MS-98-99-3

AMENDED ADDENDUM

DATE OF ORIGINATION: October 20, 1998
DATE OF ADDENDUM: January 26, 1999
DATE AMENDED:     March 6, 2002

RE: Rehabilitation Engineering Fee Schedule

This SERVICE FEE MEMORANDUM is being UPDATED to reflect an increase in mileage reimbursement to the current rate of 32 cents ($00.32) and to delete a statement in the AUTHORIZATIONS section regarding the purchase of hearing aids using the Rehabilitation Technology BUN 6730. Hearing Aids purchased with other assistive technology devices should also be purchased using caseload budgets.

All service providers must comply with Federal, State, and Local laws, rules and regulations pertaining to construction, modification or repair. Service providers must obtain building permits if required and hold appropriate credentials to perform the work. Liability insurance should be carried by the contractor/service provider or manufacturer.

Best practice indicates that rehabilitation counselors should consult with a member of the Rehabilitation Technology Branch when evaluating a consumer for rehabilitation technology devices and services. One of the Department’s rehabilitation technology coordinators can perform an assessment and provide training or can assist the counselor in identifying appropriate service providers when necessary.

REHABILITATION ENGINEER: An individual who has a Baccalaureate degree (or higher) in engineering, architecture or computer science and has knowledge of disabilities. Ability to evaluate, prescribe and/or design custom equipment or devices. Should be RESNA certified as an Assistive Technology Practitioner (ATP). Should be able to provide references or examples of previous work for inspection.

REHABILITATION TECHNOLOGIST: An individual who has a Baccalaureate degree (or higher) in specific rehabilitation discipline or related construction/technical field such as: Occupational Therapy, Physical Therapy, Vocational Evaluation, Rehabilitation Counseling, Speech Pathology, Industrial Arts, etc. Specializes in matching commercially available aids and devices to meet consumers’ needs. Should be RESNA certified as an Assistive Technology Practitioner (ATP). Should be able to provide references or examples of previous work for inspection.

REHABILITATION TECHNICIAN: A practitioner who has one or more of the following: diploma or certification in vocational training, Trade Union affiliation, incorporated as a business or contractor, Federal Tax ID number, a unique trade or craft requiring special knowledge and tools. Should be RESNA certified as an Assistive Technology Practitioner (ATP). Should be able to provide references or examples of previous work for inspection.

CUSTOM FABRICATION SHOP LABOR: An individual, business or organization with the capacity to fabricate or otherwise produce prescriptive and/or unique products that are not commercially available. This work will usually require special skills, tools and/or products and materials.

SKILLED LABOR: Individual capable of performing routine construction including carpentry, plumbing, electrical wiring, ramp construction, home/work site modifications, etc.

ASSISTIVE TECHNOLOGY EDUCATION AIDE: An individual who is skilled in the use of adaptive computers, special software, augmentative communication devices, and other assistive technology devices. Provides training to consumers on an hourly basis to help them learn how to use an aid or program.

MANUFACTURER REPAIR LABOR: Repair work performed by an authorized repair shop or manufacturer on commercially available devices such as augmentative communication devices, computers, etc. when not covered under warranty.

AUTHORIZATIONS: Under normal circumstances, the appropriate budget unit number (BUN) for purchases of rehabilitation technology is 6730. Devices normally considered medical in nature, such as prosthetics, wheelchairs, hearing aids, etc. should not be purchased using this BUN, but instead should be purchased using caseload budgets. The budget for rehabilitation technology purchases is limited. At some point during a fiscal year, the budget may be shut down and the BUN no longer used. Adequate notification will be provided if and when this occurs.

CONTACT PERSON: If you have any questions concerning this fee schedule or rehabilitation technology in general, contact Dave Matheis at (800) 372-7172 or (502) 564-4440.

All service providers must comply with Federal, State and Local laws, rules and regulations pertaining to construction, modification or repair. Service providers must obtain building permits if required and hold appropriate credentials to perform the work. Liability insurance should be carried by the contractor/service provider or manufacturer.

Best practice indicates that rehabilitation counselors should consult with a member of the Rehabilitation Technology Branch when evaluating a consumer for rehabilitation technology devices and services. One of the Department’s rehabilitation technology coordinators can perform an assessment and provide training or can assist the counselor in identifying appropriate service providers when necessary.

Requirements for Service Providers

REHABILITATION ENGINEER: An individual who has a Baccalaureate degree (or higher) in engineering, architecture or computer science and has knowledge of disabilities. Ability to evaluate, prescribe and/or design custom equipment or devices. Should be RESNA certified as an Assistive Technology Practitioner (ATP). Should be able to provide references or examples of previous work for inspection.

REHABILITATION TECHNOLOGIST: An individual who has a Baccalaureate degree (or higher) in specific rehabilitation discipline or related construction/technical field such as: Occupational Therapy, Physical Therapy, Vocational Evaluation, Rehabilitation Counseling, Speech Pathology, Industrial Arts, etc. Specializes in matching commercially available aids and devices to meet consumers’ needs. Should be RESNA certified as an Assistive Technology Practitioner (ATP). Should be able to provide references or examples of previous work for inspection.

REHABILITATION TECHNICIAN: A practitioner who has one or more of the following: diploma or certification in vocational training, Trade Union affiliation, incorporated as a business or contractor, Federal Tax ID number, a unique trade or craft requiring special knowledge and tools. Should be RESNA certified as an Assistive Technology Practitioner (ATP). Should be able to provide references or examples of previous work for inspection.

CUSTOM FABRICATION SHOP LABOR: An individual, business or organization with the capacity to fabricate or otherwise produce prescriptive and/or unique products that are not commercially available. This work will usually require special skills, tools and/or products and materials.

SKILLED LABOR: Individual capable of performing routine construction including carpentry, plumbing, electrical wiring, ramp construction, home/work site modifications, etc.

ASSISTIVE TECHNOLOGY EDUCATION AIDE: An individual who is skilled in the use of adaptive computers, special software, augmentative communication devices, and other assistive technology devices. Provides training to consumers on an hourly basis to help them learn how to use an aid or program.

MANUFACTURER REPAIR LABOR: Repair work performed by an authorized repair shop or manufacturer on commercially available devices such as augmentative communication devices, computers, etc. when not covered under warranty.

AUTHORIZATIONS: Under normal circumstances, the appropriate budget unit number (BUN) for purchases of rehabilitation technology is ‘5730.’ Devices normally considered medical in nature, such as prosthetics, wheelchairs, hearing aids, etc. should not be purchased using this BUN, but instead should be purchased using caseload budgets. However, hearing aids can be purchased using the rehabilitation technology BUN 5730 only when the hearing aids are purchased with other assistive technology devices and considered to be a part of a total rehabilitation technology "package".  The budget for rehabilitation technology purchases is limited. At some point during a fiscal year, the budget may be shut down and the BUN no longer used. Adequate notification will be provided if and when this occurs.

MS-98-99-3

DATE: October 20, 1998

RE: Rehabilitation Engineering Fee Schedule

Please find attached an updated Rehabilitation Engineering Fee Schedule effective October 20, 1998, including the Guidelines and Requirements for Rehabilitation Technology Service Providers.

All service providers must comply with Federal, State and Local laws, rules and regulations pertaining to construction, modification or repair. Service providers must obtain building permits if required and hold appropriate credentials to perform the work. Liability insurance should be carried by the contractor/service provider or manufacturer.

Best practice indicates that rehabilitation counselors should consult with a member of the Rehabilitation Technology Branch when evaluating a consumer for rehabilitation technology devices and services. One of the Department’s rehabilitation technology coordinators can perform an assessment and provide training or can assist the counselor in identifying appropriate service providers when necessary.

Requirements for Service Providers

REHABILITATION ENGINEER: An individual who has a Baccalaureate degree (or higher) in engineering, architecture or computer science and has knowledge of disabilities. Ability to evaluate, prescribe and/or design custom equipment or devices. Should be RESNA certified as an Assistive Technology Practitioner (ATP). Should be able to provide references or examples of previous work for inspection.

REHABILITATION TECHNOLOGIST: An individual who has a Baccalaureate degree (or higher) in specific rehabilitation discipline or related construction/technical field such as: Occupational Therapy, Physical Therapy, Vocational Evaluation, Rehabilitation Counseling, Speech Pathology, Industrial Arts, etc. Specializes in matching commercially available aids and devices to meet consumers’ needs. Should be RESNA certified as an Assistive Technology Practitioner (ATP). Should be able to provide references or examples of previous work for inspection.

REHABILITATION TECHNICIAN: A practitioner who has one or more of the following: diploma or certification in vocational training, Trade Union affiliation, incorporated as a business or contractor, Federal Tax ID number, a unique trade or craft requiring special knowledge and tools. Should be RESNA certified as an Assistive Technology Practitioner (ATP). Should be able to provide references or examples of previous work for inspection.

CUSTOM FABRICATION SHOP LABOR: An individual, business or organization with the capacity to fabricate or otherwise produce prescriptive and/or unique products that are not commercially available. This work will usually require special skills, tools and/or products and materials.

SKILLED LABOR: Individual capable of performing routine construction including carpentry, plumbing, electrical wiring, ramp construction, home/work site modifications, etc.

ASSISTIVE TECHNOLOGY EDUCATION AIDE: An individual who is skilled in the use of adaptive computers, special software, augmentative communication devices, and other assistive technology devices. Provides training to consumers on an hourly basis to help them learn how to use an aid or program.

MANUFACTURER REPAIR LABOR: Repair work performed by an authorized repair shop or manufacturer on commercially available devices such as augmentative communication devices, computers, etc. when not covered under warranty.

AUTHORIZATIONS: Under normal circumstances, the appropriate budget unit number (BUN) for purchases of rehabilitation technology is ‘5730.’ Devices normally considered medical in nature, such as prosthetics, wheelchairs, hearing aids, etc. should not be purchased using this BUN, but instead should be purchased using caseload budgets. The budget for rehabilitation technology purchases is limited. At some point during a fiscal year, the budget may be shut down and the BUN no longer used. Adequate notification will be provided if and when this occurs.

CONTACT PERSON: If you have any questions concerning this fee schedule or rehabilitation technology in general, contact Dave Matheis at (800) 372-7172 or (502) 564-4440.

MEMORANDUM

DATE: March 15, 1996

SUBJECT: Vehicle Modifications

In our recent memorandum, dated March 8, 1996, regarding rehabilitation technology purchases, we stated that clarification would be forthcoming on vehicle modifications.

Like the Rehabilitation Technology Coordinators (RTC), the Driver Rehabilitation Technology Program has been given a budget to manage for FY 96. In order to provide vehicle modifications for as many most severely and severely disabled customers as possible, counselors and the Driver Rehabilitation Specialists must work closely together. Funds for modifications must come from both the rehabilitation technology budget (BUN 5730) and case service monies. If the vehicle modification is $5,000.00 or under, the purchase should be made from the counselor’s case service budget. For more extensive modifications, the counselor’s budget will pay for the first $5,000.00 and the rehabilitation technology budget is available to assist with up to $10,000.00 of the remaining amount. The amount of funds to be paid from BUN 5730 will be mutually determined by the Counselor and Kathie Regan, Program Administrator of the Driver Rehabilitation Program.

To make certain that we are receiving the highest quality service at the best cost, please also consult the Driver Rehabilitation program for vehicle modification repairs and maintenance. All authorizations for vehicle modification, repairs, or maintenance, etc., are to be sent to the Lexington Driver Rehabilitation Program office. This procedure will allow for coordination of services between the customer and the vendor, ensure the inspection of completed modifications, and assist in the processing of documents for payments. Please utilize the authorization communication document sent to you by Kathie Regan.

Should you have questions about this process or need a copy of the above mentioned document, please contact Kathie Regan or Sherri Rice. Again, thank you.

MEMORANDUM

DATE: March 8, 1996

SUBJECT: FY 96 Rehabilitation Technology Budget

The Rehabilitation Technology Budget (BUN 5730) was considerably overspent in FY 95. The Rehabilitation Technology Branch has been working hard to ensure that better controls are in place to prevent such an overspending recurrence. To avoid a similar situation in FY 96, the Technology Budget has been established at $100,000.00 for each Rehabilitation Technology Coordinator (RTC). The $100,000.00 does not include money budgeted for vehicle modifications which will be addressed in a later memo.

Each of the Rehabilitation Technology Coordinators (RTC) have been charged with the responsibility for tracking expenditures and managing his/her respective budget. Counselors and RTCs will need to work very closely together to conserve funds and yet continue to provide quality technology services to as many most-severely and severely-disabled customers as possible. In order to do this, the f9ollowing procedures should be followed:

1. The Counselor makes referral to Rehabilitation Technology Coordinator (RTC) in usual manner.

2. The RTC does evaluation of Customer’s technology needs.

3. The RTC generates report to Counselor.

4. The RTC, Counselor, and Customer discuss services to be initiated.

5. The RTC and Counselor decide which BUN to utilize for technology purchase. The recommended solutions which involve purchases will need to be negotiated among the Counselor, RTC, and perhaps in some instances with the Customer. This is to determine what items may be purchased from technology monies set aside under BUN 5730, what items will come directly from case service funds, what items will come directly from case service funds, and perhaps what the Customer may be able to contribute. In all instances, the use of comparable benefits should be fully explored.

a. Rehabilitation Technology Budget (BUN 5730) should not be used for diagnostic services and does require the approval of the RTC. Items such as voice recognition computer software, augmentative communication devices, environmental control devices, and one-handed keyboards would be appropriate purchases from this BUN.

b. General Case Service Funds may be used for standard wheelchairs, hearing aids, wrist rests, and low tech, off-the-shelf items. Standard computers are not necessarily considered technology and should be purchased from case service monies. Special adaptations, required software, etc., are considered rehabilitation technologies and may be purchased from BUN 5730 with the approval of the RTC. Also, please review and follow the existing regulations regarding computer purchases.

6. Authorization Procedures for ALL rehabilitation technology purchases (whether from BUN 5730 or General Case Services Monies) are as follows:

The Counselor authorizes for purchased services.

The vendor copy of EP-8 or E-8-3 is forwarded to RTC.

The RTC will arrange ordering, shipping, and delivery of equipment.

The RTC will verify that equipment has been delivered as ordered.

EP-8, EP-8-3, and invoice will be returned to Counselor for payment processing and initiation of DVR-10 as necessary..

As you can see, the above procedure is going to require open communication and teamwork among the RTCs, Counselors, and Customers and this is as it should be. Effective communication and sharing of information should better ensure the appropriateness and cost-effectiveness of recommendations and improve the relationship between technology purchases and vocational goals.

The Quality Circle reviewing rehabilitation technology practices and expenditures found inconsistencies in the purchase of technology services. It appears that not everyone is aware of and following the existing service fee schedule for rehabilitation technology. In times of budgetary concerns, it is imperative that everyone strictly adhere to the established fees for rehabilitation technology services. Thus, please refer to Service Fee Memorandum MS-92-93-22, dated September 1, 1993, for the correct fees.

The Department does have special delegation of purchasing authority from the Finance and Administration Cabinet related to the purchase of rehabilitation technology devices. It is not necessary to purchase technology items by bid process or through use of price contracts if these purchases are recommended by a rehabilitation technology evaluation. However, to make us better technology consumers, we are requesting that you obtain a minimum of three "quick" quotes or informal cost inquiries before making a purchase. This can simply be done via the telephone and documented in the progress notes. Also, we are asking that vendors break out specific service charges by time, materials, etc.

Lastly, we have the capacity to loan technology items to our Customers through equipment purchased with Strategic Plan monies. This enables our Customers to "try out" equipment and find the technology solution that is appropriate. This should lead to greater customer satisfaction and more prudent purchases.

We know that this memo contains a great deal of information; thus, if you have any questions, want clarification, or need a copy of the mentioned Service Fee Memo, please contact Sherri Rice in Central Office. We are planning additional training regarding rehab technology with other changes and improvements to these services happening in the near future. We will keep you updated as these changes occur. Thank you for your cooperation and your continued attention ot the technology needs of our customers.

MEMORANDUM

DATE: October 20, 1994

RE: Clarification of Rehabilitation Technology BUN 5730

It has come to our attention that there has been some confusion regarding the use of this budget unit. This budget unit number is to be used for any service or product which has a written prescription from a rehabilitation engineer or rehabilitation technologist, whether privately employed or employed with DVR.

Central Office approval of use of this BUN is no longer necessary other than for purchases $10,000 or greater. Approval and sign off procedures are addressed in the September 28, 1994 memorandum from Hugh T. Hughes and Ralph Clark, subject: "Purchase of Rehabilitation Technology Devices." Refer to Service Fee Memorandum MS-92-93-22 dated September 1, 1993, for a schedule of fees and guidelines.

It is very important that you use this budget unit number appropriately as it is the only mechanism we have to track rehabilitation technology activities.

If you have questions, please contact Ted Mullins or Connie Sharp. If you are unable to reach us by telephone, you may send your requests or questions in writing via e-mail, or preferably, by fax. One of us will respond as soon as possible.

MEMORANDUM

DATE: September 28, 1994

SUBJECT: Purchase of Rehabilitation Technology Devices

The Department has received a special delegation of purchasing authority from the Finance and Administration Cabinet related to the purchase of rehabilitation technology devices.

It is no longer necessary to purchase rehabilitation technology items by bid process or through use of price contracts if these purchases are recommended by a rehabilitation technology evaluation. The evaluation will serve as a "prescription" for the necessary purchase.

Any item recommended on the technology report may be purchased by this authority. All purchases should be done on a regular EP-8 form using the rehabilitation budget number (5730) and with the statement "By Rehabilitation Technology Evaluation" written in the description section on the EP-8 form.

The following sign off procedure is now effective for these purchases:

$0 - $999 – Requires EP-8, DVR-10, rehabilitation technology prescription and signature of authorizing counselor on the IWRP.

$1,000 - $4,999 – Requires EP-8, DVR-10, rehabilitation technology prescription and signatures of the authorizing counselor, branch manager, and regional administrator on the IWRP.

$5,000 - $9,999 – Requires EP-8, DVR-10, rehabilitation technology prescription and signatures of the authorizing counselor, branch manager, and regional administrator on the IWRP.

$10,000 and over – Requires EP-8, DVR-10, rehabilitation technology prescription and signatures of authorizing counselor, branch manager, regional administrator, and Division Director of Program Services on the IWRP.

DVR-10’s still must be completed on all items purchased. This memorandum does not apply to vehicle modification purchases. Utilize existing regulations and procedures for vehicle modifications.

If you have any questions on authorizations and payment procedures, please call Paula Breeden or Norma Green at (502) 564-4440. Any technical questions involving rehabilitation technology should be referred to Ted Mullins, also, at (502) 564-4440.