Frequently asked questions

Common questions:

When should a provider contact VRS/SSB during the delivery of planning phase services? Generally, when should a person get connected with VRS?

<p>Though each person is unique and services are person-centered, ideally this consultation takes place soon after a person has participated in planning activities (<strong>plan</strong> phase) that help the person develop an initial job goal and foundation for the job search. It can also happen if someone has decided to pursue competitive integrated employment and wants to begin their job search (<strong>find</strong> phase).</p> <p>A provider can reach out to the nearest <a rel="noopener" href="https://mn.gov/deed/job-seekers/disabilities/find-vrs/" target="_blank" title="VRS">VRS</a> or <a rel="noopener" href="https://mn.gov/deed/ssb/about/contact/locations/" target="_blank" title="SSB">SSB</a> office to connect with a VRS/SSB counselor to get the process started. VRS/SSB staff determine eligibility and priority for service (up to 60 days) as quickly as possible (following the process outlined in documents like the <strong>roles and responsibilities overview</strong> and the <strong>VRS/SSB employment services transition to waiver for long-term employment support services</strong>). Additional training is planned on the transition between the engage, plan, find and keep phases.</p>

Can waiver case managers consult with DEED-VRS/SSB prior to application?

<p>Yes, the intent of the liaison is that the waiver case manager or the provider will consult with DEED-VRS/SSB early on in the process of a person receiving exploration or development planning services and the liaison can provide consultation on the timing of an individual applying for DEED-VRS/SSB services. In addition, the liaison<span> </span>may be able to consult on the types of services and experiences provided during the exploration or development planning service. Per VRS policy, a case manager and/or provide can consult with VRS without VRS needing a signed consent form as long as there was no personally identifiable information shared. </p>

What if someone starts VRS services but then the VRS counselor identifies that they need employment development services – plan phase?

<p>We don't want people bounced between programs if there is confusion between members of their employment team about which services are needed. The goal is seamless transitions between programs. To address this, we have developed referral protocols and provided clarity on roles and responsibilities. We will be offering joint trainings to help ensure all members of a person’s employment team have a shared understanding of when and how to refer people for services: from waiver "engage and plan" to VRS/SSB job search "find" services and from VRS/SSB back to the waiver for "keep" ongoing employment support services.  </p> <p>If a VRS/SSB counselor identifies a need for waiver employment development services – plan phase, the VRS/SSB counselor will use a person-centered approach to help the person explore all available options and determine which employment service will best meet their need and help them reach their goal. Consultation with the person's waiver case manager and other team members is expected as part of the initial VRS/SSB referral and employment plan development. This consultation will help determine what employment services have already been provided and what might be needed to reach their employment goal. The outcomes of these conversations will vary, depending on the person's needs, but the person's interests and needs will be the central factor in the decision.  </p>

Where do specific services fall within the engage, plan, find, keep framework? For example, where would job assessment and job shadowing fall? How will customized employment be impacted?

<p>Specific services, such as job shadowing or work experiences, may occur as part of multiple services in the engage, plan, find, keep framework. The nature and goals of the service will depend on where the person is at in their employment path. For example, during employment exploration services (engage), a person may participate in a work experience to understand what employment looks like. During the planning phase of employment development services, a person might participate in a work experience to see if that specific industry or occupation is one in which they are interested. For more information on what can be provided under each waiver employment service, see the <a rel="noopener" href="https://www.dhs.state.mn.us/main/idcplg?IdcService=GET_DYNAMIC_CONVERSION&amp;RevisionSelectionMethod=LatestReleased&amp;dDocName=DHS-292987" target="_blank" title="CBSM page" data-anchor="?IdcService=GET_DYNAMIC_CONVERSION&amp;RevisionSelectionMethod=LatestReleased&amp;dDocName=DHS-292987">CBSM page</a> for that service. </p> <p>Customized employment will continue to be an available and offered service by VRS/SSB (find). For people participating in planning phase supports through employment development services, the outcomes of those supports will help in identifying a need for customized employment and inform the discovery phase of customized employment. </p>

What is the sequencing of self-employment and microenterprise supports between waiver employment services and Vocational Rehabilitation Services?

<div>Self-employment/microenterprise/small business supports for people on Medicaid waivers follow the Engage, Plan, Find, Keep Framework.</div> <div></div> <div> <div><strong>Engage:</strong> Waiver employment exploration services can help people explore self-employment as a competitive employment option and make an informed choice about pursuing employment (including self-employment).</div> <div></div> <div> <div><strong>Plan:</strong> Waiver employment development services – plan phase can support people who are considering self-employment to career plan and refine their vision for self-employment. This includes:</div> <ul> <li>Determining the type of business the person wants to establish</li> <li>Consultation with the person about business development plans</li> <li>Finding sources of start up financing</li> <li>Establishing a legal structure for the business</li> <li>Developing a business plan</li> <li>Understanding how their work and benefits will go together</li> <li>Being prepared to successfully engage VRS self-employment supports in the Find phase</li> </ul> <div></div> <div> <div><strong>Find:</strong> VRS self-employment supports can support people in executing their business plan and launching their business. This includes:</div> <ul> <li>Small business consultation to refine business plan  </li> <li>Small business coaching to consults with and assist the person during the launch of the program</li> </ul> <p>All people participating in VRS self employment supports must first be determined eligible for VRS supports</p> <div></div> <div> <div><strong>Keep:</strong> Waiver employment support services can help people maintain and grow their self-employment after they have launched the business. This includes:</div> <ul> <li>Training, coaching and support services for helping with effective day-to-day operations of all aspects of the business (i.e., marketing, sales, production, order fulfillment, customer service, business technology, bookkeeping, file record maintenance, purchasing, inventory control, financial management, accounting, timely tax reporting and legal compliance)</li> <li>Help with identifying other needed external business resources and services to assist with the continued development and support of the business enterprise</li> <li>Ongoing analysis and consultation to identify needed supports</li> <li>Design and implementation of set schedules for ongoing, follow-up support</li> <li>Business-related counseling and support, including help understanding earned wages and impact on benefits</li> </ul> </div> </div> </div> </div>

Can provider-paid work experiences be authorized by VRS while a person is also receiving waiver employment exploration when the team agrees it's appropriate? If not, it seems inequitable that this would only be available to people served by VRS who don't qualify for Medicaid.

<p>No. People shouldn't receive waiver employment exploration or development services while receiving VRS/SSB services. If a person is conducting a job search supported by VRS/SSB, there shouldn't be a need for waiver exploration or development planning services.</p> <p>Specific services, such as paid or unpaid work experiences, may occur as part of multiple services in the <strong>Engage | Plan | Find | Keep</strong> framework. The nature and goals of the service will depend on where the person is at in their employment path and what they need to meet their employment goals. Not everyone will need a work experience.</p> <p>Existing VRS/SSB services are available without limits to people receiving or not receiving waiver services.</p>

Where do employment-related skill assessments and skill-building fall into the new Engage | Plan | Find | Keep framework? For example, if someone wants a job as a cashier but their team doesn't have cashiering skills, which service is used to bill for that kind of assessment?

<p><strong>Engage</strong> and <strong>plan</strong> services (funded by the waiver) are available to help people plan their goals and build skills and an understanding of work. They're not prerequisites for a job search. As a system, we need to move away from the idea of job readiness or needing to have a level of training and skills outside of the expectations of a job.</p>

If a person is currently participating in a community-based work crew and they want to begin looking for their own job, should the provider make a referral to VRS or to the waiver case manager for plan phase services?

<p>It depends on the person's needs. If they'd like to immediately begin a job search, a referral to VRS/SSB is appropriate. If they'd like to do more person-centered discovery on their strengths and interests and then plan a job search, plan phase services are appropriate. When in doubt, you can help the person connect with their waiver case manager to discuss their interests and needs and find necessary supports. </p>

Will transportation for work be identified and confirmed during the waiver employment development-plan service before a referral to VRS/SSB for a job search?

<p>Yes. If the person participates in waiver employment development-plan services, their transportation needs related to work (and resources or strategies to meet those needs) are part of the service. Talking about transportation, researching options, being creative, working as a team, figuring out solutions, and having a plan are important in every phase so that barriers with transportation don’t stop the person from working.</p>

When a person is participating in VRS/SSB services to support a job search, should waiver or VRS/SSB pay for any needed transportation?

<p>During the find phase, VRS/SSB would authorize transportation related to the job search as a VRS/SSB counselor identifies a need (similar to anyone receiving VR services). During the job search, VR would be the first payer for that transportation. The person, however, could also receive transportation supports through the waiver for other activities (such as gaining access to community services, activities and resources) during that time. When a person is stable in employment, VRS/SSB transportation supports are no longer available. If the person has employment-related transportation needs, waiver transportation is available. </p>

Can I use the county services release forms with the entities that a county contracts with for case management? If I have a release form for county services, does that extend to the contractors?

<p>To understand the specific allowances and limitations of a release of information, you'll need to check with the specific county and refer to the language in the release of information. </p>

Can service providers have a VR PBA open when they’re delivering the plan phase of employment development services?

<p>A person may not receive the plan phase of employment development services while conducting a job search with VRS/SSB through an E1 PBA. If a person has already started a job search supported by VRS/SSB, there is no need for employment development plan phase supports.</p>

If someone gets and accepts a job offer while receiving employment development services-plan phase supports, do they need to apply to VRS/SSB before receiving any ongoing supports to maintain employment through waiver services?

<p>No. If the person needs services to maintain employment, they would move into the "keep" phase and should get waiver employment support services to support them on the job. There would be no need to engage VRS/SSB, who help people find competitive integrated jobs.</p>

What documents or information is a waiver employment service provider or waiver case manager required to submit to VRS/SSB when conducting a referral? Do we need to send things like CSSP, SMA, one-page profile or medical documentation?

<p>No documents are required for a referral to VRS/SSB. However, to support the best transition possible, it is important to help the person gather and share relevant information that will support a successful job search. As part of the waiver employment service, providers are expected to help the person put together a portfolio of information and tools that will support the job search. The portfolio could include things like their one-page profile, a life trajectory to clearly show what they want and don't want and steps they're planning to take to get there, relevant information from their support plan (or other plans), resources they have or need for work (integrated supports star), interests and goals (interest inventory), a resume and a completed sample job application. All of this should have the positive summary as the cover page so the VRS/SSB counselor can quickly see what was learned up to that point.</p> <p>These tools can be found in the <a href="/for-professionals/work/tools-and-resources/hands-on-tools/" title="Hands-on tools">hands-on tools</a> section of the work toolkit. You can find information on the process on the <a href="/for-professionals/work/supporting-people-on-waivers/the-engage-plan-find-keep-framework/plan/" title="Plan">plan</a> and <a href="/for-professionals/work/supporting-people-on-waivers/the-engage-plan-find-keep-framework/find/" title="Find">find</a> pages under supporting people on waivers.</p>

Do VRS/SSB and DHS have an established protocol for when people get a job through find phase supports with VRS/SSB and then need ongoing supports to maintain employment through waiver employment support services? This is currently a problematic transition point.

<p>Ensuring a smooth handoff from VRS/SSB back to the waiver for ongoing employment supports is important. That's why it is so crucial that VRS/SSB work closely with the waiver case manager to coordinate timing of services and transitions. It's also important to have continuity of services with the same service provider, if possible (and if the person wants or needs that). The <a href="/for-professionals/work/supporting-people-on-waivers/the-engage-plan-find-keep-framework/find/" title="Find">find</a> section under supporting people on waivers has a section called "working with waivers" that details the process for VRS/SSB to confirm long-term supports available through the waiver. The page also has information about coordinating with the waiver case manager during the job search and placement process, and best practices for transitioning to long-term supports through the waiver.</p>