.
Include in e-mail body the AFP#, counselor name, and DVR customer's initials.
Continue these updates until 90 days past the final billing report unless otherwise noted due to county specificity.
Client Folder
• Section 3 in SetWorks contains information relating to DVR
• File according to Naming Protocol
Keep Each Plan's Documents together in the same folder. EG: Job Placement 2018 will include AFP, SDOP, Invoices and Reports.
DVR Updates will all be kept together in a folder titled DVR Updates in Section 3.

An intensive training plan is meant for a client who has secured a job placement and is now ready to get started. The plan pays the CRP (Trillium) to help with training and accommodations that may be needed. DVR can sometimes help with these accommodations. Please see the extras box for more information. Just like the CBA, the intensive training plan can be billed only twice for intake and outcome. Intake when you begin your training and outcome when client is stable on their job. Being stable on their job does not necessarily mean being independent. Sometimes there is a longer path to independence but their job may be secure; as in they will not be fired or let go in the foreseeable future. This can look different for each client that we work with. Speak with your program manager if you are unsure about when to bill for outcome.
A job placement plan is to find employment for the DVR customer. The plan will stipulate the amount of hours the customer is looking for and in what field. You do not need to assess skills in this plan and if you feel like you need to do so before you can develop a job on behalf of the client, you should talk with you program manager and DVR Counselor to consider a CBA.
Within this plan, there are three different billing opportunities. Intake, Activity and Outcome. Intake when you begin the plan and Outcome when you have secured a position for the DVR client. Activity can be billed after expectations have been met. Be sure to check the SDOP for specifics to your plan. Outcome occurs when customer has secured an employment opportunity.
Community Based Assessment (CBA): A CBA is a type of plan that we work with. It is an assessment of DVR client’s unique strengths, resources, priorities, concerns, abilities and capabilities; or is intended to determine if a client is capable of performing the essential functions of a specific job. The assessment must take place at a competitive job in an integrated setting in the community. The employment consultant will be on-site and with the client during the assessment to provide instruction, evaluate client’s interaction with peers, work behaviors, work tolerance, skills, and abilities. The final report will discuss these areas and is detailed in the SDOP. There are two times you can bill during a CBA; intake and outcome. Intake when you first start working under this plan and outcome when you have completed you assessment. This includes writing a report (sometimes lengthy) about your assessment. Assessments can differ in length based on what you discuss with the DVR Counselor. Remember that there is a separate plan for job development and resume creating. The goal of this plan is to assess client's skills and abilities.
Example #1
Example #2
The invoice will look the same for each plan but the information within the plan such as names and dates will change. Here is an example invoice:
Print invoice on Trillium letterhead.
You will find all information to customize the invoice either on the SDOP or the AFP.
Send both SDOR and invoice to program manager for review. Be sure to follow County specific checklist (found on server).
What will the activity report look like?
Requirements for billing for activity:
Details, details, details!
DVR client and Trillium will meet after client has met with DVR counselor. Both parties have to agree it will be a good fit to move forward.
AFP stands for Authorization For Purchase. On the top right side it contains a number that you will use throughout the billing process that correlates to that particular plan. We must have an AFP to bill for an outcome such as intake.
The AFP # is found here:
Billing amounts and descriptions found here but can also be found on SDOP.
Here is a blank SDOR. This is where we show the DVR counselor the important information that fits the criteria to be able to bill. Each SDOR will look differently as it is client specific. Please select the plan type in this Prezi for example reports. The reports are to be written as though we are writing them directly to the client. EG: Dear John... (The examples in this Prezi are not written this way. This is a new requirement).
Each SDOR will be accompanied by an invoice printed on Trillium letterhead. Here is an example of an invoice:
Remember to only include last four digits of SSN.
Double Check AFP #
Let's take a look at a few examples of outcome reports. These are completed when you have finished the assessment and are ready to complete final billing. Reports directly respond to criteria outlined on SDOP. Also, please remember to write the report as if you were writing it directly to the customer.These are older examples that do not reflect the new requirement.
Remember to only include last four digits of SSN and to double check AFP #.

For the dates section: Include the dates that are shown on the SDOP for the overall plan. For this reporting period, the beginning date should be the day that you billed for intake and the end date should be the date you are writing this report.
The dates of this reporting period should begin from the last invoice date.
In some cases, you might find your customer a job right away which qualifies as a requirement to bill for the activity fee. In this case, include both the activity fee and outcome fee on your invoice and complete separate SDORs for activity and outcome.
Remember to only include last four digits of SSN and to double check AFP #.

For the dates section: Include the dates that are shown on the SDOP for the overall plan. For this reporting period, the beginning date should be the first day of the plan and the end date should be the day you are writing the report and invoice.
The outcome report should include that the client is stable on their job. You will need to clearly demonstrate how they are stable and what accommodations you have put in place. Here is an example. Also, please remember to write the report as if you were writing it directly to the customer.
Date of Invoice
DVR Counselor's Name
Employment Consultant's Name
Type of Plan including level and which stage of billing such as intake, activity or outcome.
For the dates section: Include the dates that are shown on the SDOP for the overall plan. For this reporting period, the beginning date should be the beginning of the plan and the end date should be the date you are writing the report.
Be sure to fill in the top section completely and accurately. Please see intake report for details.
Be sure to sign and date at the bottom of the report.
Client's Name
Amount for this current phase of billing only. This should match your invoice.
Fill out top section completely.
Remember to only include last four digits of SSN and to double check AFP #.
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