Common use of Provider Determinations Clause in Contracts

Provider Determinations. a. Not every activity assignment/referral to training might be the right fit for every participant. As such, districts are required per federal regulations at 7 CFR 273.7(c)(18) to have procedures in place for when a provider/contractor determines an individual is not a good fit for a particular activity or program they are referred or assigned to. This is called the provider determination process. Please describe the district process below. Include in the description the district process for screening individuals prior to referral to a provider, the procedures providers follow to communicate information related to provider determinations with the district, the procedures workers follow to communicate information related to provider determinations with the client, and the procedures for documenting provider determinations. All non-exempt individuals complete an assessment which is done with person-centered approach to assess the persons education level, including literacy and English language proficiency, basic skills proficiency, childcare and other supportive service needs, skills and prior work experience, prior participation in education and training, training and vocational interests as well as any individual or family circumstances such as the special needs of a child to help identify appropriate assignment of activities. Should a provider determine that a placement is not appropriate, they would contact the agency to notify them of their concerns. The Senior Employment Specialist with have a discussion with the provider around their concerns and determine if there are any accommodations, we could assist with that would make the assignment more appropriate. If no accommodations could be made, the Senior ES would discuss with the Employment worker and arrangements would be made to reassign the individual to a different activity and document in the case record. If appropriate, the Employment worker would discuss with the individual the reason for reassignment and work with them on any barriers that may need to be addressed. b. Described below is the district process for informing providers of their authority and responsibility to determine if an individual is not a good fit for a particular activity or program: c. Described below is the district process for provider oversight to ensure that provider determinations are not unfair or used to discriminate against protected classes: An ES goes out to the sites biweekly to obtain timesheets, get info on progress of each participant and address any issues. The Supv also calls immediately with any immediate concerns. Senior Employment staff will provide oversight and have discussion with providers regarding any concerns that should arise regarding placement of individuals.

Provider Determinations. a. Not every activity assignment/referral to training might be the right fit for every participant. As such, districts are required per federal regulations at 7 CFR 273.7(c)(18) to have procedures in place for when a provider/contractor determines an individual is not a good fit for a particular activity or program they are referred or assigned to. This is called the provider determination process. Please describe the district process below. Include in the description the district process for screening individuals prior to referral to a provider, the procedures providers follow to communicate information related to provider determinations with the district, the procedures workers follow to communicate information related to provider determinations with the client, and the procedures for documenting provider determinations. All nonThe TA/Employment worker will "screen" as they conduct the assessment interview and develop an individualized employment plan with each client. Referrals to providers are made by the worker and go through the Social Welfare Manager and Assistant director after the clients individual detailed goals are created and a provider is found to be a good fit based on those goals and the program offerings. Regular meetings are held that include the service provider staff/contract agencies and the TA/Employment workers and supervisors to evaluate the client's progress, share information, and make any necessary adjustments. During these meetings, it may be discovered that there is an issue and the provider program is not a good fit for the client. The TA/Employment worker would follow-exempt individuals complete an assessment which is done up with person-centered approach the client and notify of any change in the provider and changes would then be made to assess the persons education level, including literacy and English language proficiency, basic skills proficiency, childcare and other supportive service needs, skills and prior work experience, prior participation client's Employment Plan. A detailed case note would be entered in education and training, training and vocational interests WTWCMS by the TA/Employment worker on the meetings as well as any individual follow-up notifications to the client or family circumstances such as the special needs of a child to help identify appropriate assignment of activities. Should a provider determine that a placement is not appropriate, they would contact the agency to notify them of their concerns. The Senior Employment Specialist with have a discussion with the provider around their concerns and determine if there are any accommodations, we could assist with that would make the assignment more appropriate. If no accommodations could be made, the Senior ES would discuss with the Employment worker and arrangements would be changes made to reassign the individual to a different activity and document in the case record. If appropriate, the Employment worker would discuss with the individual the reason for reassignment and work with them on any barriers that may need to be addressedprovider. b. Described below is the district process for informing providers of their authority and responsibility to determine if an individual is not a good fit for a particular activity or program:: The TA director has regular contact with the contract providers to discuss any barriers they encounter in meeting the contract goals, including any client issues. The providers would not declare a client unfit for their program until they have provided good cause for this. c. Described below is the district process for provider oversight to ensure that provider determinations are not unfair or used to discriminate against protected classes: An ES goes out The TA Director monitors the contract agencies through regular email/phone communication, formal meetings, as well as yearly or more site visits to the sites biweekly to obtain timesheets, get info on progress of each participant and address any issuesprovider sites. The Supv also calls immediately with TA Director is informed of any immediate concerns. Senior Employment staff will provide oversight and have discussion with providers regarding issues or of the possibility that a client may be unfit for a particular program before any concerns that should arise regarding placement of individualsaction is taken by the provider.

Provider Determinations. a. Not every activity assignment/referral to training might be the right fit for every participant. As such, districts are required per federal regulations at 7 CFR 273.7(c)(18) to have procedures in place for when a provider/contractor determines an individual is not a good fit for a particular activity or program they are referred or assigned to. This is called the provider determination process. Please describe the district process below. Include in the description the district process for screening individuals prior to referral to a provider, the procedures providers follow to communicate information related to provider determinations with the district, the procedures workers follow to communicate information related to provider determinations with the client, and the procedures for documenting provider determinations. All non-exempt individuals complete The district and its contractors discuss local activities that are available to assist an individual in meeting his/her goals. At this meeting the decision is made between the Assessor and the individual what activity seems appropriate to the person's success. The Assessor will review the Providers requirements and ensure the individual is aware of requirements and all providers requirements are met. Once a provider determination is determined to be accurate agency will schedule an assessment which is done with person-centered approach to assess the persons education level, including literacy and English language proficiency, basic skills proficiency, childcare and other supportive service needs, skills and prior work experience, prior participation in education and training, training and vocational interests as well as any individual or family circumstances such as the special needs of a child to help identify appropriate assignment of activities. Should a provider determine that a placement is not appropriate, they would contact the agency to notify them of their concerns. The Senior Employment Specialist with have a discussion with the provider around their concerns individual, re-review goals and determine ways to achieve those goals using updated skills learned (if there are any accommodations, we could applicable) and this experience to engage with a different program that will still assist with that would make the assignment more appropriate. If no accommodations could be made, the Senior ES would discuss with the Employment worker and arrangements would be made to reassign the individual to a different activity and document in the case record. If appropriate, the Employment worker would discuss with the individual the reason for reassignment and work with them on any barriers that may need to be addressedindividual¿s goal attainment. b. Described below is the district process for informing providers of their authority and responsibility to determine if an individual is not a good fit for a particular activity or program:: Depending on the activity a provider could be a contracted provider, a provider that would enter into a memorandum of understanding or other. Contracted providers and those entering into MOU's will have the information spelled out in their documentation. Other providers will receive this information either in an in-person orientation or via phone or email of the requirements of being a provider site. Providers are given access to phone/emails/computer systems to communicate with us regarding provider determinations, verification on information and attendance reporting. c. Described below is the district process for provider oversight to ensure that provider determinations are not unfair or used to discriminate against protected classes: An ES goes out Agency staff as well as contractors will conduct at least annually scheduled and unscheduled visits. During these visits we will review documentation from provider to the sites biweekly to obtain timesheets, get info on progress of each participant and address ensure a well-documented participation history including any issues. The Supv also calls immediately with any immediate /concerns. Senior Employment staff During these visits we will provide oversight and have discussion with providers also talk to participants regarding successes, challenges to ensure accuracy of information being received. We will include this qualitative information during our review of any concerns provider determinations that should arise regarding placement of individualsmay occur.

Provider Determinations. a. Not every activity assignment/referral to training might be the right fit for every participant. As such, districts are required per federal regulations at 7 CFR 273.7(c)(18) to have procedures in place for when a provider/contractor determines an individual is not a good fit for a particular activity or program they are referred or assigned to. This is called the provider determination process. Please describe the district process below. Include in the description the district process for screening individuals prior to referral to a provider, the procedures providers follow to communicate information related to provider determinations with the district, the procedures workers follow to communicate information related to provider determinations with the client, and the procedures for documenting provider determinations. All individuals complete an employment assessment with a case manager discussing any interests, goals, education and possible medical and/or physical limitations, drug and alcohol issues and other barriers such as criminal record. Individuals who state that they have limitations in regards to physical or mental health are given a LDSS-4526 form to take to their Doctor. If they are not linked with a Doctor then DSS refers them to IMA for the evaluation as our contract agency for these services. If a client reports that they are needed in the home to care for someone then a needed in the home statement would be given.. If they report D&A issues they are referred to IMA for an evaluation. Once received, documentation is reviewed by CM and/or supervisor to determine if exempt from activities, or non-exempt. Once a determination has been made if a client is deemed non-exempt individuals complete the individual is then referred to our contracted agency, Career Systems Development (CSD) for an assessment which appropriate activity placement. When DSS refers a client over to be linked with work activities a coversheet is done given that states any limitations and/or barriers they may have. Based on the information CSD receives they place the client at a worksite that best fits the needs and limitations for the client. The client completes an interview with person-centered approach to assess the persons education level, including literacy worksite and English language proficiency, basic skills proficiency, childcare and other supportive service needs, skills and prior work experience, prior participation in education and training, training and vocational interests as well as any is either accepted or declined for placement. If the providing agency determines the individual or family circumstances such as the special needs of a child to help identify appropriate assignment of activities. Should a provider determine that a placement is not appropriatea good fit, they would contact report back to CSD who then reports back to the agency assigned CM, the individual is notified and discussions are held to notify them of their concernssee if there is a more appropriate activity or provider available. The Senior Employment Specialist with have a discussion CSD staff work closely with the provider around their concerns client, providing agency, and determine if there are any accommodations, we could assist with that would make the assignment more appropriate. If no accommodations could be made, the Senior ES would discuss with the Employment worker and arrangements would be made CM to reassign the individual ensure a seamless transition to a different activity providing agency and/or activity. All information is documented in WTWCMS and document in the case record. If appropriate, the Employment worker would discuss via email with the individual the reason for reassignment and work with them on any barriers that may need to be addressedCMs. b. Described below is the district process for informing providers of their authority and responsibility to determine if an individual is not a good fit for a particular activity or program:: CSD locates and secures all participating providers as an agent of the county, using the DSS worksite agreement template. During the contract/worksite development, the need for worksites and provider responsibilities are reviewed in great detail and importance. CSD staff maintain ongoing relationships with all participating providers. CSD completes worksite agreement renewals as needed. The renewal process includes a review of the worksite agreement, program expectations, and a review orientation. When a worksite agreement is being completed for the first time, the worksite agreement is reviewed in detail, a comprehensive orientation is conducted, and contact information is highlighted. Consistent and timely feedback is requested and encouraged with a coordinated goal of positive experiences and outcomes. During the orientation, the following topics are covered: program goals, provider expectations, CSD expectations, DSS expectations, required paperwork review including time sheet completion and submittal, conflict resolution process, and program contacts. Additionally, CSD develops and provides a Worksite Newsletter monthly. The Worksite Newsletter provides important dates for required actions during the upcoming month such as time sheet due dates and observed holidays. The Worksite Newsletter also provides work readiness development topics and tips as well as CSD staff contact information. c. Described below is the district process for provider oversight to ensure that provider determinations are not unfair or used to discriminate against protected classes: An ES goes out Providers report to CSD any issues with DSS individuals placed with them. CSD gathers the sites biweekly information, shares with the assigned DSS Employment worker. Consistent and timely feedback is stressed with every participating provider throughout their participation. CSD confirms the need for such feedback to obtain timesheets, get info on progress of each participant and address any issues. The Supv also calls immediately ensure that CSD staff can assist with any immediate concernsconflict resolution needs and or issues sooner rather than later. Senior Employment It is explained that the goal is to ¿set clients up for success¿ and the only way that this can occur is if CSD knows about situations and can then provide assistance as appropriate. Developing work readiness skills is a process and takes time. CSD staff will provide oversight stress that clients may struggle at times during this process but that CSD staff is there to assist the participating provider to ultimately result in a successful experience for clients and have discussion participating providers. Further, CSD documents all information is WTWCMS and via email with providers regarding any concerns that should arise regarding placement of individualsCMs.

Provider Determinations. a. Not every activity assignment/referral to training might be the right fit for every participant. As such, districts are required per federal regulations at 7 CFR 273.7(c)(18) to have procedures in place for when a provider/contractor determines an individual is not a good fit for a particular activity or program they are referred or assigned to. This is called the provider determination process. Please describe the district process below. Include in the description the district process for screening individuals prior to referral to a provider, the procedures providers follow to communicate information related to provider determinations with the district, the procedures workers follow to communicate information related to provider determinations with the client, and the procedures for documenting provider determinations. All non-exempt individuals complete an assessment which Individuals are matched to potential providers and training based on the client's limitations, if any, need for a high school diploma/GED, and geographic training location. Providers are initially contacted via the phone regarding a client and notified to reach out to the district if the client is done not a good fit or unable to perform the job duties within 10 days of a provider's determination of fitness. Worksites are notified in writing utilizing a WTWCMS referral letter of a client's expectations and/or limitations. The attendance record used by the district requests a rating of attendance, performance, attitude & cooperation, and quality of work. If any area is marked needs improvement, the agency will follow up with person-centered approach to assess the persons education level, including literacy provider for more information and English language proficiency, basic skills proficiency, childcare and other supportive service needs, skills and prior work experience, prior participation this information will be recorded in education and training, training and vocational interests the WTWCMS case record as well as any individual or family circumstances such as the special needs feedback section of a child to help identify appropriate assignment of activitiesthe WTWCMS referral. Should a provider determine that client be unable to continue with a placement is not appropriateprovider, they would contact the agency to notify them of their concerns. The Senior Employment Specialist with have a discussion with the provider around their concerns and determine if there are any accommodations, we could assist with that would make the assignment more appropriate. If no accommodations could be made, the Senior ES would discuss with the Employment worker and arrangements would be made to reassign the individual to a different activity and document in the case record. If appropriate, the Employment worker would discuss with the individual the reason for reassignment the termination/change is explained to the client in detail within 10 days of the agency being notified. The district will listen to the client's concerns and work take those concerns into consideration when working with them on any barriers that may need to be addressedfuture providers. Every interaction with a client or provider is documented in the WTWCMS case record. b. Described below is the district process for informing providers of their authority and responsibility to determine if an individual is not a good fit for a particular activity or program:: Lewis County providers complete a RFP if they are interested in becoming a provider. Once a provider is confirmed as appropriate, the provider is notified of our DSS processes which include a biweekly attendance record with performance information. Providers are informed that they may use the attendance record to inform the district of problems/issues with a client or they can contact the district directly to voice any concerns or problems. c. Described below is the district process for provider oversight to ensure that provider determinations are not unfair or used to discriminate against protected classes: An ES goes out If a provider determines that a client is not a good fit, the district will follow up with the provider and client for more information. Any concerns or complaints by the client will be addressed with the provider and notes retained in the case record to prevent future work with the provider. Due to the sites biweekly limited number of providers that Lewis County has to obtain timesheetswork with, get info on progress of each participant the district has visited every provider in person and address any issuesthe provider's determinations, concerns or complaints are immediately followed up on. The Supv also calls If the district felt a client was being treated unfairly or the provider location was unsafe, the district would immediately with any immediate concernsremove the client from the provider location. Senior Employment staff will provide oversight Both client and have discussion with providers regarding any concerns that should arise regarding placement of individualsprovider complaints are looked into.

Provider Determinations. a. Not every activity assignment/referral to training might be the right fit for every participant. As such, districts are required per federal regulations at 7 CFR 273.7(c)(18) to have procedures in place for when a provider/contractor determines an individual is not a good fit for a particular activity or program they are referred or assigned to. This is called the provider determination process. Please describe the district process below. Include in the description the district process for screening individuals prior to referral to a provider, the procedures providers follow to communicate information related to provider determinations with the district, the procedures workers follow to communicate information related to provider determinations with the client, and the procedures for documenting provider determinations. All non-exempt individuals complete Prior to referring an assessment which is done individual to an appropriate SNAP E&T activity, Program Specialists will conduct an assessment, offer case management to identify any barriers & set employment/educational goals with person-centered approach to assess the persons education level, including literacy and English language proficiency, basic skills proficiency, childcare and other supportive service needs, skills and prior work experience, prior participation in education and training, training and vocational interests as well as any individual or family circumstances such as the special needs of a child to help identify appropriate assignment of activities. Should a provider determine that a placement is not appropriate, they would contact the agency to notify them of their concerns. The Senior Employment Specialist with have a discussion with the provider around their concerns and determine if there are any accommodations, we could assist with that would make the assignment more appropriate. If no accommodations could be made, the Senior ES would discuss with the Employment worker and arrangements would be made to reassign the individual to ascertain that the appropriate work activity is suitable for the applicant/recipient. Providers are informed of an individual¿s medical limitations and necessary accommodations by means of a different (OTDA Approved)Referral Turnaround Document. Providers have 10 days from the date of a provider determination to notify the district in writing that a participant is not a good fit for their program or an activity component. All communication from the provider to the district is documented in a Referral Turnaround Document. The district will notify the SNAP E&T participant of a provider determination within 10 calendar days after receiving notification from the provider. The district will explain the provider determination to the SNAP E&T participant. The district will also notify the client what the district¿s next steps will be as a result of the provider determination and document provide the client with the district¿s contact information. The individual will also be notified that a sanction will not be imposed due to the provider determination. When the district receives a provider determination, the SNAP E&T participant will be notified either verbally or in writing. All provider determinations are documented with a case note in the client¿s case record. If appropriate, file at the Employment worker would discuss with the individual the reason for reassignment and work with them on any barriers that may need to be addressedtime a client is informed of a provider determination. b. Described below is the district process for informing providers of their authority and responsibility to determine if an individual is not a good fit for a particular activity or program:: The district informs service providers collaborating with the Employment Services Unit that they have authority and a responsibility to make a provider determination if an individual is not a good fit for the work assignment. When a service provider contracts with the district to provide employment services, they are informed of their responsibility to report a determination in writing by means of a Referral Turnaround Document. c. Described below is the district process for provider oversight to ensure that provider determinations are not unfair or used to discriminate against protected classes: An ES goes out The district confers regularly with service providers and clients to ascertain that provider determinations are fair and do not discriminate against individuals assigned to a work activity. Upon receipt of a Referral Turnaround Document with a provider determination, the sites biweekly district will engage in a discussion with the service provider and the individual to obtain timesheetsconfirm details for said determination. If there are discrepancies, get info on progress of each participant the district may request to meet with a service provider to further discuss questions and address any issues. The Supv also calls immediately with any immediate concerns. Senior Employment staff will provide oversight This process is documented in a case note and have discussion with providers regarding any concerns that should arise regarding placement of individualskept in the client¿s case file.