After-the Fact Purchase – This occurs when a good or service is provided before to the issue of a valid service authorization in ReHabWorks.
Arranged (Services) – A good or service that will be purchased by some source other than the CRS program; for example, a referral to a Community Mental Health Center for ongoing mental health services.
Backdated Ancillary Service Authorization – An additional service authorization issued after the service has been provided when additional services are needed to directly supports the existing service authorization.
Backdated Replacement Service Authorization – A service authorization that is issued to replace an existing service authorization after the delivery of services or goods. This occurs when there is a need to change the level four description on an existing service authorization in ReHabWorks.
Begin Date – The date that the service is expected to start or that the initial delivery of a good is expected.
Best-Value Purchasing – A purchasing decision that is based on a balance between quality, timeliness, service after the sale, and cost;
Comparable Benefits – Benefits are similar to services provided by the CRS program but are provided or paid for by another entity such as Child Protective Services, Employers, Medicaid Programs, Medicaid Waivers, mental health providers, Medicare, private health insurance, workers compensation or another agency or service.
Competitive Bid – An offer to contract with the State submitted in response to a bid invitation. Specific products that are available for purchase through multiple dealers or distributors for the manufacturer or owner of the services.
Competitive Purchase – Specific products that are available for purchase through multiple dealers or distributors for the manufacturer or owner of the services.
Community Rehabilitation Program – Program that provides directly or facilitates the provision of one or more of the following vocational rehabilitation services to individuals with disabilities to enable those individuals to maximize their opportunities for independence, including:
- medical, psychiatric, psychological, and social services that are provided under one management;
- testing, fitting, or training in the use of prosthetic and orthotic devices;
- recreational therapy;
- physical and occupational therapy;
- speech, language, and hearing therapy;
- psychiatric, psychological, and social services, including positive behavior management;
- assessment for determining eligibility and comprehensive rehabilitation needs;
- rehabilitation technology;
- psychosocial rehabilitation services;
- services to family members if necessary to enable the applicant or eligible individual to achieve a therapeutic outcome; and
- paraprofessional services.
Date Payment Authorized – The date the pay request is recorded in ReHabWorks.
Discount – A predetermined reduction in the price of a purchased product or service offered by a vendor in exchange for quick payment of an invoiced item. When the discount amount is applied to the invoiced price, the cost of the purchased product or service is reduced.
End Date – The anticipated date that a good is to be delivered or a service is to end. An end date on a service record must fall within the fiscal year for the program selected.
Free on Board (FOB) destination – A designation applied to the delivery of goods whereby the receiver does not own the goods until they arrive at their destination. The FOB destination refers to the point at which the title to goods transfers. This term does not relate to freight charges.
Health Care Provider – A professional providing health care services to consumers. See 24.22 Health Care Professionals—Required Qualifications for more information.
Health Care Facility – Facility such as a general or specialty hospital, or ambulatory surgical center providing inpatient or outpatient medical services to consumers. See 24.23 Health Care Facilities—Required Qualifications for more information.
Individualized Written Rehabilitation Plan (IWRP) – A plan developed by CRS staff members and the eligible consumer, which outlines the goals, services, and other aspects of service provision in the CRS program.
Informed Choice –An ongoing process in the CRS program in which the consumer and the counselor cooperate to gather and evaluate information that the consumer uses to make informed choices about outcomes, objectives, and services that could lead to a positive therapeutic outcomes. For more information see Chapter 2: CRS Principles, 2.6 Principles of Informed Choice.
Interagency Transaction Voucher (ITV) – A request for payment from one state agency to another; the state comptroller transfers funds from one agency to another instead of issuing a warrant.
Invoice Date – The date an invoice was date-stamped by the CRS program office that is named on the service authorization. If the invoice had an error, the invoice date is the date the corrected invoice was received and date stamped.
Non-competitive Purchase – Purchase of goods or services involving direct dealing with the interested entity (vendor) using an application or enrollment process. Also see spot purchase.
Obligating Funds – Funds which are committed, through a service authorization, to pay a provider for goods and/or services provided.
Payee – Individual or entity who receives payment from the CRS program for goods or services.
Periodic payment – An expenditure used when a service is provided and paid over a defined but recurring period of time. For example, training programs that bill on a monthly basis.
Program year – The period that begins September 1st of a calendar year and ends August 31st of the next calendar year.
Proprietary Purchase – The proposed purchase allows only one product or service to be supplied, and preclude any other product or supplier or provider from meeting the specifications.
Provided Good and/or Service – A service that is delivered directly by a member of the CRS program, such as counseling and guidance by a CRS counselor. This can also be a good that is provided directly to the consumer with no direct cost to the agency.
Provider – Any individual or business that the CRS program can purchase goods and services from for consumers (also see vendor).
Purchased Good and/or Service – A good or service that will be purchased using CRS funds;
Receive Date – The date a good was received or a service was completed. For detailed information on determining the appropriate date to use for the receive date, (See ReHabWorks Users Guide, Chapter 18 Case Acknowledgement of Receipt ).
Rehabilitation Technology – The systematic application of technologies, engineering methodologies, or scientific principles to meet the needs of, and address the barriers confronted by, individuals with disabilities in areas that include education, rehabilitation, employment, transportation, independent living, recreation, and home and vehicular modification. It refers also to other assistive devices including, but not limited to hearing aids, low vision aids, and wheelchairs. Rehabilitation technology includes rehabilitation engineering, assistive technology devices, and assistive technology services.
Report Receive Date – The date entered in ReHabWorks to indicate that an acceptable, complete, and accurate report and all required forms or other documentation were received from the provider.
Restricted Donation – A cash donation made to the CRS program for use in providing services to CRS consumers. The donor can specify a specific purpose, program, CRS program office, or caseload, where the funds are to be utilized. If accepted in accordance with the donor's wishes, the funds may be used only for the stated purpose.
Separation of Duties – A minimum of two staff members to complete each consumer purchase—one staff person to make the purchase and another one to authorize payment.
Service Authorization (SA) – A request for a provider to supply goods or services to meet the stated specifications in accordance with the defined terms and conditions; A service authorization obligates funds from the case load budget. It is the only valid way to authorize purchases (previously referred to as a purchase order).
Service Completion Date – The date the consumer product is received, the date the consumer service is completed (including receipt of the provider's written report if applicable), or the date the provider's invoice is received, whichever is later.
Service Justification Case Note – A case note or series of case notes that is entered into ReHabWorks to authorize a service or good for a consumer. It must include the type of service, goal of service, specific provider, begin and end dates of service, information about any available comparable benefits, and information about how the consumer exercised informed choice.
Service Record – A planning document created in ReHabWorks for services and/or goods that are arranged, provided, or purchased for the consumer. The Service Records in a case also help document the substantial services provided to a consumer. For a purchased good or service, a Service Record contains information that is used to create a service authorization. Caseload-carrying staff (or their support staff) may need to create Service Records to request services from an in-house vendor.
Sole Source – Product or service is only available for purchase through the specific identified vendor. These vendors are usually the manufacturer. For example, a type of software that is only available from one provider.
Specification – A description of the good or service that tells the vendor exactly what will be purchased.
Specification customization – The process of adding detailed information to a level four specification so the provider has a clear understanding of CRS expectations. See also specification and specification levels. For additional information, see ReHabWorks Users Guide, Chapter 16 Case Service Record, 16.2.4, Select Specification.
Specification levels – Descriptions of goods or services used when creating a service record in ReHabWorks that go from general (level one) to detailed (level four) allowing buyers to drill down to what they need to buy. See also specification.
Spot purchase – The purchase of anon-contracted good or service costing less than $5,000.00.
Start date (service record) – The date a good is ordered or the date a service is expected to begin. For more information see ReHabWorks Users Guide, Chapter 17 Case Purchase Order.
State fiscal year – The twelve months beginning September 1 and ending August 31.
Third Party Payment – Payment received from comparable benefits utilized for goods or services arranged for consumers. For example, Medicaid or private insurance as payer for a medical good or service instead of the CRS program.
Texas Identification Number (TIN) – A 14-digit number issued to entities (i.e., sole owner, individual recipient, partnership, corporation or other organization) billing the CRS program for goods or services. The state comptroller requires the TIN on requests from any party receiving payment from the State of Texas.
Vendor – An individual or business entity that offers goods or services to the state for sale, lease, lease-purchase, or contract. Vendors are sometimes referred to as providers. Characteristics of a vendor include when the organization:
- provides the goods and services within normal business operations;
- provides similar goods or services to many different purchasers;
- operates in a competitive environment;
- provides goods or services that are ancillary to the operation of the federal/state program; and
- is not subject to compliance requirements of the federal/state program.
Note: A vendor may also be referred to as a provider, particularly when the entity provides services to CRS consumers.