Greatra Mayana

Career & Employment Opportunities

Employment First Referral and Release of Information

Screen 1 � Introduction
Hi everyone. Welcome to a presentation regarding Oregon�s
Employment First Statewide Referral & Release of Information
My name is Allison Enriquez and I work for Oregon�s Office of Developmental Disabilities
Services. This presentation will cover:
The employment first referral and release of information available for statewide use
as of April 1, 2019 We will also cover some common scenarios faced
when using the tools And then some questions including timeline
for implementation and where to go to access additional information Screen 2 – The tools and how to access them
First we�ll cover the tools themselves and how to access them. Screen 3 –
The referral tool is DHS form 4130; and the Release of information is form 3010. The 3010 is technically called the �Authorization
for Disclosure, Sharing and Use of Individual Information, but we just commonly refer to
it as the release of information. It is important to note up front that the
3010 will ultimately replace the DHS 2099 release form & apply more broadly to state
social service agencies. These tools can be accessed on the DHS forms
page. You can see the link here. Currently you will need to have the most current
version of Adobe reader in order to access these documents. You�ll also want to first save them to your
computer before you open them for use. You will also be able to access the tools
on the ODDS I/DD Employment Policy website. You can get there by going to :
, and then clicking on the �I/DD Employment Policy� page on the left hand navigation. We also anticipate the tools will also be
available on web pages for Vocational rehabilitation and Oregon Department of Education as well. Let�s go to the DHS forms page to pull up the tools. Screen 4 � Common Scenarios & Questions
Let�s take a closer look at the tools themselves and get into some of the common scenarios
Referral tool You can see the tools as for some of the basic
information regarding the person, referral date, and who is supporting the person to
complete the referral There is a box for �scope of request for
services. You can see there is an example. yOu might enter �Vr and ODDS employment
services� as suggested, or something else more specific. The feature that a lot of stakeholders have
said they like is Section 5. The �Catalogue of Employment Information.�
Here you will want to checkmark the information that already exists. For example an ISP or Career Development plan,
or a risk identification tool with protocols. OR a discovery profile. It also services a training function, so people
can understand what sort of menu of documents could exist from other agencies, and what
to ask about. You will also want to be clear to make sure
the person and the support team understand that the intent is to share the documents
listed between agencies and their contractors, for the purpose of helping the person find
a good job match and then be supported on the job, and to be clear that the information
WILL BE SHARED EVEN IF IT IS not CHECK MARKED AND MADE available until later. For example, a discovery profile or work summary
may be developed during the course of employment services. If there is a particular piece of information
the person does not want to share, this can be indicated in the release of information
tool, and we will go over that in a moment. In the Release of information tool you will
also complete some of the basic information: Name, contact information, name of person
helping to complete the release. The �requesting entity� is really the
person or agency initiating the referral & release. The requesting entity might be the entity
or individual sending the documents, receiving the documents, or both. For example, the requesting entity might be
an educator who is identify what education records they have and will release to VR and
ODDS. Or it might be a VR counselor who is meeting
with a person for the first time, and would like to request records from education and
ODDS. You will want to identify the �purpose�
as being �for VR and DD employment services or something similar. You will identify �entity name.� I will
do �DHS � ODDS.� You can also type this information in if you don�t see the correct
agency listed. Once you identify the agency, there is a drop
down menu of documents under �specific information to be disclosed.�
You can either individually identify the information, or you can just select �Other� and then
specify something like: All documents listed in employment referral that exist now or are
created during employment services. You can identify the dates for the records. You can identify a date range, say the most
recent, or select last 6 months, 12 months, 24 months. Or Other. You can select an expiration date or event. For example: 6 months following VR closure. You can select yes for �mutual exchange�
if you want entities to be able to share information back and forth. This is particularly important if, for example,
a person is starting with ODDS discovery, then using VR job development. Information has to flow from the case manager,
to the ODDS funded discovery provider, back to the case manager and the VR counselor,
and then back to the provider for job development and then possible job coaching once the person
obtains a job. There is a spot to specify if the following
types of specially protected information is going to be shared. And then there is a box if there is specific
information that is relevant for employment services , but the person does not want to
share the information. If there is something relevant for employment
that the person does not want to share it may make sense to include something like:
�There is risk information that may be relevant for employment services that I do not want
to share with my VR counselor or provider until I have had an opportunity to meet and
discuss with them.� You will also identify �other releasing
agencies.� Which might include VR A provider. Now, the provider might not be identified
yet A person may decide up front that they want
ODDS, VR, and their contractors (including providers) to share information about them
to help them get a good job match & then support them on the job. They can decide this up front even if a provider
has not yet been identified. You can include an entity that is slightly
more generic like �Provider � TBD.� The �purpose� for the release needs to
be clear. For example, for the purpose of �VR and
DD employment services.� And specify the expiration of the release to be something
like VR closure. For other people this approach might not make
sense, so you may need to do a separate release for the provider. Or another member of the person�s employment
team. A person may want to wait and meet with the
provider in order to make a decision about sharing information. And this is also perfectly fine. There is some flexibility to individualize
this according to the person. A computer or other electronic device might
not be available for filling out these tools. IF so, before printing you can:
a. Prepopulate as much information as possible
b. And add in spaces for a few additional �releasing
entities� c. Then print & take the tools with you & complete
them in person with the person and employment team. d. Our publications team is definitely exploring
options for improving this capability & function. But currently the tools function the same
or similar to the 2099 DHS release of information. Screen 9 – Common Questions So , we will now turn to some common questions:
1. Our first common question is whether these
tools are required. Social service agencies (including ODDS, VR,
Education, and their contractors (meaning case management entities and providers), are
expected to use the statewide referral whenever a written referral for ODDS or VR employment
services is needed. ODDS, VR, and education are expected to use
the statewide release of information whenever a release is needed. Non-social service agencies (e.g. doctors
offices and insurance companies, for example) are not required to use the statewide release. Although sometimes they will use or accept
the release developed by the state. 2. Who helps the person complete a referral and
release of information? The employment team can appoint someone to
support a person to complete and submit the referral tools. Often times, this will be the case manager,
teacher, YTP specialist, or VR Counselors. A person can also submit a referral for his
or herself, or also just go straight to VR or ODDS to request services. 3. Where and when should the tools be submitted
to ODDS or VR? As far as where,
For ODDS, the referral and release forms can be sent to the county. If eligibility has already been established,
the referral and release of information can be sent to the case manager. For VR services, submit the referral and release
to the local VR branch. If there are multiple branches within the
person�s region, the person may want to choose the nearest branch. Once the referral is submitted, the employment
team member will work to gather the relevant employment information available. The primary contact for each partner agency
is responsible for ensuring the assigned VR counselor and/or assigned case manager receives
the relevant information the person has agreed to share from that team member�s respective
agency. For a referral to VR, this information should
be shared at or prior to the VR intake meeting, or as soon as reasonable. Generally, the referral and release is sent
to VR. Employment Team members work to gather the
information, but wait until a VR counselor is identified in order to send the information
to VR. For a referral to DD, this information should
be shared with the county eligibility specialist as soon as possible. As far as when should a referral be made:
Generally a referral should be made to VR if a person is interested in working. If a person is unsure about whether they want
to work, then employment path might be a good service to help the person obtain experience
and make an informed choice. Discovery is a service used when a person
knows they want to work. So if a person is going to use Discover, there
should really also be a referral for VR or a person should already be connected for VR. Some questions have come up regarding timing
for VR referrals if a person is participating in VR career counseling for individuals earning
less than minimum wage. Employment teams need to coordinate and may
need to update VR or DD service plans based this counseling. There might need to be a referral for VR services
if the person wants to work, including if the person wants to do discovery as part of
the path to get there. There might need to be a referral for specific
ODDS services if the person unsure about working but wants to explore employment; and the referral
should be to 4. Where should original documents and copies
be maintained? A copy of the signed referral and release
must be given to the person. It is expected that each agency representative
maintain a copy of the referral and signed release within the person�s file or service
record. The original signed copy is held by the agency
who supported the person to complete the release. 5. What information is considered �relevant�
for employment? All information that is relevant for employment
services should generally be shared. It is important to share information regarding
a person�s employment related skills and experience as well information regarding a
person�s support needs. This information is used for employment service
planning and employment service delivery. It can inform the job search to ensure the
best job match possible. It can also inform the employment services
and supports needed on the job. While determining what is relevant is highly
individualized, the following are generally considered relevant:
A person�s employment history and employment services. A behavior support plan if there is a relevant
risk that may occur in a work or employment service setting. A Discovery Profile. Risks and related health and safety mitigation
strategies or protocols are relevant when the risk may reasonably be expected to threaten
the health and safety of the individual, the provider, or the community at large without
appropriate precautions during the delivery of the employment services. If a person does not want to share relevant
information, the refusal can be documented in the release of information form under �Is
there specific information not to release?� A person can decide to share certain information
with one entity and not another. For example, a person may decide to share
certain information for an eligibility determination and service planning, but decide to not share
it with the provider for example). The release tool can specify which information
should not be shared with the provider. It is important to note that: Some information
may be required to determine service eligibility. The person can wait to make a decision about
disclosing certain relevant information until he or she has had a chance to meet with the
VR counselor, or a chance to meet with the provider. They can have a conversation and discuss why
certain information may be important for securing the right job or for supporting the person
on the job. They might also determine that the information
is not needed. If a release indicates a person does not want
to share a particular piece of information, but the person later decides to go ahead and
share it, then a separate release should be completed. Ultimately, if the person decides not to disclose
relevant information, the provider may decide they cannot support the person. 6. Is the referral considered an application
for VR services? Does it trigger VR timelines? Submitting the referral and release, and indicating
what types of documents are available, is generally in itself insufficient to meet the
requirements to be considered an application. A VR application is generally completed at
a VR intake meeting with the person present and VR has all the information needed. 7. What if I don�t know whether a certain document
exists? Coordinate with the employment team members
representing the person from partner agencies to identify existing information in the Catalogue. However, a referral should not be delayed
because a referring party is unsure about the information or documents that exist. 8. Why were these tools developed Employment First teams around the state identified
best practice by developing a common referral & release of information. Seamless transition teams identified a great
need for this type of tool, particularly when multiple agencies are simultaneously supporting
a person to meeting employment goals. You can see from this visual how it can become
very confusing for a person and the support team as services are sequenced between multiple
agenices. a person might be simultaneously served, or
being going back and forth between funding agencies (incuding education, VR, DD). The goal is to make it seamless for the person. SO they don�t have to complete a separate
release at each stage. When they might, for example, use ODDS, Education,
or VR services for support to explore employment, then VR for job development and job coaching
through stabilization and than go back to ODDS funded job coaching. And use various providers throughout. Additionally, Having to develop the same information
with multiple agencies is confusing for a person. These tools were also designed to identify
the information that exists so it doesn�t have ot be recreated. They were also designed to reduce the amount
of time agencies & their providers spend following up to obtain the employment related information. SO we set out to develop a state referral
& release of information based on stakeholder recommendations. During this time, SB 397 was passed during
the 2017 legislative session, requiring that state social service agencies work together
to develop a statewide release of information. That statewide release of information was
developed with stakeholders and is now available as the �Authorization for Disclosure, Sharing
and Use of Individual Information), and we commonly
refer to it as just the release
of information. We incorporated the statewide release into
the employment first referral & release of information tools & tested them with pilot
teams around the state. We have also been lucky to receive support
from the National Technical Assistance Center of Transition during the development and implementation
of these tools. 9. Timeline
Just to reiterate, effective 04/01/2019 these tools are available for statewide use by VR
and DD agencies. We anticipate the tools will be required within
the next year. The Statewide Release of Information (DHS
form 3010) will replace the DHS form 2099 going forward. Screen 10 – Where to get more information
Finally, where are places to access more information if you continue to have questions:
The ODDS worker�s guide related to the Employment First statewide referral and release of information. Questions can be submitted for the Employment
First quarterly stakeholder calls You can contact regional resources for technical
assistance, include; Transition network facilitators
A regionally based ODDS employment specialist Or a VR counselor who specializes in working
with individuals who have an intellectual or developmental disability. You also send an email with your question
to Employment First at: [email protected] That concludes this presentation on Oregon�s
Employment First Statewide referral & release of information. Thank you for taking the time to participate.

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