Employment & Community Transportation Services in Flexible Funding August 2018 DBHDS Housing Team Jeannie Cummins, Senior Integrated Community Options Specialist 804-836-4308 j.cummins@dbhds.virginia.gov •DBHDS S Vision: A life of possibilities for all Virginians
What Is Employment & Community Transportation (ECT)? Employment & Community Transportation is funding to support transportation which furthers goals identified in the support plan and when no other means of access is available. ECT helps an individual gain access to: – a place of employment or volunteer activity, – community services or events, – activities and resources, – homes of family or friends, – civic organizations or social clubs, – public meetings or other civic activities, and – spiritual activities Goal: To promote individual’s independence and community participation Slide 2
New FY19 Dollars for Flexible Funding ECT DBHDS added $250,000 to statewide Flexible Funding program to initiate • Employment & Community Transportation (ECT) in each DD region – ECT is anticipated to begin in the Medicaid DD Waiver after December 1, 2018. – At that time, Flexible Funding for ECT will revert to general Flexible Funding uses 10% of amount added for ECT covers fee for CSB Fiscal Agents to administer • Flexible Funding ECT Services Region/Fiscal Agent Amount Added for ECT (10% covers admin) 1 – Region Ten CSB $ 35,000 2 – Fairfax-Falls Church CSB $ 70,000 3 – New River Valley CSB $ 35,000 4 – Henrico CSB $ 52,500 5 – Norfolk CSB $ 30,000 5 – Hampton-Newport News CSB $ 27,500 Slide 3
Employment & Community Transportation (ECT) Use of Service • Must be related to individual’s desired outcomes as stated in ISP • Does not replace medical transportation & transportation services under Medicaid SPO • May include: – transportation in private vehicle by person such as a co-worker or community member – purchase of fares for public transportation (bus, train, trolley) Slide 4
Employment & Community Transportation (ECT) Use of Service (cont.) • May NOT include on-demand transportation (e.g., taxi service, gig rides such as Uber/Lyft) • Requires an administering agency (“ECT Provider”) to coordinate transportation access. Could be a: – Provider with any DBHDS license to serve people with developmental disabilities – Center for Independent Living Slide 5
ECT Provider Requirements An ECT Provider must… • Complete Flexible Funding Trip Plans with individual • Screen private community persons to drive individuals to locations designated on their Flexible Funding Trip Plans • Verify private driver: – Possesses current, valid driver’s license & no reckless driving charges in past 24 months – Meets the minimum age requirement of age 18 – Completes attestation signed by private driver, individual and guardian or authorized representative that the driver has disclosed any relevant felonies and/or listings on any registry – Is not listed on the Virginia Sex Offender Registry Slide 6
ECT Provider Requirements (cont.) An ECT Provider must… • Verify private driver: – Possesses general liability auto insurance coverage that complies with federal and/or state statutory requirements and insures the insured or the passengers: • Against loss from any liability imposed by law for damages • Against damages for care & loss of services, because of bodily injury to or death of any person • Subject to a limit of exclusive interest and costs, with respect to each motor vehicle of $25,000 because of bodily injury to or death of one person in any one accident and, subject to the limit for one person, to a limit of $50,000 because of bodily injury to or death of two or more persons in any one accident; and • Subject to limit of $20,000 because of injury to or destruction of property of others in any one accident. • Annually verify private driver possesses current, valid driver’s license and automobile insurance Slide 7
ECT Service Approval Process 1. Individual asks support coordinator for assistance with transportation 2. Support coordinator links individual to ECT provider agency (contact your DBHDS Community Resource Consultant for potential providers) 3. Individual and ECT Provider complete a Flexible Funding Employment & Community Transportation Trip Plan • Attach printout of mileage from MapQuest or Google Maps for each trip • Submit Trip Plan to Support Coordinator Slide 8
ECT Service Approval Process 4. Support Coordinator faxes Trip Plan to DBHDS Service Authorization Consultant for approval (fax: 804-225-3390, Attn: Leigh Harris DBHDS SA Consultant) 5. DBHDS SA Consultant verifies trips are: • related to an ISP goal • for non-medical purposes • trip distance estimates are accurate, and • community driver is not employed by ECT provider Slide 9
ECT Service Approval Process (cont.) 6. If clarification/additional info needed – SA Consultant will request. If eligible, SA Consultant will: calculate allowable monthly trip cost for each • 1-way trip, calculate total cost for all proposed 1-way trips, • authorize approval of the Trip Plan, and • fax or email it to the Support Coordinator • 7. Support Coordinator completes standard Flexible Funding application, attaches Trip Plan and submits entire package to CSB Flexible Funding Program Administrator for approval Slide 10
ECT Service Approval Process (cont.) 8. CSB Flexible Funding administrator: • verifies ECT funds are available to allocate to this Trip Plan, • approves request, • faxes/emails Trip Plan approval to the Support Coordinator and the ECT provider, and • initiates payment to the ECT provider no later than 30 days after approving the Trip Plan Slide 11
How are ECT Rates Calculated? Payment differs depending on method of transportation: Private transportation • Public transportation • Slide 12
How are ECT Rates Calculated in Private Transportation? In private transportation, the trip rate is determined based on: Distance traveled (three trip rates): • Under 10 miles – 10-20 miles – Over 20 miles – The number of ECT-approved riders • The rate schedule for the geographic location • where transportation takes place Northern Virginia rate schedule – Rest of State rate schedule – See the ECT Rate Chart • Slide 13
How are ECT Rates Calculated in Private Transportation (cont.)? In private transportation: A maximum of 3 riders plus the driver • are allowed in a vehicle The ECT provider can be paid for a • maximum of 3 ECT-approved riders per trip The trip rate is pro-rated based on the • number of ECT-approved riders The ECT provider cannot bill for a rider • who is not ECT-approved (e.g., a passenger who is the driver’s family member, friend, etc.) An administrative cost of 11% is built into • each trip rate. Slide 14
How are ECT Rates Calculated in Private Transportation? Private transportation example #1 Sally is approved to get Flexible Funding ECT for four rides per month from her apartment to the bowling alley on Wednesday nights (Trip A) and for four rides per month from the bowling alley to her apartment (Trip B). Her cousin, Julie, drives her to the bowling alley. Julie lives several blocks away. Julie picks Sally up at her apartment and drives Sally to the bowling alley. Julie then drives back to her own home. Julie returns to the bowling alley to pick Sally up and bring her back to her apartment. The one-way trip mileage from Sally’s apartment to the bowling alley (Trip A) is 5 miles and the one-way trip mileage from the bowling alley to Sally’s apartment (Trip B) is 5 miles. If Sally lives in Richmond and she is the only ECT-approved rider, the administering agency is owed $8.91 for a single one-way trip that is under10 miles for one rider. The administering agency will receive $8.91 x 4= $35.64/month for Trip A, and will receive $35.64/month for Trip B, for a total of $71.28/month. The administering agency may keep up to 11% of this cost, or $7.84/month, and pay the driver the remainder, or $63.44/month. Slide 15
How are ECT Rates Calculated in Private Transportation (cont.)? Private transportation example #2 Joe is approved to get Flexible Funding ECT for 8 rides per month from home to work (Trip A) and for 8 rides per month from work to home (Trip B). His coworker, Dave, drives Joe to work on Tuesdays and Thursdays. Joe lives along Dave’s driving route to work. Dave picks Joe up at Joe’s house and drives him to work and then back home at the end of the day. The one-way trip mileage from Joe’s house to Joe’s work (Trip A) is 4 miles. The one-way trip mileage from Joe’s work to Joe’s house (Trip B) is 4 miles. If Joe lives in Fairfax County and his coworker, Dave, drives him and one other ECT-approved rider to work, then the administering agency is owed $5.64 x 2 = $11.28 for a single one-way trip that is under 10 miles for two ECT-approved riders. The administering agency will receive $11.28 x 8 = $90.24/month for Trip A, and will receive $90.24/month for Trip B, for a total of $180.48/month. The administering agency may keep up to 11% of this cost, or $19.85/month, and pay the driver the remainder, or $160.63/month. Slide 16
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