DBS VR Manual Chapter 40: Case Management

Revised July 2014

40.4 Guidelines for Referral and Transfer of Cases

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40.4.3 Procedure for Transfer

The transferring and receiving region will each have 10 business days to complete the following steps:

  1. The transferring VRC completes a case review form and gives the case review form and case file to the VR supervisor and/or coordinator.
  2. The transferring VR supervisor and/or coordinator review the completed case review form and document in ReHabWorks that the case has been reviewed.
  3. The transferring VR supervisor and/or coordinator contact the receiving VR supervisor and/or coordinator to discuss any pertinent details and provide any updates relating to the case.
  1. The receiving VR supervisor and/or coordinator assign the case to the appropriate receiving VRC. The case may or may not be assigned to the VRC covering the ZIP code area in which the consumer lives, depending on the nature and sensitivity of the case. This decision will be at the discretion of the receiving VR supervisor and/or coordinator.
  2. The receiving VRC contacts the transferring VRC to staff the case.
  3. The receiving VRC notifies the consumer that the case is being transferred and provides a time frame for completing the transfer.

The transferring VRC

  • documents the receiving VRC’s approval for transfer in a case note titled "Case Transfer (add to topic) Approval";
  • updates both the paper and online case files to ensure that they are complete and accurate;
  • closes or cancels service records and purchase orders for services that will not be provided;
  • completes an initial case review and updates both the paper and online case files to ensure they are complete and accurate (for cases being transferred from a transition VRC to an adult VRC, see Chapter 33: Transition Services, 33.10.3 Transfer to Adult Vocational Rehabilitation Services);
  • completes the electronic transfer in ReHabWorks; and
  • delivers the paper case file within 10 working days after the electronic transfer to the receiving counselor by
  • certified mail, UPS, or FedEx (note the tracking number in the electronic folder) if the counselor is located in a different office; or
  • hand-delivery if the counselor is located in the same office.

The transferring counselor

contacts the receiving counselor before transferring the case, notifies the consumer that the case is being transferred, and provides a time frame for completing the transfer;

closes or cancels service records and purchase orders for services that will not be provided;

completes an initial case review and updates both the paper and online case files to ensure that they are complete and accurate. For cases being transferred from a transition counselor to an adult VR counselor, see Chapter 33: Transition Services, 33.10.3 Transfer to Adult Vocational Rehabilitation Services;

if a case is being transferred to another region, asks the transferring VR coordinator (or other assigned staff members in the region) to complete a case review before the transfer and makes any necessary changes to update the file. The transferring VR coordinator sends a copy of the case review to the receiving VR coordinator confirming that corrections have been made. The case is transferred upon agreement from the receiving VR coordinator;

completes the electronic transfer in ReHabWorks; and

delivers the paper case file within 10 working days after the electronic transfer to the receiving counselor by

ocertified mail, UPS, or FedEx (note the tracking number in the electronic folder) if the counselor is located in a different office; or

ohand-delivery if the counselor is located in the same office.

For detailed procedures on transferring a case using ReHabWorks, see the ReHabWorks Users Guide, Chapter 9: Other Case Management, 9.3 Case Transfer.

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