Topic Number2.3.18Effective Date

July 1, 2004

December 1, 2017 (rev)

ProcedureReport Distribution
PurposeTo document client report distribution protocols, standards, and expectations. 
Accountability Indicators
  • WWRC employees understand and accurately follow established protocols for distribution of client reports, as observed, reported, and documented.
  • WWRC supervisors take corrective action, as needed, to facilitate timely, accurate, and quality reports. 
  • WWRC's Records Management Services effectively manages the Report Distribution process and ensure compliance with applicable laws and policies. 
Policy ReferenceWWRC Policy 3.4.4: Report Distribution
Detailed Governance ReferenceN/A
Executive Staff ContactSteve Conley, IT Director, WWRC

 

 

Every Day in Every Way We…..  

 

Put Our Clients First

Take Care of Customers

Work in Teams

Value our Staff

Are Organized, Utilized, and Valuable

Preserve Leadership Ethics, Accountability, Center Values, and Public Trust

 

Governance Procedures
 
WWRC's report distribution process varies based on the nature of the service in which clients are enrolled.  The four basic report distribution procedures are:

  • Multidisciplinary Programs Case Managed by a WWRC Rehabilitation Counselor
  • PERT Services Case Managed by a WWRC Rehabilitation Counselor and PERT Field Specialist
  • Outside Physician and DSA Referrals for Outpatient Evaluations
  • Assistive Technology/Outpatient DME Reports

 

Multidisciplinary Programs Case Managed by a WWRC Rehabilitation Counselor

Originator Generated Report

 
Step #1:  Report Generator

1.  Create report at computer

2.  Insert DSA and WWRC Rehabilitation Counselor names (identified in AWARE) in the cc:line of the report.

3.  Complete two distribution processes: hard copy and electronic copy

4.  Archive (save) report in an electronic case file for future reference. 

 

Step #2:  Rehabilitation Counselor  

1.  Receive email from Report Originator stating report will be available within 2 days in DocFinity

2.  Review report for case management information purposes

3.  Create email to DSA Rehabilitation Counselor (identified in the report cc: line)

4.  Insert client's last name and PID # in SUBJECT line of email (e.g., J. Smith, 123456)

5.  In the body of the email please state:  The client was seen and the (insert name of report) has been submitted. 

     It should be available in DocFinity within the next 2 days.  Please contact me with any questions. 

6.  Forward email to DSA Rehabilitation Counselor

7.  Archive (save) report to an electronic case file for future reference

  

 Multidisciplinary Programs Case Managed by a WWRC Rehabilitation Counselor.png

PERT Services Case Managed by a WWRC Rehabilitation Counselor and PERT Field Specialist

 

 

 Originator Generated Report

 

Step #1:  Report Generator

  1. Create report at computer
  2. Insert DSA and WWRC Rehabilitation Counselor names (identified in AWARE) in the cc:line of the report.
  3. Complete two distribution processes: hard copy and electronic copy
  4. Archive (save) report in an electronic case file for future reference.

 

Step #2:  Rehabilitation Counselor

  1. Receive email from Report Originator with report attached.
  2. Review report for case management information purposes
  3. Insert Case Management and Vocational summary information into PERT Vocational Services Template provided by PERT Support Staff.
  4. Forward report to assigned PERT TRS/F

 

Step #3:  PERT TRS/F

  1. Receive email from Report Originator with report attached.
  2. Review report for case management information purposes.
  3. Complete the following
    • Insert the Medical Therapy information into the PERT Vocational Services Report
    • Insert the Residential information into the Residential Assessment Report
    • Insert the Independent Living information into the PERT Independent Living Skills Assessment
    • Insert the Transition Plan information into PERT Transitions Recommendations Report.
  4. Save electronic Originator Generated reports, PERT Vocational Services Report and ancilliary reports into the electronic PERT shared folder
  5. Create email to DSA Rehabilitation Counselor (identified in the report cc:line)
  6. Insert client's last name and PID # in SUBJECT line of email (Ex. J. Smith, 123456)
  7. In the body of the email please state: The client was seen and the (insert name of report) has been submitted.  It should be available in DocFinity within 2 days.  Please contact me with any questions.
  8. Forward email to DSA Rehabilitation Counselor
  9. Archive (save) report(s) to an electronic case file for future reference.

 

Step #4:  PERT Support Staff

  1. Send electronic or hard copy report to school representative, per protocols above, via format preferred by the school system).  If hard copy, mail via USPS to school address.
  2. Mail hard copy of report via USPS to parent/guardian of record.

 

PERT Services Case Managed by a WWRC Rehabilitation Counselor and PERT Field Specialist  Part II.jpg 

 

 

 

Outside Physician and DSA Referrals for Outpatient Evaluations 

 

Originator Generated Report

Report Generator 

  1. Create report at computer
  2. Insert DSA and WWRC Rehabilitation Counselor names (identified in AWARE) in the cc:line of the report.
  3. Complete two distribution processes: hard copy and electronic copy
  4. Archive (save) report in an electronic case file for future reference. 

 Outside Physician and DSA Referrals for Outpatient Evaluations.jpg

 

Assistive Technology/Outpatient DME Reports

Report Originator Report (AT Team)

  1. Team members each contribute to the team report using the AT Combo 2014 Template. 
  2. Each report is updated using the DSA Client Info feature which ensures inclusion of client name, PID, DRS Counselor and WWRC Rehabilitation Counselor (if one is assigned)
  3. The last team member to document in the report is expected to print the team report, distribute to the DME Program Support Technicians, and send it via email to the DRS Counselor identified in AWARE
  4. The assigned DME Program Support Technician obtains any physician and vendor signatures.
  5. The assigned DME PST routes the original report to the assigned Program PST, with a copy of the report included in the DME mirror files.
  6. The Program PST logs the report into the department spreadsheet and sends the original to Records Management Services to be electronically scanned into the client's record.

 

 

 

Hard Copy and Electronic Copy Business Processes

 Hard Copy ProcessElectronic Copy Process
  • Multidisciplinary Programs
  • PERT Services
  • AT/Outpatient DME

Print report

 

Sign and date report

 

Route report to Records Management Services as the official report to be maintained in the client's WWRC record

 

*Route report to DME for AT/Outpatient DME Services

Create email to WWRC Rehabilitation Counselor (identified in the report cc: line)

 

Insert client's last name and PID # in SUBJECT line of email (e.g., J. Smith, 123456)

 

In the body of the email please state: The client was seen and the (insert name of report) report has been submitted. It should be available in DocFinity within the next 2 days. Please contact me with any questions.

Forward email to WWRC Rehabilitation Counselor

 

  • Outside Physician and DSA Referrals for Outpatient Evaluations

Print report Sign and Date report

Route report to Department PST will complete the following:

  1. If reports require an outside Physician's signature the Department PST will fax the report for signature. Once the report is returned signed it will be routed to the Records Management Department
  2. If the report does not require a Physician signature then the report will be routed to the Records Management Department

     

     

     

Create email to DSA Rehabilitation Counselor (identified in the report cc: line)

 

Insert client's last name and PID # in SUBJECT line of email (e.g., J. Smith, 123456)

 

In the body of the email please state: The client was seen and the (insert name of report) report has been submitted. It should be available in DocFinity within the next 2 days. Please contact me with any questions.

 

Forward email to DSA Rehabilitation Counselor