In this manual, references to DARS now refer to TWC. The manual includes both links to public content and links to content available only to staff.

Rehabilitation Policy Manual
2011 Revision Log

Revision Logs: 2007, 2008, 2009, 2010, 2012, 2013, 2014, 2015, 2016, 2017

January 2011

Chapter 5: Services

5.5.4 Supported Employment Services, revised to update a linked reference file, the DARS3495SampleB.doc to clarify that fictitious information, not actual consumer information, was used in the sample form.

5.8.3 Transportation Services, One-Time Transportation, revised to update quarterly changes to the consumer one-time transportation payment rate from $0.20 to $0.19 per mile.

February 2011

Chapter 1: Foundations, Roles, and Responsibilities

Chapter 1: Foundations, Roles, and Responsibilities, revised to align with the Division for Rehabilitation Services (DRS) rollout of ReHabWorks.

Feb Ch 1 Mark-up

1.1 Using this Policy, revised certain confidentiality and service provisions of BPM and the RPM policies regarding criminal background checks, and use of the term "consumer" was clarified and modified for consistency.

Feb Ch 1.1 Markup

Chapter 2: Initial Contact and Application

Chapter 2: Initial Contact and Application, revised to align with the Division for Rehabilitation Services (DRS) rollout of ReHabWorks.

Feb Ch 2 Mark-up

Chapter 3: Eligibility

Chapter 3: Eligibility, revised to align with the Division for Rehabilitation Services (DRS) rollout of ReHabWorks.

Feb Ch 3 Mark-up

Chapter 4: Assessing and Planning

Chapter 4: Assessing and Planning, revised to align with the Division for Rehabilitation Services (DRS) rollout of ReHabWorks.

Feb Ch 4 Mark-up

4.3.2 Criminal Background Checks, revised certain confidentiality and service provisions of BPM and the RPM policies regarding criminal background checks, and use of the term "consumer" was clarified and modified for consistency.

Feb Ch 4.3.2 Markup

Chapter 5: Services

Chapter 5: Services, revised to align with the Division for Rehabilitation Services (DRS) rollout of ReHabWorks.

Feb Ch 5 Mark-up

5.5.3 Job Placement as a Purchased Service, revised to add links to guidance pieces for job placement services benchmarks.

Feb Ch 5.5.3 Markup

Chapter 6: Closure

Chapter 6: Closure, revised to align with the Division for Rehabilitation Services (DRS) rollout of ReHabWorks.

Feb Ch 6 Mark-up

Chapter 7: Purchasing

Chapter 7: Purchasing, revised to align with the Division for Rehabilitation Services (DRS) rollout of ReHabWorks.

Feb Ch 7 Mark-up

Chapter 8: Independent Living Services

Chapter 8: Independent Living Services, revised to align with the Division for Rehabilitation Services (DRS) rollout of ReHabWorks.

Feb Ch 8 Mark-up

Chapter 9: Comprehensive Rehabilitation Services (CRS)

Chapter 9: Comprehensive Rehabilitation Services (CRS), revised to align with the Division for Rehabilitation Services (DRS) rollout of ReHabWorks.

Feb Ch 9 Mark-up

Chapter 11: Technical Information and References

Chapter 11: Technical Information and References, revised to align with the Division for Rehabilitation Services (DRS) rollout of ReHabWorks.

Feb Ch 11 Mark-up

March 2011

Chapter 5: Services

5.5.4 Supported Employment Services, revised to be consistent with Supported Self-Employment policy.

Mar Ch 5.5.4 Mark-up

5.5.7 Supported Self-Employment Services, revised to clarify that CRPs are paid for job placement services only if the consumer is placed in an organization or business not owned, operated, controlled, or governed by the Community Rehabilitation Program (CRP) providing the service. Two guidance pieces will also be linked to this section, a diagram of the job placement benchmarks and a text version of the diagram of the job placement benchmarks.

Feb Ch 5.5.7 Mark-up

Chapter 11: Technical Information and References

11.6.5 List of Service Category Descriptions, revised to delete the section on Food Items.

Mar Ch 11 Mark-up

April 2011

Chapter 2: Initial Contact and Application

2.4.6 Application Signatures, revised to explain that foster children must have documents related to their participation in vocational services signed by their managing conservator.

Apr Ch 2 Mark-up

Chapter 3: Eligibility

3.4.1 Establishing the Presence of an Impairment, revised to explain how the DARS3106, Work Capacity Report form can be used to establish that the consumer has an impairment. A link is added to guidance titled "Tips On Using the DARS3106, Work Capacity Report."

Apr Ch 3.4.1 Mark-up

3.8.2 Table of Required Assessments and Policy for Selected Conditions, revised to include assessments and policy related to determining eligibility for a consumer who is severely obese.

Apr Ch 3.8.2 Mark-up

Chapter 4: Assessing and Planning

4.6.3 Basic Living Requirements (BLR), revised to update the Monthly Net Income and Liquid Assets levels reflected on the Basic Living Requirements (BLR) table.

Apr Ch 4.6.3 Mark-up

Chapter 5: Services

5.3.1 Physical Restoration Services, revised to clarify primary comparable benefits available for medical services. Also, a link is added to guidance: Applying Comparable Benefits to Physical Restoration Services.

Apr Ch 5 Mark-up

5.3.3 Hospital and Ambulatory Surgery Center (ASC) Services, revised to simplify language related to use of comparable benefits for hospital services.

Apr Ch 5.3.3 Mark-up

5.3.4 Physical Restoration Services or Procedures with Special Requirements, revised to provide information about functional capacity assessments and procedures related to the assessments.

Apr Ch 5.3.4 Mark-up

5.5.3 Job Placement as a Purchased Service, revised to delete four links to out-of-date guidance materials. A word deletion at each link is necessary to make content flow logically.

Apr Ch 5.5.3 Mark-up

5.6.3 Providing Information to Students, Parents, and School Personnel, revised to link that section to the new information in RPM Chapter 2 regarding signatory authority for foster children to participate in VR program activities.

Apr Ch 5.6.3 Mark-up

5.8.3 Transportation Services, revised to update the rate at which consumers and private or third-party providers are paid for mileage expenses; mileage is updated quarterly.

Apr Ch 5.8.3 Mark-up

5.8.7 Translator Services, revised to update and clarify where DARS Employees can go to find information on the Language Line.

Apr Ch 5.8.7 Markup

Chapter 7: Purchasing

7.8.2 Verifying Receipt and Accuracy of the Good or Service and Acknowledging Receipt, revised to clarify payment procedures for hospitalization.

Apr Ch 7.8.2 Mark-up

Chapter 8: Independent Living Services

8.4.4 Serving Consumers Outside ILS Counselor Service Areas, revised to direct non-ILS counselors performing initial contacts with ILS consumers to enter a case note in the electronic system about relevant consumer characteristics.

Apr Ch 8 Mark-up

Chapter 11: Technical Information and References

11.6.5 List of Service Category Descriptions, revised to clarify that for hearing aids, the receive date is the date the dispenser confirms that the correct product was received. The change is necessary because the current language could result in delayed payments to providers.

Apr Ch 11 Mark-up

May 2011

Global Changes

Chapter 1: Foundations, Roles, and Responsibilities

1.2.8 Reflecting Quality Program Management in Documentation, revised to clarify that reasons for extension of time to determine eligibility do not need to be documented in the eligibility case note.

May Ch 1 Mark-up

Chapter 3: Eligibility

3.3.2 Time Extension, revised to clarify that reasons for extension of time to determine eligibility may be entered in the electronic case management system (specifically, on the extension of time page) or in a case note.

May Ch 3 Mark-up

Chapter 4: Assessing and Planning

4.10.7 Ticket to Work Program, revised to update the fax number for Maximus.

May Ch 4 Mark-up

Chapter 6: Closure

6.4 Unsuccessful Closure to Successful Closure, new section added to policy to describe a procedure that is consistent with ReHabWorks.

May Ch 6 Mark-up

Chapter 7: Purchasing

Chapter 7: Purchasing, revised to update the term "durable medical goods" to "durable medical equipment" throughout the chapter.

May Ch 7 Mark-up

Chapter 11: Technical Information and References

11.3.1 Preparing and Using the Paper Case Folder, revised to clarify that the consumer's name on the paper case file should be the same as the consumer's name that was entered into the electronic case management system. References to financial and statistical information is deleted because it is not relevant to labeling paper case files.

May Ch 11 Mark-up

June 2011

Chapter 5: Services

5.3.4 Physical Restoration Services or Procedures with Special Requirements/Functional Capacity Assessment, revised to provide greater emphasis that FCAs are not always necessary. Also, the requirement that results of an FCA must be reported within 14 days of the assessment is removed.

Jun Ch 5 Mark-up

5.3.5 Specialized Physical Restoration Programs/Weight-Loss Programs, revised to change the minimum body mass index (BMI) required for obesity from 40 to 30.

Chapter 7: Purchasing

7.6.9 Consumer Tools and Equipment, revised to include a link to RPM 5.8.9 Tools and Equipment for information about purchasing new tools and equipment. Also, the word 'excess' was removed from title of this section.

Jun Ch 7.6.9 Mark-up

7.8.1 Verifying Invoice Accuracy and Acknowledging Receipt, revised to correct information about the location of provider account numbers.

Jun Ch 7.8.1 Mark-up

July 2011

Chapter 4: Assessing and Planning

4.4.6 Determining the Frequency of Contact with the Consumer, revised to clarify DRS staff and consumer roles in maintaining frequency of contact to move the consumer's case forward timely.

Jul Ch 4 Mark-up

Chapter 5: Services

5.8.3 Transportation Services, One-Time Transportation, revised to change the consumer one-time transportation payment rate from $0.20 to $0.22 per mile.

August 2011

Chapter 1: Foundations, Roles, and Responsibilities

1.2.3 Understanding the VR Process, revised to discuss the need for a conversation with the consumer early in the case to emphasize the expectation and goal of an employment outcome.

Aug Ch 1 Mark-up

Chapter 4: Assessing and Planning

4.1 Overview, revised to streamline language and to identify specific topics for the counselor and consumer to address when identifying the consumer's employment goal. .

4.2 Assessing Consumer Information and Selecting an Employment Goal, revised section title and also revised to streamline language and to identify specific topics for the counselor and consumer to address when identifying the consumer's employment goal. The new title of section 4.2 is revised to reflect content related to evaluation.

4.2.1 Evaluating Existing Consumer Information, revised section title and also revised to streamline language and to identify specific topics for the counselor and consumer to address when identifying the consumer's employment goal.

4.2.2 Selecting the Employment Goal, new section that focuses on selecting the employment goal, also revised to streamlines language and to identify specific topics for the counselor and consumer to address when identifying the consumer's employment goal.

4.2.4 Providing Services before IPE Development, revised to streamline language and to identify specific topics for the counselor and consumer to address when identifying the consumer's employment goal.

Aug Ch 4 Mark-up

Chapter 5: Services

5.8.3 Transportation Services, One-Time Transportation, revised to change the consumer one-time transportation payment rate for private or third-party from $0.51 to $0.55 per mile.

Aug Ch 5.8.3 Mark-up

5.3.4 Physical Restoration Services or Procedures with Special Requirements, revised to clarify that FESs are specialized orthotics and have unique purchasing guidelines that are different from typical orthotic purchasing guidelines and to change the body mass index (BMI) value used to define severe obesity from 30 to 40.

Aug Ch 5.3.4 Mark-up

Chapter 7: Purchasing

7.8.1 Verifying Invoice Accuracy and Acknowledging Receipt, revised to describe an alternative identifier to use when a vendor invoice number contains consumer confidential information.

Aug Ch 7 Mark-up

Chapter 8: Independent Living Services

8.2.2 Responsibilities of the Center for Independent Living (CIL) Liaison Counselor, revised to reflect changes in the way the CIL liaison counselor documents quarterly visits. The liaison counselor is no longer required to follow the documentation steps listed in this section, so that language is deleted.

Aug Ch 8 Mark-up

September 2011

Chapter 3: Eligibility

3.1 Overview, revised to emphasize that when a counselor determines that a consumer does not have a significant disability, the counselor must document that decision in the case file just as he or she documents a decision the consumer has a significant disability.

3.10.4 Students, new section to included a new section is added, "3.10.4 Students," to emphasize that a student who has an IEP or receives Section 504 services is not automatically eligible for VR services.

Sept Ch 3 Mark-up

Chapter 4: Assessing and Planning

4.4.1 Overview, revised to explain that the Assessment Action Map is a tool used to gather information necessary information to plan an IPE.

Sept Ch 4 Mark-up

Chapter 5: Services

5.4.1 Academic and Vocational-Technical Training, revised to update instructions to locate list of approved proprietary programs.

5.5.7 Supported Self-Employment Services, Supported Self-Employment (SSE) Overview, revised to expand the Overview to discuss situations when a counselor has questions about the appropriateness of providing services leading to Supported Self-Employment for a consumer who has a legal guardian.

5.6 Transition Services, new title; content is revised to include detailed information about the Assessment Action Map, services that promote consumer movement from high school to post-high school activities, and procedures for transferring a TVRC case to an adult VR caseload.

5.6.2 Providing Information to Students, Parents, and School Personnel, new section title and number added to include information about the VR program that must be provided to a student, parent, and school personnel.

5.6.3 Description of Transition Services, new section title and number added to include detailed information about the Assessment Action Map and services that promote consumer movement from high school to post-high school activities.

5.6.4 Planning for the IPE, revised to include detailed information about the Assessment Action Map, services that promote consumer movement from high school to post-high school activities, and procedures for transferring a TVRC case to an adult VR caseload.

5.6.5 Process for Transferring a TVRC (Transition Vocational Rehabilitation Counselor) Case to an Adult VR Caseload, new section that includes procedures for transferring a TVRC case to an adult VR caseload.

5.8.9 Child Care Services, a new section under Adjunct Services. Child care services have been provided to consumers for the last several months through a pilot project funded by ARRA. Since the pilot was successful and ARRA funds will no longer be available at the end of the fiscal year, child care guidelines and have been added to policy as a regular service. A variety of guidance pieces are linked from policy to provide procedural details. Sections are revised to provide details for recording the receive dates and the report receive dates.

5.8.10 Tools and Equipment, renumbered.

5.8.11 Occupational Licenses, renumbered.

Sept Ch 5 Mark-up

Chapter 6: Closure

6.2.6 Conditions for Suitable Employment, revised to clarify that the consumer and counselor are satisfied with the "employment goal" rather than just the "job," and to add a federal regulations citation on which content in this section is based.

Sept Ch 6 Mark-up

Chapter 7: Purchasing

7.5.1 Definitions, revised definitions to remove the "Payment Due Date" definition. This term is related to HHSAS vouchers, and has no direct relevance or value for people who use policy.

7.7.3 Purchasing One-Time Maintenance Paid Directly to a Consumer, revised so that specification levels wording reinforces that a consumer, or a consumer's parent, receives payment to purchase planned goods and services covered by maintenance before the good or service is purchased, rather than being reimbursed after the purchase is made.

7.7.4 Purchasing One-Time Transportation Paid Directly to a Consumer, revised so that specification levels wording reinforces that a consumer, or a consumer's parent, receives payment to pay for program-related transportation before the transportation occurs, rather than being reimbursed for it afterward.

Sept Ch 7 Mark-up

Chapter 9: Comprehensive Rehabilitation Services (CRS)

9.5.2 Purchases Allowed While the Consumer Is on the CRS Interest and Waiting List, revised to clarify which services which may be purchased for consumers on the CRS waiting list, including case management.

9.20.3 Closing a CRS Case as Unsuccessful, revised to discuss the steps counselors should take to reclaim DRS equipment from the family of a consumer who has died. The new CRS language parallels language used to describe reclaiming equipment in VR cases.

Sept Ch 9 Mark-up

Chapter 11: Technical Information and References

11.2.2 Establishing the Significance of the Disability, revised to emphasize that when a counselor determines that a consumer does not have a significant disability, the counselor must document that decision in the case file just as he or she documents a decision the consumer has a significant disability.

11.6.5 List of Service Category Descriptions, child care section is revised to state that prior to receiving and paying for services, DARS staff members must obtain an itemized receipt with record of attendance from the provider. Job Placement Services and Professional Placement Premium sections are revised to provide details for recording the receive dates and the report receive dates.

Sept Ch 11 Mark-up

October 2011

Chapter 1: Foundations, Roles, and Responsibilities

1.3.4 Responsibilities of the Medical Services Coordinator (MSC), revised to clarify the medical service coordinator's responsibilities and counselor notification options when requesting medical service coordination for a consumer. A link to the Medical Services Best Practice Guide is also added.

Oct Ch 1 Mark-up

Chapter 5: Services

5.8.3 Transportation Services, One-Time Transportation and Regular Weekly Transportation, revised to decrease the consumer one-time transportation and regular weekly transportation payment rate from $0.22 to $0.21 per mile.

Chapter 7: Purchasing

7.6.12 Accepting Delivery of Goods, revised to align with recent changes to the requirements and procedures associated with the administrative purchasing process.

Oct Ch 7 Mark-up

Chapter 11: Technical Information and References

11.6.5 List of Service Category Descriptions, Training Job Coach, revised to add the requirement that the Job Coach credentials must be verified before payment for services and procedure for verification. This new requirement is due to changes to CRP contracts to take effect September 1, 2011.

Oct Ch 11 Mark-up

November 2011

Chapter 5: Services

5.3.4 Physical Restoration Services or Procedures with Special Requirements, revised to require state medical director approval for trial or permanent implantation of a spinal column or dorsal column stimulator for a consumer. The revision is necessary because of an increase in pain management treatment requested and the need for caution when considering various pain management treatments with the expectation of improved function.

5.5.7 Supported Self-Employment Services, revised to include links to forms.

Nov Ch 5 Mark-up

December 2011

Chapter 4: Assessing and Planning

4.10.5 Releasing Records to the DARS Division for Disability Determination Services (DDS) and Obtaining Records from the Social Security Administration (SSA), revised to clarify that consumer DDS records must be requested from the Social Security Administration (not DDS) and that a fee is charged by the SSA to provide these records.

Dec Ch 4 Mark-up

Chapter 5: Services

5.4.1 Academic and Vocational-Technical Training/Monitoring Training, revised to include the following instruction: "Keep a current degree plan or similar documentation from the school in the consumer's file."

Chapter 11: Technical Information and References

11.6.5 List of Service Category Descriptions, the following sections revised to add instructions for checking a Job Coach's and Job Placement Specialist's credentials with UNT's Workplace and Sustainable Employment database in order to authorize payment for services: Training - Job Coach and Job Placement Services.

Dec Ch 11 Mark-up