Procedure for Requesting One-Time Environmental or Medical Services

The instructions listed below explain how the support coordinator should request EA1, EA2, SM1 or SM2.

Step 1 - Pre-Purchase Preparation:

 The SC shall determine a one-time purchase is needed for a person using  EA1, EA2, SM1 or SM2.

Step 2 - Pre-Purchase Assessment.

The SC shall complete the ‘Pre-Purchase Assessment’.  Then, scan and email the completed ‘Pre-Purchase Questionnaire’ to the Assistive Technology Program Specialist II (ATPS*).

Step 3- Process the Pre-Purchase Questionnaire:

After the ATPS has processed the 'Pre-Purchase Assessment, the ATPS shall scan and email the Pre Purchase Assessment to the SC.

The Pre Purchase Assessment shall either require the ATPS to go to the Person’s home and to do home assessment or not require a home assessment.

If a home assessment is required, the SC shall:

1) Coordinate with the ATPS to ensure the home assessment is completed

2) Receive from the ATPS a copy of the written home assessment

3) Scan and upload into USTEPS the Pre Purchase Assessment including the ATPS written home assessment using the ‘Pre-Purchase Assessment’ document type

If a home assessment is not required the SC shall:

Scan and upload into USTEPS the Pre Purchase Assessment using the ‘Pre-Purchase Assessment’ document type

Step 4 – Medicaid or Insurance Denial

The SC shall:

            1) Obtain a Medicaid OR private insurance denial of the purchase.

            2) After the SC has obtained the denial, they shall upload it into USTEPS using the ‘Medicaid Insurance Denial’ OR ‘Private Insurance Denial’ document types.

Step 5 – Service Prescription:

The SC shall:

            1) Obtain a prescription or a note from a physician justifying the person's need for the item.

            2) After the SC has obtained the documentation, they shall upload it into USTEPS using the ‘Prescription’ document type.

Step 6 - Quotes:

The SC shall obtain quotes under the following conditions.

            1) If the purchase is $999.99 or under, one quote is required..

            2) If the purchase is between $1999.99 and $4999.99, two comparable questions are required.

            3) If the purchase is $5000.00 or more, two comparable quotes are required.

Step 7 - Create RFS:

The SC shall create and submit a Request for Services for the one-time purchase using the documentation and quotes previously obtained.

Step 8 – RFS Approval

If the Request for Services is approved, the SC shall process one of the following:

           1) If the RFS is approved for any value equal to or less than $4999.99, the SC shall:

                   a. Complete form 295 and email it to the DSPD Administrative Service Manager with a current vendor W9, if the vendor is not known to USTEPS/CAPS

2) If the purchase is $5000.00 or more, the SC shall:

                  a. Contact the DSPD Accountant and work with them to setup a contract with State Purchasing.

                  b. After the contract is awarded, the SC shall complete a CAPS Form 295 and email it to the DSPD Administrative Service Manager with the State Purchasing P.O., and a current vendor W9, if the vendor is not known to USTEPS/CAPS

Step 9 - Update the PCSP Budget

The SC shall update the PCSP Budget with the service/dollars awarded in the RFS after they have been notified that the new Provider Approval has been created in CAPS.

Step 10 - Notify the Provider

The SC shall notify the provider about their authorization to move forward with implementing the service within the scope of the Form 295.

Step 11- Provider Invoice

After the service has been delivered, the SC shall:

1) Obtain a final invoice from the provider regarding the service.

          2) Write on the invoice “product delivered”, sign and date it.

          3) Scan and email the invoice that includes 1) and 2) above to the DSPD Contract Analyst