6.3 Participation While Resolving Issues

Created on: 
Mar 01 2017

Revised On: March 1, 2017

Legal References:

The Participation While Resolving Issues section includes:

  • 6.3.1 What is supporting participation?
  • 6.3.2 Stacking activities and issue resolution
  • 6.3.3 How do we code participation?
  • 6.3.4 What are the types of participation while resolving issues?
  • 6.3.5 How do we treat parents with medical issues who do not have Washington Apple Health?
  • 6.3.6 Parents with medical issues who do not have Washington Apple Health - Step-by-step Guide
  • 6.3.7 What kinds of documentation/evidence should I request?
  • 6.3.8 Supporting participation - Step-by-Step Guide

6.3.1 What is supporting participation?

The purpose of WorkFirst is to help WorkFirst families become self-sufficient through employment as quickly as possible. Many families need support to participate in WorkFirst activities. Supporting a parent/caregiver's participation in job search or employment is fundamental to his/her success.

The main purposes of the comprehensive evaluation, stacking activities and the Social Service Specialist assessment are:

  • Identifying how best to support the participant's self-sufficiency through employment.
  • Providing needed supports that meet the participant's identified needs.
  • Creating a long-term plan for participants who are exempt and unable to participate.
  • Helping participants who cannot participate to stabilize their situation as soon as possible when people cannot participate in countable activities so they can progress.
  • Addressing issues, increasing participation and transitioning to work or work-like activities as soon as possible when the participant is resolving issues like mental health, chemical dependency, family violence, learning disabilities or working with DVR.

Participants are usually able to participate in other activities while also addressing issues that interfere with full-time employment. See the Stacking Activities Chart for a list of core and non-core activities that can be added to a participant's IRP and help them progress while meeting WorkFirst participation requirements. Consider adding the following core activities:

  • Independent life skills training (code these hours under the LS eJAS component code). For more information on independent Life Skills training, please refer to section 7.3.6 - What is Independent Life Skills Training?
  • Community Work, Work Experience or Community Jobs.

Consideration for a full deferment from Career Scope activities should only occur when it isn’t possible for the participant to accept employment or participate in at least 20 hours of Career Scope activities. In these cases, the participant may need to participate in issue resolution activities prior to participating in Career Scope.

For example, a participant may need Residential (In-Patient) treatment for alcohol or substance abuse/chemical dependency.

It is necessary to defer job search or other activities while the participant is in residential treatment for a short time (usually 28 days but may require up to 90 days). Depending upon the individual circumstances and treatment plan, the participant can resume participating in job search or other activities while also completing the Outpatient Treatment Plan. Determine if other activities are available if the participant is waiting to enter treatment.

See section 6.6, Disabilities if the participant claims to have a disability or medical issue that limits their ability to work, look for work or prepare for work.

For other deferrals, allow 30 days to gather documentation. Beyond 30 days, the participant must provide ‘good cause’.  For example, the participant must show that the information has been requested but not received within the 30-day time period. Send an appointment letter to determine if "good-cause" exists if the participant hasn’t provided the needed documentation within the 30-day time period.

6.3.2 Stacking and Issue Resolution Activities

Parents who are resolving countable "X" code issues, such as mental health (XG) or Family Violence (XF), can stack other activities to increase their hours of participation. Stacking activities is combining other needed WorkFirst activities, such as job search, life skills, unpaid work, parenting, and seeking stable housing with the countable "X" code,. See section 3.3.2section 6.6, Disabilities, and the Stacking Activities Chart for more information

Continued communication and monitoring between the WFPS or WFSSS and others who are working with the person are necessary to ensure:

  • Multiple services/referrals are kept reasonable for the person;
  • Appropriate information is shared;
  • The IRP is amended as appropriate;
  • Participation requirements are enforced; and
  • The person receives appropriate support services and child care.

The WorkFirst partner agencies and most contractors normally can tell how many hours a parent will be expected to participate in their program activities. The WFPS or WFSSS develop IRPs accordingly. See section 3.3.2.3 and 3.3.2.4 for more information about how to meet program/participation goals and build an IRP.

There may be rare occasions when the service provider has not established a standard amount of hours each parent will be required to participate. When this occurs, the WFPS or WFSSS will have to estimate the expected hours of participation on the IRP.

Use the Individual Responsibility Plan (IRP) to clearly state the required participation and the supports we will provide.

Deferrals ("X" codes) taking longer than 90 days require verification and approval by:

  • A multi-disciplinary case-staffing;
  • Supervisor or higher level authority approval; or
  • Documentation provided by a health-care or other professional.

Develop an IRP that specifies the activities the person is to be taking to resolve the issues and the expected time to resolve the issue. For example, "Follow recommended treatment plan," or "attend all physical therapy sessions as prescribed by physician."

Review the case every 30 days to ensure the individual is making satisfactory progress in resolving the issue unless the person is not engaged in activities each month. For example, a person may be consigned to 90 days bed rest by his or her physician. In these cases, review periods can exceed 30 days but require approval by:

  • A multi-disciplinary case-staffing;
  • Supervisor or higher level authority approval; or
  • Documentation provided by a health-care or other professional.

For information on how to treat excused and unexcused absences, please refer to section 3.9.1.5 - How do we treat excused and unexcused absences?

6.3.3 How do we code participation?

Use the appropriate "X" or referral codes in eJAS to identify the person's issues, authorize support services, and/or make referrals to other resources.

Example: Following 90 days of Intensive In-Patient treatment, the person must attend 2 AA meetings and 1 group therapy session per week. Transportation to and from meetings or appointments do not count as actual hours of participation.

  • The AA meetings last 2 hours each (4 hours total).
  • The group therapy session is hours (2 hours total).

The actual number of hours spent in treatment-related activities is 6 hours.

Hours spent in independent life skills activities are coded in eJAS under the component code "LS". The scheduled hours of participation should be as close to 32 to 40 hours per week as possible.

The WFPS/WFSSS develops an IRP that brings the person up to full-time participation in countable activities as soon as the person is able. We also want to make stabilization and issue resolution activities short-term if we can, so the parent can transition into work-focused activities that lead to employment and self-sufficiency.

6.3.4 What are the types of participation while resolving issues?

Described below are various types of stabilization and issue resolution and specific eJAS codes used. More information can be found on each type in other sections of the WorkFirst Handbook.

Types of activities to resolve issues

XB

Pursuing SSI/L&I/VA or other benefits (not countable)

See 6.8 Exemptions section

XC

No child care available or caring for a disabled adult who is in school full time (not countable)

See 6.6 Disabilities section or WCCC manual

XD

In a DVR plan (a countable core activity)

XE

Alcohol/substance abuse/chemical dependency Treatment (a countable core activity)

See 6.7 Alcohol/substance abuse/Chemical Dependency Section

XF

Family Violence Resolution (a countable core activity)

See 2.2 Support Services and 6.5 Family Violence Sections

XG

Mental health treatment or Counseling (a countable core activity)

See 6.6 Disabilities Section

XH

Resolution of Homelessness (not countable)

XJ

Learning Disabilities Services (a countable core activity)

See 6.6 Learning Disabilities

XM

Temporary incapacity undergoing medical treatment (not countable)

XN

Caring for a child with special needs who is in school full time (not countable)

See 6.4 Child with Special Needs

XP

Parenting skills, nutrition classes, choosing child care and family planning (normally used if pregnant or have child under 12 months of age, but also used for other parents in need of these services)

See 5.1 Pregnancy to Employment Pathway

6.3.5 How do we treat parents with medical issues who do not have Washington Apple Health?

Parents who do not have  Washington Apple Health due to citizenship verification requirements and who have an activity requirement that is dependent on  Washington Apple coverage are not required to participate in these activities until  Washington Apple Health eligibility is established. Until  Washington Apple Health coverage is established, these parents will be coded with the component code 'CV'. This is an indicator code only and has no IRP or monitoring requirements.

However, parents will be required to participate in other WorkFirst activities identified as appropriate through the Comprehensive Evaluation and other assessments that are not dependent on  Washington Apple Health coverage.

Once citizenship verification requirements are met and  Washington Apple Health is approved, the component code 'CV' will be removed and participation requirements will be changed to include appropriate health care services.

For parents with chemical dependency issues, please refer to section 6.7.4- Who is financially eligible for substance abuse treatment?

6.3.6 Parents with medical issues who do not have Medicaid - Step-by-Step

Parents who are unable to participate in any other activities due to a medical issue

If a parent has a severe enough medical issue to prevent participation in any other activities:

  1. Document in the appropriate eJAS note section the reason the parent is unable to participate
  2. Update the eJAS component screen with the indicator component code 'CV'

Parents who are able to participate in other stacked activities

If a parent has a medical issue, but is also able to participate in other activities:

  1. Update the eJAS component screen with the indicator 'CV' (in lieu of using component code 'XM' or 'XG' if the parent had Washington Apple Health coverage and was able to seek treatment services)
  2. Update the eJAS component screen with the appropriate stackable activities in which the parent is able to participate
  3. Develop the IRP for the required activities
  4. Document in the appropriate eJAS notes the number of hours per week the parent would normally be expected to participate in medical issue resolution if he/she had Washington Apple Health coverage
  5. Document the parent's other required activities in the appropriate eJAS notes

6.3.7 What kinds of documentation/evidence should I request?

See section 6.6, Disabilities , for documentation required for parents with an emotional, mental or physical disorder.

Documentation for a parent caring for a child with special needs (see 6.4 Children: Special Needs) may include health-care professionals as described above in WACs 388-449-0010 or 388-447-0005 or other documentation provided by:

  • Public Health Nurse (PHN)
  • The child's school district
  • Division of Developmental Disabilities Case Manager
  • Licensed Child Care provider
  • Certified Mental Health Professional (CMHP)
  • Certified Mental Retardation Professional (CMRP)

6.3.8 Supporting Participation - Step-by-step guide

  1. The WFPS follows the instructions in Section 6.6, Disabilities, for emotional, mental or physical disorders
  2. For all other deferrals, the WFPS consults with the individual and the following persons, as appropriate, to determine the need for issue resolution participation.
    1. The WFSSS;
    2. SSI facilitator;
    3. Treatment provider; and/or
    4. Community service provider
  3. The WFPS then:
    1. Enters the appropriate code in eJAS.
    2. Enters the specific activities, scheduled hours and the expected end date for the activities on the IRP, describing in detail the activities and/or treatment the person is required to complete, with the exception of drug related issues or other protected information .
    3. Stacks activities to increase hours of participation to the extent the person is able, and adds the information to the IRP.
    4. Authorizes support services needed to complete her or his IRP requirements.
    5. Documents the actions in eJAS.
    6. Monitors participation monthly following the procedures in Section 3.9.2, Documenting and Reporting Participation.
    7. Gets supervisor or higher approval for issue resolution IRPs that will take longer than 90 days.

Resources

Related WorkFirst Handbook Chapters