Current through Register Vol.. 38, No. 17, April 11, 2022
Service description. Workplace assistance
service means supports provided to an individual who has completed job
development and completed or nearly completed job placement training (i.e.,
individual supported employment) but requires more than the typical job coach
services, as in 12VAC30-122-400
, to maintain stabilization in his employment.
This service is supplementary to individual supported employment service.
Workplace assistance service shall be covered in the FIS and CL
Criteria and allowable
1. The activity shall not be work
skills training that would normally be provided by a job coach.
2. This service shall be delivered in their
natural employment setting, where and when the service is needed.
3. The service shall facilitate the
maintenance of and inclusion of the individual in an employment
a. Habilitative supports related to
nonwork skills needed for the individual to maintain employment such as
appropriate behavior, health maintenance, time management, or other skills
without which the individual's continued employment would be
supports needed to make and strengthen community connections;
c. Routine supports with personal care needs;
however, this cannot be the sole use of workplace assistance service;
d. Safety supports needed to
ensure the individual's health and safety.
Service units and limits.
1. A unit shall be one hour. Workplace
assistance service may be provided during the time that the individual being
served is working, up to and including 40 hours a week. There shall be no
annual limit on how long this service may remain authorized.
2. Workplace assistance service shall not be
provided simultaneously (i.e., the same dates and times) with work-related
personal assistance service. This service shall not be provided solely for the
purpose of providing assistance with ADLs to the individual when the individual
3. The service delivery
ratio shall be one staff person to one waiver individual.
4. The combination of workplace assistance
service, community engagement service, community coaching service, supported
employment service, and group day service shall not exceed 66 hours per
5. Workplace assistance
service can be provided simultaneously with individual supported employment
(ISE) service to ensure that the workplace assistant is trained and supervised
appropriately in supporting the individual through ISE best
requirements. Providers shall meet the following requirements:
Providers shall be either:
Providers of supported employment services
with DARS. DARS shall verify that these providers meet criteria to be providers
through a DARS-recognized accrediting body. DARS shall provide the
documentation of this accreditation verification to DMAS and DBHDS upon
(1) DARS-contracted providers shall
maintain their accreditation in order to continue to receive Medicaid
providers that lose their accreditation, regardless of the reason, shall not be
eligible to receive Medicaid reimbursement and shall have their provider
agreement terminated by DMAS. Reimbursements made to such providers after the
date of the loss of the accreditation shall be subject to recovery by DMAS;
b. Licensed by DBHDS
as a provider of non-center-based day support service.
2. These providers shall hold current
provider participation agreements with DMAS. The provider designated on the
signed agreement shall submit claims to DMAS for reimbursement and shall
maintain the required documentation that supports the claims submitted for
ensure that staff providing workplace assistance service meet provider training
and competency requirements as specified in 12VAC30-122-180
. In addition, prior
to seeking reimbursement for this service from DMAS, these providers shall
ensure that staff providing workplace assistance service have completed
training regarding the principles of supported employment. The documentation of
the completion of this training shall be maintained by the provider and shall
be provided to DMAS and DBHDS upon request.
The direct support professional providing
workplace assistance service shall coordinate his service provision with the
job coach if there is one working with the individual providing individual
supported employment service to the individual being supported.
Supervision of direct support staff shall
be provided consistent with the requirements in 12VAC30-122-120
by a supervisor
meeting the requirements of
Providers shall make available for inspection documentation of supervision, and
this documentation shall be completed and signed by the staff person designated
to perform the supervision and oversight. This documentation shall include, at
a minimum, the following:
of contact or observation,
person contacted or observed,
a summary about the direct support professional's performance and service
(iv) any action
planned or taken to correct problems identified during supervision and
Service documentation and requirements.
Providers shall include signed and dated
documentation of the following in each individual's record:
A copy of the completed age-appropriate
assessment as detailed in 12VAC30-122-200
The provider's plan for supports per
requirements detailed in 12VAC30-122-120
Documentation as detailed in
. Data shall be collected as described in the plan for supports,
reviewed, summarized, and included in the regular progress note supporting
d. A written review
supported by documentation in the individuals' record that is submitted to the
support coordinator at least quarterly with the plan for supports, if modified.
For the annual review and every time supporting documentation is updated, the
supporting documentation shall be reviewed with the individual or
family/caregiver, as appropriate, and such review shall be documented.
e. All correspondence to the
individual and the individual's family/caregiver, as appropriate, the support
coordinator, DMAS, and DBHDS.
Written progress note documentation of contacts made with the individual's
family/caregiver, physicians, providers, and all professionals concerning the
documentation shall support all claims submitted for DMAS reimbursement. Claims
for payment that are not supported by supporting documentation shall be subject
to recovery by DMAS or its designee as a result of utilization reviews or