May 2024 Edition

Learning Corner

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

Navigating Vendor Approval With Goods and Services: The EOR’s Role Unlocked

What responsibilities does the EOR have in managing the vendor approval process and ensuring timely payments?

• Finds the vendor the recipient would like to use.

  • Explains to the vendor what to expect with the process.

  • Ensures the vendor knows payment will not be issued until after services are rendered.

    
    

• Obtains a letter of recommendation from a licensed professional that states how the good or service is beneficial to the recipient’s disability needs.

  
  

• Verifies with Acumen that their chosen vendor is already approved in their system.

  • Gets Form W-9 from vendor if they are not already approved in Acumen’s system.

    
    

• Asks the vendor about the cost of services.

  • Gathers brochure or other document that has the cost of services in written format.

    
    

• Fills out the “Request for Vendor Payment” form with the vendor after services are rendered.

  • Sends the “Request for Vendor Payment” form to Acumen. (The dollar amount on this request must match exactly the amount authorized by Oklahoma Human Services. If this request does not match the authorization exactly, Acumen will not be able to pay the request.)

    
    

• Receives an invoice from the vendor and sends it to Acumen. 

*Each good or service is subject to an approval process. Approval is based on each recipient's specific disability needs and goals.

SDS Spotlight

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

We’re excited to provide you with updated policy information concerning vendor payments. This information will enhance your ability to manage timely payments effectively!

Oklahoma Health Care Authority will not fund any request for payment that goes beyond 6 months of the service being rendered. To meet this requirement, both the “Request for Vendor Payment” form and the invoice must be submitted to Acumen within 5 months of the service being rendered. If they are not submitted in this timeframe, the EOR will be responsible for paying the vendor.

Save the Date

Be the first to hear about upcoming events and opportunities.

Thank you all for your interest in the Self-Directed Services Family Meeting! We’d like to announce that registration for this event is now closed, as we’ve reached full capacity. However, don’t worry! Due to the overwhelming response, we’re planning to host another event later in the year. Stay tuned for updates, and we look forward to welcoming you at our next gathering!

Community Connect

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

Empowering Independence and Joy: Camp Twin Cedars

Doris, EOR and Parent of Aaron, an SDS Recipient

Camp Twin Cedars (CTC), a program of the Central Oklahoma Camp & Conference Center, is dedicated to providing outdoor recreational opportunities for individuals aged 6 and older with physical or intellectual disabilities. Doris’ adult son, Aaron, thrives here, trying exciting activities like hiking, fishing, boating, arts and crafts, and paintball. She appreciates that the camp allows him to gain independence, form friendships outside of the family, and grow in communication and relationship-building.

The camp’s extensive application process ensures safety, with medical staff available for campers with health needs, and the individual attention each camper receives from dedicated counselors is heartwarming. For years, Doris and her husband entrusted Aaron to this camp, nestled in the countryside just 20 miles north of Oklahoma City. As stated, hiking, fishing, swimming, and paintball are among some of the outdoor adventures, while indoor activities in a new building provide fun even during inclement weather.

As parents, Doris and her husband value the respite CTC offers. It gives them time to recharge while knowing Aaron is safe and thriving. CTC is more than a camp; it’s a place where Aaron blossoms, and Doris wholeheartedly recommends it to other families.

When the COVID-19 pandemic forced camp closures, Aaron struggled. He became argumentative and frustrated, leaving Doris concerned. But when CTC summer camp reopened, Aaron transformed back into his “usual happy self.” The impact was profound.

And let’s not forget the amazing staff! Their ability to work with diverse personalities creates a home away from home for campers. CTC welcomes campers of all abilities, and open communication with staff ensures individual needs are met. Doris knows that “there is a lot of fear for families to let their loved one go.” Doris recommends that interested families “reach out and talk to the staff about their and their loved one’s individual needs, the camp is very receptive to that. One thing I would suggest if families are a little tentative about it is…try it…talk to them [the staff]”.

Camp Twin Cedars isn’t just a camp—it’s a promise fulfilled for Aaron and countless others. “He was able to go to the place where he could be himself and have a good time,” says Doris.

For more information on Camp Twin Cedars, visit their website here.

Address: #1 Twin Cedar Lane, Guthrie, OK, United States, 73044

Phone: (405) 282-2811

Email: cody@camptwincedars.org

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.

Does the vendor need to be located within the state of Oklahoma to use their services?

No, the vendor does not need to be physically located within the state of Oklahoma to provide services. However, there is a specific condition: if the service location is within a 60-mile radius of the Oklahoma state border, the vendor can offer their services. If the vendor services take place outside of this 60-mile radius, the Case Manager can send the request to the SDS State Office team for further consideration.  

Can I, as the EOR, pay for a service or deposit for a service and get reimbursed for the cost?

No, services cannot be reimbursed to the EOR. In other words, if you, as the EOR, pay for a service or make a deposit, you will not be eligible for reimbursement of those costs.

What if I find a good or service that is not listed in the available information?

If you find a new good or service that is not listed in the available information, talk to your Case Manager about it. Request that they send detailed information to the SDS State Office team for review. Include the cost of the service or item and the purpose for which it is needed.

Do you have more questions about Self-Directed Services?

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