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Best Practices in Enrolling Participants for Vender Fiscal/Employer - - PowerPoint PPT Presentation
Best Practices in Enrolling Participants for Vender Fiscal/Employer - - PowerPoint PPT Presentation
Best Practices in Enrolling Participants for Vender Fiscal/Employer Agent Services Introduction What should happen before an enrollment? Who should be involved with the completion of an enrollment? What should we accomplish in the
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What should happen before an enrollment?
- Identify a participant
- Identify employees/service providers
- Identify a plan and budget
- Engage the F/EA
- Conduct the authorization process
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Who should be involved with the completion of an enrollment?
- Participant, Family, Circle of Support
▫ Direct and Planning process ▫ Complete the documentation
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Who should be involved with the completion of an enrollment?
- Case Manager, Supports Coordinator, Funding
Agency Representative
▫ Liaison between authorizing entity and participant
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Who should be involved with the completion of an enrollment?
- Supports Broker
▫ Specialized “agent” of the participant focused on setting up self-directed arrangement. ▫ Link to community resources ▫ Can provide assistance with recruiting ▫ Sometimes manages the completion of enrollment paperwork ▫ Sometimes provides ongoing documentation monitoring
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Who should be involved with the completion of an enrollment?
- F/EA staff member(s)
▫ Process completed enrollment documentation. ▫ Provides mechanism for disbursement of budget funds ▫ Ensures that administrative expenses are accounted for in budgeting process ▫ Helps people assume the role of employer ▫ Works with supports broker, funding agency representative, family to see that enrollment is conducted according to program standards.
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Who should be involved with the completion of an enrollment?
- Employees
▫ Complete documentation requirements ▫ Understand expectations (rate of pay, hours, household rules)
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What should we accomplish through the enrollment process?
- Register an employer
- Hire at least one employee
- Give the F/EA permission to conduct activities
- n behalf of the participant/ employer
- Participant understands their budget
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What should we accomplish through the enrollment process?
- Employee understands what they need to do to
get paid (documentation requirements)
- Everyone understands what is forbidden
- Explain the reporting process
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Best Practice Focus Areas
- Face-to-Face vs. Remote Enrollments by F/EA
▫ Either application works depending on the roles of other stakeholders in the program(supports broker, supports coordinator particularly) ▫ Advantage to face-to-face is clinical people have less work to do with technical documents and accounting
- issues. F/EA can assure that paperwork is completed
properly. ▫ Disadvantage- cost for F/EA could be greater.
- Best Practice: Ensure that objectives are completed
efficiently and thoroughly by collaborating between stakeholders.
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Best Practice Focus Areas
- Setting up Service Documentation and
Transmittal
▫ Who’s reading case notes? Are case notes and timesheets the same? Are we reconciling case notes to time sheets? ▫ How will documentation be transmitted?
Fax Mail E-mail Online Services Secure ftp transfer
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Best Practice Focus Areas
- How are forms prepared?
▫ Mailed in packets ▫ Fillable PDF’s ▫ Highlight the signature spots
- Common Questions when Completing Forms