Where your future begins

Service Providers

Categorized In: Case Services - Procurement

Approved Date: October 02, 2018

Owner: Cathy Callaway


  1. Consumer choice. Allowing the consumer to choose the provider for a service supports the philosophy of consumer choice, which is consistent with the amendments to the Rehabilitation Act.
  2. Importance of choice. Consumers who take an active role in making decisions about their rehabilitation goal are more likely to achieve it.
  3. Choice of providers. Staff are expected to use up-front planning and identify a provider as soon as possible after the service is identified as being needed by the consumer.
  4. Factors in provider choice. The choosing of a provider for a specific service must take into account:
    • when the service needs to be provided
    • if the provider is a current provider in QUEST
    • if the service being provided requires a service agreement
    • if the service being provided by an individual will require a background screen
  5. New providers. The identification of a new provider is appropriate when –
    • The consumer specifically requests that provider
    • The provider is the only one in the area that can provide that service
    • The provider is willing to provide the service at a lower cost


  1. Use current providers. In assisting the consumer in identifying a provider, provide a list of providers currently available to provide that service.
  2. Plan ahead. Identify the provider of services as soon as the service needed by the consumer is identified. Check to see if they are a current provider and if not, take the steps necessary to make them a current provider as soon as possible.
  3. Processing provider requests. All provider requests (new and activations) entered in QE2 will be handled by 10:00 a.m. the next business day.
  4. Service agreements. Providers who will be providing a service requiring a service agreement will not be approved until the original service agreement has been received at the state office. Services which require a service agreement are identified in the service agreement policy.
  5. Background screens. Individual providers who will be providing a service that requires a background screen will not be approved until the background screen has been completed. Services which require a background screen are identified in the service agreement policy.
  6. Unsuccessful background screens. Providers who do not pass the background screen will not be activated in QUEST and cannot be used to provide any services.
  • Identify provider. When a service is attached to a plan, identify the provider that will be providing the service.
  • Determine provider status. Find out if the provider is in QUEST and the provider status.
  • Take appropriate action.
Provider Listed in QE2? Status Action Needed
Yes Active None.
Yes Set Up Submit edit provider request to activate provider.
Yes Inactive Submit edit provider request to reactivate provider.
Yes Change in provider information Submit edit provider request to change information.
No Provider needed Submit new provider request.
  • Determine if the service needed is attached to the provider. If the provider is in QUEST, find out if the service being provided is attached to the provider. Staff can attach services that do not require an agreement.
  • Determine if the service to be provided requires a service agreement. Services that require a service agreement can only be attached to a provider by the state office. These services are attached at the time the original service agreement is received.
  • Assure the provider has an active agreement. If the provider will be providing a service that requires an agreement, be sure the agreement will be active during the time the services are being provided.
  • Request a background screen. Selected services provided by individual service providers require a background screen. Background screens should be requested approximately two weeks prior to the services being provided.


  1. Provider Statuses.
    • Set-Up. Provider is in QE2, but not available for use. Check to be sure all information is complete and current before requesting activation.
    • Active. Provider is available to be used.
    • Inactive. Provider has been inactivated for the reason listed and is not available for use.
  2. Agreement Types
    • Service Agreement. A fee for service procurement arrangement with a qualified service provider.
    • Cooperative Agreement. An agreement between VR and another entity in which both parties share in the costs associated with the agreement.
    • Grant. Money distributed by VR to a entity for a specific activity.
    • Contract. Agreement between VR and an individual/entity to provide a specific service at a specific cost.

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