Chapter I - VR REFERRAL (formerly Status 00)

Policy and Procedure

DBVI must establish and implement standards for the prompt and equitable handling of referrals of individuals for vocational rehabilitation services, including referrals of individuals made through the One-Stop Service Delivery Systems established under Section 121 of the Workforce Investment Act of 1998. The standards must include timelines for making good faith efforts to inform these individuals of application requirement and to gather information necessary to initiate an assessment for determining eligibility and priority for services. CFR 34 §361.41 (a) Processing Referrals.

DBVI accepts referrals for vocational rehabilitation services for blind and visually impaired individuals who are interested in obtaining and/or maintaining employment.

Through the intake staff located in each of six regional offices, DBVI accepts referrals for individuals seeking vocational rehabilitations services from the individual, family members, friends, physicians, advocates, service providers and others. The intake staff is also responsible for contacting new referrals to provide information regarding DBVI services and referring them to appropriate agency programs for special services as well as other community agencies for supplemental services.

1. VR Program Referral Timelines
   
   
   1. The intake staff must contact individuals who are referred to the VR program by telephone or mail within ten (10) workdays from the date the referral is received. The VR counselor must contact the referred individual within 20 workdays of the date the intake worker receives referral to schedule an initial interview.
   2. The VR counselor must conduct and complete the initial interview within 30 workdays from the date the intake worker receives the referral. During the interview, the counselor gathers or reviews data for the individual application, explains VR services, obtains the signed VR application for services, reviews financial eligibility requirements, explains the Client Assistance Program, and makes arrangements for any further diagnostic exams necessary to establish VR eligibility.
      
      
2. Age and Residence Requirements for individuals who are Referred to DBVI
   
   
   1. There is no age limit or residential requirement, durational or otherwise which, in and of itself, would result in DBVI determining an individual ineligible for services when the individual otherwise meets basic eligibility requirements. However, DBVI will not provide vocational rehabilitation services to individuals under the age of 14.
   2. Individuals must:
      
      1. Be legally in the United States with the ability to provide documented evidence of legal status from the Bureau of Citizenship and Immigration Services (BCIS) or other Federal agency of the U.S. government;
      2. Meet the VR eligibility requirements;
      3. Be available in Virginia to participate in and complete the individualized plan for employment (IPE); and
      4. Intend to work after completing the IPE.
         
         
3. VR Program Visual Requirement
   
   
   1. Visual acuity not better than 20/200 central visual acuity in the better eye measured at 20 feet with correcting lenses (legally blind).
   2. Visual acuity greater than 20/200 but with the widest diameter of the visual field in the better eye subtending an angle of no greater than 20 degrees measured (at a distance of 33 centimeters using a three-millimeter white test object, a Goldman III-4e target, or other equivalent equipment) (legally blind).
   3. Visual acuity between 20/100 and 20/200 vision in the better eye with best correction if the person has been unable to adjust satisfactorily to the loss of vision and if it is felt that the person needs the specialized services available through DBVI.
   4. A field limitation to 30 degrees or less in the better eye combined with the inability of the person to adjust satisfactorily to the loss of vision and the need on the part of the person for specialized services available through the department.
   5. Rapidly progressive eye conditions which, in the opinion of a qualified ophthalmologist, will reduce distance vision to 20/200 or less in the better eye with best correction.
   6. Where eye treatment and/or surgery are recommended and there are functional limitations in performing employment duties.
      
      
4. Referral Status
   
   
   1. A referral is opened for an individual when he/she has been referred to DBVI. The following items are entered into the Referral Module of AWARE by the intake staff:
      
      
      1. Date referral received;
      2. Referral name/address/county;
      3. Social security number;
      4. Telephone number;
      5. Referral source;
      6. Primary disability;
      7. Sex/DOB; and
      8. Race and ethnicity.
         
         
   2. The intake staff contacts the referred individual within 10 days to explain DBVI services. When appropriate, the intake staff may explain services that may be available to the individuals from resources outside of DBVI; referrals will be made to other community resources as appropriate. Resources may include, but are not limited to:
      
      
      1. Public or private organizations;
      2. Other governmental agencies;
      3. Health, human service facilities; and
      4. Professional organizations
         
         
   3. Identification/Social Security Number - The Rehabilitation Services Administration (RSA) requires that individuals receiving, applying for, and/or receiving services have an assigned identification number that serves as a social security number. Subsequently, when an individual referred to the VR program does not have a social security number, the individual will be assisted in applying for one, and in the interim, the AWARE system will assign a temporary identification number.
   4. An individual who has a disability or who is blind as determined under Title II (SSDI) or Title XVI (SSI) of the Social Security Act is considered to have a physical or mental impairment which constitutes or results in a substantial impediment to employment. This individual also has a severe physical or mental impairment which seriously limits one or more functional capacities in terms of an employment outcome. Such individuals are presumed eligible for vocational rehabilitation services as long as they are pursuing work and require VR services.
   5. Referral of a Relative - Should a VR counselor have a relative, either by blood or by marriage, referred to them, they must request their supervisor to transfer/refer the case to another counselor.
   6. Individuals Referred From Out-of-State Rehabilitation Agencies and Virginia Department of Rehabilitative Services - Referrals from out-of-state rehabilitation agencies or the Department of Rehabilitative Services will be considered new referrals and will be processed by the agency's intake staff. Efforts will be made to secure materials pertinent to the individual from these referral sources. The individual seeking services must consent to release those materials. Use authorization for release of information on Consent to Release Information form in the AWARE Letters Catalog.
   7. Referrals to Other Programs and Services - The VR counselor has responsibility to consider other resources for individuals not meeting the DBVI VR eligibility criteria or in need of services that cannot be provided by the DBVI VR program. These individuals may be referred to public and private programs within the community for services that may benefit them. Such programs may include, but not be limited to, services that are provided by independent living, local social service agencies, social security, public health departments, job placement, and training programs, etc.
   8. Referral/Applicant Services Complaint or Grievance - Individuals who are referred to the VR program are afforded an immediate and fair non-judicial method for the resolution of disputes which may arise between DBVI and any individual who is, or seeks to be, a recipient of services. For additional information, see Chapter VIII A, services complaints or grievance for VR customers/applicants.
   9. Feedback to Referral Sources - The intake staff should provide feedback to referral source as deemed necessary. Feedback may be of an informal nature, such as telephone calls and informal conferences. Informal feedback should be indicated as a case note in AWARE. Formal feedback will be provided in an email or on DBVI letterhead stationery.
      
      
5. Provision of Services
   
   
   1. Other than providing general information and referral, vocational rehabilitation services are not provided to individuals in referral status; no VR funds may be expended to provide services to individuals who are in referral status.
      
      
6. Documentation
   
   
   1. Initial Referral Information
      
      
      1. Intake staff uses AWARE to document information regarding individuals referred to DBVI including individuals for whom further information needs to be gathered before making a program referral. The intake staff enters and updates referral information in AWARE until such time that the individual’s referral is closed. The AWARE referral information is fully accessible to clerical and regional managers.
      2. The intake staff completes referral information in AWARE.
      3. The intake staff develops a paper case file. 
      4. The intake staff will request that the referred individual provide a copy of their most recent eye exam. The intake staff will send a Consent To Release Information form to the individual and upon its return to DBVI the intake staff will fax that form to the eye doctor’s office requesting the eye report. If no exam is available to the individual or the individual’s eye exam is more than 12 months old, the VR counselor may purchase an exam for the purpose of determining eligibility for services once the individual is moved into application status. In no case will the intake staff delay the individual’s referral to the VR program because an eye exam is not available. When the intake staff receives a copy of the eye exam they make a copy of eye report or other eye information to file in the paper case file and sends the original to be certified by the DBVI medical consultant. If the individual is totally and irreversibly blind, a new eye report is not necessary. However, there must be certified medical documentation in the individual's file to verify the eye condition.
      5. Upon receipt of the certified eye report, the intake staff updates the Virginia Registry of the Blind (VRB) section in AWARE and files the original eye report in the individual’s paper file and shreds the copy.
      6. The intake staff may receive eye information that is intended only to add a legally blind individual to the VRB and NOT refer them for services. That information must include:
         
         
         1. Name;
         2. Address;
         3. Social Security Number;
         4. Date of Birth;
         5. Gender;
         6. Referral Source; and
         7. Reported Disability.

         These documents will usually state "For (VRB) Reporting Purposes Only." In this case, the intake staff will have the report certified as legally blind by the DBVI medical consultant and file the original in the regional office permanent file. The intake staff will enter the information into AWARE and complete the VRB certification referral procedures. In this case, referral outcome will be “Closed - VRB Reporting Only”.

7. Referral Follow-Up
   
   
   1. f the intake staff is unable to make contact with the individual within 10 days they send them the “New Referral Contact Letter” located in the AWARE letters catalog and an agency brochure describing available services.
   2. When the individual does not respond within 30 days, the intake staff will mail the “Referral Closure Letter” located in the AWARE letters catalog to the individual notifying them of the closure.
   3. If the individual is not interested in DBVI services, see Section V., A/B, for closure documentation requirements.
   4. If the individual is interested in DBVI services, the intake staff prepares the intake narrative as a referral note in the referral note section of AWARE. This narrative must include the following information in a brief summary:
      
      
      1. Family Situation - Is the individual alone, is there family support, and what are the strengths and weaknesses of the family situation? What is the present living situation, and possible changes?
      2. Medical Problems and Cause of Blindness - Indicate the cause of visual loss and the person's statement about his/her perception of his/her medical problems.
      3. Limitation Imposed by Visual/Physical Disabilities - Describe any limitations that are a result of specific disabilities.
      4. Observations of Needs and/or Interests - Does the individual need help in identifying money, getting around, household tasks, or want to work?
      5. Description of Any Services/Instructions Provided During the Intake Interview - Document services and instructions provided and show the disposition of the case.
      6. Document that the individual received information regarding their DBVI Services, confidentiality policy, rights of appeal, rights to fair hearing, and civil rights policy. 
      7. Document if an interpreter was used for the interview.
         
         
8. REFERRAL to VR Application
   
   
   1. The intake staff is responsible for referring individuals to the VR program if the individual expresses interest in employment or otherwise indicates they want to talk to a vocational rehabilitation counselor.
      
   2. To initiate referral to the VR Program, the intake staff will:
      
      
      1. Open a new case in the Participant Module in AWARE and assigns the individual to the appropriate counselor based on the individual’s county of residence.
      2. Complete the application process within the Case Management record in AWARE.
      3. Store the intake narrative as a Referral Note and also as a Case Management Notes in the Participant Module.
      4. Notify the appropriate VR Counselor via email that the individual’s case has been opened as an application. E-mail must include the date the individuals case went into application status.
      5. If VRB certification is complete, close the referral as “Closed – Referred to VR.”
         
         
9. Referral to Referral Closure
   
   
   1. The intake staff moves a referral to referral closure by selecting the appropriate referral outcome.