Standard Operating Procedures

1. Standard Operating Procedures Linda Jaco Milissa Gofourth Melinda Fruendt Alisa Estes November 9, 2011

2. Purpose 1 1 A Standard Operating Procedure (SOP) is a set of written instructions that document a routine or repetitive activity followed by an organization. SOPs document the way activities are to be performed to facilitate consistent conformance to technical and quality system requirements and to support data quality. EPA.Gov

3. Format Written in a concise, step-by-step, easy-to-read The information should not be overly complicated The term "you" should not be used, but implied Keep it simple and short Information should be conveyed clearly and explicitly to remove any doubt as to what is required Use a flow chart to illustrate the process being described

4. AgrAbility SOP • Initial Contact & Information • Outreach – conferences, workshops, etc • Phone call inquiries (toll free line) • Gather needed information • Assign case number • Document in database • Determine what services may be appropriate • Next steps – time frames

5. Provide Information • Refer to appropriate providers, funders, and resources • Mail necessary documents • If farm assessment is needed • Mail AgrAbility Application • Release of Information • Appropriate educational materials • Follow-up as necessary

6. Completing the Application Process • Offer assistance for completing application • If application not received – move client to inactive I&R in database • If application received – move to active client status • Staff for potential funding sources • Coordinate with AT Act Program for equipment to take for demonstration or short-term loan

7. Active Client • If disability is a barrier to employment discuss DRS services • Is farm operation financially feasible/viable • Send DRS application and other necessary documentation • Offer assistance with completion of DRS application • If client does not seek DRS services proceed to arrange on-site farm visit • If client does seek DRS services contact DRS

8. Assessment for DRS Client DRS conducts initial interview DRS provides prior authorization for AgrAbility on-site farm assessment AgrAbility coordinateson-site farm visit Complete AgrAbility Assessment report Invoice DRS for Assessment DRS to schedule walk through farm visit with Counselor – AgrAbility case manager & client

9. Purpose of Walk Through • Review Assessment findings • Identify strategies to remove barriers & complete farm tasks • Determine if case is self-employment or employment retention • Determine what services DRS will provide in the Individual Plan for Employment (IPE), which may include: • Assistive Technology • Equipment • Training/Education (Business Plan, Record Keeping, etc.) • Modifications (Home, Vehicle, Buildings, Pastures, etc.)

10. IPE Developed • DRS completes the Summary report of decisions made during walk through • AgrAbility uses information from the Summary report to complete Final report • Provides specific AT vendor information • Specific product information with price quotes

11. Non DRS AgrAbility Services On-site farm visit • Coordinate with AT Act Program appropriate equipment to take for demonstration or short-term loan • Identify any additional supports needed – take materials • Complete assessment report andprovide to the client

12. Case Management • Coordinate with funding sources • OkAT – the non-profit partner • Alternative Financing Program/Access to Telework Fund, low interest bank loan • PASS Plan other SSA work incentives • Refer to other resources Extension, ABLE Tech, Langston, etc. • Continue on-going case management

13. Case Closures • Based on the joint decision between AgrAbility and Client • Has AT been delivered? • Has AgrAbility done what we have agreed to complete? • Has Client done what they have agreed to complete? • Complete client survey • Success story moment • DRS co-shared cases must be upon 90 day employment (successful case closure)

14. Initial Contact & Information • * Follow up with potential client verbally in 2 business days • * Mail AgrAbility application packet within 3 days • * Determine Client Status within 45 days AgrAbility Program Flow Chart • Active Clients for Service Delivery • *If client is seeking third party funding - assistance with DRS application • * Process DRS application within 30 days

15. AgrAbility Assessment for DRS Clients • * Schedule on-site farm assessment within 5 weeks of completed paperwork and/or initial interview with DRS counselor • * Complete on-site farm assessment report and submit to DRS within 21 days for walk through appointment • * Once DRS submits the summary report of walk through, complete AgrAbility final report within 21 days • *Coordinate additional AgrAbility services if needed • AgrAbility Case Management • * Schedule on-site farm assessment within 2 weeks of completed paperwork • * Complete on-site farm assessment report and submit to client • * Coordinate AgrAbility services as needed • Case Closure • * Obtain customer satisfaction survey • * Create success story - for DRS client at time of successful case closure

16. DRS Initiatives Hosted meetings to coordinate DRS to AgrAbility responsibilities Conducted DRS staff training in collaboration with AgrAbility to discuss roles and responsibilities of to ensure successful closure Provided a staff case management liaison that has decision making ability Provides monthly case management reports on AgrAbility co-shared cases

17. DRS’s Commitment • Will host “grand round” meetings for DRS and AgrAbility staff as needed • OK DRS has been selected as a host state for the Agricultural Assistive Technology Training NIDRR grant for counselor training • 5 states selected, for a 1.5 day AATT Workshop for managers and counselors to increase their cultural competency and preparedness in rehabilitating agricultural clients.

18. DRS and AgrAbility Partnership – Farmer/ Rancher Cases Flow Chart AgrAbility determines viability of farm operation for potential DRS client. AgrAbility submits to AgrAbility Administrative Liaison, the application, financial determination status form, the farm viability documentation and DRS Release of Information between AgrAbility and DRS. Upon receiving this information on potential client, the information will be sent to the appropriate Programs Manager who will assign the application to a Counselor. Once DRS notifies AgrAbility of Counselor assigned to client, AgrAbility Case Manager will email Counselor a brief introduction to let them know that if eligibility is determined, she will work with them on the co-shared client case. Counselor reviews application, conducts initial interview, and determines eligibility. • If farmer/rancher applies directly to DRS, Counselor can initiate referral to the DRS Case Management Liaison.

19. Within five weeks, Counselor & AgrAbility Case Manager will communicate via phone or email to discuss client eligibility. AgrAbility will request prior authorization for On-Site Farm assessment. • Once prior authorization has been received, AgrAbility will contact the client within two weeks to schedule the contractual On-Site Farm Assessment. Following the AgrAbility On-Site Farm Assessment, AgrAbility case manager will create an On-Site Farm Assessment Report and submit a copy to the Counselor & AgrAbility Case Management Liaison within 21 days. AgrAbility will notify Counselor if any other assessments will be needed for the Farm Walk Through (such as DRS AT Specialist for home or non-farm vehicle modifications, IFMAPS, any therapeutic or medical intervention, etc.) • The initial On-Site Farm Assessment Report will describe the scope of farm environment with all farm related equipment, machinery, vehicles, buildings, pastures, etc. Additionally the report will include: identification of job tasks, limitations, and strategies and options for assistive technology to enable accomplishment of job tasks. AgrAbility invoices counselor.

20. The Counselor or AgrAbility Case Management Liaison will schedule the Farm Walk Through with the client, family, Counselor, AgrAbility Case Management Liaison, and any other pertinent personnel related to the case. Following the Farm Walk Through, the Counselor or AgrAbility Case Management Liaison will create Summary Report within 14 days, determining if the case is to be a new self-employment outcome or employment retention case. Additionally assistive technology and modifications needed for the self-employment or employment retention goals for the purpose of completing the Individual Plan for Employment will be determined. The Summary Report will be shared with client, DRS and AgrAbility. AgrAbility will utilize the Summary Report of the determined AT and modifications to create an AgrAbility Final Report containing specific vendor and product information with price quotes within 21 days of receiving the Summary Report.

21. AgrAbility will continue to assist client with access to additional resources as needed. AgrAbility receives an updated monthly DRS report regarding these cases. The report includes the following: Case Notes, Case Status, Application Date, Eligibility Date, Plan Date, Staff Assignment Disability Status (Priority Group/Impairment/Cause/SSA Status), Open Cases Planned Services, Service Category (Start Date/End Date), Authorization History, and Payment History. Counselor continues to manage duration of case to closure. Upon closure of case, Counselor should notify AgrAbility of case closure for utilization in data gathering.

22. Thank You! Questions