Standard Operating Procedures

Standard Operating Procedures

Linda JacoMilissa GofourthMelinda Fruendt

Alisa EstesNovember 9, 2011

www.agrability.okstate.edu

Purpose

• 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.Gov1

1


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


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


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


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


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


Assessment for DRS Client • DRS conducts initial interview • DRS provides prior authorization for AgrAbility

on-site farm assessment• AgrAbility coordinates on-site farm visit• Complete AgrAbility Assessment report • Invoice DRS for Assessment• DRS to schedule walk through farm visit with

Counselor – AgrAbility case manager & client


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.)


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


Non DRS AgrAbility ServicesOn-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 and provide to the client


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


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)

AgrAbility Program Flow Chart

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

Active Clients for Service Delivery *If client is seeking third party funding - assistance with DRS application

* Process DRS application within 30 days

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


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


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.


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.

If farmer/rancher applies directly to DRS, Counselor can initiate referral to the DRS Case Management Liaison.

Counselor reviews application, conducts initial interview, and determines eligibility.


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.

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.


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.

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.


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.

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.

AgrAbility will continue to assist client with access to additional resources as needed.


Thank You!

Questions

Standard Operating Procedures

Documents

Transcript of Standard Operating Procedures