VR Basic
This should be completed during an intake meeting
What is identify the individual's preferred method of communication?
This is required when requesting use of the PCard for multiple vendor purchases
What is separate requests and justifications are needed for each vendor?
Purpose of using texting with clients
What is to supplement primary forms of communication (e.g., In-person/virtual meetings, phone, video conference, e-mail)?
Once documentation occurs in AWARE this can be deleted
What is texts can be deleted from your State issued cell phone?
Where a PCard purchase can be made
What is P-Card purchases can be used for any vendor who accepts credit card payments as long as they are for items deemed allowable, reasonable and necessary?
All purchases of goods and services must meet this standard
What is must be necessary to accomplish a specific vocational goal?
Process for return/exchange of items purchased with the PCard
What is notify the P-card holder who made the original purchase. They will begin the process of returning the item and notify VRC of return policy and steps to be taken to return the item?
Describe at least three different benefits of texting with clients
What is building rapport, increase response rates, reduce wait time, increase client engagement, and provide improved service delivery?
Equipment needed for texting
What is a State issued cell phone?
What is documentation justifying the purchase, authorization and receipt verification?
This must be included in AWARE every time
What is a case note? (whether it's justification for a purchase or documentation of a conversation)
3 things CWSs must confirm before approving a PCard Request
What is the CWS must review:
PCard Request form to ensure detailed information provided (size, color, delivery, link to website, etc.),
Purchase justification case note,
confirm purchase is in valid IPE and reasonable and necessary to meet vocational goal?
Form that is required in some cases to use texting with a client
What is a communication release for transition aged youth under the age of 18 and any VR client who has a guardian?
3 different examples of information that cannot be included in a text message
What are:
In-depth Vocational Guidance and Counseling
Lengthy exchanges
Confidential and Personal Identifying Information
5 examples of when we might text with staff members
What are:
Cancellations
Late to meeting
Schedule meetings
Confirm meetings
General reminders
Meeting locations
Check e-mail/mail for documents
Job leads
Provide contact information
Quick non confidential updates
Checking on a client
Sharing a resource
Regardless of how VR is communicating with a client, this step should be taken anytime an individual expresses a desire to self-harm
What is call the Crisis Hotline or 911?
Priority process for procuring goods and services
What is goods and services purchased for clients will be procured from vendors registered with the State of Maine and utilizing standard procurement procedures?
What is text message(s) must be recorded in an Aware case note including date/time, recipients of the text(s), content and responses?
PCard purchase limit for an individual transaction
What are individual transactions exceeding $2500 without Regional Manager level approval?
6 characteristics of Texting Etiquette
What are:
Texts are generally two sentences or less
Be aware that texts can be visible to others
Initial text requires adding your name to inform recipient
Respond in appropriate amount of time
Remain professional
Limit the use of Emojis
Do not text and drive
Check for autocorrect
Do not text during meetings?
Two policies that every DVR staff member must always comply
What are the record retention policy and Maine’s Freedom of Access Act (FOAA)?
Steps in the two week process for completing PCard purchase
What is:
1. PCard Request form completed and sent to CWS
2. Create Authorization with:
3. PCard Holder review and purchase
4. PCard Holder provides receipt and signed PCard Request form to VRC/Requestor
5. VRC/CWS updates (if necessary), approves and pays authorization in AWARE
6. PCard Holder approves purchase in P-Card system
2 ways to efficiently document text communication with a client
What are:
Important to remember when on a Zoom or Teams meeting
What is MUTE oneself when having a private conversation?
7 different types of purchases that are prohibited with the PCard
What are: