Private: Older Blind Services Policy Manual

OBS – Appendix A

STEP-BY-STEP INSTRUCTIONS

OBS cases are to be processed as follows:

1) A case is identified as an OBS case by the RT after making contact with the client.

2) The RT completes an OBS-1, which includes the signed application.

3) An eye screening is completed by the RT to establish visual eligibility. If existing medical data is available, it may be used to establish visual eligibility as well. If an eye exam is needed to determine eligibility an authorization must be written prior to the scheduled doctors appointment

4) The RT assesses the client’s needs and documents those needs in the case record.

5) Written notification must be provided to the client regarding their eligibility or ineligibility, appeal rights, and Client Assistance Program (CAP).

6) Copies of the following documents must be submitted to State Office:

a) OBS-1
b) Signed application
c) Eligibility letter
d) If a Notification of Ineligibility is sent, then it must also have a completed OBS-2 attached to indicate case closure.

OBS Statuses:

Open Status = 02
Certification = 18
Closed Not Eligible = 08
Closed – Rehabilitated = 26
Closed – Not Rehabilitated = 28 and state reason for closure

7) Once the client has been determined eligible for OBS services, the RT may begin training, purchase equipment, and provide services as appropriate. (Note: If authorizations for services, “not including eye exams for determining eligibility,” are submitted prior to the establishment of eligibility and receipt of required documents as indicated above in State Office, they will be returned to the District Office unprocessed.)

8) The RT documents the provision of OBS services in the case record. The service need is based on the RT’s evaluation which may be completed prior to, or at the time eligibility is determined. If additional needs are identified during training, then document the need in the case record and proceed. If adaptive equipment is needed for the management of a secondary disability, comparable benefits must be considered. If none are available, then a statement by a healthcare professional must be obtained to justify the purchase.

9) When all needs have been met, the OBS-2 is completed and submitted to State Office. The statement “SUCCESSFULLY REHABILITATED” must be checked.

10) If a client dies or for any other reason cannot benefit from services already provided, the OBS-2 is completed and is submitted to State Office. The statement on the OBS-2 that states “NOT REHABILITATED” must be checked and reason for closure must be provided.

11) FISCAL YEAR END REPORTING – DUE OCTOBER 15 It is essential that an OBS-2 be completed and submitted to State Office no later than October 15th for all clients who received services during the fiscal year in question and whose cases are still open. Due to the need to report the number of persons served by the OBS program and the types and amounts of services provided each year, the completion of each OBS-2 is mandatory. Place an X by the statement “ELIGIBLE BUT NOT CLOSED” on the OBS-2.

Example: Jane Doe is an OBS client who is receiving Braille instruction during the summer of 2007. However, on September 30, 2007, her training has not been completed and will need at least three more months of instruction. Therefore, the RT submits the OBS-2 by October 15, 2007, indicating all of the services that were provided to Ms. Doe between October 1, 2006 and September 30, 2007. The RT places an X next to the statement “ELIGIBLE BUT NOT CLOSED.” When the case is closed in December 2007, the RT submits a new OBS-2, indicating the services that have been provided since October 1, 2007. The RT places an X next to the statement “SUCCESSFULLY REHABILITATED.” The OBS-2 is then submitted to State Office for official case closure.

12) REPORTING OF EXPENDITURES. Only those authorizations which have actually been paid within the fiscal year being reported are to appear on the OBS-2. Those authorizations that were paid during the fiscal year in which the case is closed are to appear on the final OBS-2 at case closure. All bills must be paid by state office, prior to case closure.