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Assistive Technology

About Roles at Assessment Reports/Forms Resources/Links

About

Assistive Technology (AT) services, accommodations, and devices are intended to assist with disability-related needs. If a consumer has a need at any time during the VR process for AT to participate in services or work toward achieving their IPE goal, AT services can be explored and provided as needed.

Technical Specifications - Assistive Technology Assessment and Training Services

Description of Service

An assistive technology (AT) assessment is a service available to assist a DVR consumer in determining what types of modifications, devices, or training may be needed to assist them in reaching their employment goals. The AT assessment should not take more than 60 days and can be provided in coordination with other IPE services. Purchasing of modifications, devices, and training may extend the time it will take the consumer to begin to use the modification or device. The unique needs of the individual and the wide range of complexity in modifications and devices may affect the length of time the implementation of AT takes.

The AT assessment provider must provide a neutral assessment. Recommendations for devices or equipment should include all possible sources to meet the described needs or barriers of the consumer and should not reflect only the equipment in which a provider has a financial interest.

Service Provider Credentials

While certification is not required, it is beneficial. For the delivery of AT services, DVR prefers to work with Service Providers who have received advanced training in the use of AT, especially those with an Assistive Technology Professional (ATP) certification. The ATP certification recognizes demonstrated competence in analyzing the needs of consumers with disabilities, assisting in the selection of appropriate assistive technology for a consumer's needs, and providing training in the use of selected devices and equipment.

Resources for further information on assistive technology and service delivery:

Note: All elements listed in the Roles and Responsibilities serve as part of the technical specifications and are required to be completed by the Service Provider.

Assistive Technology - Summary of Service
Service	Purpose	Timeframes	Deliverables
AT Assessment	Should be authorized for when there is the possibility that an AT modification, device, or training may assist the consumer in reaching their employment goal. This service includes face-to-face and phone time with the consumer along with demonstrations of products and equipment, internet research, and report writing. This service does not include training on devices or equipment.	Completed within 60 days of authorization	AT Assessment Report The assessment report should include three (3) written quotes, if available, for any item that is over $1,500.
AT Training	Should be authorized if the consumer requires training on how to use AT devices or equipment.	Training starts within 30 days of authorization	AT Assessment Training Proposal Monthly AT Training Competency Report
Existing Business Assessment	Existing business AT assessments are authorized following an approved and completed profitability assessment.	Completed within 60 days of authorization	AT Assessment Report
AT Assessment Update	Should be authorized only if an AT assessment has been completed. The purpose of this update is to address any newly assigned tasks and duties or new barrier(s) that current AT devices or equipment are not able to address.	Completed within 60 days of authorization	AT Assessment Report The assessment report should include three (3) written quotes, if available, for any item that is over $1,500.

Note: A DVR Authorization for Services is required before any Customized Employment services begin.

Examples of Common Assistive Technology Assessment Areas

Communication Accommodation

The consumer requires a disability-related adaptation or device to communicate (e.g. communication board, computerized speech device).

Computer-based Accommodation

The consumer requires a disability-related adaptation to use a computer, or the computer's hardware or software or both are the accommodation.

Existing Business

The consumer requires a disability-related assessment to determine what accommodations are required for the essential function of the job duties listed in the Existing Business Review Form. Existing Business AT Assessments are authorized following an approved Profitability Assessment.

Hearing Accommodation

The consumer requires a disability-related adaptation or device(s) to accommodate a hearing loss that affects specific work tasks.

Low Vision Accommodation

The consumer requires a disability-related adaptation or device(s) to accommodate a vision loss that affects specific work tasks.

Mobile Devices

The consumer requires a disability-related adaptation or mobile device to accommodate a specific work task (e.g. phone, tablet, applications).

Mobility Accommodation

The consumer requires devices or modification related to seating, ergonomics, or movement within the workplace.

Vehicle Modification

The consumer requires modifications to a vehicle and the vehicle is required to reach the employment goal.

Workplace Accommodation

The consumer requires a disability-related adaptation to the workplace environment, work tasks, or device(s) to effectively complete tasks in the workplace.

Referral

When referring for an AT assessment, DVR staff should send referral information that includes the contact information for the consumer and guardian (if appropriate), case notes, FAR, vocational goal, and detailed referral questions. Use of the DVR AT Assessment Referral Form is considered best practice, however is not required. If you do not use this form, you are still required to provide the information noted above, as outlined in the form.

For Existing Business consumers, use the Existing Business Review Form.

To ensure coordination of services, DVR staff and the Service Provider are encouraged to connect via email or by phone once the Service Provider receives the authorization to consult on the referral. This would include a review of the referral information and questions, scheduling as needed, as well as the number of hours the Service Provider will need to complete the assessment.

Training for Consumers

In some cases, training is recommended for a consumer to learn how to use a specific device or devices, or to learn other accommodation strategies as part of using assistive technology. If a Service Provider believes training will be necessary for a consumer to develop the necessary skills and proficiency to use a device, skill, or accommodation, they should indicate that as part of the AT Assessment Report using the AT Training Proposal Report. The Service Provider should share any training recommendations with the consumer and counselor to consider before authorization.

The proposal should:

Be time limited and indicate possible start and end dates, including number of hours recommended.
Outline the consumer's level of proficiency in the use of the AT device, skill, or accommodation.
Outline specific training targets, planned approaches, possible progress measures, and anticipated timeframes for completion.
Include expectations and responsibilities for the trainer and consumer.
Include other costs associated and identified for participation in training.
Identify any barriers that my impact training including disability-related barriers.

Reports

The AT Assessment Report should include all information listed in the required reporting template. In general, the report should answer questions related to the disability and the work and/or school related task(s) that require modification. The report should explain the reason/need for each device. Solutions provided should include a variety of approaches (low tech to high tech) and consider the work or training environment.

The AT Assessment Report should include three written quotes (if available) for any item costing over $1,500. See the Rate Determination Chart for more information on fees for statewide services.

The AT Assessment Report should be completed and forwarded to DVR within 60 days of the referral and reviewed with the consumer following the assessment. A meeting with the consumer, DVR Counselor, and Service Provider is strongly recommended to explain the results and recommendations for assistive technology.

If training is needed, the Service Provider should complete the AT Training Proposal Report in addition to the AT Assessment Report. Each device, piece of equipment, application, software, etc. that requires training should be included in this report. The report should also include the goals of the training, the projected number and length of training sessions, projected dates of training completion, who is providing the training, and proposed strategies and progress measures toward the stated goals.

The monthly AT Training Competency Report should be completed by the Service Provider for each month the training is provided. The monthly training competency report should include dates of training provided, length of time spent training, specific training provided, approaches/strategies used, competencies and skill improvements achieved, barriers to the training provided, and anticipated timeframes for completion. These reports should provide DVR and the consumer with information about continued expectations and responsibilities for the trainer and the consumer.

For one-time services, reports are due within five business days of the final day of service. For ongoing or continuing services, reports are due no later than five business days from the last business day of each month.

NOTE: If the Service Provider requests to use their own reporting template, the report must follow the same sequence and contain all elements in the AT Training Competency Report. Please email the DVR Program Development Specialist to submit a reporting template and request for approval.

Service Provider Travel Time, Lodging, and Meals

DVR may reimburse travel and mileage costs if necessary for the Service Provider to provide a service. Service Providers must submit a travel log detailing mileage. Reimbursement for lodging and meals may be considered on a case-by-case basis. Any lodging and meal requests must be pre-approved and will be paid at the State rate.

Pre-approved expense details should be submitted along with the AT Training Competency Report. Properly submitted reimbursement requests will be paid within 30 days of receipt when reports and services have been delivered and accepted as specified.

NOTE: Mileage, lodging, and meal reimbursement must be authorized by DVR in advance.

Purchasing

With pre-approval from DVR, when a Service Provider purchases AT devices or equipment for a consumer they will be reimbursed for the actual cost of the device(s) or equipment plus any associated shipping costs. DVR is unable to fund additional fees or surcharges for ordering AT devices or equipment without pre-approval.

NOTE: A DVR authorization for services is required before any services can begin. This includes travel, AT assessments, purchasing of devices and equipment, and training.

Billing Requirements

Invoices for services should be submitted as described on the Authorization for Services, also referred to as the purchase order. Invoices must be received by DVR within 60 days of completion of the service. Properly submitted invoices will be paid within 30 days of receipt when reports and services have been delivered and accepted as specified.

Assistive Technology Roles at Assessment

January 2019

An assistive technology (AT) assessment is a service used to help DVR consumers determine what types of modifications, devices, or training may be needed to assist them in reaching their employment goals. This service may be provided in coordination with other services included in a consumer's Individualized Plan for Employment (IPE).

AT assessments should take place no more than 60 days from the date of referral. Purchasing of devices or equipment and training recommendations may extend the time before a consumer can begin using a modification or device. Level of complexity of specific devices and the unique needs of each consumer affect the length of time AT services take.

DVR can be expected to:

Help consumers understand what the AT assessment is for, what will happen during the assessment, and what will be assessed
Provide consumers information about service providers they may choose for the assessment
Help consumers choose an appropriate Service Provider
Provide consumers contact information to connect with the consumer's selected Service Provider
Authorize the consumer's selected Service Provider to perform services and provide referral information in a timely manner
Answer any questions consumers have during the assessment or while receiving AT services
Provide consumers a copy of their AT assessment report, if they want one
Provide resources regarding disability, assistive technology, and accommodations
Provide consumers receiving AT services or equipment needed resources and services related to budgeting, saving, and financial literacy

Service Providers can be expected to:

Contact consumers to set up appointments, determining dates and times for when and where services will be provided
Talk to consumers about where they want to meet
Ask consumers what information they want to share with others
Keep consumer information private
Respond to calls and emails from consumers
Provide any reasonable accommodations consumers need to participate in services
Communicate effectively and efficiently, providing consumers constructive feedback
Gather comprehensive background information about each consumer's disability, functional limits and needs, and goals related to assistive technology
Complete a report within 60 days of referral that includes recommendations to address consumer barriers to employment
Maintain knowledgeable and qualified staff to provide training
If repairs are needed, provide a loaner device, if available, or assist with location of a loaner device
Maintain adequate levels of professional liability insurance and product liability insurance, if appropriate
Explain to the consumer the range of options that could meet their needs, including no-tech to high-tech options and no-cost, commercially-available, and custom-fabricated technologies
Be transparent and objective in sharing the full scope of available products and services, disclosing manufacturer relationships, and providing comparisons of technology options
Use appropriate tools and measurements to assure proper fit and function of equipment
Provide delivery, fitting, and adjustment of equipment
Provide complete instruction on proper use of equipment
Provide maintenance and repair information, including who can provide and who will pay for the services
Provide information about when a consumer may be eligible for equipment updates from a funding source, where applicable

Consumers are expected to:

Choose a provider -- if more information is needed to make an informed decision, consumer will request it
Respond to contacts from their selected Service Provider in a timely manner (3-5 business days) to schedule the assessment
Attend and be on time for the assessment as scheduled, or contact Service Provider in advance if unable to attend as scheduled
Fully participate in assessment activities to the best of their ability
Participate in meeting with DVR Counselor and Service Provider after the AT assessment is completed to review outcomes and recommendations
Notify DVR and Service Provider of any issues or concerns that may arise
Contact DVR or Service Provider with any questions or concerns during the assessment
Maintain communication with DVR counselor and Service Provider about AT and employment-related topics