- Benefits Orientation Specialist receives referral for Benefits Orientation as an email sent via the QE2 automated Benefits Referral process. If VR Specialist assigned to the case is trained to complete the Benefits Orientation service, the referral will be made to yourself. Otherwise a trained benefits orientation specialist is selected from the dropdown list of staff. Once the referral is received the Benefits Orientation should be completed as soon as possible following eligibility determination to ensure the person is provided information to make an informed choice about working and to allow for the timely provision of other benefits services without delay of IPE development.
- Determine status of client's Ticket to Work (TTW). Refer to Benefits Planning Query (BPQY) for information about TTW eligibility and assignment. Information may be hand-written or typed on the BPQY or included on the fax coversheet sent by the Social Security Administration (SSA). If TTW status is not found, email Benefits Services Program Director to obtain information. See Ticket to Work chapter for details about unassigning TTW Ticket to Work
- Check the date of the BPQY obtained for eligibility determination. If it is more than 90 days old, obtain an updated one using release of information on file current to within 12 months. Also, complete and have client/authorized representative, as applicable, sign ‘DHHS Authorization for Disclosure of Protected Health Information’ to obtain information about State benefits.
- Using current BPQY, information from DHHS, and any recent changes to benefits reported by client, verify accuracy of Social Security information on the Existing Benefits screen in QE2 and update as needed.
- Schedule a Benefits Orientation with the client upon receipt of the Benefits Planning Query (BPQY). The Benefits Orientation may be completed in a face-to-face meeting, when possible, but a virtual or telephone conversation with the client may be acceptable. This determination must be made on a case-by-case basis, taking into consideration the complexity of the client's benefits information, and the client's and, as applicable, authorized representative's, ability to understand the information presented. See policy "Hosting/Initiating a Virtual Meeting" for considerations and accommodations for virtual meetings
- The Benefits Orientation Checklist is used as a guide for a full Benefits Orientation and may also be used to conduct an abbreviated Benefits Orientation in some circumstances, such as in the following:
- The client is receiving no Social Security Administration (SSA) disability benefits, but receives other types of benefits funded by state, federal, and or local entities
- In this case, provide a Benefits Orientation that includes discussion of the benefits received by the client, which may include means-based benefits, such as Supplemental Nutrition Assistance Program (SNAP), Housing assistance (from a local Housing Authority), Energy Assistance, TANF, or any other federal/state/locally-funded benefits. Discuss the fact that these benefits will be affected by earning, and whether additional examination of these benefits is needed for the client to make an informed choice about earning income by working. Provide information and/or support as needed to make contacts (with DHHS, Housing Authority, etc.) to determine the exact effects of projected income on benefits. Document the discussion in a Task Note.
- The client is working and is seeking only job retention or other support, such as Vehicle Modifications
- In this case, discuss whether there are any circumstances that would result in a change or concern with the client's current benefits (including new work incentives the client may use, changes in income, family circumstances, such as death, retirement, etc., notices received--such as overpayments or changes in benefits by the SSA for which the client requires explanation, or any other identified issues, such as those related to inconsistent or no reporting of income.) If there are no concerns with benefits received, document this discussion in a Task note.
- The client's Social Security benefits are not disability-related, such as retirement benefits
- In this case, discuss possible affects of earned income on client's other benefits, such as Medicaid. Provide support to contact benefits sources to ensure the client is able to make an informed choice about earning income based on an understanding of how such benefits will be affected. Document the discussion in a Task Note.
7. A full Benefits Orientation is conducted in most circumstances, and includes detailed discussion of items listed below to ensure the client is afforded information necessary to make a choice about working:
- The client's Ticket to Work status as noted on the SSA documentation or received from Benefits Services Program Director. Additional discussion points about the Ticket to Work program are included in the Background and Training section of this policy. Also see Ticket to Work chapter for details about how and when to support the client to unassign their ticket, if applicable, so it may be assigned to Nebraska VR. Explain the Ticket to Work program, including rights and benefits related to the assignment of the ticket, so the client can make an informed decision about ticket assignment to Nebraska VR when the IPE is signed.
- How earning at the Federal Benefit Rate [FBR], Substantial Gainful Activity [SGA] rate, or estimated rate the client is likely to earn by working, would affect the client's benefits. This provides a frame of reference in the plan development process for the client to make informed decisions about a job goal and hours to work and is foundational information for use in the provision of Benefits Analysis Services
- Types and amounts of other assistance the client receives [e.g., Temporary Assistance for Needy Families (TANF) Supplemental Nutrition Assistance Program (SNAP), Housing Assistance, Energy Assistance, etc.]
- Next Continuing Disability Review [CDR] date
- Start and end date for the Extended Period of Eligibility [EPE], if applicable
- Number of Trial Work Period [TWP] months the client has used to-date, and the number of months available for use, if applicable
- Amount of unearned income the client receives from these benefits; description of the type(s) of Social Security benefits the client receives
8. Document Team Service of Benefits Orientation.
9. File copies of the Benefits Orientation Checklist, and BPQY as directed by program manual chapter "Documentation” and your local office practice.
10. Discuss the availability and importance of Benefits Analysis Services with the client (For discussion points, see #11, below.)
11. Make referral to client's selected Benefits Services Provider for identified benefits services. Obtain signed release of information for Benefits provider to obtain current BPQY if document is or will be more than 90 days old when Benefits Analysis Service are provided. See Benefits Analysis Services Chapter for referral process OR,
For a client declining Benefits Services: During the Benefits Orientation, discussion of the importance of receiving Benefits Services is vital. A client who does not understand work incentives may be limiting their ability to maximize income and benefits to reach greater economic self-sufficiency. Clients must be aware of how all federal, state, and local benefits will be affected by earned income. Finally, support provided by a benefits service provider can ensure that a client applies for and accesses all benefits for which they may be eligible, further leveraging earnings for living expenses. The VR Specialist (and Benefits Orientation Specialist, as applicable), play a key role in educating clients on the importance of accessing Benefits Analysis Services. VR staff should discuss that Benefits Analysis Services are free to them, with VR paying the cost, and such services aid in:
- Identifying and clarifying work incentives and other tools so that needed benefits are retained while earnings are maximized
- Providing basic support for budgeting earnings and income
- Addressing concerns with Social Security records found to be incorrect or incomplete
- Providing training and information on the importance of properly reporting earnings
- Supporting application and access to additional benefits not currently received, but for which the client may be eligible
If, given all this information, the client declines a Benefits Services referral, the client will be notified they may request Benefits Services at any time while their VR case is still open. Have the client sign the declination section on the Choice of Benefits Providers form and document the declination in a Customized Task note, titled, "Benefits Services Referral Declined." Include the reasons why the client declined the service at this time.