Social Security Specialist Assistant (775)
CSFA Number: 444-22-2172
Agency Name
Department Of Human Services (444)
Agency Identification
Division of Mental Health (DMH)
Agency Contact
Barb Roberson
217-557-5876
barb.roberson@illinois.gov
Short Description
Exhibit A – Scope of Services
There exist a cohort of Williams Class Members who either have never applied to Social Security Administration for benefits (SSI or SSDI) or who have applied and been denied (due to no documentation or insufficient documentation substantiating a disability) or have applied, been denied and are in stages of appeal. The lack of income presents challenges to community transition as the individual has no sustainable means of meeting or maintaining basic subsistence needs or personal desires.

There are currently a significant number of Williams and Colbert Class Members who are currently in an abyss in transitioning from Long Term Care due to the lack of income. There is a perceived void in aggressively working with these Class Members through the Social Security Administration process. The immediate need is to have dedicated staff, employed by the Williams agencies, whose sole purpose is to walk Class Members through the Social Security application processes, i.e., to gather all supporting historical documentation that can substantiate a disability; to package this information in a format that is easily received and digested by the Social Security Administration’s review team; to work with SSA staff in addressing questions or concerns about the application’s status; and to ultimately work with the Class Member in understanding each step along this continuum. Should an application receive a denial, then the Social Security Specialist (SSS) will work with the Class Member to appeal the decision and restart the application process, understanding what information is missing or critical to a positive determination.

Each SSS will be SOAR trained. SSI/SSDI Outreach, Access and Recovery (SOAR), is a SAMHSA national program designed to increase access to the disability income benefit programs administered by the Social Security Administration (SSA) for eligible adults and children who are experiencing or at risk of homelessness and have a serious mental illness, medical impairment, and/or a co-occurring substance use disorder.

Exhibit B – Deliverables
• The receiving agency will recruit and hire either one or two Full Time Equivalent SSS (contingent on the agency’s size and contract agreement) within 30 days of the contract award.
• The receiving agency will develop a training manual on the expectations of the role and duties of the SSS, with performance deliverables and time frames to address the volume of Class Members identified as ‘no income’ within the agency.
• The receiving agency will ensure that hired SSS become SOAR trained within 40 days from the hire date.
• The receiving agency will determine the exact case load volume for each SSS, using the formula of an estimated 40 hours for completion of one SSA application. At a minimum each SSS will have no less than a caseload of 10.
• For agencies with a small volume of Class Members identified as ‘no-income’, the SSS will be used to perform other functions/duties (non-Medicaid billable) related to transitioning Williams Class Members from Long Term Care, such as assistance with Housing Search, purchasing house hold items, assisting with actual transition, apartment set up, etc.
• Grantee is required to participate in a statewide learning collaborative to share ideas and successful strategies with other SOAR providers.

Exhibit C – Payment
Reference the Uniform Grant Agreement, Article IV Payment, Section 4.3 Cash Management Improvement Act of 1990 and Section 4.7 Timely Billing Required. Grantee shall submit allowable grant expenses on the appropriate DMH invoice template to the email address indicated on the template no later than the 30th day of the month following the end of the service month. Invoiced expenses should be consistent with the approved annual grant budget. Any expenditure variances require prior Grantor approval in accordance with Article VI of the grant agreement to be reimbursable. All invoices shall be HIPPA compliant and encrypted utilizing DHS approved encryption software if so indicated on the invoice template. Invoices shall serve as the request for reimbursement as well as the Periodic Financial Report.

DMH invoice templates can be found in the Provider section of the DHS website.

Rates:
Initial Application: $950
A Reconsideration: $250
An Appeal: $475

Exhibit E – Performance Measures

The Grantee shall submit quarterly Periodic Performance Report (GOMBGATU-4001 (N-08-17)) and the Periodic Performance Report Template by Program (PRTP) to the appropriate email address below no later than November 1, February 1, May 1, and August 1. Reporting templates and instructions for submitting reports can be found in the Provider section of the DHS website.

PPR and PPRT Email Address for All Grants:
DHS.DMHQuarterlyReports@illinois.gov

The following are included in the reporting template:
1. Number (total) of Class Members on the SOAR roster in the quarter.

2. Number of Class Members referred to SOAR roster who are actively engaged by the agency in the quarter.

3. Number of new Class Member referred to SOAR in the quarter.

4. Number of new referrals to SOAR assessed (within 7 business days) and engaged by the Social Security Specialist(s).

5. Number of new SOAR applications completed and submitted by the agency to SSA within 48 hours post completion.

6. Number of SOAR applications submitted for protective filing dates that are completed and submitted to SSA within 60 days.

7. Number of SOAR applications which received a determination status in the quarter.

8. Number of SOAR applications approved for benefit (SSI/SSDI) in the quarter.

9. Number of SOAR applications denied benefit (SSI/SSDI) in the quarter.

10. Number of SOAR applications returned to the agency (Class Member) with an SSA determination status of no documented disability/ineligible in the quarter.

11. Number of SOAR applications for which a 1st appeal was submitted to SSA within two weeks post stamped letter date from SSA.

12. Number of SOAR applications for which a 2nd appeal was submitted to SSA within two weeks post stamped letter date from SSA.


Exhibit F – Performance Standards
1. 100% of Class Members identified as having “no income” – SSI/SSDI - (excluding those with an undocumented status) on the agency’s SOAR roster in the quarter.

2. 100% of Class Members referred to SOAR were actively engaged by the agency during quarter.

3. 100% of all new referrals to SOAR assessed (within 7 business days) and engaged by the Social Security Specialist(s).

4. 100% of SOAR applications completed and submitted to SSA within 48 hours post completion.

5. 100% of SOAR applications submitted for protective filing dates are completed within 60 days’)

6. 100% of SOAR applications submitted to SSA obtained a determination status.

7. 100% of application submitted, captured and categorized based on SSA’s final determination status, i.e., approved, denied, no documented history.

8. 100% of SSA applications denied were repackaged for a 1st appeal within two weeks post stamped letter date from SSA.

9. 100% of SOAR applications have initial and outcome information entered into SOAR-OAT (national database)

10. 100% of SSA applications second denial were repackaged for a 2nd appeal within two weeks post stamped letter date from SSA.


Staff Requirements -
The Social Security Specialist (SSI/SSDI Outreach, Access and Recovery – SOAR) must:
• Be at least 21 years of age;
• Have a valid State of Illinois Driver’s license (or reciprocal state);
• Have a BA/BS from an accredited institution of higher learning;
• Have good communication skills (verbal and written) and is versed in navigating various system networks.
• Become SOAR trained (on-line) and certified within 40 days from the data of hire.
Subject Area
Human Services
Program Function
Health
Objectives and Goals
• The receiving agency will recruit and hire either one or two Full Time Equivalent SSS (contingent on the agency’s size and contract agreement) within 30 days of the contract award.
• The receiving agency will develop a training manual on the expectations of the role and duties of the SSS, with performance deliverables and time frames to address the volume of Class Members identified as ‘no income’ within the agency.
• The receiving agency will ensure that hired SSS become SOAR trained within 40 days from the hire date.
• The receiving agency will determine the exact case load volume for each SSS, using the formula of an estimated 40 hours for completion of one SSA application. At a minimum each SSS will have no less than a caseload of 10.
• For agencies with a small volume of Class Members identified as ‘no-income’, the SSS will be used to perform other functions/duties (non-Medicaid billable) related to transitioning Williams Class Members from Long Term Care, such as assistance with Housing Search, purchasing house hold items, assisting with actual transition, apartment set up, etc.
• Grantee is required to participate in a statewide learning collaborative to share ideas and successful strategies with other SOAR providers.
Eligibility Requirements
The Social Security Specialist (SSI/SSDI Outreach, Access and Recovery – SOAR) must:
• Be at least 21 years of age;
• Have a valid State of Illinois Driver’s license (or reciprocal state);
• Have a BA/BS from an accredited institution of higher learning;
• Have good communication skills (verbal and written) and is versed in navigating various system networks.
• Become SOAR trained (on-line) and certified within 40 days from the data of hire.

All potential grantees must make certain the following are completed before IDHS staff are allowed to accept an application packet.
1.Register with the Illinois Grant Accountability and Transparency Act Grantee Portal
2.Grantees must be qualified to do business with the State of Illinois. To be qualified for a grant award, a Grantee must: a.Have an current DUNS number;
b.Have a current System for Award Management SAM.gov account;
c.Not be on the Federal Excluded Parties List;
d.Be in Good Standing with the Illinois Secretary of State, as applicable;
e.Not be on the Department of Healthcare and Family Services Provider Sanctions list;
f.Submit an application to DHS.GrantApp@illinois.gov. i.Each application must be sent in a separate email. Links are provided under the "GA" column.
ii.The subject line of the email MUST state: Provider Organization Name, CSFA Number (444-22-XXXX), Contact Name (Barb Roberson)

g.Complete one Internal Controls Questionnaire (ICQ) as the Fiscal and Administrative Risk Assessment on an annual basis on the GOMB website at https://grants.illinois.gov/portal/
h.Complete a Programmatic Risk Assessment (PRA) for each grant award. Links are provided under the "PRA" column.
i.Complete a Budget for each grant award in the CSA tracking database: CSA Budget/Tracking System database
Eligible Applicants
Nonprofit Organizations; Government Organizations;
Federal Funding
None
Notice of Funding Opportunities
None
Agency IDGrantee NameStart DateEnd DateAmount
45CYB04037-45CYB04037TRILOGY, INC.07/01/201906/30/2020150,000
45CYB04041-45CYB04041TRILOGY, INC.07/01/201906/30/2020150,000
45CYB04046-45CYB04046FEATHERFIST07/01/201906/30/202075,000
45CYB04032-45CYB04032GRAND PRAIRIE SERVICES07/01/201906/30/202075,000
45CYB04033-45CYB04033Heritage Behavioral Health Center, Inc.07/01/201906/30/202075,000