• Topic Number
2.3.17Effective DateJune, 2015 (rev)
ProcedureRehabilitation Team Operations
Purpose
  • To describe the purpose of Rehabilitation Team meetings and role of interdisciplinary Rehabilitation Team members, including VR consumers
  • To document protocols, standards, and expectations for requesting and convening consumer rehabilitation team meetings
  • To document protocols, standards, and expectations governing Rehabilitation Team member participation
Accountability Indicators
  • Consumer Rehabilitation Team Meetings are convened within five (5) business days of their request, with exceptions documented and granted in advance by the Counseling Manager. 

  • Designated Rehabilitation Team Members attend meetings as scheduled and share relevant information used in decision making. 

  • WWRC consumers are satisfied with Rehabilitation Team responsiveness to their identified program needs.

  • WWRC supervisors address patterns of non-compliance with standards and expectations for rehabilitation team members as contained in this governance topic, per DHRM Standards of Conduct policy.

Policy ReferenceWWRC Policy 3.3.7:  Consumer Participation and Input
Detailed Governance ReferenceRehabilitation Team Operations
Executive Staff ContactMike Kelley, Dean of Students and Director Residential Services/Rehabilitation Counseling Divisions

 

Every Day in Every Way We….. 

 

Put Our Clients First  
Take Care of Customers 
Work in Teams 
Innovate and Excel 
Provide it Under One Roof 
Value our Staff 
Offer a Workforce Driven Curriculum 
Are Organized, Utilized, and Valuable 
Preserve Leadership Ethics, Accountability, Center Values, and Public Trust 

 

Governance Procedures
 
The Rehabilitation Counselor is the leader of an interdisciplinary Rehabilitation team which consists of (at minimum) the VR consumer in-residence at WWRC, assigned Rehabilitation Counselor, a member of the Behavior Specialist Team, representative WWRC medical, vocational, and residential staff working with the consumer, and the home office DRS Counselor.  Other members may be invited (such as family members, DRS Placement Counselor, Employment Service Organization, etc.), based on the purpose of the meeting and expected outcomes.   The Rehabilitation Team Meeting is the primary vehicle through which a given consumer in-residence at WWRC identifies and receives services, including wrap-around supports, to facilitate success on campus and in transition as s/he is discharged back to his/her home community. 

 
What is the Protocol to Request a Team Meeting?

 

A Rehabilitation Team Meeting may be triggered at specified points between admissions and discharge from WWRC or at any time at the request of any member of the team.   For example, routine Rehabilitation Team meetings typically occur for plan development, service plan reviews, and discharge coordination.   Rehabilitation Team meetings may also occur throughout a consumer's program when there is an identified issue or pattern of behaviors that needs to be addressed.    

 

Any team member, including the VR consumer, may request a team meeting by contacting the assigned Rehabilitation Counselor.  The Rehabilitation Counselor is expected to gather information that will determine the purpose of the team meeting, critical stakeholders to be included, and key decision points.  If it is determined a team meeting is not indicated and the issue can be effectively addressed in an alternative manner, the Rehabilitation Counselor will communicate this to the requesting party.  

 

If a Rehabilitation Team Meeting is to be convened, the Rehabilitation Counselor will schedule a time and venue, not to exceed five (5) business days following the request, to maximize participation by all needed members of the team.   If it is not feasible to schedule the meeting within five (5) business days of the initial request, the Rehabilitation Counselor is expected to notify the Counseling Manager for consideration of an exception.    Exceptions will be documented for continuous quality review and to determine if patterns/trends exist. 

 

 

What are Expectations for Rehabilitation Team Members?

 

Rehabilitation Team Meetings will be scheduled to maximize participation from team members and to minimize disruption to the learning environment.  Rehabilitation Team meetings will be scheduled using conference call or videoconference technology for off-campus team members, as needed, and will be held in person for on-campus team members at convenient locations.   Priority will be given to the availability of DRS Rehabilitation Counselors to ensure their participation when appropriate.   Exceptions will be considered on a case by case basis, with approval through the Counseling Manager, or designee.

 

The assigned Rehabilitation Counselor for any given client is accountable for:

  • Scheduling Rehabilitation Team meetings with appropriate representation and options offered.
  • Planning and distributing an advance meeting agenda with stated purpose of the meeting and decision points to be addressed.
  • Beginning and ending the team meeting on time.
  • Conducting the meeting in a professional, impartial manner, effectively facilitating group dynamics, and ensuring the VR consumer has a voice for making informed choices. 
  • Final decision-making authority, based on input from all team members, if there is disagreement among the team. 
  • Documenting Rehabilitation Team decisions in an AWARE service note, and distributing the note via email to all Rehabilitation Team Members within two (2) business days following scheduled meetings.
  • Timely coordination and sequencing of services based on decisions of the Rehabilitation Team.
  • Ongoing communication with Rehabilitation Team members between meetings to measure progress based on goals and to determine if interim measures may need to be considered.

 

The VR consumer, a critical member of the Rehabilitation Team, is expected to: 

  • Promptly attend scheduled meetings, unless an emergency or illness prevents such attendance. 
  • Come prepared to meetings and advocate for supports that will address identified needs.
  • Ask questions and speak up to ensure his/her voice is heard and understood.

All other Rehabilitation Team members are expected to: 

  • Notify the Rehabilitation Counselor, in advance, if unable to attend a scheduled team meeting, and secure a substitute staff member to represent the assigned area(s) of responsibility or if a substitute is unavailable, send information to be presented in the meeting at least 2 business days prior to the scheduled team meeting.
  • Be prompt to scheduled meetings and attend the full meeting.  If extenuating circumstances require any member to leave early, the team member is expected to announce this at the beginning of the team meeting.  
  • Come prepared to share information and data that will support the stated meeting goals, as documented on the agenda.    
  • Engage in discussion and offer constructive recommendations and strategies for team decision-making.

 

WWRC/DRS Rehabilitation Team Communication Expectations and Protocols

 

Particularly important to the team meeting is the consistency and clarity of communications between WWRC and DRS.  In an effort to ensure this conduit continuously and accurately supports the consumer's programming, provides historical documentation and keeps all team members informed, the following communication protocol is established during the three phases of rehabilitation services at WWRC:

 

  • Phase I: Transition to WWRC (AWARE Status: Pre-Admission/Scheduled)

 

During this phase, the Admissions Department has the primary responsibility for gathering all admissions documentation and keeping the newly formed Rehabilitation Team up to date and informed.  In situations where a WWRC team member is contacted directly from a field representative (Counselor, family, or consumer) the WWRC team member should contact the Admissions Department and update the AWARE Case Management record to reflect the results of the discussion. 

 

1.  Primary Point of Contact: WWRC Admissions Department

2.  Secondary Point of Contact: WWRC Rehabilitation Counselor

 

  • Phase II:  WWRC Services (AWARE Status: Admitted/On Leave)

 

During this phase, Rehabilitation Team Members will use the assigned WWRC Rehabilitation Counselor to contact DRS.  In situations where a WWRC team member is contacted directly from a DRS field representative (Counselor, family, or consumer) the WWRC team member will contact the Rehabilitation Counselor and update the AWARE Case Management record to reflect the results of the discussion. 

 

1.  Primary Point of Contact: WWRC Rehabilitation Counselor

2.  Secondary Point of Contact: WWRC Service Providers

 

  • Phase III:  Transition to the Community (AWARE Status: Discharged)

 

During this phase, Rehabilitation Team Members should use the assigned WWRC Rehabilitation Counselor to contact the field.  In situations where a WWRC team member is contacted directly from a DRS field representative (Counselor, family, or consumer) the WWRC team member will contact the Rehabilitation Counselor and update the AWARE Case Management record to reflect the results of the discussion.

 

1.  Primary Point of Contact: WWRC Rehabilitation Counselor

2.  Secondary Point of Contact: WWRC Admissions

3.  Tertiary Point of Contact:  WWRC Service Providers