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 enrollment process? ▫ Best Practice Focus Areas
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
Who should be involved with the completion of an enrollment? • Participant, Family, Circle of Support ▫ Direct and Planning process ▫ Complete the documentation
Who should be involved with the completion of an enrollment? • Case Manager, Supports Coordinator, Funding Agency Representative ▫ Liaison between authorizing entity and participant
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
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.
Who should be involved with the completion of an enrollment? • Employees ▫ Complete documentation requirements ▫ Understand expectations (rate of pay, hours, household rules)
What should we accomplish through the enrollment process? • Register an employer • Hire at least one employee • Give the F/EA permission to conduct activities on behalf of the participant/ employer • Participant understands their budget
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
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.
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
Best Practice Focus Areas • How are forms prepared? ▫ Mailed in packets ▫ Fillable PDF’s ▫ Highlight the signature spots • Common Questions when Completing Forms ▫ Do I have tax liability? ▫ Who can sign the forms? ▫ Can you access my personal money?
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