Case Study for ETO Data Entry

Transcription

1 Case Study for ETO Data Entry Once a Community Work Incentive Coordinator (CWIC) enrolls a beneficiary into WIPA Services in ETO, they need to make decisions on when to complete the Baseline Assessment, Efforts and Follow-up Assessments. The case study below illustrates points when the CWIC should complete specific ETO data entry. Jackie is a 36-year-old woman who receives Supplemental Security Income (SSI) and reports her disability as bipolar disorder. When she initially contacted the WIPA, she was working, but she sent verification of benefits to the CWIC along with a note indicating that her health condition has worsened and she quit her job. Due to her condition, she is not sure if she will be able to work again this year, but she is interested in more individualized services as she would like to return to work at some point if her health will allow it. Based on this information, the CWIC enrolled Jackie into WIPA Services, but now what? The Baseline Assessment should be started immediately upon enrolling Jackie into WIPA Services. While Jackie supplied a verification of her benefits, the CWIC has additional questions about whether or not she is receiving Unemployment Insurance benefits. As a result, the CWIC begins the Baseline Assessment and saves it as a Draft until the additional benefits are verified. The CWIC attempts to contact Jackie to discuss the receipt of Unemployment Insurance benefits, but must leave a voice mail message. The next day, the CWIC contacts the state agency administering Unemployment Insurance benefits to ask a few clarifying questions about the eligibility requirements and the application process. Based on this activity, what should the CWIC enter into ETO? Both leaving a message for Jackie and contacting the agency administering Unemployment Insurance benefits should be entered as Efforts into ETO as the CWIC took action on behalf of the beneficiary. Page 1

2 Effort #1 Effort #2 A few days later, Jackie calls the CWIC back and explains that she still needs to apply for Unemployment Insurance benefits, but she is not sure how to apply and she is a little nervous about jeopardizing her SSI benefits. The CWIC explains the application process and provides guidance on how these benefits will impact SSI. Jackie seems relieved and the CWIC asks Jackie to call once she knows more about the amount of her Unemployment Insurance. Based on this activity what should the CWIC enter into ETO? The CWIC should enter an Effort into ETO based on the guidance provided for Jackie. Effort #3 At this time, the CWIC should also finish the Baseline Assessment and select Submit rather than Save Draft as verification of benefits is now complete. This action will remove the prior notation of Draft associated with the assessment. Page 2

3 The CWIC may also decide to utilize the To-Do list function and schedule a follow-up reminder for 30 days to ensure that Jackie is contacted if the CWIC does not hear back from her. After 30 days, the CWIC receives a To-Do list reminder to contact Jackie. The CWIC calls Jackie, and learns that she received her first Unemployment Insurance payment a few days ago. The CWIC reminds Jackie to notify Social Security of this payment and reviews with her how SSI will be impacted. Jackie also explains that she had an appointment with her local State Vocational Rehabilitation (VR) office last week as she is thinking about going back to work again. Jackie has an assigned State VR counselor, but they have not met yet. After speaking with Jackie, the CWIC plans a follow-up call with her in 3 weeks to discuss a more specific earnings goal. Based on this call with Jackie, what should the CWIC enter into ETO? The CWIC should complete a Follow-Up Assessment in ETO based on Jackie s receipt of Unemployment Insurance and her connection with State VR. Page 3

4 Once the CWIC selects WIPA Work Incentives Plan (Follow up) in ETO, they will have the opportunity to select the prior assessment to pre-populate the Follow-up Assessment. Selecting this option will save a lot of time and the CWIC will only need to change the information relating to State VR and Unemployment Insurance. In addition, an Effort should be completed to reflect the CWIC s guidance about the SSI check. Effort #4 Three weeks later, the CWIC calls Jackie and they discuss her work plans. She is working with her State VR counselor on finding a receptionist position, and she is interested in earning $800 per month as she transitions back into employment, but she hopes to eventually earn more as she increases her hours. The CWIC answers Jackie s basic questions about how work will impact benefits but suggests a more thorough analysis is appropriate. Based on this call, what should the CWIC enter into ETO? The CWIC should complete an Effort to reflect Jackie s employment plans. Page 4

5 Effort #5 Now, the CWIC is ready to begin analyzing the information specific to Jackie and developing the BS&A. The process of drafting the BS&A takes multiple days, and the CWIC s time breaks down as follows: 4/6/15: began analyzing the information gathered in relation to Jackie s benefits and employment plans (.75) 4/7/15: started drafting the BS&A, completed the sections related to other benefits, employment supports and non-employment benefit issues (1.0) 4/9/15: completed the BS&A and sent it to supervisor for review (1.5) 4/11/15: received feedback from supervisor and made changes to the BS&A, printed and mailed BS&A to the beneficiary (1.5) Based on this activity, what should the CWIC enter into ETO? The CWIC should complete one Effort in ETO, but all of the time spent with the above activities should be included with this Effort. The CWIC will also update the BS&A Status field by selecting Completed BS&A from the drop-down menu. Effort #6 For this Effort, the Time Spent field will reflect 4.75 hours. The time is entered into ETO in minutes, so it will be 285 minutes. Also, the Date of Contact field will have 4/11/15 entered as that is the date the CWIC mailed the BS&A to Jackie. Page 5

6 The CWIC contacts Jackie in a week to go over the BS&A with her and address any questions she may have. Jackie explains to the CWIC that she feels a little overwhelmed with the BS&A, and the CWIC suggests breaking things down into more manageable steps with a WIP. They make an appointment for the next day to discuss appropriate WIP action steps. Based on this activity, what should the CWIC enter into ETO? The CWIC should complete another Effort in ETO as drafting the BS&A and reviewing it with the beneficiary are two separate actions and therefore two separate Efforts. Effort #7 The next day, the CWIC contacts Jackie and they begin to discuss appropriate WIP action steps. After the call, the CWIC drafts the steps of the WIP. Several steps will include Jackie s State VR counselor, so the CWIC contacts the counselor (with Jackie s written consent) to explain the WIP. The CWIC finalizes the WIP the next day and mails it to Jackie. Based on this activity, what should the CWIC enter into ETO? The CWIC should complete an Effort in ETO. Since the WIP was drafted, the CWIC will also update the WIP Status field by selecting Completed WIP from the drop-down menu. Drafting the WIP included the following steps, so the time should be reflected in the Time Spent field (just as it was with the drafting of the BS&A): 4/20/15: spoke with Jackie by phone to develop appropriate action steps (.75) 4/20/15: spoke with Jackie s State VR counselor about her involvement with the WIP (.25) 4/21/15: drafted the WIP, printed it and mailed it to Jackie (1.0) Effort #8 The following week, the CWIC calls Jackie to find out if she has any questions about the WIP. They discuss a few of the steps, and Jackie explains that she has a job interview next week. Based on this call, what should the CWIC enter into ETO? Page 6

7 The CWIC should complete another Effort in ETO as drafting the WIP and reviewing the WIP with Jackie are two separate activities and result in two separate Efforts. Effort #9 A few weeks later, the CWIC contacts Jackie to find out how the job interview went. Jackie explains that she thinks it went well, but she hasn t heard anything yet. Jackie explains that if she gets the job, it will involve more hours than she originally anticipated. The CWIC goes over the SSI calculation with Jackie and they discuss the possibility of 1619(b). Based on this call, what should the CWIC enter into ETO? The CWIC should complete another Effort in ETO based on the review of the work incentives with Jackie. Effort #10 A few weeks later, Jackie calls the CWIC to explain that she accepted a job offer as a receptionist and she begins next week. She will be working 25 hours per week earning $10 an hour. The CWIC went over the reporting requirements with Jackie again and they reviewed the WIP action steps. Based on this call, what should the CWIC enter into ETO? The CWIC should complete another Follow-Up Assessment to reflect Jackie s new job and complete an Effort because of the guidance provided to Jackie about reporting and the review of the WIP action steps. Effort #11 The following month, the CWIC contacts Jackie to find out how the job is going and check the status of SSI and Unemployment Insurance. Jackie explains that she received her final Page 7

8 Unemployment Insurance check last week, but her SSI check has not been changed yet. The CWIC encourages Jackie to contact her local Social Security office to make sure the updates with employment and UI benefits have been received. The CWIC also reviews the SSI calculation again. Based on this call, what should the CWIC enter into ETO? The CWIC should complete a Follow-Up assessment to reflect the fact that Jackie is no longer receiving Unemployment Insurance and complete an Effort based on the discussion involving contacting Social Security and the SSI calculation. Effort #12 As the CWIC and Jackie continue to work together, additional Follow-Up Assessments and/or Efforts should be completed in ETO to reflect changes. Examples of these activities include: 1. SSI cash benefits modified 2. Utilization of an IRWE 3. Increase in hours or hourly wage 4. Ticket assignment to an EN after State VR closes Jackie s case 5. Utilization of 1619(b) 6. Utilization of Medicaid Buy-In (MBI) 7. Utilization of employer-provided health insurance 8. Updated BS&A 9. Updated WIP 10. Employment ending Page 8