Senior Service America, Inc. SCSEP Recertification PY 2011 February 1, 2012

SSAI Recertification for PY 2011 Today’s Agenda Key Dates SSAI Updates Getting Ready and Planning Document Requirements Recert Web tool/Income Worksheet Questions and Answers

SSAI Recertification for PY 2011 DOL requires the certification of each participant’s eligibility every 12 months SSAI implemented ALL recert in month of March Income, family size and status of employment are the only eligibility criteria reviewed during recertification – However…..

SSAI Recertification for PY 2011 HOWEVER….. Recert is good opportunity to re-evaluate the Most In Need Characteristics for our Participants and get reacquainted Participant Centered

SSAI Recertification for PY 2011 Key dates: Wednesday February 8 – Web tool opened for demonstration and practice Thursday February 9 – iMeeting for new Project Staff…..by invitation only Wednesday February 15 - Plan to attend the SSAI Webinar with Mohan Singh about the Recert Web tools

SSAI Recertification for PY 2011 A few updates: We are sending the revised Income Eligibility Chart (PP203) We are reviewing your Participant Handbooks You do not have to recertify those who have Open or Active Workers Comp claim

SSAI Recertification for PY 2011 If a participant has an active Workers’ Compensation claim with (Insert Sponsor Name) they will be put on an approved break in service, and you cannot terminated them from SCSEP while the claim is active. New Information to be inserted: The participant should not be recertified during the period he/she is on approved break with an open workers compensation claim even if the normal recertification period occurs. When the claim is closed, the participant will return to active status and be recertified if he/she missed a recertification period.  This is because family income could have changed during the period on approved break. If found currently eligible, every reasonable accommodation will be made to find a suitable host agency assignment within the parameters of the current physical status

SSAI Recertification for PY 2011 Getting Reading and Planning: Recertification Checklist - Identifies how the tasks in the Checklist and Guidance Document will be addressed

SSAI Recertification for PY 2011  Review the active participants in the web tools Identify staff that will help you Train staff to assist – (reminder participant staff cannot make final eligibility on another participant)

SSAI Recertification for PY 2011 Identify and Secure your location(s) for the recertification meeting(s) Prepare Recertification Memo (template provided) for each participant eligible for recertification (make no assumptions and be clear they need to bring up to date documents) On or after February 8 – start practicing using the Recert Web tool

SSAI Recertification for PY 2011 Always if needed contact SSAI via Front End Team or other resources if you want feedback on your planning or have questions

SSAI Recertification for PY 2011 Make copies of your Approved Participant Handbook to issue during the recertification interview Copy enough forms for use: Eligibility Form; Income Worksheets (for use remotely); Offer of Physical Examination; Family Size Form; Case Management Note Form; Self Attestation Form and Assessments or IEPS as needed

SSAI Recertification for PY 2011 Prepare for notifying those participants who may be over income; and or those who fail to show for recertification interviews Develop a system for Quality Assurance Develop a plan to enter all data in the SSAI Web tool by March 31, 2012

Recertification for PY 2011 Your plan should also consider: Updating the Pay by Pay, API, Hours Web Tools and participant characteristics Program activities continue

SSAI Recertification for PY 2011 Documentation Requirements – requires all source documentation (what you looked at and what you copied) Income Worksheet showing the math. (Reminder the look back period is 12 months or 6 months {annualized} prior to the date of recertification ) Recertification Form Family Size Form (if necessary) Applicable Case Notes continued

SSAI Recertification for PY 2011 Documentation Requirements – continued Record of Offer of Physical Examination SCSEP Self Attestation Form Letter of 30 day Termination Notice All of above must past Data Validation Rules

SSAI Recertification for PY 2011 Case Notes: must consist of the case worker’s own documentation of his or her activities. Case notes can be based on information derived in person or by telephone

SSAI Recertification for PY 2011 Case notes MUST include 3 foundation elements: Name of person who is the source of the information, his or hers phone #, their organization and title or relationship to participant Name or initials of the person making the note Date on which the information was obtained, and the date on which it was recorded, if different

SSAI Recertification for PY 2011 For assistance contact the Front End Support Team at 301-578-8989 or scsephelp@ssa-i.org

SSAI Recertification for PY 2011 Questions and Answers