There are only three circumstances when CRS program staff members may enter a PIN on behalf of a consumer or the consumer’s parent, guardian, or representative; that is, when:

  1. ReHabWorks is not available;
  2. the consumer is not present; or
  3. the consumer cannot physically enter a PIN.

In any of these instances, follow the procedures outlined below.

ReHabWorks Is Not Available

When ReHabWorks (RHW) is not available, do as follows:

  1. Print one of the following forms or any other applicable forms, fill out the form, and ask the consumer to sign it:
    • DARS5059, DRS Application Statement—CRS
    • DARS5164, DRS Individualized Written Rehabilitation Plan (IWRP)—CRS
    • DARS5160, DRS Individualized Written Rehabilitation Plan (IWRP) Amendment—CRS
  2. Tell the consumer that a temporary PIN will be used to enter the information from the application into RHW as soon as possible.
  3. Create a temporary PIN as soon as you have access to RHW, by using one of the following two procedures:
    • If the consumer has already set his or her PIN, have the manager or the manager's designee:
      • reset the PIN to the last four digits of the consumer's Social Security number (SSN); and
      • document the action in a case note; or
    • If the consumer has not already set his or her PIN, you can sign the document for the consumer by using the last four digits of the consumer's SSN.
  4. Enter the information from the signed paper form into RHW, and enter the temporary PIN to sign the electronic form.
  5. Document the use of the temporary PIN and the reason for it in a case note.
  6. Keep the signed paper forms in the paper case file, even after recording the information in RHW.
  7. Have the consumer reset the PIN on his or her next visit, when RHW is available.

Consumer Is Not Present

If the consumer is not present and with the consumer's permission:

  1. contact the manager or the manager's designee to:
    • independently verify permission directly with the consumer;
    • reset the PIN to the last four digits of the consumer's SSN;
    • document the reason for resetting the PIN in a case note;
  2. when the consumer is present and RHW is available:
    • have the consumer reset the PIN to a new number; and
    • document the action in a case note.

Consumer Cannot Physically Enter the PIN

When a consumer cannot physically enter a PIN:

  1. enter a PIN for the consumer;
  2. have the action witnessed; and
  3. enter the witness's name in RHW, in the appropriate space.