Use the table below to determine the appropriate reason for closing the case and follow the procedure for closing it. Document the closure in ReHabWorks.

Table: Required Closure Documentation and Procedures

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.

Document how the disability prevents the CRS program from helping the person function more independently.

Notify the consumer or the consumer’s guardian or representative that the case is closed.

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

Describe the reason for closure in a case note.

Notify the consumer that the case is closed.

Unable to Locate or Moved out of State

Document:

  • that repeated attempts to contact the consumer, the consumer’s family or representative by telephone and mail have failed over a reasonable period; and/or
  • that the consumer moved out of state and explain the reason that 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.

Services for CRS are Not Required --

The consumer:

  • does not need services from CRS to function more independently at home and in the community;
  • is 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.

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.

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

Document examples of the consumer’s failure to cooperate.

Notify the consumer about:

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

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.

For more information, see Chapter 4: Initial Contact, 4.3 Outgoing Referrals to Other Resources or Vocational Rehabilitation Services.

Notify the consumer that the case is closed.

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 for rehabilitation technology about which items to reclaim.

Transferred to Another Agency or Program

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

  • discuss the transfer with the consumer;
  • 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.