VR-SFP Chapter 9: Assistive Technology Services for Customers with Visual Impairments

Assistive technology (AT) services are for customers with visual impairments and services include AT baseline and post -training assessments, AT evaluation, and AT training. These services help a customer who is blind or has a significant visual impairment to make informed choices about which AT products meet his or her needs and how to use them.

Assistive Technology Evaluation and Keyboarding must be provided in person. All other assistive technology services may be provided remotely when the VR counselor has indicated approval of remote service delivery on the VR1884, Assistive Technology Services for Customers with Visual Impairments Referral. For more information, refer to VR-SFP 3.4.8 Remote Service Delivery.

Any request to change a Service Definition, Process and Procedure, or Outcomes Required for Payment must be documented and approved by the VR director, using the VR3472, Contracted Service Modification Request for Blind and Visually Impaired Services, before the change is implemented. The approved VR3472 must be maintained in the provider’s customer case file. For more information, refer to VR-SFP 3.4.11 Contracted Services Modification Request.

For information on signatures refer to VR-SFP sections 3.2.14 Documentation and 3.2.16 Signatures.

9.3.1 Baseline and Post-training Assessments Service Description

A VR counselor must purchase a baseline assessment when purchasing training services.  A VR counselor can purchase a baseline assessment from an AT evaluator or AT trainer as a separate service without purchasing other services.

The baseline assessment is used to measure the customer’s ability to use technology. Completion of the post-training assessment is the final step in the AT training process and is used to report progress and to estimate potential training needs.

The results of the baseline assessment help the AT trainer modify training to meet the customer’s unique training needs. Combined with the post-training assessment, it provides a point of comparison to measure the customer’s progress. An AT evaluator can also use the results of a baseline assessment to recommend training in a VR1886, Assistive Technology Evaluation. 

The baseline assessment and post-training assessment must be provided as indicated in VR1884, Assistive Technology Services for Customers with Visual Impairments Referral or the service authorization. Remote services must be provided following VR-SFP 3.4.8 Remote Service Delivery.  The trainer must document the results of the baseline assessment and post-training assessment in VR2902, Assistive Technology Training Baseline Assessment and Post-training Assessment.

To provide services at an AT evaluation and training facility, the training area must be equipped with desks, monitors, and peripherals to use with a customer’s portable or easily transportable assistive technology products. An AT service provider’s facility must be ADA compliant. See SFP 3.3 Contractor Standards for Physical Locations.

For information on signatures, refer to VR-SFP sections 3.2.14 Documentation and 3.2.16 Signatures.

9.3.2 Process and Procedure

To authorize services for a customer, the VR counselor sends the AT evaluator or AT trainer a referral packet that includes:

• the VR1884, Assistive Technology Services for Customers with Visual Impairments Referral; and
• an EAS report or basic consultation report.

The AT evaluator or AT trainer must not provide services until the AT evaluator or AT trainer receives a referral packet with a service authorization.

The AT evaluator or AT trainer must:

• maintain a one-AT evaluator-to-one-consumer or one-AT trainer-to-one-customer ratio;
• document observations from the assessment in  VR2902, Assistive Technology Training Baseline Assessment and Post-training Assessment; and
• sign the original VR2902.

9.3.3 Outcomes Required for Payment

The AT evaluator or AT trainer documents the required information in VR2902, Assistive Technology Training Baseline Assessment and Post-training Assessment to verify that the AT evaluator or AT trainer:

• delivered the service as indicated in VR1884, Assistive Technology Services for Customers with Visual Impairments Referral; 
• delivered training without exceeding the one-AT evaluator to customer or one-AT-trainer-to-one customer ratio;
• provided all necessary accommodations and compensatory techniques necessary to enable the customer to participate in the assessment;
• measured and documented the customer's performance, skills, and progress; and
• completed a post-training assessment.

The AT evaluator or AT trainer must submit a completed report within 10 business days from the completion date of the assessment to the customer's VR counselor.

Payment for the baseline assessment is made when the VR counselor approves a complete, accurate, signed, and dated:

• VR2902, Assistive Technology Training Baseline Assessment and Post-training Assessmentcompleted for the Baseline Assessment; and
• an invoice.

Payment for the post-training assessment is made when the VR counselor approves a complete, accurate, signed, and dated:

• VR2902, Assistive Technology Training Baseline Assessment and Post-training Assessment completed for the Post-training Assessment;
• VR2868, Assistive Technology Training Report; and
• an invoice.

An assessment is an outcome-based service. The VR counselor cannot pay for incomplete services. All topics in the service description and service authorization must be addressed.

9.3.4 Fees

For details, refer to 9.6 Assistive Technology Services Fees.

9.5.1 Assistive Technology Training Service Description

Assistive Technology (AT) training is a service provided by an AT trainer who teaches a customer how to use AT products, measures the customer’s progress, and reports the results of the training to the customer’s VR counselor.  AT training helps a customer learn how to use specialized equipment, devices, and software designed specifically to mitigate the effects of significant visual impairment.

An AT trainer can provide keyboarding skills training in a facility using the trainer’s equipment and software with up to three customers per trainer or in a customer’s home with a one-trainer-to-one-customer ratio. 

All other AT training must be provided:

• using the customer’s portable or easily transportable AT products at the AT trainer’s authorized facility, or in the customer's home, school, or workplace depending on the customer’s needs; and
• with a one-trainer-to-one-customer ratio.

To provide training at the trainer’s AT evaluation and training facility, the training area must be equipped with desks, monitors, and peripherals to use with a customer’s portable or easily transportable assistive technology products. An AT trainer’s facility must be ADA compliant. See SFP 3.3 Contractor Standards for Physical Locations.

Keyboarding skills training must be provided in person. All other AT training may be provided remotely when the VR counselor indicates approval of remote service delivery in VR1884, Assistive Technology Services for Customers with Visual Impairment Referral. For more information, refer to VR-SFP 3.4.11 Contracted Services Modification Request.

An AT trainer cannot provide more than eight hours of training per day per customer. Training can include trainer-guided individual practice time.

AT training includes:

• a baseline assessment;
• planning;
• training sessions with the customer;
• monthly reporting;
• a post-training assessment; and
• final training reporting.

The AT trainer documents:

• assessments result in VR2902, Assistive Technology Training Baseline Assessment and Post-training Assessment; and 
• training results in the VR2868, Assistive Technology Training Report.

For information on signatures, refer to VR-SFP sections 3.2.14 Documentation and 3.2.16 Signatures.

For a copy of the Assistive Technology Training Guide (ATTG) with a complete list of training subjects and descriptions refer to 9.7 Resources.

9.5.2 Process and Procedure

The VR counselor sends the AT trainer a referral packet with the following:

• VR1884, Assistive Technology Services for Customers with Visual Impairment Referral;
• an employment assistance specialist (EAS) report or basic consultation report;
• VR1886, Assistive Technology Evaluation; and 
• a service authorization.

The AT trainer uses the information in the referral packet, the Assistive Technology Training Guide, and the customer’s baseline assessment results to modify training to meet the customer’s individual needs. 

The baseline and post-training assessment are essential to planning and measuring the effectiveness of AT training and are purchased with all AT training. 

All service authorizations for AT training must include a line item for each of the following:

• AT training by subject, 
• baseline assessment; and 
• post-training assessment.

A valid service authorization may include a line item for trainer-guided individual practice time.

The AT trainer must review the referral packet and valid service authorization carefully and contact the VR counselor to report any missing or incomplete documentation. The trainer must not provide services until the VR counselor sends a complete referral packet with a valid service authorization.

If the AT trainer discovers a problem with the customer's equipment, hardware, or software that prevents the trainer from providing training, the trainer may spend up to two hours of training time troubleshooting the problem to resolve it. If the trainer is unable to resolve the issue within two hours, the trainer must contact the customer's VR counselor by email to report the problem and seek assistance. The trainer must document the details of the problem on the in VR2868, Assistive Technology Training Report, including the amount of time the trainer spent troubleshooting.

The AT trainer must document training results on the:    

• VR2902,  Assistive Technology Training Baseline Assessment and Post-training Assessment; and
• VR2868, Assistive Technology Training Report;

For a copy of the Assistive Technology Training Guide (ATTG) with a complete list of training subjects and descriptions refer to 9.7 Resources.

9.5.3 Outcomes Required for Payment

The AT trainer documents the information required by the service description in VR2902, Assistive Technology Training Baseline Assessment and Post-training Assessment, and VR2868, Assistive Technology Training Report, to verify the AT trainer:

• provided training without exceeding the trainer-to-customer ratio indicated in the Assistive Technology Training Guide (ATTG);
• provided all necessary accommodations and compensatory techniques to enable the customer to participate in the training;
• measured and documented the customer's performance, skills, and progress; and
• completed a post-training assessment.

The trainer must submit the final training report within 10 business days from the date of the last service. The VR counselor pays the invoice after he or she verifies that all training objectives and outcomes are met, and approves the following required documentation:

• VR2902, Assistive Technology Training Baseline Assessment and Post-training Assessment;
• VR2868, Assistive Technology Training Report; and
• an invoice.

AT training is an outcome-based service. The VR counselor cannot approve required documentation that is incomplete. All topics in the service description and service authorization must be addressed.

If a customer fails to complete the training or fails to meet training objectives, a trainer may request payment for the training hours the customer completed by submitting the required training reports and an invoice. The trainer must explain why the training was unsuccessful.

9.5.4 Fees

For details, refer to 9.6 Assistive Technology Services Fees.

• Approved Trainers List
• Assistive Technology Training Guide
• Evaluation Products List
• Assistive Technology Unit Proficiency Tests