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15.00                                                                                                         PRIVATE VENDORS

 

Policy

It is policy of NYSCB to use, in addition to NYSCB direct service staff, community rehabilitation programs and existing community resources to meet the service needs of individuals.  When services are not available or not feasible through these resources, the NYSCB counselor has the option to utilize private vendors.

 

When to Use Private Vendors

Approved private vendors may be utilized when:

1.         there is a specific need for a service not offered by a community rehabilitation program
2.         NYSCB direct service staff are unavailable
3.         the needed service is not available from other community agencies
4.         there will be a significant delay in the delivery of service from a community rehabilitation program or other community resource.

Community rehabilitation programs and other community resources must be fully explored prior to using a private vendor.

 

Private Vendor File

NYSCB district offices maintain a local private vendor files which lists each vendor by discipline.  A statewide private vendor file is maintained in Central Office.

Counselors should contact the appropriate NYSCB district office for assistance in identifying a qualified private vendor outside of their office area.

 

Approval of Private Vendors

The approval of a private vendor is based upon the individuals ability to meet the educational, experiential and certification requirements required by NYSCB.  Only those private vendors who have received NYSCB Central Office approval can be used to provide services to individuals served by NYSCB.

 

Liability Insurance

As self-employed persons, private vendors are expected to be self-insured.  NYSCB does not provide liability coverage for private vendors.

 

Procedure for Private Vendor Approval

When requesting private vendor approval, the district manager will follow these procedures:

1.         Determine if the vendor has previously received approval.

2.         Discuss with the prospective vendor the NYSCB standard for the service that she/he would provide.

3.         Complete the top section of the (DSS-3598) Individual Private Vendor Application using the NYSCB Private Vendor Mileage Policy (page 15.00.06-15.00.07) and the Private Vendor Rates and Codes for Service (page 15.00.08-15.00.09).

4.         Send an application packet to the vendor.  (The application will be returned to the district manager).

5.         Review the application for completeness and forward it to Central Office with a statement regarding the need for the vendor and any other relevant comments.

6.         If the vendor is employed by an organization or agency from which NYSCB purchases services, she/he must submit the Employee Release Letter (page 15.00.10) completed by his/her employer indicating that there is no conflict of interest.

  1. If the vendor is applying for approval as a Technology Consultant, they need to

complete and submit the Consultant Application Form (pages 15.00.11-15.00.13).

8.         The application will be reviewed in Central Office.  If the prospective vendor meets the NYSCB personnel standard for the service to be provided, the application will be approved.  Central office will send copies of the approved application to the:

a.         district office which submitted the application, and
b.         private vendor.

9.         If the application is not approved, the vendor and the requesting district manager will be notified in writing of the disapproval and the district manager will be advised of the reason(s) for disapproval.

 

Duration of Approval

Once a private vendor is approved, he/she will remain on the NYSCB private vendor list until one of the following occurs:

1.         the vendor requests that his/her name be removed from the list
2.         the vendor moves out of state or is no longer available to provide services
3.         NYSCB has determined that the vendor no longer meets the requirements for approval

 

Progress Reports

Private vendors are required to provide the NYSCB counselor with a progress report each time a voucher is submitted for payment.

In addition, the vendor must submit a final service report to the counselor within one week of completion of the authorized period of service.

Additional reports, verbal or written, will also be provided when requested by the NYSCB counselor.

Progress reports should contain the following information:  the time period covered; identified goals; the services provided; a summary of the individual's progress toward the stated goal(s); comments or concerns and recommendations.

 

Consumer Conferences

Conferences with the private vendor can be held, as needed, to discuss the consumer's progress in the particular service area and to plan for additional or alternative services to meet the individual's service needs and achieve the stated goal.

Conferences can be held at any time during the service delivery period, particularly if a problem has been identified in the progress report or if requested by the consumer, the private vendor or the NYSCB counselor.  Conferences can be held in person or via telephone.

 

Confidentiality

Information about individuals served by NYSCB (e.g., background, psychological and medical records) is confidential and cannot be released without the individual's written consent.  Only information necessary for the provision of rehabilitation service should be shared with private vendors.

 

NYS Office of Children and Family Services
Commission for the New York State Commission for the Blind

INDIVIDUAL PRIVATE VENDOR MILEAGE REIMBURSEMENT POLICY

To encourage the provision of services in rural areas, the Commission for the New York State Commission for the Blind will provide an incentive in addition to the state mileage reimbursement rate (currently $.555 per mile) for total round trip travel in excess of 80 miles in accordance with the following schedule:

$.555 per mile for all miles traveled, plus:

For any round trip miles traveled between 0 and 80                             no reimbursement
For any round trip miles traveled between 81 and 120                                    $ 7.50
For any round trip miles traveled between 121 and 160                      17.00
For any round trip miles traveled between 161 and 200                     28.50
For any round trip miles traveled between 201 and 250                     42.00
For any round trip miles in excess of 250                                                                      49.50

This applies to all areas outside Metropolitan New York City.  In Metropolitan New York reimbursements will be based on travel receipts.

Travel authorization on the DSS-335 form should be from the vendor's point of origin to the point of service delivery and return.

For example:

1.         Vendor origin, Albany, to consumer in Lake George  - 124 round trip miles.  Payment received would be $plus fee for service.

$17.00            payment for miles between 121 & 160
$68.82            state mileage reimbursement
$85.82            Total

 

2.         Vendor origin, Albany to consumer in Saratoga - 64 round trip miles.  Payment received would be $23.36 plus fee for service.

$  0.00            under 81 miles, no reimbursement
$35.52            state mileage reimbursement
$35.52            Total

PRIVATE VENDOR RATES AND CODES FOR SERVICE                          

 

SERVICE                                                                  CODE            RATE

Academic Instruction/Tutor                                                75                    $20/hour

Communications                                                                                                     61                    $20/hour

Foreign Language Interpreter Services               54                    $15/hour

Job Coaching Services (up to maximum                        92                    $16hour
established in Section 8.38)

Job Placement                                                         58                    $35/hour

Low Vision Services                                                            10                    $125/examination (initial)

  1. $ 40/follow-up examination

Microcomputer Software Training                                                24                    $20/hour

Orientation and Mobility -                                       Professional             50                    $45/hour

Rehabilitation Teaching - Professional               51                    $45/hour
                                             Assistant                       52                    $30/hour
                                                                                               
Social Casework                                                                                                      53                    $30/hour

Strategic Technical Intervention                           25                    $40/hour

 

Notes