December 2024 Edition

Learning Corner

Dive into training and tips to enhance your understanding and skills as an EOR!

Understanding Roles and Responsibilities

In this edition, we're focusing on the key roles and responsibilities within the Self-Directed Services (SDS) process. Understanding these roles will help ensure smooth and effective management of services and supports.

Employer of Record (EOR)

The EOR is responsible for completing necessary training and fulfilling all employer-related duties, such as hiring, firing, and monitoring staff, including the Habilitation Training Specialist (SD-HTS). The EOR is in charge of selecting goods and services for the recipient to utilize, if desired. They work closely with the case manager to notify them of any changes in the plan or budget and collaborate with Acumen, the fiscal agent, to manage the budget.

For detailed information on your responsibilities regarding goods and services, you can click this link to download the PDF!

Acumen, the Fiscal Agent

Acumen assists in managing finances and paperwork. They process and maintain time sheets, payroll, taxes, and make payments to staff and authorized vendors. They also handle employee background checks, verify that employees are “Good to Go,” and maintain SDS budget records.

DDS Case Manager (CM)

The DDS case manager is charged with empowering and supporting the recipient and their family to utilize services. They also conduct home visits where they focus on ensuring the recipient is safe, has a good quality of life, and that services are being provided according to the plan of care (POC). Additionally, the case manager helps develop the individual plan (IP), POC, and budget, making changes as needed.

For more details regarding the responsibilities of these three key players in the SDS process, click this link to download the PDF!

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SDS Spotlight

Stay informed about the latest developments and changes in Self-Directed Services.

 SDS Funding for Service Animals

We are pleased to inform you that SDS funds can now be used to train service animals on specific commands that address health and safety concerns for recipients. Please note, this does not include emotional support animals. Below, you will find the requirements for those who are interested in this service option.

Important Details:

• Letter of Recommendation: This should list the specific health and safety concerns the service animal will be trained to address, alert the recipient/caregiver to, or assist in preventing.
• Invoice Requirements: The invoice must detail each specific skill that will be trained and the associated cost.
• Trainer Requirements: The trainer must be able to provide a W-9 form.

Specialized Equipment:

• SDS funds can be used to purchase specialized equipment such as adapted service leashes, service vests, etc., if SDS funds are being used for training.

Restrictions:

• SDS funds cannot be used to purchase the animal.
  
• SDS funds cannot be used for basic obedience training (e.g., sit, stay, come, potty training, walking on a standard leash, down, or tricks).
  
• SDS funds cannot be used for the maintenance of the animal (e.g., food, grooming, vet bills, vaccines, toys, medications).
  

We hope this update helps clarify how SDS funds can support the training of service animals to enhance the safety and well-being of recipients. If you have any questions or need further information, please feel free to reach out to the SDS team at DDS.SDS@okdhs.org.

Stay Up-to-Date

Be the first to hear about upcoming events and opportunities.

We are excited to announce an upcoming webinar hosted by Acumen! The webinar will focus on Direct Care Innovations (DCI) and provide support to EORs in effectively utilizing the portal.

Mark your calendars for the following dates:

January 15 at 11 AM
January 17 at 5:30 PM

Acumen will send out the webinar link to all EORs prior to the events via email. We look forward to your participation!

Community Connect

Let's foster peer connections and build a supportive network by sharing success stories in our community!

Meet Chelsea Guest!

We are delighted to introduce Chelsea Guest, a dedicated professional who began her journey with DDS in 2003. Chelsea is about to enter her third year as a DDS Case Manager. In addition to her role as a Case Manager, she also serves as a mentor, guiding the next generation of DDS Case Managers. As a parent of a child with disabilities, the mission of DDS holds a special place in her heart.

Outside of work, Chelsea enjoys spending quality time with her children, snuggling with her senior dog Dustie, and exploring local thrift shops for hidden treasures. We are grateful for Chelsea's dedication and passion, and we look forward to her continued contributions to our community! 

1. How many SDS recipients and families have you supported?

During my time with DDS, I have had the opportunity to serve more than 40 families who have utilized SDS, approximately half of whom utilized vendor-only services. Currently, I have 14 self-directed recipients on my caseload.

2. Have you seen a benefit for your recipients who have chosen the SDS option?

Absolutely. DDS recipients are able to take part in so many activities that were inaccessible to them before enrolling in SDS. Income limits are now no longer a barrier for someone to take part in dance lessons, learn how to swim, participate in music therapy, or attend their favorite summer camp. The quality of life has greatly improved for so many individuals on my caseload who were not able to access these resources before. It has provided them with an opportunity to build connections and truly be a part of their community.

3. What would you like your EORs to know when it comes to their responsibilities with Acumen?

EORs play such a vital role in the success of the SDS service delivery process. While case managers can offer guidance, when it comes to ensuring vendors get paid for services rendered, the EOR has all the power. It is so important that EORs familiarize themselves with the vendor payment process to guarantee all employees and vendors receive timely compensation. The DCI portal is a great resource that can be used to view authorizations as well as payment status, so I highly encourage any EORs who don’t have access (or who don’t know if they have access) to reach out to Acumen customer service for guidance.

4. What would you like your EORs to know when it comes to their responsibilities to DDS case management?

I would like EORs to know that any changes to a plan of care must first be communicated to the DDS Case Manager. Whether someone wants to add a new class, obtain an adapted good, or bring on a new HTS, the assigned Case Manager must be made aware so that they can help to verify budget availability and develop an addendum to the original plan. Once services have begun, EORs have the responsibility to track progress on assigned outcomes and submit a report to the case manager on these outcomes quarterly. EORs also have a duty to maintain home records (guidance on home book setup can be requested from the case manager), complete incident reports for any reportable events, and to ensure all HTS staff have the required training. For the EORs who oversee HTS staff, it is also very important that the staffing prescription is followed; if a recipient is approved for 20 hours of HTS supports per week, the hours worked by the HTS should not exceed this.

I highly encourage EORs to regularly check their emails and stay in communication with their case managers. We are here for you and your loved ones and are always happy to help!

5. Can you share something you love about SDS as well as a success story from your own caseload?

I love that the individuals I serve now have the freedom to choose how their budget is utilized and that there are so many fun activities and experiences that their waiver funds can be used for. Anything from music therapy and dance classes to horseback riding and gym memberships can now be covered, and with new vendors being added every day, I am so excited for what the future holds for individuals enrolled in the program.

A success story from my own caseload involves a young woman who was recently accepted to OSU through the Opportunity Orange Scholars Program. The program aims to provide a true college experience to individuals with developmental disabilities and, like any typical college student, acceptance meant that this individual would have to live on campus—and away from her family—for the first time in her life. Though her admission to the program was welcome news to her family, the thought of this transition did not come without some hesitancy. There were understandably some concerns about safety and support with her being so far from home.

Through the SDS program, the EOR was able to hire multiple HTS staff who live near the college campus and who could provide guidance to the individual while at school. My client is now living on campus and thriving in her college program, secure in the fact that she has the necessary supports. Her family can also now rest a little easier knowing that she is safe and cared for while far away—and by individuals they were able to hand-pick to provide the needed care and support.

Building Together

You asked, we answered! Here you will find responses to your most commonly asked questions and helpful information to streamline the EOR process.

Q: What are the key responsibilities of the EOR regarding new vendors?

A: The EOR recruits new vendors and sends their information to the SDS team to obtain W-9 forms. Additionally, the EOR secures letters of recommendation from medical professionals and an invoice for the service so the Case Manager can budget these services into the POC. There are specific steps to follow after the service is used or the item is delivered. For more detailed information on these steps and responsibilities, please click this link.

Q: Is the case manager responsible for submitting the Request for Vendor Payment form? 

A: No, the EOR is responsible for submitting the Request for Vendor Payment form and the invoice showing the total cost of the service/item to ensure the vendor can be paid in a timely manner. The case manager’s responsibility is to submit the approval requests for Goods and Services. They will also submit the letter of recommendation, and if approved, will add the units to the POC.

Q: Who contacts Acumen if a family/recipient wants to hire an HTS for the first time?

A: The family/recipient will need to reach out to their case manager to notify them that they are looking to hire an HTS. The case manager will provide the person with a new SDS referral form. Once completed and returned, they will provide that form to Acumen to start the new hire process.

Q: Is Acumen responsible for tracking HTS hours?

A: No, the EOR is responsible for keeping track of their staff’s clock-in and clock-out times through the DCI portal. They can also create, view, approve, or reject those entries for staff. Acumen is responsible for assisting with the enrollment of new staff, payroll processing, and supporting the EOR with payroll-related tasks.

Do you have more questions about Self-Directed Services?

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