Extended Employment Program Instructions

Certification Process

Anytime an individual with a disabling condition seeks vocational rehabilitation (VR) services from the State of Montana’s vocational rehabilitation office, a VR counselor must evaluate the impact of the condition on his or her ability to work. The knowledge gained through the evaluation helps the counselor determine a suitable vocational goal for the client.

If Extended Employment (EE) services are deemed necessary to help the client find employment or remain employed, the VR counselor must complete Parts A and B of the EE Referral form to certify that the client is eligible for services. The counselor asks the client to indicate his or her first and second choices of a community rehabilitation provider (CRP) to provide EE services, and the counselor records the client's choices in Part A. After completing the form, the counselor must send a copy to Rocky Mountain Rehab. RMR then places the client’s name on the EE waiting list for services in his or her district.

Provision of EE Services

Clients are selected for EE services on a first come, first served basis within their respective districts and statuses. Once a client’s name has reached the top of the waiting list, either of the two CRPs the client has chosen can begin providing EE services if it has resources and facilities adequate to meet his or her needs. To begin providing services to the client, a CRP representative must complete and sign an RMR Service Agreement and send a copy of it to RMR. The Service Agreement is a contract obligating the CRP to provide the client with EE services until he or she is decertified from the program. In return, RMR pays the CRP for the services it provides.

A CRP representative’s signature on an agreement is an acknowledgement that RMR has the right to reject any application for services. If an application is approved, RMR will send the CRP an e-mail letter confirming approval and the CRP may then begin providing services. The client's name will be displayed in the CRP's member area on this website with the appropriate status number assigned to it.

As soon as a CRP has the capacity to serve another client, one of its representatives must contact RMR to obtain the name of the next person on the waiting list. If the CRP can facilitate either supported employment follow-along employment (status 52) or supported employment crew (status 60), RMR will provide information about how to contact the client’s VR counselor, who can then contact the client so that services may begin. A CRP that has the capacity to provide sheltered employment for status 51 clients will be given contact information for the next client awaiting such services.

Clients suited for integrated, community-based employment (status 52 or 60) will receive VR-funded supported employment services through a CRP. Services may commence after RMR has approved a CRP's Service Agreement application. Once a client has achieved stable employment, the VR counselor places his or her case in status 22. A representative of the CRP must notify RMR of this change using a Status Change Form. RMR then assigns either status 52 or status 60 to the case and notifies the CRP that it is authorized to bill for EE services rendered and posts the client's name on the CRP's billing page on this website. Please note that RMR must first approve a Service Agreement with a CRP before VR can fund the services delineated in the IPE.

If sheltered employment (status 51) is deemed appropriate for a client, the VR counselor will place his or her name on the waiting list. When a CRP has an opening and the client’s name is at the top of the waiting list the CRP will complete a Service Agreement form. Once it has been approved by RMR, a CRP representative writes an Extended Employment Plan (EEP) with the client’s input and the client starts working in a sheltered workshop.
Each year the CRP must make a review of the Extended Employment Plan or VR’s Individual Employment Plan. The purpose of the review is to evaluate the appropriateness of the client’s employment goal in light of his or her job performance.

Decertification Process

A client may cease receiving EE services for any number of reasons, i.e. he or she passes away, moves out of area, refuses services, or no longer needs EE services. When this occurs, the VR counselor or CRP representative changes his or her status in Part C of the Referral form and records the reason for decertification. If the client is decertified from either status 50 (Waiting List) or status 58 (VR-funded services), then the VR counselor completes the form and sends it to RMR. If the client is decertified from status 51 (sheltered employment), status 52 (supported employment follow-along), or status 60 (supported employment crew) the CRP representative completes Part C and sends it to RMR.

Annual Review of Case Files

The Annual Review form is used by RMR for its annual review of client case records. CRPs providing EE services must retain all documents listed on the form related to each client’s case. RMR will conduct a page-by-page review, at random, of at least 20% of each CRP's cases for the purpose of checking documentation and case file contents. If 95% of the case files have met the requirements listed on the Annual Review form, then the CRP's record will be considered satisfactory and no action taken. However, if less than 95% of cases show the necessary documentation, RMR will initiate a corrective action plan, and the CRP must meet its requirements within one month’s time. The CRP will also have to pay any expenses associated with the subsequent review to ensure compliance with the corrective action plan.

Summary of Responsibilities

VR Counselor's Responsibilities

Determine if the VR applicant needs EE services.
For any applicant needing EE services, complete Parts A and B of the Referral form and send a copy to RMR.
Complete an IPE for any applicant who needs supported employment services and fund the plan after the client’s chosen CRP has received RMR’s authorization to provide EE services.
Once the client has achieved stable employment, the VR counselor assign status 22 to his or her case.
If the client chooses or requires sheltered employment, no further services are required besides placing him/her on the waiting list.
Complete Part C of the Referral form for any status 50 or status 58 client being decertified from the program and send it to RMR.

CRP Representative's Responsibilities

First determine if you have the capacity to provide EE services to another client and if so, complete the Service Agreement application and send it to RMR.
Notify RMR and the client’s VR counselor whenever a status 58 client has achieved stable employment. RMR will then fund the client's EE supported employment services.
Complete an EEP with the client's input if he or she will be working in a sheltered employment setting.
Complete an annual review of each client's EEP or IPE to ensure continued appropriate placement.
Complete Part C of the Referral form for any status 51, status 52, or status 60 client being decertified from the program and send it to RMR.
Retain all required case documentation listed on the Annual Review form.

RMR's Responsibilities

Maintain the database of information for EE participants, inputting and updating all data as necessary.
Process status change forms to ensure appropriate assignment of statuses to client cases on the Billing Page and/or in the Monthly Billing Summary.
Complete an annual review of at least 20% of each CRP's client case records.