Strategies for Successful W-2 Caseload Documentation and ... · DCF is an equal opportunity...

Strategies for Successful W-2 Caseload Documentation and

Management

Expected Outcome: Provides course participants with a review of W-2 policy and CARES processes, placing a strong emphasis on strategies that can be used to manage a case effectively and ensure accurate records.

Objectives: Upon completion of this course, participants will be able to:

• Identify critical areas of documentation • Use confidentiality guidelines to document information correctly • Document assessment results, W-2 placement decisions and activity

assignments thoroughly and accurately

Strategies for Successful W-2 Caseload Documentation and Management

DFES/Partner Training Team 2 07/07/17 S://…Curricul/EnhancedCaseManagement/Strategies_Caseload_Doc_Mgmt/Strategies_DocMan_PG_070717

Table of Contents OVERVIEW ..........................................................................................................................................................4 CASE COMMENTS .............................................................................................................................................5

Purpose of Case Comments .................................................................................................................... 6 Entering Case Comments ........................................................................................................................ 7 Who Can View Case Comments? ........................................................................................................... 8 When Is it Appropriate to Share Information? .......................................................................................... 8 Releasing Information to Law Enforcement ............................................................................................. 8 Treatment of Confidential Information ................................................................................................... 10 Storing Confidential Information............................................................................................................. 11 Subjective (Opinion) vs. Objective (Fact-Based) Comments ................................................................ 12 What Can I Write? .................................................................................................................................. 14

INFORMAL ASSESSMENT ............................................................................................................................. 15 WPED .................................................................................................................................................... 16 Career Exploration and Planning ........................................................................................................... 17 WPPE ..................................................................................................................................................... 18 WPAW .................................................................................................................................................... 19 WPEH .................................................................................................................................................... 20 WPJR ..................................................................................................................................................... 21

FORMAL ASSESSMENT ................................................................................................................................. 22 Formal Assessment Prompts ................................................................................................................. 22 Wisconsin Works (W-2) Formal Assessment Agreement ...................................................................... 23 Scheduling a Formal Assessment ......................................................................................................... 24 Documenting the Formal Assessment Process ..................................................................................... 25 WPBD .................................................................................................................................................... 25 Services and Accommodations Form .................................................................................................... 26 Non-Participation/Good Cause Documentation ..................................................................................... 28

WHAT WOULD YOU USE? ................................................................................................ 29 APPENDIX ........................................................................................................................................................ 30

Services and Accommodations Form .................................................................................................... 31 Wisconsin Works (W-2) Formal Assessment Agreement ...................................................................... 32



DCF is an equal opportunity employer and service provider. If you have

a disability and need information in an alternate format, or need it translated to another language, please contact

(608) 266-3400 or the Wisconsin Relay Service (WRS) – 711.

For civil rights questions call (608) 422-6889 or the Wisconsin Relay Service (WRS) – 711.

W-2 Contact Information

Questions regarding this training material should be directed via your local agency process to the Partner Training Team,

Email: [email protected] A contact person is available to answer e-mailed questions related to this training

material, assist you in completing any activity that you are having difficulty with, and/or provide explanation of anything else about this training material.

Questions regarding W-2 production cases and systems should

be directed via your local agency process to the W-2/CC CARES Help Desk at: Email: [email protected]

Telephone: (608) 422-7900. W-2 Policy questions should be directed to your Regional Office staff.

mailto:[email protected]

mailto:[email protected]



Overview In your role as a W-2 Case Manager, multiple functions in the W-2 program require very precise and accurate documentation. This course will identify critical areas of documentation and discuss the W-2 policy requirements and promising practices associated with them.

In addition to fulfilling W-2 policy requirements, we will discuss why good documentation is important to you as a W-2 Case Manager in providing effective case management services to each family you work with.

Critical areas of documentation to be discussed include:

• Case Comments

• Informal Assessment

• Career Exploration and Planning

• Formal Assessment

• Activity Assignment

• Non-Participation/Good Cause

We will examine where, when, how, and what to document to help ensure successful case management and to help participants achieve their goals.



Case Comments Reference: W-2 Manual 4.3.3

The significance of caseload monitoring and evaluation, along with accurate case documentation and appropriate case management, cannot be understated. It is essential that cases always include complete documentation. A clear understanding of documentation is an important strategy in reaching that case management goal.

In what places in your personal life do you rely on accurate record keeping?

As a W-2 Case Manager, how can good case documentation help you do your job?



Purpose of Case Comments There are many reasons for recording comments, from documenting factual information to recording your rationale for an action you took on a case. Comments provide a summary record of case and individual history that can be used to understand what is happening, and more importantly, why certain things are happening.

In addition, case comments provide a chronological history that may be needed when reviewing a case (case or individual progress, quality assurance, monitoring, Fact Findings, case closure with subsequent reopening, etc.).

Case comments are required to document all communication with participants or regarding participants. The entry of case comments is required within 24 hours of the action or contact with the participant. (See W-2 Manual 4.3.3)

Why is it so important that case comments are entered within 24 hours of the action or contact with the participant?

“I must govern the clock, not be governed by it.” Golda Meir

http://dcf.wisconsin.gov/w2/manual/default.htm



Entering Case Comments

Reference: W-2 Manual 4.3.3

There are several ways to enter case comments. The method you use is dictated by the type of information you are entering.

CARES Worker Web (CWW) Comments entered in CWW are connected only to the case number. Case level comments must be entered when the interaction is describing a case level event. This generally describes documentation relating to eligibility (i.e., reviews, verifications, household composition, incomes, and assets). Basically, these are comments regarding non-financial and financial eligibility information.

CARES Mainframe PIN level comments are entered when the interaction is describing an individual level event. PIN level comments are required as a formal record of all case action or program-related information for an individual. PIN level comments are entered using CMCC.

Specifically, what information regarding an individual must be entered into PIN level comments?

Remember: In a 2-parent household, it is critical to enter PIN level comments for each parent.



Who Can View Case Comments? Anyone with CARES access can view case level comments, unless the case has been designated as confidential. If a case has been designated as confidential, only the worker and supervisor can view case information. Participants also may view the comments on their own cases at their request.

This does not apply to PIN level comments, which cannot be marked as confidential.

When Is it Appropriate to Share Information?

Reference: W-2 Manual 4.2.2.1

Information concerning W-2 applicants and participants must not be disclosed for any reason except when it is necessary for the administration of the W-2 program or, under certain circumstances, when requested by law enforcement officers. If the information requested is not directly related to program administration, it must not be provided.

The laws governing protection of confidential information are stricter than those governing general information about the W-2 participant. In general, the laws narrowly restrict the disclosure and use of this information to a “bona fide need to know.” An individual or program in possession of such information (for example, a federally- assisted substance abuse program) may not release it except as authorized by the individual. Anyone who receives such information from a substance abuse program (for example, a W-2 agency) may not disclose it again without the individual’s consent, and cannot retain this information unless confidentiality can be maintained.

W-2 agencies may disclose this information in the following circumstances without a signed release of information form:

• To other staff within the W-2 agency who have a bona fide need to know;

• To another W-2 agency if the individual changes agencies; and

• To staff from the Department of Children and Families (DCF), which has direct administrative control over the W-2 program.



Releasing Information to Law Enforcement


If a law enforcement officer believes, on reasonable grounds, that a warrant has been issued and is outstanding for the arrest of a W-2 participant, the W-2 worker, at the request of the law enforcement office, may notify a law enforcement officer when the participant appears to obtain his or her W-2 payment.

A W-2 agency may release the current address of W-2 participants to a law enforcement officer who meets all of the following conditions:

• The officer provides in writing the name of the recipient; and

• The officer demonstrates in writing the following: o The recipient

Is a fugitive felon; or Is violating probation or parole imposed under state or federal law; or Has information that is necessary for the officer to conduct his or her

official duties; and

o The location or apprehension of the participant is within the official duties of the officer; and

o The officer is making the request in the proper exercise of his or her duties.

W-2 agencies are not required to report an applicant or participant to police simply because they know that the person has an outstanding warrant. If there is any concern that an applicant or participant may cause harm to him/herself or others, whether or not there is a warrant involved, the agency should take the initiative to contact the police.



Treatment of Confidential Information Because CARES is an open system, sensitive and confidential information must not be detailed in comments. This includes information regarding:

• AODA issues/treatment • Mental health issues/treatment • Domestic violence issues/counseling • Sexual assault • HIV/AIDS • Medical conditions/treatments • Medical test results • Treatment notes • Medical diagnosis • Information of a sensitive nature

W-2 agencies must cross-reference confidential information by only generally referencing the information in case comments. Below are examples of appropriate language that can be used when cross referencing this information.

“Participant has been referred for a Mental Health Assessment. The assessment will be completed the week of March 20th, for a total of 25 hours.”

“Participant is currently receiving AODA treatment 10 hours per week. See confidential paper file for assessments and treatment notes.”

“Participant is currently restricted (per completed medical capacity form received on September 15th) to no more than 30 minutes of continuous sitting or standing. Participant is scheduled for surgery in two weeks. Dr. Davis estimates a 12-week recovery period. The secure paper file contains complete medical information and diagnosis provided by the doctor.”

Remember: This applies not only to adults in the family, but also to children.



Storing Confidential Information


The FEP must store all confidential information in a sealed envelope in the paper file, which is kept in a locked filing cabinet. W-2 agencies are prohibited from scanning confidential information into ECF.

Click our way to “Knowledge Assessment”

What kind of confidential information is kept in the sealed envelope, and how do you implement this?



Subjective (Opinion) vs. Objective (Fact- Based) Comments Comments must be a factual record of case history and action. Case Managers are expected to maintain an objective position and record case comments in an objective way. Comments are written to describe information and a participant’s behavior, and are not to include bias or judgment.

For example:

Subjective – He was drunk. Objective – The participant had an odor that smelled like alcohol.

Subjective – She doesn’t know how to dress. Objective – Participant was asked to come dressed for an interview. She came in soiled jeans and a tank top.



Your Turn

Subjective – He wanted to get fired. Objective -

Subjective – She is very hostile. Objective –

Subjective – She really doesn’t want to work. Objective –

Remember: Case Managers must avoid entering personal comments and ensure that their personal values and opinions do not interfere with the process of providing effective case management.



What Can I Write? Composing effective case comments takes time and practice to get it right. There are certain elements to remember when writing case comments.

• Summarizing the event with just enough detail that anyone reading the

comments would understand them.

• Providing the rationale for the decisions made.

• Stating only the facts.

• Not containing information of a sensitive or confidential nature.

• Not containing slang, abbreviations or acronyms that wouldn’t be known to anyone reading them.

If there is a question on whether information should be withheld from comments, consult with your supervisor. If further clarification is needed, a supervisor should contact the agency’s Regional office.

Before you press “enter,” ask yourself: Do Your Case Comments…

• Tell the story?

• Provide the events in chronological order?

• Provide the rationale for your decisions?

• Support the actions you have taken?

• Explain the next steps to be taken?

• Follow W-2 policy guidelines?

Remember: After comments are entered, they can NOT be edited or deleted.



Informal Assessment


Informal Assessment is the process of collecting and analyzing data in order to determine an individual’s level of job readiness. The interview process and the use of data collection tools are the major components of informal assessment. One way you document an informal assessment is through CARES in the Work Program Subsystem. Any communication with your participant can be part of the informal assessment process. It is critical that you record this information in CARES.

Conducting and recording an informal assessment is a W-2 policy requirement. How do you and your participants benefit from this policy?

How will you, your participant and others use this information?

Remember: The informal assessment is not just about the participant; it also includes learning about the whole family situation.



There are many areas in the Work Programs Informal Assessment Driver Flow where documentation can be entered; however, most of these entries are not required fields in CARES. Often important information goes undocumented. The questions that appear in the driver flow should not be considered all inclusive, but rather, the starting points to more in-depth conversations.

It is also critical to remember that information gathered during these conversations must be documented to assist the Case Manager and others who will be working with this family.

As new information is received, entries must be updated to ensure that each field reflects the household’s current situation.

WPED WPED collects information regarding education and test scores from an educational assessment. It also records the name and dates an aptitude, interest, or life skills inventory/test/assessment was given.

WPED ASSESSMENT - EDUCATION

PIN: 1201847141 NAME: LINCOLN

OFFICE: 1111 LAURIE

CTY/TRIBE: 18

01/11/14 09:30 DWDB68 D TURK

CASE MANAGER: DWD211

LAST ASSESSMENT UPDATE: UPDATED DATE: 01 03 2014 DO YOU WANT TO INITIATE A NEW ASSESSMENT: Y (Y/N) EDUCATION HISTORY: ORIGINAL CURRENT HIGHEST ED. LEVEL: LAST YEAR ATTENDED:

WHERE ATTENDED

011 2008 DEGREE

011 2008

CURRENTLY IN SCHOOL: N

MM/YR RECEIVED COURSE OF STUDY

TESTING: --------ORIGINAL---------

READING MATH ENGLISH APTITUDE INTEREST LIFE SKILLS

LEVEL SCORE TEST 06.9 0587 TABE 07.5 0650 TABE

MM/YEAR 08 2011 08 2011

--------CURRENT---------- LEVEL SCORE TEST MM/YEAR 09.9 7477 TABE 01 2014 08.5 7500 TABE 01 2014

CAPS COPS

08 2014 08 2014

CAPS 08 2014 COPS 08 2014

PF14 WPAW PF15 WPJR PF16 WPJS PF17 WPTS NEXT TRAN: PARMS: 1201847141

What does new or updated information on WPED tell us?

How should it be used?



Career Exploration and Planning Career exploration and planning includes any activities related to targeting the type of job an individual is looking for, assessing qualifications for a specific job, determining interests, and employment goal setting.

Seeing entries on WPED regarding career assessments does not give us the information we need to make use of the results. It only records the name of the assessment and the date it was given.

What career exploration tools have you used?

How have you used career exploration tools in working with a W-2 participant?

How did you document the use of these tools?

“We can't become what we need to be by remaining what we are.” Oprah Winfrey



WPPE WPPE records educational progress. When your participant successfully completes a test, the date needs to be entered as soon as possible. This shows a step toward an educational goal for your participant. But as a Case Manager, it also gives you critical information regarding progress.

WPPE EDUCATION PROGRESS ASSESSMENT

PIN: 1201847141 NAME: LAURIE

OFFICE: 1111 LINCOLN

CTY/TRIBE: 18

01/11/14 09:31 DWDB68 D TURK


LAST ASSESSMENT UPDATE: 01 03 2012 UPDATED DATE: 01 03 2014 SUCCESSFUL

TEST CATEGORIES COMPLETION (MM/YEAR) --------------- --------------------

GED/HSED: READING 09 2013 WRITING 12 2013 MATH 08 2013 SCIENCE SOCIAL STUDIES

HSED: EMPLOYABILITY SKILLS HEALTH LITERACY CIVICS LITERACY

PF13 WPED PF14 WPAW PF15 WPJR PF24 ADD WP COMMENTS NEXT TRAN: PARMS: 1201847141 MORE...

How does the information on WPPE assist with case management?



WPAW WPAW records employment-related information, including, but not limited to goals, skills, preferred work hours and transferable skills.

WPAW ASSESSMENT - EMPLOYMENT 01/11/14 09:32 DWDB68 D TURK


OFFICE: 1111 LAURIE

CTY/TRIBE: 18 CASE MANAGER: DWD211

LAST ASSESSMENT UPDATE: 01 03 2014 PROGRAM EMPLOYMENT GOAL: DOT

PRIMARY: 078 000 000 SECONDARY: 079 000 000

UPDATED DATE: 01 03 2014 TITLE

LAB TECH MEDICAL ASSISTANT

LICENSES/CERTIFICATIONS: CNA LICENSE OPERATES THE FOLLOWING EQUIPMENT: SPECIALIZED SKILLS SUMMARY: VOLUNTEER WORK/HOBBIES: VOLUNTEERS AT LIBRARY OTHER LANGUAGE: _ VERBAL(Y/N): _

_ _ WRITTEN(Y/N): _

_ CURRENTLY EMPLOYED: N (Y/N) EMPLOYMENT IN LAST 24 MONTHS?: N (Y/N) CONVICTED OF CRIME?: N (Y/N) IF Y EXPLAIN:

M T W R F S S PREFERRED WORK HOURS: 08 00 TO 16 00 DAYS: Y Y Y Y Y _ _ UNABLE TO WORK HOURS: 00 00 TO 00 00 DAYS: _ _ _ _ _ _ _ REASON UNABLE TO WORK: WORK ENVIRONMENT PREFERENCES: PF13 WPED PF15 WPJR NEXT TRAN:

PF16 WPJS WILL RELOCATE (Y/N): Y PRINTS ON EMPLOYABILITY PLAN

PARMS: 1201847141 MORE...

Information on WPAW can change quickly and must be updated to reflect the household’s current situation. List several ways this information is used.

Who else in your agency will rely on this information being current?



PROVIDER ID: STAFF ID: DURATION: _ FULLTIME LESS THAN 30 DAYS _ PARTTIME LESS THAN 30 DAYS

_ FULLTIME 30 DAYS OR MORE _ PARTTIME 30 DAYS OR MORE EMPLOYER TYPE: PUBLIC _ PRIVATE X AVG HRS/WEEK: 40 HOURLY WAGE: 9.00 PAY CODE: HR DATE OF CHANGE IN EMPLOYMENT HOURS OR WAGES:

EMPLOYER NAME: WAL-MART EMPLOYER SEQ NUM: 02 ADDRESS: 100 WEST ST.

RESIDE IN TMI AREA: _ CITY:

JOB DUTIES: MILWAUKEE STATE: WI ZIP: 53221

SHOE DEPARTMENT SUPERVISOR DOT: 211

REASON FOR LEAVING: QT MEDICAL BENEFITS: N OTHER BENEFITS: NO

PF13 WPED PF14 WPOP PF5 REFRESH WPEH NEXT TRAN: PARMS: 1201847141

WPEH WPEH gives us the opportunity to record some of the most valuable informal information – employment history. Yet, there is no room to document the most important pieces of information regarding these jobs.

WPEH

PIN: 1201847141

EMPLOYMENT HISTORY

OFFICE: 1111 CTY/TRIBE:

18

05/19/14 12:13 DWDB68 D TURK

LAST UPDATED: 12 20 2012 NAME: LINCOLN LAURIE

ENTERED EMPLOYMENT(Y/N): _ JOB BEGIN DATE: 05 01 2009 END

TYPE: _ DATE: 02 01 2011

CLAIMS:

PJ JA JR LT HW

What are some important pieces of information regarding past employment that you will want to discover?

Where will you document this information?



WPJR WPJR records information regarding your participant’s ability to obtain employment and retain that job. It also helps you understand any issues that currently may be present that may require immediate attention before you can appropriately assign activities and/or make referrals for employment.

WPJR ASSESSMENT - PARTICIPATION READINESS 01/11/14 09:33 DWDB68 D TURK


OFFICE: 1111 LAURIE

CTY/TRIBE: 18 CASE MANAGER: DWD211

LAST ASSESSMENT UPDATE: 01 03 2014 UPDATED DATE: 01 03 2014 TRANSPORTATION: TRANSPORTATION TYPE: BU WA LIABILITY INSURANCE(Y/N): N

VEHICLE: N VALID DRIVERS LICENSE(Y/N): N STATE: TYPE: _ _ IF NO VALID LICENSE WHY?: NEVER HAD A DL BUT IS INTERESTED IN RECEIVING ONE. WILL COMMUTE ONE WAY: 15 MILES

CHILD CARE: NO. OF CHILDREN NEEDING CARE: 01 CARE ARRANGED(Y/N): Y TYPE OF ARRANGEMENT: RE

SUPPORTIVE SERVICES NEEDED: LEAP CLIENT STATED ASSETS: HON OTHER AGENCY/PROGRAM PARTICIPATION : CP

PARTICIPATION BY (F- FAMILY MEMBER C- CLIENT): C DM C _ _ _

COMMENTS: LAURIE IS TAKING A PARENTING CLASS COURT ORDERED THROUGH CHILD WELFAR E. SEE CONFIDENTIAL FILE FOR INFO ON DM.

ARE THERE BARRIERS TO EMPLOYMENT (Y/N)?: Y

PF13 WPED PF14 WPAW PF16 WPJS NEXT TRAN: PARMS: 1201847141 MORE...

How does this information guide your case management process?



Formal Assessment References: W-2 Manual 5.5.1; 5.5.1.1

A formal assessment is the process of establishing the extent and severity of an employment barrier and, potentially, what alternative services or accommodations in job or work assignments would permit the participant to engage in work, either immediately or after some other intervention.

Formal assessments must be completed by a qualified assessing agency or individual. A professional qualified to perform a formal assessment may include a medical or mental health professional, social worker, psychologist, neuro-psychologist, Division of Vocational Rehabilitation counselor or similar qualified assessing agency or individual.

Formal Assessment Prompts Some individuals may require a more in-depth or formal assessment for the Case Manager to determine the participant’s appropriate level of participation. Examples of circumstances that could prompt discussion that may lead to formal assessment include, but are not limited to:

• Claims to have a barrier to employment that can be confirmed only through a

formal assessment.

• Exhibits socially inappropriate behavior.

• Has difficulty hearing or comprehending what you are saying.

• Has difficulty communicating orally.

A FEP can determine the need for a formal assessment at any point; however, a formal assessment must be offered within (30) calendar days of any of the following situations:

What other things might a participant be experiencing that could cause you to offer a formal assessment?



Wisconsin Works (W-2) Formal Assessment Agreement

References: W-2 Manual 5.5.1.2; 5.5.8

The FEP must use the W-2 Formal Assessment Agreement to help explain to the applicant/participant the purpose of the formal assessment and the type of follow-up services and activities that may result from completing it. It is critical that the FEP explain the formal assessment process using positive language that reinforces how the applicant/participant may benefit from completing it. Through the discussion, the applicant/participant must be made aware that assessment results will enable the individual and his/her FEP to make informed decisions about:

• His/her W-2 placement; • His/her employment goals and the activities that will help reach those goals; • His/her ability to engage in training and education; and • Any special services and work site accommodations that s/he may need.

The applicant/participant must indicate at the bottom of the agreement his/her decision to complete or decline a formal assessment.

Remember: You must be sure to document this conversation in case comments. Whether or not your participant has agreed to take the formal assessment will be a critical part of determining the direction of your case management. This will support your decision-making process when assigning activities.

What strategies have you used to effectively case manage a participant who has declined to take the formal assessment?



Scheduling a Formal Assessment When a formal assessment has been scheduled, it must be recorded as an activity assignment on WPCS/WPCH. If multiple assessments have been scheduled, each formal assessment must have its own activity code entered. This ensures that during the assessment process, there is no payment reduction for any missed activities.

W-2 Policy tells us:

Under the ADA, an individual cannot be required to disclose that s/he has a disability or be required to participate in a separate program for disabled individuals. W-2 agencies must comply with this federal law when assigning activities to W-2 participants. A participant must be given the opportunity to disclose a disability or other barrier to participate in the W-2 program or employment before payment reductions are imposed. The following W-2 policies provide these assurances to participants:

1. If a participant who is placed in W-2 T or CSJ has not been offered the BST prior to the initial W-2 placement, the individual may not receive a payment reduction for failing to participate in any assigned activity until the BST is either completed or declined.

2. W-2 payment reduction cannot be imposed on a participant for declining to complete a formal assessment.

3. A participant placed in W-2 T or CSJ who has agreed to and is referred for a formal assessment may not receive a payment reduction for any assigned activity until:

a) The formal assessment results are received by the W-2 agency and the formal assessment activity has been end-dated on CARES screen WPCS; or

b) The W-2 agency has determined that the participant will not comply with the assigned formal assessment activity and the activity has been end-dated on CARES screen WPCS.

After the formal assessment has been completed and end-dated in CARES and the FEP, in consultation with the participant, has made necessary adjustments to the participant’s EP, the individual may receive a payment reduction for failing to participate in assigned W-2 activities without good cause. This may include an activity recommended by the qualified assessing agency such as mental health counseling or physical therapy.

W-2 Manual 5.5.7



Documenting the Formal Assessment Process We’ve discussed documenting in case comments the Formal Assessment Agreement and entering the formal assessment activity code on WPCS/WPCH. The last screen to be examined is WPBD – the Barrier Details Screen.

WPBD Accurate entries on these screens are critical for the Case Manager when working with a participant who has barriers.

WPBD records many vital pieces of information:

• Who has the barrier?

• What is the barrier?

• Could the barrier affect participation?

• What was the date of the

assessment referral?

• When were assessments received?

• Are special accommodations

needed? • What are those

accommodations? • Have they been arranged?

• If not arranged – why?

WPBD ASSESSMENT - BARRIER DETAILS


OFFICE: 1111 LAURIE

CTY/TRIBE: 18

01/11/14 09:33 DWDB68 D TURK


LAST ASSESSMENT UPDATE: 01 03 2014 UPDATED DATE: 01 03 2014 DC: _ BARRIER: DC SUB-TYPE: INDV AFFECTED: F (C- CLIENT F- FAMILY MEM) BARRIER BEGIN DATE: 01 01 2000 BARRIER END DATE: END RSN CD: COULD BARRIER AFFECT HOURS OF PARTICIPATION?: Y (Y/N) WEB INITIATED: N HOW SOON CAN BARRIER BE OVERCOME?:

_ < 1 MONTH _ 1-3 MONTHS _ 4-6 MONTHS X > 6 MONTHS WHO IDENTIFIED BARRIER?: DR. SMITH/JOHN HAS ADHD/CURRENTLY UNSTABLE ARE SPECIAL ACCOMMODATIONS NEEDED BASED ON BARRIERS? Y (Y/N) WHAT ACCOMMODATIONS WERE IDENTIFIED THROUGH ASSESSMENT? MFS WHAT ACCOMMODATIONS WERE ARRANGED BY THE AGENCY? MFS IF ACCOMMODATIONS WERE NOT ARRANGED, EXPLAIN WHY: FORMAL ASSESSMENT INFORMATION: REFERRED FOR FORMAL ASSESSMENT FOR THIS BARRIER: Y (Y/N) REF. DATE: 08 01 2013 FORMAL ASSESSMENT COMPLETED FOR THIS BARRIER: Y (Y/N) COMPL. DATE: 08 15 2013 ASSESSMENT COMPLETED BY: DR. SMITH PF13 WPED PF14 WPAW NEXT TRAN:

PF15 WPJR PF16 WPBS PF5 ADD MORE BARRIERS PARMS: 1201847141



Services and Accommodations Form When accommodations are needed and provided in order for participants to have equal access to services and be able to participate in assigned W-2 activities, the Services and Accommodations Form must be completed along with the Employability Plan (EP).

This form will provide necessary information regarding any needed reasonable modifications or accommodations to the W-2 education, training or worksite staff that will be assisting the participant.

The form is to be scanned, along with the corresponding EP, into ECF, with a copy given to the participant and those supervising the accommodated EP activities.

Maria Scenario Maria is an ongoing participant and currently is in a CSJ placement with an employment goal of office work. During the informal assessment on WPAW, you ask her about her work environment preferences. Maria informs you that she does not like standing or sitting for long periods of time due to having lower back pain. As you discuss this further, you suggest to Maria that a formal assessment might be beneficial. You explain to her the purpose of the formal assessment and how information from her physician can assist you and her in deciding on appropriate activities based on her potential limitations that still will allow her to reach her goals. Maria agrees that a formal assessment would be beneficial, and you review the formal assessment agreement form with her, which she signs. The Medical Examination and Capacity form is provided to her doctor, Dr. George Miller.

You now have received the completed form from Dr. Miller. You review this new information with Maria. It indicates that she has arthritis, which is the cause of her lower back pain. Dr. Miller also indicates that she still is capable of participating in W-2 activities, but may need accommodations for her fatigue and physical limitations.

Keeping in mind all of this information, you and Maria review her goals and decide on the following activities for her Employability Plan (EP): independent employment search, a Job Club workshop in the conference room of the Job Center, Adult Basic Education classes multiple times a week at MATC and work experience doing clerical work at Goodwill Industries. As a FEP, you know you need to provide accommodations for Maria. You go to the Job Accommodation Network at http://askjan.org to get more information on accommodations for arthritis. What you learn indicates that Maria may need flexible schedules, the ability to do some work or assignments at home and equipment at work like stand/lean stools.

Based on the information above, complete the Services and Accommodations To Help You Do Your W-2 Activities form.

http://askjan.org/



Formal Assessment Strategies and W-2 Policy to Remember:

Each person and each barrier needs a separate WPBD screen.

If there is room on the “Who Identified Barrier” line – it is acceptable to enter the name of the person who has the barrier and the name of the barrier.

When a participant has been placed into a W-2 T placement, you have 30 days

to enter the referral date of the formal assessment.

Enter the appropriate formal assessment activity code on WPCS/WPCH.

Enter the date the formal assessment was received as soon as possible.

End date the formal assessment activity code on WPCS/WPCH.

If the formal assessment identified accommodation needs, you have 30 days from the receipt of this information to arrange for those accommodations.

If multiple assessments are requested, act on the information as it is received.

Fill out the Services and Accommodations Form. Make sure it is scanned into

ECF and that your participant and those who are involved with providing the accommodations have a copy.

If unable to provide the accommodation, thorough documentation must be

entered on WPBD and CMCC to explain the situation.

Make sure you have taken accommodation needs into consideration when making activity assignments.

Make it clear in case comments how formal assessment results were used.



Non-Participation/Good Cause Documentation

Reference: W-2 Manual 11

If a participant has claimed good cause for missed activities, FEPs are responsible for determining whether to grant or deny that good cause request. Although the good cause policy is meant to model what an employer may allow under its own absence policy, FEPs must consider the fact that participants may face hardships that make completing activities and notifying the agency of missed activities more difficult, e.g., phone availability, reliable transportation, etc.

If the FEP determines that the participant’s explanation for the absence or the written verification of the absence meets the allowable good cause reasons, the FEP must enter the hours of nonparticipation, the appropriate number of good cause hours, and the good cause CARES code on CARES screen WPNH, and document the reason for approving the good cause in case comments.

If the FEP determines that the participant’s explanation for the absence or the written verification of the absence does not meet any of the allowable good cause reasons, the FEP must enter the hours of nonparticipation on CARES screen WPNH and document the reason for denying good cause as well as referencing the number of hours, dates and activities missed in case comments.

When documenting in CMCC the reasons for approving or denying good cause, the FEP must begin the comment with “GCD.” By starting case comments with “GCD,” both you and monitoring staff will be able to easily identify comments related to good cause decisions.

Example A: 02/03/14 GCD: Lea missed 2 hours of required employment search for the week of 01/23/12. She stated she was late beginning her ES hours on Monday because her daughter had a doctor’s appointment. Good cause granted. No written verification requested.

Example B: 02/07/14 GCD: Lea missed 16 hours of Work Experience and 10 hours of Basic Education for the week of 01/30/12. She stated her sister was visiting from out of town. It was determined that this does not constitute good cause. Good cause denied.



What Would You Use?

Or

A Map A GPS Navigator

You are planning a road trip to The Oldest Wooden School House in the United States located in St. Augustine, Florida. The exact date of construction is unknown, but it first appears on a map dated 1761. You have a copy of that map. You also have programmed the address of the school into your GPS. What tools will you use to get to your destination?

The documentation you enter is like loading information into a GPS. It may have been the most current information at that moment. But, just as routes change due to construction, hurricanes or bridges being out, so do the lives of our participants change. That map from 1761 was probably a great tool in its day, but because it wasn’t updated continuously, it soon became obsolete. Even the GPS needs a regular update.

In order to assure you have a readable, understandable and usable map, you will need to take responsibility for its contents. By doing this, you easily will see the benefits as the Case Manager and for all others involved in assisting your participant down his/her unique path.

Don’t get lost and turned around – update your map and your path will be found!



Appendix



Services and Accommodations Form



Wisconsin Works (W-2) Formal Assessment Agreement

Strategies for Successful W-2 Caseload Documentation and ... · DCF is an equal opportunity...

Documents

Transcript of Strategies for Successful W-2 Caseload Documentation and ... · DCF is an equal opportunity...