Table: Reason for Closing a Case as Ineligible

Reason Closed

Procedure

Severity of the Disability – The severity of the disability prevents the CRS program from helping the person function more independently at home and in the community.

Notify the consumer that the case is closed.

Send a letter to advise the consumer in writing about the decision and, if appropriate, refer him or her to another agency.

Other – Services may be denied or ended for reasons other than those described in this table.

Describe the reason for closure in a case note.

Notify the consumer that the case is closed.

Send a letter to advise the consumer in writing about the decision and, if appropriate, refer him or her to another agency.

Unable to Locate or Moved out of State

Document:

  • that repeated attempts to contact the consumer or the consumer’s family or representative by telephone and mail have failed over a reasonable period; and/or
  • that the consumer has moved out of state and explain why you believe there is no evidence that the consumer is going to return.

Consumer Is Not Functioning More Independently (valid after confirming eligibility) – You cannot verify that the consumer is functioning more independently at home and in the community.

Notify the consumer that the case is closed.

Send a letter to advise the consumer in writing about the decision and, if appropriate, refer him or her to another agency.

Services for CRS are Not Required

The consumer:

  • does not need services to function more independently at home and in the community;
  • is already receiving needed services or services are readily available without the CRS program arranging, coordinating, paying for, and/or providing the services; or
  • does not need CRS counseling and guidance.

Notify the consumer that the case is closed.

Send a letter to advise the consumer in writing about the decision and, if appropriate, refer him or her to another agency.

Refused Services – The consumer does not intend to follow through with the program.

Be certain that the consumer:

  • knows about available services; and
  • has consistently refused services.

Notify the consumer that the case is closed.

Send a letter to advise the consumer in writing about the decision and, if appropriate, refer him or her to another agency.

Failure to Cooperate -- The consumer fails to follow through with the program.

Document examples of failure to cooperate.

Notify the consumer about:

  • your intent to close the case; and
  • his or her right to appeal.

Send a letter to advise the consumer in writing about the decision and, if appropriate, refer him or her to another agency.

Institutionalized

The consumer:

  • entered an institution (such as a hospital, nursing home, or treatment center);
  • will not be available for services for an indefinite or considerable time; and
  • will not benefit from keeping the case open.

Provide information about community-based services and document the action in a case note, as appropriate.

Notify the consumer that the case is closed.

Send a letter to advise the consumer in writing about the decision. Describe the circumstances in the case notes.

Death

Contact the family only to reclaim equipment that the CRS program purchased. Be sensitive. Minimize disruption to the family.

Consult with the CRS central office program specialist about which items to reclaim.

Transferred to Another Agency or Program

When it is apparent that services from another program or agency are more appropriate than the CRS program:

  • discuss the transfer with the consumer;
  • discuss the case with the counselor from the other agency or set up an appointment for the consumer with the other agency, if appropriate; and
  • provide the other agency with any appropriate information requested.

Notify the consumer that the case is closed.

Send a letter to advise the consumer in writing about the decision. Describe the reasons for transfer in the case notes.

After closing the case in ReHabWorks (RHW), complete and print the closure letter available in RHW and mail it to the consumer.