Technical Specifications - Assistive Technology

About

Assistive Technology (AT) services, accommodations, solutions, and devices are intended to assist with disability-related needs.

Assistive Technology (AT) is defined federally as "any item, piece of equipment, or product system, whether acquired commercially off the shelf, modified, or customized, that is used to increase, maintain, or improve functional capabilities of individuals with disabilities." This definition comes from the Assistive Technology Act and subsequent versions, including the 21st Century Assistive Technology Act. AT also encompasses services that help individuals select, obtain, and use these devices effectively.

Key aspects of AT:

Items, equipment, or systems: AT can be a physical product or a combination of products.
Commercial, modified, or customized: AT may be a standard item purchased off the shelf, modified to meet specific needs, or specially designed for a particular individual.
Purpose: The main goal or AT is to enhance the abilities of individuals with disabilities to perform tasks.
Contexts: AT can be used in employment, education, and daily living.

Assistive Technology Services: In addition to devices, AT service include:

Evaluating the need for AT.
Acquiring or providing AT devices.
Fitting, adapting, and customizing devices.
Providing training or technical assistance to the user.

If a consumer has a need at any time during the VR process for AT to participate in services or work toward achieving their Individualized Plan for Employment (IPE) goal, AT services can be explored and provided as needed.

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. The WisTech AT Certification also ensures a foundational level of knowledge to provide AT assessments and services. Specialized certifications, licensure, or experience may be required for certain services or devices, and providers should only deliver services within their scope of expertise. General AT providers should provide AT services that fall within their own scope of expertise.

Summary of Services Table

Assistive Technology - Summary of Services Table
SERVICE	PURPOSE	TIMEFRAMES	DELIVERABLES	PAYMENT
AT Assessment	Authorization is appropriate when DVR has identified there is the possibility that AT modifications, devices, or training will assist the consumer in reaching their employment goal. Assess the consumer's needs and identify AT modifications, devices, or training that may assist them in reaching their employment goal. This service includes face-to-face, phone, or virtual 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.	60 days to complete the service.	AT Assessment Report, including all elements of Reporting Requirements Include three (3) written quotes, if available, for any item over $1,500, or documentation of why three quotes were not available.	Varies by vendor and consumer.
AT Training	Authorization is appropriate when the consumer requires training to effectively use AT devices or equipment. Provide training on AT devices or equipment as indicated in the AT Assessment.	Training starts within 30 days of receipt of purchase order.	AT Assessment Report – Training Recommendations section, including all elements of Reporting Requirements. AT Training Competency Report, including all elements of Reporting Requirements.	Varies by vendor and consumer.
Existing Business Assessment	Authorization is appropriate after DVR has approved and completed a profitability assessment for an existing business and AT needs must be further explored. Assess AT needs of an existing business following an approved and completed Employment and Wage and/or Debt/Asset Ratio assessment.	60 days to complete the service.	AT Assessment Report, including all elements of Reporting Requirements.	Varies by vendor and consumer.
AT Assessment Update	Authorization is appropriate when an AT Assessment has already been completed and new tasks, duties, or barriers require reassessment of AT needs. Reassess if new tasks, duties, or barriers arise that current AT devices or equipment cannot address.	60 days to complete the service.	AT Assessment Report, including all elements of Reporting Requirements. Include three (3) written quotes, if available, for any item over $1,500, or documentation of why three quotes were not available.	Varies by vendor and consumer.

Service Delivery Expectations

A DVR Authorization for Services is required before any services can begin.

Service Details

AT Assessment

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 using 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 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. This also includes low-cost or free AT devices and solutions.

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 devices to accommodate a hearing loss that affects specific work tasks.

Low Vision Accommodation - The consumer requires a disability-related adaptation or devices 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 devices to effectively complete tasks in the workplace.

Referral

When referring for an AT assessment, DVR staff should send referral information that includes:

Consumer Case Summary
Any relevant case notes
Functional Assessment Rating (FAR)
Employment goal
Purpose of referral and expectations of assessment, including any specific referral questions.
Preferred location for assessment and if anyone else needs to be present, if applicable.

A referral form is required and needs to include the information above. Use of the DVR AT Assessment Referral Form is considered best practice; however, provider-specific referral forms may be used if they include all required information.

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

To ensure coordination, DVR staff and the Service Provider are encouraged to connect via email or by phone after authorization to review referral information, discussing the number of hours the Service Provider will need to complete the assessment, and the hourly rate the Service Provider charges. If travel, mileage, lodging, and/or meal costs are included in that rate, no additional reimbursement is needed. If these costs are not included, see the section below on Service Provider Travel, Lodging, and Meals for guidance on documentation requirements and reimbursement.

Training for Consumers

Training is often recommended for a consumer to learn how to use a specific device or devices, or to learn other accommodation solutions 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, training recommendations should be included in the AT Assessment Report. Each device, piece of equipment, application, software, etc. that requires training should be included.

Training recommendations 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 may impact training, including disability-related barriers.

Reporting Requirements

The AT Assessment Report should:

Include all information listed in the required reporting template.
Address questions related to the consumer's disability and the relevant work and/or school related task(s) that require modification.
Explain the reason/need for each device.
Document solutions, including a variety of approaches ranging from low- to high-tech, including any low-cost or free options, and consider the work or training environment.
Incorporate training recommendations if the consumer will require training, including those noted above under Training for Consumers.
Include three written quotes (if available) for any item costing over $1,500, or documentation of why three quotes were not available. (See the Rate Determination Chart for more information on fees for statewide services.)
Be completed and forwarded to DVR within 60 days of the referral.
Be reviewed with the consumer following the assessment. A meeting with the consumer, DVR case facilitator, and Service Provider is strongly recommended to explain the results and recommendations for assistive technology.

The AT Training Competency Report should:

Be completed monthly for ongoing training or as a final report for one-time training.
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 next steps and timeframes for completion.
Include consumer feedback about continued expectations and responsibilities for the trainer and the consumer.

For one-time services, reports are due within five (5) 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.

AT Service Provider Travel Time, Lodging, and Meals

Travel, mileage, lodging, and meal costs incurred by the AT provider to provide a DVR-authorized service will be reimbursed upon request if not already included in the provider's standard rate.

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 of Wisconsin rate as outlined in the State Pocket Travel Guide.
Properly submitted reimbursement requests will be paid within 30 days of receipt, once reports and services have been delivered and accepted as specified. Pre-approved expense details should be submitted along with the applicable AT Report.

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

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.

Subscription-Based Services:

Subscription services (e.g., software applications, internet, apps, licenses) cannot typically be purchased directly through a DVR Purchase Order (PO).
If a subscription service is necessary for the consumer, DVR may reimburse the consumer directly rather than purchase through the Service Provider.
DVR's definition of a subscription service is a purchase made by signed agreement to contract and/or pay for an item or service for a specified period of time.
Examples of subscription services include telephone, cable/satellite, internet, periodicals, memberships, licenses, insurance, software, applications, etc. In the context of AT, examples may include: screen readers or magnification tools (e.g., JAWS), speech-to-text or dictation software (e.g., Dragon, Speechify), AAC apps or communication platforms requiring renewal, time management or planning apps, note-taking or study support apps (e.g., Evernote, Notion), memory or cognitive training platforms (e.g., Lumosity, CogniFit), translation or reading support services (e.g., Grammarly, Read & Write, Microsoft accessibility add-ons), remote access tools, security subscriptions, device management software, etc. (These examples are not all-inclusive.)
Providers should document any recommended subscription services in the AT Assessment Report and discuss them with the consumer.
More detailed guidance on purchasing subscription-based services as it relates to AT will be referenced here once available. In the meantime, providers should consult with local DVR staff to ensure purchases and recommendations follow current DVR purchasing procedures and policy requirements.

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

Billing Requirements

Invoices for services should be submitted as described in 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.

Fee Schedule

Assistive Technology (AT) Fee Schedule
RATE	SERVICE
Varies by vendor and consumer	AT Assessment and Report Payable upon completion of acceptable service and report to DVR within five (5) business days of the conclusion of the last contact with the consumer. Completion of service not to exceed 60 days from issue of service authorization. (Code 033) Rehab Tech: Assessment and Devices
Varies by vendor and consumer	AT Training Competency and Report Payable upon completion of acceptable service and report(s) to DVR within five (5) business days of the conclusion of the last contact with the consumer. Initiation of service not to exceed 30 days from issue of service authorization. (Code 034) Rehab Tech: Training and Guidance (Code 037) Rehab Tech: Low Vision Aids Training
Varies by vendor and consumer	Existing Business Assessment Payable upon completion of acceptable service and report to DVR within five (5) business days of the conclusion of the last contact with the consumer. Completion of service not to exceed 60 days from issue of service authorization. (Code 033) Rehab Tech: Assessment and Devices
Varies by vendor and consumer	AT Assessment Update Payable upon delivery of acceptable service and report to DVR within five (5) business days of the last contact with the consumer. Completion of service not to exceed 60 days from issue of service authorization. (Code 033) Rehab Tech: Assessment and Devices

Notes:

Rates are provider-set and subject to DVR approval. DVR authorization is required before services, training, or purchases begin.
AT equipment, devices, and items should be purchased in accordance with DVR purchasing policies and AT Guidance, including ensuring proper coding based on the type of item and the consumer's needs. Examples include:
- (Code 033) Rehab Tech: Assessment and Devices
- (Code 038) Rehab Tech: Engineering (Innovation/Design)
- (Code 035) Rehab Tech: Farm Equipment
- (Code 036) Rehab Tech: Hearing Aids & Related Equip/Srvcs
- (Code 081) Rehab Tech: Home Modifications
- (Code 026) Rehab Tech: Low Vision Aids
- (Code 039) Rehab Tech: Vehicle Modifications
See Fiscal Account Codes for more details. (Staff Only, Internal Link)

Reports/Forms

Optional Reporting Templates

Providers may use DVR-provided templates or their own report formats, if all required elements are included, and the general sequence of information is maintained.

Reports/Forms
Service	Report Name and Link	Purpose of the Report	Use and Submission Details
AT Assessment, AT Assessment Update, Existing Business Assessment	AT Assessment Report (DVR-18541-E)	Use this report to document the consumer's functional needs, recommended devices or equipment, alternative solutions considered, and training recommendations.	Submit once after completion of the assessment.
AT Training	AT Training Competency Report (DVR-18542-E)	Use this report to document training dates, length, content, strategies used, consumer competencies achieved, barriers encountered, and anticipated next steps. Include consumer feedback.	Submit monthly for ongoing training or within five (5) business days of completion for one-time training.

Service Provider Notifications