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CHAPTER VI - Closure Statuses

Case Closures

The counselor assumes responsibility for taking prompt action for case closure when this is appropriate. When a case is closed, VR requirements for closure of cases, as stated in this chapter, will be observed. Closure information from the VR IPE Closure template (Word)  and the VR IPE Closure Narrative template  will be entered into STARBASE. The online STARBASE Users Manual provides information regarding closure codes.

08-1 Status 08 - Case Closed from Statuses 00, 02, or 06

Overview of Status 08

A case is closed in Status 08 when an individual has been processed through referral, applicant, or extended evaluation and cannot be accepted for vocational rehabilitation services. Status 08 is the status for individuals who do not meet the federal criteria for VR services or who are not interested in VR services. If an individual does not meet our visual criteria, does not have a substantial impediment to employment, and/or there is no reasonable expectation that the provision of VR services will improve their employability. Status 08 closures cover situations where an individual cannot be located, has left Virginia, refuses VR services, is deceased, etc. If an individual cannot be located and is closed, the case record must reflect the efforts made to locate the individual. Every VR case must, after moving through Statuses 00 and/or 02 (and possibly 06), either go through Status 10 (accepted for VR and IPE being developed) or be closed in Status 08.

The responsibilities of the counselor in closing a case are:

  1. To determine when a case should be closed, using sound judgment so as not to close a case prematurely or to hold a case open longer than necessary.
    Reasons for closure are:
    1. Unable to locate, contact, or moved
    2. Disability too severe or unfavorable medical prognosis
    3. Refused services
    4. Death
    5. Customer institutionalized
    6. Transferred to another agency
    7. Failure to cooperate
    8. No disabling condition - closure from Status 00 or Status 02 only
    9. No vocational disability - closure from Status 00 or Status 02 only
    10. Transportation not feasible or available
    11. Services are not required
    12. No extended services available (potential supported employment case)
    13. All other reasons
  2. To refer an individual to another agency, when appropriate.
  3. To provide feedback to the referral source.
  4. To involve the customer, parent, or guardian, when available, in the case closure process so that they understand the reasons for case closure.
  5. To inform the customer, parent, or guardian that if they do not agree with the reasons for closure that they are entitled to request an appeal of the ineligibility determination (Procedures for Appeal Process, Chapter 8A - Agency Services).
  6. To explain the specific circumstances to the applicant or why he/she does not meet the eligibility criteria for VR services.
  7. Determine the appropriateness of referral of the customer to independent living (IL) services.
  8. To inform the individual of the availability of the Client Assistance Program (CAP), when appropriate.

08-2 Ineligibility Determination

VR shall ensure that a determination of ineligibility was made based on the review, and to the extent necessary, the preliminary assessment. This includes the reasons for such a determination and other rights and remedies available to the individual.

When an individual is closed in Status 08 from 06 because they are not capable of achieving a vocational goal because the disability is too severe (no reasonable expectation), the following information must be documented:

  1. The individual has been informed of their right in a method that could be adequately understood.
  2. The individual has been informed of the availability of CAP.
  3. The individual was informed of the IL program.

08-3  Documentation Requirements

Status 00 to Status 08

  1. Complete the VR IPE Closure template.
  2. Document the reason for closure in a narrative.
  3. Complete the Notice of Ineligibility (DBVI-04-009).
  4. File copies of the above documentation in the Services Not Indicated (SNI) file.

Status 02 to Status 08

  1. Complete the appropriate section on the VR IPE Closure template to be entered into STARBASE. (Word) Reference online STARBASE User's Manual.
  2. Complete the VR IPE Eligibility/Ineligibility template (Word) for the file, but do not enter into STARBASE.
  3. Document the reason for closure and that the individual was informed of the availability of CAP in a narrative.
  4. Complete the Notice of Ineligibility Form (DBVI-04-009).
  5. Mark the closure date and status on the outside of the case folder.
  6. If open to VR only, transfer the case folder from active to the closed file.

Status 06 to Status 08

  1. Complete a new VR IPE Eligibility/Ineligibility template (Word) for the file, but do not enter into STARBASE.
  2. Complete the VR IPE Closure Narrative template (word)according to reason for closure:
    1. If the customer is closed from Status 06 to Status 08 because the disability is too severe for the individual to benefit from VR services in terms of an employment outcome, complete the justification in sections A and B. The signatures of the counselor and customer are required.
    2. If the customer is closed from Status 06 to Status 08 for any other reason, complete section A. The signatures of the counselor and customer are not required.
    3. Complete the appropriate section on the VR IPE Closure template. (Word) STARBASE automatically moves the customer into Status 08 when this data is entered into the system.
    4. Complete the Notice of Ineligibility Form (DBVI-04-009) and place a copy of it in the IPE section of file.
    5. Mark VR closure date and status on the outside of the case folder.
    6. If open to VR only, transfer the case folder from active to the closed file.

26-1  Status 26 - Closed Rehabilitated from Status 22

The Counselor's Role

A case is closed in this status when the counselordetermines via documentation that the individual:

  1. Received an evaluation of vocational rehabilitation potential.
  2. Received counseling and guidance with other service(s).
  3. Showed that services rendered under an IPE had a substantial impact on the customer's job at the time of closure.
  4. Obtained vocational goal.
  5. Had been determined to be suitably employed for a minimum of 90 days.

26-2 Documentation Requirements

Actions Required

  1. Make sure there are no outstanding bills (check payment report in the authorization file against the case file).
  2. Delete any services planned but not provided from the IPE.
  3. Complete the VR IPE Closure template. (Word) STARBASE automatically moves the customer into Status 26 when this data is entered into the system.
  4. Obtain the postoperative report for a physicalrestoration case.
  5. Complete VR related information on the customer's status card.
  6. Complete the VR IPE Closure Narrative template (Word) for the IPE and mail a copy to the customer. The justification statements address:
    1. The reason the case is closed as rehabilitated (e.g., customer is employed or is functioning as a homemaker), weekly gross earnings at closure, whether the job is full-time or part-time, and the name and address of the employer.
    2. How the customer has made a satisfactory adjustment to the job.
    3. Satisfaction of the customer and employer.
    4. How VR services helped the customer obtain/maintain employment.
    5. Whether or not post-employment or extended services are planned.
    6. The fact that the customer has been informed that their case is being closed.
  7. Complete the Case Closure Check-off for Closed Case Form (Word).
  8. If open to VR only, remove the case folder from the VR active file and place it in the closed file. Mark the VR closure date on the outside front of the case folder.

28-1 Status 28 - Cases Closed from Statuses 14, 16, 18, 20, 22, or 24

Status 28 - Case Closed Not Rehabilitated After Rehabilitation Program Has Been Initiated

Status 28 is the status for customers who must be closed as "not rehabilitated" after having been accepted for VR services and whose services, under the IPE, had already begun. On the basis of clear evidence, the counselor must determine that the customer cannot progress to the point of entering employment. Some examples of reasons for Status 28 closures include: death, no longer has rehabilitation potential (due to failing health, etc.), will not be employed in an integrated work setting, has left Virginia and has no job, or refuses further VR services. Discuss the reason(s) on the IPE (VR closure status and justification for closure).

When a customer is closed because they are no longer eligible for rehabilitation services, and if the customer, parent, guardian, or representative is dissatisfied with the decision to close the case, the counselor must inform them of their right for an administrative review and fair hearing. All information regarding the administrative review and fair hearing must be communicated in a language or method that is understandable to all parties.

28-2  Documentation Requirements

Actions Required:

  1. Make sure there are no outstanding bills (check payment report in the authorization file against the case file).
  2. Delete any services planned but not provided from the IPE.
  3. Complete the appropriate section on the VR IPE Closure template. (Word) STARBASE automatically moves the customer into Status 28 when this data is entered into the system.
  4. Complete the VR IPE Closure Narrative template  for the Justification for Closure. The justification statements addresses:
    1. If the customer is closed from active status to Status 28 because the disability is too severe for the individual to benefit from VR services in terms of an employment outcome, complete the justification in Sections A and B and mail a copy to the customer. The signatures of the counselor and customer are required.
    2. If the customer is closed from active status to Status 28 for any other reason, complete section A. The completed form is not sent to the customer. Signatures of the counselor and customer are not required.
  5. The secretary should remove the case folder from the active file and place it in the closed file and mark the VR closure date and status on outside front of the case folder.

30-1  Status 30 - Case Closed Not Rehabilitated Before Rehabilitation Program Has Been Initiated

From Statuses 10 or 12

The above title is basically self-explanatory. Status 30 closures are for cases which have been accepted for VR services but have to be closed in a non-rehabilitative status before VR services were initiated. Closures in Status 30 are always from Statuses 10 or 12. Reasons for closure in Status 30 are the same as those for Status 28.

When the counselor and customer determine on the basis of clear evidence that the customer cannot progress to the point of entering employment or will be unable to (or choose not to) work in an integrated work setting, the case is closed in Status 30.

30-2  Documentation Requirements

Actions Required

  1. Document on the VR IPE Closure Narrative template (Word) for the IPE the following information according to reason for closure:
    1. If the customer is closed from active status to Status 30 because the disability is too severe for the individual to benefit from VR services in terms of an employment outcome, complete the justification in sections A and B and mail a copy to the customer. Signatures of the counselor and customer are required.
  2. Complete the appropriate section on the VR IPE Closure template. (Word) STARBASE automatically moves the customer into Status 30 when this data is moved into the system.

32-1  Status 32 - Post-Employment Services

Post-employment services are vocational rehabilitation services provided to customers who need such services in order to maintain/regain employment after the case of the individual has been closed in Status 26. An IPE must be written for post-employment services.

Status 32 CANNOT be utilized to pay a bill for vocational rehabilitation services that were rendered prior to the customer being closed in Status 26. This situation must be staffed with the regional manager.

  1. Philosophy
    There are times when employment-related problems occur after a customer's case has been closed in Status 26 and VR services may be needed in order to assist the individual to maintain/regain their employment. Post-employment services are appropriate if the additional services needed do not involve an extended period of time, do not involve large case service expenditures, and do not involve major new services. No specific statement exists as to what constitutes a major case service expenditure or a major new service. When in doubt, consult your immediate supervisor.
    It is also possible to plan for the provision of post-employment services before closure in Status 26. In the past, VR counselors have tended not to plan post-employment services before closure in Status 26 because VR attempts to provide all known needed VR services before a case is closed in Status 26. A case may be moved into Status 32 only from Status 26. An example of a typical post-employment usage is moving a case into Status 32 to purchase or repair a piece of equipment which has been found to be needed for the customer to function on their job.
  2. Selection Criteria in Developing the Narrative Report
    Any "rehabilitated" customers may be considered for post-employment services. The counselor will evaluate each customer the need for such services. When post-employment services are provided, they must be documented in a narrative report using the criteria below as a guide. In the event a case is in post-employment more than six months, the six-month documentation requirement in a case narrative report is required.
    The following criteria are established for the selection of customers to receive post-employment services:
    1. The customer has been determined to be rehabilitated.
    2. The provision of post-employment services is directly related to the major disability.
    3. The disabling medical condition must be stable or slowly progressive.
    4. Post-employment services are necessary to assist the customer in maintaining/regaining employment.
    5. Solution of the problem does not require a complex or comprehensive rehabilitation effort.
    6. In most situations, post-employment services would be provided within twelve months after case closure in Status 26. If circumstances occur beyond twelve months to warrant consideration for post-employment services, the case must be staffed with the immediate supervisor.
  3. Duration of Post-employment Services
    No hard and fast rule applies here. However, if the case has been closed in Status 26 for longer than a year, or if the projected time in Status 32 exceeds a year, the case should probably be reopened in Status 00 instead of in Status 32.
  4. Economic Need
    Economic need must be applied in a post-employment case in the same manner as for an active case.
  5. Scope of Post-employment Services
    Post-employment services may include any VR service or any combination of VR services necessary to assist the individual in maintaining or regaining suitable employment if the services do not entail a complex or comprehensive rehabilitation effort unrelated to the original IPE.
  6. Acute Conditions
    Treatment of acute medical conditions cannot be provided in Status 32; however, these should be carefully distinguished from exacerbation of existing conditions that might be predictable and which may be covered under post-employment services.
  7. Post-employment Services for SSDI and SSI Cases
    These services are also available to all SSDI and SSI customers. Section 3725.06 of the (federal) Rehabilitation Services Manual discusses post- employment services which require certain special documentation and procedural requirements.

32-2  DocumentationRequirements

Actions Required

  1. Complete VR IPE for Post-Employment w/Planned Services.
  2. Distribute authorization(s) as required.
  3. Record pertinent information on the narrative report.

Statuses 35, 37, and 39 - Closed from Post-employment

Definition(s)

Statuses 35 through 39 are closures from post-employment; Status 32 - open and receiving post-employment services. These statuses reflect the outcome of post-employment service efforts as follows:

  1. Status 35 Closed from post-employment with customer still employed
  2. Status 37 Closed from post-employment for any other reason other than those defined in Statuses 35 and 39.
  3. Status 39 Closed from post-employment and reopened in Referral, Status 00

A case is closed in Status 35 from post-employment services (Status 32) when the counselor determines:

  1. A satisfactory resolution of the problem requiring post-employment services has been achieved.
  2. Sufficient independence to function without continuing post- employment services has been attained.
  3. Employment appears secure as determined by continuing suitable work performance, job satisfaction, and acceptance in the particular employment setting with respect to employee benefits and opportunities for advancement.
  4. Employment continues at a suitable level in relation to the individual's capability and the particular locality and labor market, or potential can be realized by an individual's own initiative.

A case is closed in Status 37 from post-employment services (Status 32) when the counselor determines:

  1. VR post-employment services that have been initiated will not enable the individual to gain or maintain employment.
  2. For any other reason the individual does not continue to work.

A case is closed in Status 39 from post-employment services (Status 32) when the counselor determines:

The individual can be better served by re-opening the case in VR - services needed are more extensive than can be provided in post-employment.

35, 37 and 39 Documentation Requirements

  1. Make sure all post-employment service bills have been paid.
  2. Complete the VR Post-Employment Closure template. (Word) STARBASE automatically moves the customer into the post-employment closure status you indicate on the form.