It is the responsibility of the provider to submit progress reports every 30 days in order for the Rehabilitation Review Officer (RRO) to clearly understand the current case status. In those cases where an Individual Written Rehabilitation Program(IWRP) has not been developed within ninety (90) days, the provider must request an extension from the RRO. Cases where monthly activity occurs or where the provider has monthly contact with the insurer also require monthly reports to OEVR. These reports should be copies of the reports sent to the insurer.
The RRO should be able to understand the case status based on the last report in the case. OEVR should remain apprised of current case status in instances where monthly provider/client contact does not occur or where a case is suspended. These cases usually involve medical treatment issues or clients performing well in long-term training programs (which require reports every 90 days).
For clients in training programs, the level of reporting should be sufficient to ensure successful completion of the training program and ability to intervene if problems arise. A report following the start of the training program should be submitted to OEVR. If there are no apparent problems, then reporting can occur every ninety (90) days. If there are problems, case activity and subsequent reports need to be more frequent. There should not be a need for monthly provider/client contacts for motivated clients who are doing well in training. Contacts should occur at the beginning of training and at the end of the training cycle. If problems arise during the training cycle, the responsible client will contact the provider. Copies of client grades should be sent to the RRO as well as copies of whatever other documentation is sent to the insurer.
In general, progress reports should include a summary of the current case status, progress toward IWRP development, barriers affecting VR, progress/problems in training programs, general results of placement activities, and reasons for case closure.
Chronic late reporting or missing progress reports will cause for review by OEVR and can result in suspension or termination of a provider's right to provide vocational services to workers compensation claimants in Massachusetts.
A. Progress reports must include the following:
1. Present status of vocational activity; DIA Board Number
2. Status of IWRP development (including explanation if IWRP has not been completed within 90 days);
3. If a client is retraining, a copy of grades received from each marking period should be sent to the RRO;
4. Summary of all vocational testing used to help develop an employment goal and vocational goal;
5. The name of the OEVR review officer.
B. Prior to an approved IWRP, progress reports shall not contain job ads from newspaper and other sources. This is considered akin to a labor market survey. Extensive monthly lists of job referrals generally are unnecessary and increase case costs. Labor market surveys may be performed upon approval of an IWRP by OEVR. market research may be performed only on the vocational goal recorded on the IWRP. You can determine marketability without a Labor Market Survey by using other vocational tools.
[EX: "A review of the job market for IV Nurse and Recovery room Nurse was conducted. 20 Hospitals were contacted with 12 of them currently having several positions available. 3 do not at present but were hiring 3 months ago. Review of job ads and information received from DET-FRS reveal a moderate level of employment in the Boston area. 20% of existing job ads are in these fields. The vocational goal appears fairly marketable, thus we are ready to write up a plan."].