Chapter 14: Reopening or Adjusting the Phase of a Previously Closed Case

14.1 Overview

To re-establish a case or open a new case for a previous CRS consumer, use one of the following functions in ReHabWorks (RHW):

Reopen—Opens a new case for a previous CRS consumer. Verify and complete the information in the Initial Contact in RHW and enter application information the same way as you would for any new case.

Phase adjustment—Re-establishes a case and moves it from the Closed Plan Initiated phase to the Plan Initiated phase. This function removes closure information.

14.2 Consumer Reapplying for CRS

Situation

If …

then …

A CRS consumer with a case previously closed as successful reapplies for services

the consumer has a new injury …

Complete a new application and use the most recent initial contact date.

ReHabWorks places the person's name on the Interest and Waiting List.

A CRS consumer with a case previously closed as successful reapplies for services

the consumer has the same traumatic brain injury (TBI) and/or Traumatic Spinal Cord Injury (TSCI) …

See Chapter 21: Closure, 21.6 Post-Closure.

Note: If the case was successfully closed within the last 12 months, you must get the manager approval before opening the case.

A CRS consumer whose previous case was closed as unsuccessful or who was on the Waiting List reapplies for services

a new injury …

Complete a new application.

Use the most recent initial contact date.

ReHabWorks places the person's name on the Interest and Waiting List.

Note: You must consult with the manager before opening a new case for a consumer who has had two or more cases closed as unsuccessful after being found eligible for services.

A CRS consumer whose previous case was closed as unsuccessful or who was on the Waiting List reapplies for services

the same TBI and/or TSCI …

Determine whether a phase adjustment is appropriate (that is, whether previous information regarding the injury is recent and accurate).

The manager must approve a phase adjustment for a previous case that was closed within the last 12 months, if the case was closed as unsuccessful after the consumer’s Individualized Written Rehabilitation Plan (IWRP) was initiated.

If a phase adjustment is appropriate, notify the CRS central office and adjust the phase.

If a phase adjustment not appropriate, open a new case.

Note: When adjusting the phase, use the date that the consumer's original IWRP was signed. The date is used to place the consumer on the Waiting List. The consumer is served in order, according to that date.

A CRS consumer with a case previously closed as ineligible or closed before or after application reapplies for services

A new injury …

Complete a new application; and use the most recent initial contact date.

ReHabWorks places the person's name on the Interest and Waiting Lists.

A CRS consumer with a case previously closed as ineligible or closed before or after application reapplies for services

the same TBI and/or TSCI …

Open a new case.

Use the earliest initial contact date from the previous case.

Explain in a case note.

Note: When a consumer has a second TBI and/or TSCI, the consumer may be eligible for the full complement of services, regardless of any services he or she previously received.

14.3 Reopening a Case

When starting a new file on a case that was previously active, copy significant documents from the closed case file for placement in the new case file. Do not remove forms, reports, and other data from the old case file.

14.4 Adjusting the Phase of a Previously Closed Case

A phase adjustment is a ReHabWorks (RHW) process that changes a closed case with a completed Individualized Written Rehabilitation Plan (IWRP) back to an active case.

Phase adjustments must be used only when the:

  • case was closed either successfully or unsuccessfully after the IWRP was signed;
  • initial closure date is within the current federal fiscal year; and
  • date the case returned to active status is within the current federal fiscal year.

Note: A federal fiscal year begins October 1 and ends September 30.

Closure after IWRP Is Returned to Active Status

To request and complete a phase adjustment to change a case from a closed status after an IWRP is signed back to an active status, use the procedure outlined below.

The counselor:

  1. reviews the case and gathers information from the consumer to ensure that a phase adjustment is appropriate;
  2. selects the Phase Adjustment Request tab from within the case file in RHW;
  3. selects the Save tab to set the approval status to pending and to generate an action for the area manager in RHW; and
  4. documents the justification for the phase adjustment in the case note that automatically opens in RHW when the Phase Adjustment request is saved.

The CRS manager:

  1. reviews and approves or denies the phase adjustment request in RHW by selecting the Phase Adjustment Approval tab from within the case file in RHW;
  2. documents the approval or nonapproval of the decision for the phase adjustment in a case note in RHW; and
  3. notifies the counselor that the phase adjustment was approved or denied.