Transcript LTESS Case Review History - Department for Aging and

LTESS/EES CASE REVIEW
HISTORY
CASE REVIEWS CONDUCTED BY
SCOTT FRALEY
AND
TIM OLIVE
LTESS/EES CASE REVIEW HISTORY
CASE REVIEWS BY REGIONS FROM
DECEMBER 2004 TO MARCH 2008:
NORTHERN REGION-20
EASTERN REGION-26
SOUTHWEST REGION-11
BLUE RIDGE REGION-20
10 EMPLOYMENT SERVICE ORGANIZATIONS
HAVE BEEN REVIEWED FOR A SECOND TIME.
“WHAT IMPROVEMENTS HAVE
BEEN MADE IN
DOCUMENTATION AND
BILLING?”
LTESS CASE DOCUMENTATION
IMPROVEMENTS
• In most cases, appropriate services are being provided in
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a timely manner and subsequently documented.
Monthly client contact is being provided and documented
in almost every case.
Employment specialists are very consumer oriented and
responsive to consumer and employer needs.
The Ongoing Services form is being completed in most
cases when required.
Appropriate documentation of the consumer’s disability is
evident in the case files reviewed.
LTESS applications are being completed and kept in the
consumers’ current case files.
LTESS CASE REVIEW ISSUES THAT
STILL REMAIN PROBLEMATIC
• DRS counselor approval for LTESS funding must be specifically
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documented.
Client “stability” on the job must be documented on the SE
Placement and Training form.
Two contacts per month with a consumer receiving SE services,
including the first 90 days (three months) of follow along/LTESS
funding, should be provided and documented until DRS case
closure.
The Intervention Summary must be completed on each SE
Placement & Training Form.
Case files need to be reviewed by management periodically to see if
billable hours are necessary to maintain the consumer on the job.
Documentation of work issues should include the resolution of the
issues as well as the identification of those issues.
LTESS CASE REVIEW ISSUES THAT
STILL REMAIN PROBLEMATIC
• If services other than the maintenance of the person in employment
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are needed, the DRS counselor should be contacted ASAP and
documentation provided in the case record.
Job coach turnover continues to prevent consistency with
documentation and billing.
Documentation in the case files of LTFA provided should match the
hours billed to LTESS. Billing should be for the actual time spent for
service delivery, transportation, and documentation.
Billing errors seem to occur more frequently when there is a lack of
communication between the job coach and the financial person
submitting the LTESS Invoice. This problem seems to be resolved
when management reviews reports and billing procedures to ensure
accuracy.
The most current Placement & Training and Ongoing Services forms
are not being used by some of our service providers.
QUESTIONS ?