RSM 2, Attachment 1600-1: Driver Rehab ... - Maryland
RSM 2VR & IL POLICIES AND PROCEDURESATTACHMENT 1600-1Adapted Driving and Vehicle Modification ProceduresUpdated: 2/19To operate table of contents with a screen reader, use links list.To operate table of contents with a screen reader, use links list. TOC \n \h \z \u \t "Heading 2,1" STEP 1: Determine Appropriate Type of Driving AssessmentSTEP 2: Adapted Driving AssessmentSTEP 3: Adapted Driving Assessment Report and MVA RequirementsSTEP 4: Driver EducationSTEP 5: Adapted Driving Equipment Training Decision PointsSTEP 6: Driver’s Education – Behind-the-Wheel (BTW) Practice/Mentoring and 6-hours BTW Education and LicensureSTEP 7: The Vehicle Equipment Adaptation Prescription and Agreement (VEAPA)STEP 8: Vehicle Modifications Procurement ProcessSTEP 9: Project Implementation, Completion, and Final InspectionSTEP 1: Determine Appropriate Type of Driving AssessmentWhen considering driving services for a consumer, the appropriate assessment will need to be determined: Counselors will complete the Determination & Justification for Driving Assessment (RS-6x) form with the consumer during a face-to-face meeting. This form will assist in determining what type of driving assessment will be necessary and to provide justification for the assessment. There are three types of driving assessments:Non-Adapted Driving: Behind-the-Wheel AssessmentBehind-the-Wheel Adapted Driving Assessment-CarBehind-the-Wheel Adapted Driving Assessment-Van If it is determined that the consumer may NOT need adaptations to a car or van (e.g., consumer has no physical limitations), then the counselor may refer the consumer to the WTC-RTS Driving Program or a DORS-approved vendor for a Non-Adapted Driving: Behind-the-Wheel Assessment and a Non-Adapted Vehicle: Clinical Pre-Driving Assessment (see Section 1605). If the Determination & Justification for Driving Assessment (RS-6x) form indicates that the consumer may need adaptations to a car or van, the counselor should request Administrative Approval (RS-9h) in order to proceed to Step 2 below. This is the first Administration Approval needed. If the consumer has not completed a Behind-the-Wheel Adapted Driving Assessment within the past 12 months, a new Adapted Driving Assessment is required, regardless of the consumer’s experience level driving an adapted vehicle. Non-Adapted or Adapted Driving Assessments are not required on the Individual Plan for Employment (IPE).If Administrative Approval at the regional level is obtained, the Regional Director will request an authorization be drafted and issued by Central Office. The authorization will be created as follows: If WTC is to provide the assessment, Central Office will draft a service authorization for:Service Category: “WTC RTS Assessment for Potential Modifications” Subcategories: “Behind-the-Wheel Adapted Driving Assessment - Car” or “Behind-the-Wheel Adapted Driving Assessment - Van” and “Assessment – Clinical Pre-Driving - Adaptive Vehicle” If a DORS-approved vendor is to provide assessment, Central Office will draft and issue central and service authorizations for:Central Authorization:Service Category: “Assessment for Potential Modifications”Subcategories: “Behind-the-Wheel Driving Assessment - Car” or “Behind-the-Wheel Adapted Driving Assessment - Van” and “Assessment-Clinical Pre-Driving-Adapted Vehicle”Service Authorization:Service Category: “Assessment for Potential Modifications” Subcategory: “Facilitation-Adaptive Driving Process”Hard copies of authorizations and paid invoices will be stored at Central Office.Note: WTC Driving School does not have an adapted vehicle with "High-Tech" equipment. Therefore, when a WTC-RTS Assessment for Potential Modifications-BTW Adaptive Driving Assessment-Van referral is reviewed and the WTC driving program team determines that the consumer will need to be evaluated in a “High-Tech” van, the WTC-RTS staff will provide DORS Approved Vendor information to the Field Counselor, via email or report, so they can work with the consumer to decide which driving service provider would best meet their consumer's needs. The Counselor's Supervisor and Regional Director will be copied on the email. After a decision is made to proceed with a "High-Tech" adapted driving assessment with a DORS approved vendor, the field counselor will send an email to Adminapproval.dors@ (copying the Supervisor, Regional Director, and identified WTC-RTS staff) to request a "Central Authorization" be issued to the identified vendor. A second Administrative Approval (RS-9h) does not need to be completed as the original Administrative Approval (RS-9h) is sufficient.STEP 2: Adapted Driving AssessmentClinical Pre-Driving and behind-the-wheel adapted driving assessments may now be scheduled and provided by the WTC-RTS Driving Program or a DORS-approved vendor with a Driver Rehabilitation Specialist (DRS) and/or a Certified Driver Rehabilitation Specialist (CDRS) on staff, as determined and approved in STEP 1, above.STEP 3: Adapted Driving Assessment Report and MVA Requirements The DRS/CDRS will provide a written report to the DORS field counselor and consumer, if applicable, which will indicate whether or not the consumer is recommended for driving with or without an adapted vehicle. The written report will also indicate whether or not the consumer has one or more Motor Vehicle Administration (MVA) Reportable Conditions (see Attachment 1600-3, MVA Reportable Conditions). The consumer will need to disclose those conditions to the MVA Driver Wellness and Safety Division (DWS), under direction of the DRS/CDRS. The DWS division is composed of administrators and nurse case managers who review all medical and psychological information as well as the Adapted Driving Assessment and Clinical Pre-Driving Assessment. They determine the consumer’s fitness for driving. The DWS often requests consultation of the MVA Medical Advisory Board (MAB). The MAB is made up of physicians from various medical specialties. The MAB reviews the documentation provided by the DWS in order to provide advice regarding a consumer’s fitness to drive. The DWS Division determines whether the consumer will be approved for driving with the adapted equipment recommended by the DRS/CDRS. Upon DWS Division approval they will inform the consumer in writing what the next steps are. The consumer will need to obtain a Learner’s Permit or updated Driver’s License with a “J” restriction for “Driver Rehab Instructor” meaning that they can only drive with a DRS/CDRS. The consumer is required to present the DWS approval letter to the DORS field counselor. This letter shall be scanned into AWARE? as an attachment prior to adapted driving equipment training.If consumer has been approved to proceed with Adapted Driving Training by the DRS/CDRS and the MVA DWS, the WTC-RTS Driving Program Supervisor, or designee, will review the Adapted Driving and Vehicle Modification Services Fact Sheet (RS-6n) and the Adapted Driving and Vehicle Modification Policy to ensure the consumer is aware of the Driving Rehabilitation process and DORS policies. The WTC-RTS Driving Program Supervisor, or designee, will also review the financial obligations for purchasing, insuring and maintaining an appropriate vehicle, based on the Adapted Driving Assessment report.STEP 4: Driver EducationNovice Drivers:Classroom Education – Novice drivers need to attend and pass the MVA required 30-hour classroom training and six hours of behind-the-wheel (BTW) training. Consumers may attend any of the MVA-approved driving schools in their local community for the 30-hour classroom training. Learners Permit – Novice drivers will need to take the MVA Learners Permit Test in order to obtain their permit (minimum age = 15 years and 9 months). The permit will allow the consumer to drive on the road while participating in their BTW training. During the initial assessment, the DRS/CDRS may have the consumer drive in parking lots if they do not have their Learner's Permit, which will be valid for two yearsNovice and Experienced Drivers: MVA Restrictions – If the consumer will need adapted equipment in order to drive, as determined by the Adapted Driving Assessment Report, the MVA will put a “J” restriction on their learner’s permit (novice drivers) or driver’s license (experienced drivers) which indicates that they can only drive with a DRS/CDRS until they pass the MVA drivers’ test with the necessary adapted equipment. STEP 5: Adapted Driving Equipment Training Decision PointsOnce it has been determined, through an adapted driving assessment, that an individual can drive and that they will need specialized equipment to do so, they will need training in a vehicle that has the necessary equipment. The DRS/CDRS would recommend the necessary equipment and an estimated number of training hours needed in their Adapted Driving Assessment Report. Once the consumer has obtained a valid Learner’s Permit, and requests DORS funding for adapted driving training in an adapted vehicle, Administrative Approval (RS-9h) must be obtained as follows:Administrative Approval, at the Regional Director level, is necessary for Adapted Driving Equipment Training estimated to be under $5,000.00. Administrative Approval, at the Central Office level, is necessary for Adapted Driving Equipment Training estimated to be $5,000.00 or over.The following items must be attached in AWARE? before submitting an Administrative Approval request:The DWS approval letter Proof of valid learner’s permit or driver’s license (copy of front and back must be scanned into AWARE? as an attachment)Confirmation that consumer can obtain/purchase a vehicle for modification, maintain the vehicle and the modifications, and insure the vehicle and modifications. Types of proof could be any of the following: loan approval letter, letter of approval to use family vehicle, gift letter, etc.If Administrative Approval is obtained at the regional level, for Adapted Driving Equipment Training in an adapted vehicle, the IPE must be amended to include the Service Categories shown below so that the adapted driving equipment training can be authorized. Upon request of the Regional Director, Central Office will draft and issue the appropriate authorization.If WTC is to provide the adapted driving equipment training, Central Office will draft a service authorization for:Service Category: “WTC RTS Training” Subcategory: “Driver Training-Adapted Car” or “Driver Training-Adapted Van” If a DORS-approved vendor is to provide adapted driving equipment training, Central Office will draft and issue a central authorization for:Service Category: “Training for Potential Modifications” Subcategories: “Driver Training-Adapted Car” or “Driver Training-Adapted Van”. Hard copies of authorizations and paid invoices will be stored at Central Office.STEP 6: Driver’s Education – Behind-the-Wheel (BTW) Practice/Mentoring and 6-hours BTW Education and Licensure Novice Drivers – All novice drivers (non-adapted and adapted) under the age of 25 are required to complete 60 hours of supervised driving practice with an individual who is over 21 years of age and has a driver’s license for a minimum of three years. That is normally a parent, guardian or mentor. If the novice driver is 25 or older they are required to complete only 14 hours of BTW practice.Novice Drivers Requiring:Mid- or High-Tech Modifications: will need to complete their 60 hours of supervised driving practice in an adapted vehicle with a DRS/CDRS. Even if the consumer is over the age of 25, they will need more than the MVA-required 14 hours due to the complexity of the equipment. The adapted equipment training will take place during these 60 hours of MVA-required practice. The consumer will also need to complete their MVA-required 6-hours BTW training with their DRS/CDRS. If the consumer passes the 6-hours BTW curriculum the DRS/CDRS will electronically transmit the consumer’s successful completion to the MVA. The consumer will then be ready to take their MVA Driver Skills test in the vehicle they used for training and will be accompanied by the DRS/CDRS. Low Tech Modifications: will need to complete Adapted Equipment Training with a DRS/CDRS. Once they have successfully completed their equipment training, the DRS/CDRS will issue a report to the MVA’s DWS to recommend that the “J” restriction for “Driving with a Driver Rehab Specialist Only” be removed. Once the consumer has received their approval letter from the MVA’s DWS to proceed with removing the “J” restriction, the DRS/CDRS may recommend that the low-tech equipment be installed in the consumer’s vehicle so that they can complete their 60 or 14 hours of supervised driving practice with an individual over the age of 21 who has a driver’s license for a minimum of three years in their own vehicle. This means that the consumer will still have their Learner’s Permit and not their Driver’s License.If the consumer does not already own a vehicle they SHOULD NOT PURCHASE A VEHICLE. Experienced Drivers (a licensed driver who now requires adapted equipment and MVA imposed restrictions) – Upon successful completion of the Adapted Driving Equipment Training, experienced drivers may proceed with the MVA Drivers Skills Test, as described below.MVA Driver Skills Test – The Adapted Driving Equipment Training report for both novice and experienced drivers will be forwarded to the DWS division at the MVA for final approval to take the MVA Driver Skills Test. The MVA will mail the consumer a letter indicating a timeframe for which they need to take their test. If the consumer completed their BTW practice/mentoring with a DRS/CDRS they will need to take the Driver Skills test in the adapted vehicle in which they did their training, and their DRS/CDRS will accompany them.STEP 7: The Vehicle Equipment Adaptation Prescription and Agreement (VEAPA)If consumer does not already have a vehicle make sure that they DO NOT PURCHASE A VEHICLE until notified by the WTC-RTS Driving Program Supervisor.Based upon the information and recommendations contained in the Adapted Driving Training Report, DORS counselor and consumer determine whether or not to proceed with pursuing vehicle modifications. If proceeding, a third Administrative Approval is required, at the Central Office level in order to obtain a VEAPA (Excel spreadsheet that will be used for procurement by RTS staff). As a part of the WTC-RTS Facilitation-Adaptive Driving Process service, a report will be submitted to the DORS Field Counselor that will include a list of the CDRS/DRS recommended adapted equipment from the VEAPA, as well as the estimated cost of the project. This report will be used by the DORS Field Counselor when completing the next Administrative Approval Form for the Procurement process as described in STEP 8 below. The VEAPA is not required on the IPE. All novice and experienced drivers will require a Maryland Driver’s License prior to DORS consideration of funding for mid- or high-tech vehicle modifications (A copy of the driver’s license (front and back) must be attached to AWARE? prior to Administrative Approval request). If the request to obtain a VEAPA is approved, Central Office will draft and/or issue authorizations as outlined below:If the VEAPA is being provided by an outside vendor:Central Authorization Service Category: “Assessment for Potential Modifications”Central Authorization Subcategory: “VEAPA – Vehicle Mod”If the VEAPA is being provided by WTC:Service Authorization Category: “WTC RTS Assessment for Potential Modifications”Service Authorization Subcategories: “WTC VEAPA (estimate)” The DRS/CDRS will submit the VEAPA (in Excel format), along with their invoice to the vehmodinvoice.dors@ email inbox. The DRS/CDRS will copy that email to the WTC-RTS Driving Program Supervisor and the DORS Field Counselor. This VEAPA will be used by DORS Procurement for the bid process or to obtain quotes. The VEAPA Report, written by RTS representative, will be scanned into AWARE? as an Attachment for use in the Administrative Approval process. The VEAPA, in Excel format, will be attached to AWARE? after the Procurement process is complete.STEP 8: Vehicle Modifications Procurement ProcessBased upon the information found in the VEAPA Report, the DORS counselor and consumer determine whether or not to proceed with pursuing vehicle modifications. This is the fourth administrative approval needed. If pursuing vehicle modifications: Administrative Approval, at the Regional Director level, is necessary for modifications estimated to be under $5,000.00 .Administrative Approval, at the Central Office level, is necessary for modifications estimated to be $5,000.00 or over.If consumer has an existing vehicle, the following documents need to be attached to AWARE? prior to Administrative Approval request. If the consumer does not have a vehicle, they SHOULD NOT purchase one yet:Front and back of driver's licenseVehicle TitleVehicle RegistrationFull Maryland Inspection report if vehicle exceeds the age and mileage limits indicated in Section 1604.04 (e) and (f).When completing the Administrative Approval (RS-9h) form, check the box for "Vehicle Modification Procurement" and the box for “Car” or "Van" (whichever is appropriate). If the VEAPA report indicates modification of a vehicle other than a sedan or minivan, the DORS field counselor must also check the box for “Vehicle Modification Procurement involving vehicles other than standard sedan, van or minivan (e.g., truck)”. This type of modification will require the review and approval of the Administration & Financial Services (AFS) Director. If Administrative Approval is given for Vehicle Modification Procurement and modification of the consumer’s vehicle, the IPE must be amended to include the Service Categories and Subcategories shown below, so that procurement, vehicle modification, and driver rehabilitation services can be authorized. Include the estimated cost of the modifications under the Service Category “Modifications.”Service Category: “Modifications” Subcategories: “Vehicle Mod Step 1: Modification of Vehicle”, “Vehicle Mod Step 2: Fitting (mid or final)”, “Vehicle Mod Step 3: Final Modifications Inspection”, and “Vehicle Mod Step 4: Post-Modification Training Service Category: “WTC RTS Modifications” Subcategories: “WTC Facilitation for Vehicle Modification”Once the IPE is amended, signed by all required parties, and a start date is entered in AWARE?; RTS and DORS Procurement Office will proceed with obtaining price quotes or the competitive bidding process, if the consumer has an existing vehicle. If the consumer does not have an existing vehicle, the WTC-RTS Driving Program Supervisor will contact the consumer to discuss the purchase of an appropriate vehicle.Once the consumer has purchased a new vehicle, the WTC-RTS Driving Program Supervisor will add the vehicle information to the VEAPA and attach the Title and Registration to AWARE? as a Service Attachment.Ongoing communication will be maintained between the DORS Field Counselor and WTC-RTS Driving Program Supervisor and staff regarding the bidding and project awarding process. If the awarded contract price is more than 10% higher than the estimated costs, then the consumer’s IPE shall be amended to include the actual contract costs for the vehicle modifications (information to be provided by WTC-RTS Driving Program Supervisor).Once the contract for the vehicle modification project has been awarded, Central Office will authorize the following: Central Authorization to the Mobility Dealer:Service Category: “Modifications” Subcategories: “Vehicle Mod Step 1: Modification of Vehicle”If a DORS Approved Vendor will be providing the vehicle modification fitting, inspection, and post-modification training services, an authorization will be drafted as follows:Central Authorization:Hard copies of authorizations and paid invoices will be stored at Central Office.Service Category: “Modifications” Subcategories: “Vehicle Mod Step 2: Fitting (mid or final)”, “Vehicle Mod Step 3: Final Modifications Inspection”, and “Vehicle Mod Step 4: Post-Modification Training WTC Service Authorization:Service Category: “WTC RTS Modifications” Subcategories: “WTC Facilitation for Vehicle Modification”If WTC will be providing the vehicle modification fitting, inspection, and post-modification training services, WTC will amend the existing WTC Service Authorization to include the following service categories and subcategories:Service Category: “WTC RTS Modifications”Subcategories: “WTC Facilitation for Vehicle Modification”, “WTC Vehicle Mod Fitting”, WTC Vehicle Mod Inspection, and WTC Vehicle Mod Post-Mod Training STEP 9: Project Implementation, Completion, and Final InspectionWTC-RTS Driving Program Supervisor and staff will provide ongoing communication regarding the project start/end dates and intermittent progress reports throughout the vehicle modification process. Once the project is complete, a final inspection will be completed. The consumer must participate in Post-Modification Training with the DRS/CDRS prior to taking possession of their vehicle (see Section 1604.03). The Vehicle Modification Final Receipt and Agreement (RS-6y) must be provided and signed by the consumer prior to taking possession of the modified vehicle. ................
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