As a temporary measure during the COVID-19 public health emergency, VR's Supported Employment and Benefits providers may use specific alternative methods to obtain signatures of clients and authorized representatives on VR forms.  This process applies to Milestones forms and any forms signed to validate benefits services rendered. 

Providers of supported employment and benefits services were given the following temporary process to obtain signatures or gain verbal approval of clients and authorized representatives while social distancing is required by the COVID-19 public health emergency.  VR staff may confirm client / authorized representative verbal approval as noted below.

1) Where necessary to support remote service delivery and observe social distancing strategies, service providers may obtain a client’s / authorized representative’s handwritten signature using alternate methods. Providers may send an encrypted email with a copy of the document to the client/authorized representative if he or she has the equipment necessary to print, sign and return an electronic copy of the signed document (such as a photo or scanned copy.)

 

2)  If a handwritten signature is not possible because the client/authorized representative does not have available technology, service providers may make an exception to handwritten signatures and allow for electronic signatures. An electronic signature may include the client’s/authorized representative’s electronic signature on a form or an email from the client/authorized representative indicating agreement for his or her signature on the form.

 

3) If the client/authorized representative does not have an email address, doesn’t have access to get to email or is not responding to email follow this process:               

 

• Phone the individual/authorized representative, verify they have received and reviewed the document and note receipt of verbal approval, when applicable

 

•  Submit documentation of verbal approval and continue efforts to obtain applicable signatures; submit signed forms when they are received

 

4) If the client/authorized representative cannot be reached, submit the invoice along with the form that documents attempts to reach the client/authorized representative to obtain such verbal approval.

 

• Continue efforts to obtain applicable signatures and submit signed forms as they are received.

 

5) Nebraska VR counselors/specialists may contact the client/authorized representative to verify receipt and approval of the service rendered and billed when forms are not signed by the client/authorized representative.  The VR staff will document the contact in a task note.

  

6) Provider electronic signatures will be accepted on forms required for invoicing.

 

7) Providers will consult with the client's VR counselor/specialist to address any concerns.