Building an hDap program: The essentials
Learning Community: Session 7 November 1, 2023
Land Acknowledgement
We recognize and acknowledge the First People of this ancestral and unceded territory – the land that today we call California. With respect to their elders, past and present, we recognize the tribal communities as the original stewards of this land, and who continue to lift up their stories and cultures.
Adopted from Los Angeles County’s
Land Acknowledgment
Disability Benefits Advocacy Training & Support Team
Eve Rutzick
Rebecca Watson
Agenda
04
Targeting HDAP Services: Who is Eligible?
03
HDAP Core Components Overview
02
The Big Picture: Purpose of HDAP
01
Welcome, Introductions, & Overview
06
Q&A with Meagan Smith
07
Open Discussion
05
Building Your Program
- Defining Roles
- Workflows
- Administrative Systems
- Onboarding Staff
THE BIG PICTURE
Purpose of HDAP
The 3 A's
Affordable Housing
as a solution
Solving homelessness and resolving housing crises require that participants have access to the 3As. Affordable Housing Adequate Income Appropriate Services
HDAP programs combine services intended to give participants' access to each of the 3 A's.
Appropriate Services
Adequate Income
How does your work help end homelessness?
HDAP Purpose: Two Program Goals
Secure Disability Benefits
Long-Term stability
Stabilize in Permanent Housing
Rates of SSI Participation Are Low Despite It Being Critical Income for Disabled and Aged Individuals
40-50%
of older individuals who are eligible for SSI are not receiving it
30%
New benefits awards went down
during the first year of the pandemic
Our communities are missing key income
Low-Income Seniors Living Alone
People with Disabilities Experiencing Homelessness
Low-Income Parents with Minor Children
Youth With Disabilities Aging Out of Foster Care
Veterans Receiving VA Benefits
Most people's income goes up when they change from receiving General Relief/General Assistance, CalFresh, and/or CalWORKs to receiving SSI/SSDI. Once on SSI/SSDI, GA/GR and CalWORKs cease and CalFresh is reduced.
Why is it so hard for individuals to get these benefits?
Confusing Process
Outdated Systems
Geared Towards Denial
SSA Is Understaffed
SSA's process is confusing and long and hard for people with disabilities to manage. SSA does not develop their processes to make it easier for the very individuals they serve to access their services and benefits
There is a huge backlog of work and not enough people to do the work.
SSA makes changes very slowly and uses outdated technology. This makes it harder for their system to efficiently respond to customers' needs.
Approximately 64% of applicants are denied at the initial level and 85% are denied at the reconsideration level. Many people stop appealing their denials because they lose faith that they will be approved. This keeps the number of individuals receiving benefits lower.
hdap core components
Overview
Key Takeways: Program Success
Be realistic about timelines & success rates.
Have well-defined roles that allow staff to build expertise.
Be realistic about staff capacity.
Remember the recommended staff to participant case ratios.
Successful programs do not take on too much too quickly. They understand the program must invest heavily in each participant.
Don't neglect systems needed to track this complex work.
Use existing resources to build the program & expertise.
HDAP Core Services
Partnership with Community Systems
- Outreach partnerships
- With Homeless System of Care
- With Healthcare systems
Goals Met
Housing Case Management
- Immediate crisis needs and long term housing case management
- Housing Direct Financial Assistance
Disability Benefits Advocacy
- Trained Advocates who develop, submit & track complete applications for benefits
- Connections to Appeals Representation
Medical Care Coordination
- Assistance connecting to medical treatment
- Necessary for effective disability benefits advocacy and to promote long-term stability
Big Picture: HDAP Rules
HDAP Services must be offered concurrently
Participants are eligible for, and should continue to be offered, any of the program components until a final disability benefits determination is made and the participant is stabilized in permanent housing. Eligibility for the HDAP services is not based on the disability benefits application timeline alone. It is unlikely that the disability benefits determination timeline and housing stabilization timeline will be fully aligned. Rather, it is highly likely that one may be achieved before the other, and programs should be designed accordingly. HDAP ACL 19-104
We created this summary of key HDAP program requirements to help you plan and administer your HDAP program.
Key program guidance is set out in HDAP ACL 19-104 (11/1/19) and ACWDL 9/13/21.
Big Picture: Appeals
Initial Determination
Reconsideration Determination
Hearing Decision
Appeals Council Decision
Federal Court Decision
Application Submitted
Typically issued 12-24 months after filing
Typically issued 12 months after filing
Typically issued 12 months after filing
Typically issued 4-8 months after filing
Typically issued 3-6 months after filing
Approximately 1% of cases are approved at federal court and 60% are remanded for a new hearing
Approximately 12% of cases are approved at reconsideration level
Approximately 46% of cases are approved at hearing level
Approximately 30% of cases are approved at the initial level
Approximately 1-2% of cases are approved at Appeals Council
"It is strongly recommended that advocacy related to appeals (including representation at hearing) is provided by qualified disability benefits attorneys." ACL 19-104
HDAP Budgeting
What should you expect?
HDAP has two distinct areas of work (housing and benefits advocacy) as well as care coordination. This increases the amount of staff time per participant.
Specialized Staffing/Roles
Plan for additional program costs in areas of:
- Transportation (to medical appointments)
- Medical records
- Tracking systems
Added Program Costs
Some programs plan for appeals representation by contracting with a legal aid provider to represent HDAP clients in the appeals process.
Appeals Representation
Targeting hdap services
Who is eligible?
Who is eligible for HDAP services?
The Housing and Disability Advocacy Program (HDAP) was established in 2016 to assist individuals and families who are: 1. experiencing or at risk of homelessness and 2. who are likely eligible for disability benefits
Wait, what does that mean exactly?
Let's discuss the purpose of each program
Supplemental Security Income (SSI)
Social Security Disability Income (SSDI)
Social Security Retirement
Survivors' Benefits
- Monthly benefits paid to individuals who paid FICA taxes on their earnings for long enough and earned enough money to qualify
- Benefits are paid out based on how much the individual earned over the course of their life
- Retirement benefits paid beginning at age 62 at the earliest
- Monthly benefits paid to the spouses and minor children of deceased individuals who paid FICA taxes on their earnings for long enough and earned enough money to qualify
- Benefits also paid to very low-income individuals who cannot work due to disability even if they have no history of working before becoming disabled
- Monthly benefits paid to very low-income individuals who are 65 and older, regardless of whether they worked
- Monthly benefits paid to workers who paid FICA taxes on their earnings and who are no longer able to work due to disability
- Benefits can also be paid to spouses and minor children of the disabled worker
Wondering what FICA taxes are?
How hard is it to get benefits from SSA?
Hard to Prove
Easy to Prove
Retirement Benefits and Survivors Benefits are quite easy to get. After applying, SSA checks if the individual is eligible for benefits and typically pays out without much trouble. Supplemental Security Income (SSI) Aged Benefits are easy to get. One must only prove they are 65 or older and very low-income and meet immigration status requirements.
Social Security Disability Income (SSDI) is more difficult. An individual has to prove that they meet SSA's definition of disability prior to their date last insured. This will be discussed shortly. Supplemental Security Income (SSI) Disability Benefits are also difficult. In addition to proving one is disabled, the individual must meet all of the income and resource rules as being a very low-income person.
So how does one prove disability for SSA?
SSA has a specific definition of disability that is different than in other contexts
SSA's definition of disability is not the same as the definition under the Americans with Disabilities Act (ADA), or under other laws such as the Fair Housing Act, or laws about eligibility for special education services.
Watch this video to learn more about how SSA defines disability
SSA's Definition of Disability
The legal definition is:
which can be expected to result in death or to last for a continuous period of not less than 12 months
by reason of any medically determinable physical or mental impairments
The inability to engage in any substantial gainful activity
Let's translate! Click on the symbols to learn more
SSI, SSDI, and CAPI have strict rules about who is eligible to receive benefits. This is separate from whether the person can be found disabled due to medical conditions under their rules.
SSI and CAPI require the applicant to have resources worth $2,000 or less. SSDI and Retirement do not have resource limits.
Immigration Status
Work History
Resources
Income
All of these programs have specific immigration requirements. Many immigrants are eligible.
SSI and CAPI require the applicant to be low income. Income limit depends on type of income. SSDI does not have these same limits.
SSDI and Retirement typically require the applicant to have 40 work credits (10 years of work). SSI and CAPI do not require work history.
What are common client profiles you will see?
HAS A DISABILITY AND HISTORY OF WORKING
HAS A DISABILITY WITH Limited or no WORK HISTORY
non-citizens
65+ years old
How strict should you be in enrolling HDAP clients based on likely eligibility for disability benefits?
In general, enroll individuals who:
- Have conditions that seem potentially disabling or are age 65 or older
- Are very low-income and don't have many resources or have a significant work history
In general, do not enroll individuals who:
- Have no history of medical treatment and are not willing to seek treatment unless you can apply for an age-based benefit (i.e., retirement or SSI-Aged or CAPI-Aged benefits)
- Do not feel they are unable to work due to their medical conditions unless you can apply for an age-based benefit (i.e., retirement or SSI-Aged or CAPI-Aged benefits)
Prioritizing in HDAP
ACWDL 9/13/21
Consistent with homeless assistance best practice, programs should evaluate funding and program capacity to prioritize serving people with the highest needs and vulnerabilities, which should include individuals who are experiencing chronic homelessness or with severe health conditions.
building your program
Defining Roles
Benefits Advocates play the following roles for clients:
Act as an advocate during communications with SSA & DDS
Guide through the difficult process
Roles of a Benefit Advocate
Gather information & complete application forms correctly
Connect clients to legal and other services
Assist in obtaining medical care
Support during appointments
Obtain medical records
HDAP Benefits Advocates help participants navigate these obstacles
Navigating SSA and DDS
Confusing Process
Obtaining Medical Records
Submitting Complete Applications
SSA denies many applications because they don't have all necessary information
Communicating with these agencies is very hard
SSA's process is long and confusing; Benefits Advocates can help participants understand it
SSA only approves applications where the person's medical records supports finding them disabled
We have template Position Descriptions that your program can use or adapt as desired
A program may have separate Benefits Advocates and Housing Case Managers or one person may do both roles. However, the roles are different.
Housing Case Manager
Benefits Advocate
- Assists in getting participant into medical treatment if needed
- Has an official role as an Appointed Representative
- Completes and submits paperwork for client
- Communicates with SSA and DDS on participants' behalf
- Informs participant of SSA rules and guides them through the process and their rights
- Maintains awareness of available local housing stock and eligibility rules
- Assists participant in viewing housing options
- Assists participants in submitting applications for housing and for voucher programs or other permanent housing opportunities
- Assists participants in obtaining identification documents
Both types of advocates build rapport and trust with participants over time. Services need to be coordinated with each other.
Participant-Staff Case Ratios
HDAP Guidance says: Participant-Staff case ratios should be between 10:1 to 25:1. This applies to both Housing Case Managers & Disability Benefits Advocates. Ratios may vary locally but must allow for the highly intensive advocacy services to be provided.
VIEW
Staffing Example
Manager
HDAP & Home Safe Programs
Housing Case Manager (HDAP, Home Safe)
Disability Benefits Advocate (HDAP)
Medical Care Coordinator
Connects clients to medical care (HDAP & Home Safe)
Completes all disability benefits advocacy work
Housing Direct Financial Assistance
Requests & tracks medical records (HDAP)
Housing-related Case Management
five minute break
PUTTING IT TOGETHER
Program Workflow
Mapping Your Program
In HDAP, you are laying out two different, connected client journeys through your program.
- Housing-Related Case Management
- Disability Benefits Advocacy
CLIENT STABILIZES
CLIENT MOVE-IN
Client moves in to housing.
SEARCH FOR HOUSING
Cilent and Housing Team search for stable housing.
With support of housing team, client stabilizes in housing.
CLIENT PLACED IN TEMP HOUSING
CLIENT ENROLLED
TITLE HERE
Hotel/Motel room is provided.
Lorem ipsum dolor sit amet, consectetuer
Client is enrolled in the program
CLIENT ASSESSED
REFERRED TO PROGRAM
Client is assessed for eligibility and immediate needs.
CLIENT CRISIS
This participant journey only shows half of the story.
Client is referred to program.
Client presents at Tribal Housing office in crisis.
Mapping Your Program
The Disability Benefits Advocacy has a different journey that looks like this:
FOLLOW UP
Track application and communicate with gov't agencies
INITIAL DECISION
APPLICATION
Prepare and submit complete disability benefit application.
Application is approved or denied. Continue to appeal if denied.
GATHER EVIDENCE
Request medical records and other necessary evidence to support application.
CLIENT ENROLLED
TITLE HERE
Lorem ipsum dolor sit amet, consectetuer
Determine disability benefits advocacy case plan.
CLIENT ASSESSED
REFERRED TO PROGRAM
Client is assessed for disability benefits eligibility.
CLIENT CRISIS
Client is referred to program.
Client presents at Tribal Housing office in crisis.
Disability Benefits Advocacy: HDAP Rules
Disability Benefits advocacy shall include:
- Developing and filing completely prepared applications
- Filing appeals including Requests for Reconsideration
- Obtaining all relevant documentation from hospitals, medical centers, clinics, and others to meet the necessary burden of proof of a participant’s disability
(ACL 19-104; ACWDL 9/13/21)
"Disability benefits advocacy services may be provided through legal representation (at no cost to program participants) or through disability advocacy case managers with benefits assistance training." ACL 19-104 Training is essential.
It will help your program run well if staff roles and responsibilities are well-defined and workflow between staff is visible and transparent. Start by designing your Referral, Intake, & Assessment Workflow.
Referral
01
Phone Screening
02
Intake
03
Eligibility Assessment
04
After intake, there are essentially three tracks of Disability Benefits Advocacy
Refer to Other Services
Assist with Existing Application
Apply Now
Build Up Medical Treatment Records Before Applying
HDAP programs exist to assist individuals with benefits applications while supporting their housing. It is not required to submit an application *immediately* and some enrolled participants may not end up submitting an application.
Building your program workflow Tips for using this tool: Template documents are linked on the Lucid Spark. You will get an individual copy on your board to use.
Building your program workflow This tool helps you think through defining role-specific workflows. You will also get this on your individual board.
Let's introduce you to the Lucid Spark Tool
building your program
Administrative Systems
What areas benefit the most from having standardized processes for getting work done?
EFFICIENT ADMINISTRATIVE SYSTEMS
Team's workflow and processes
Having standardized ways of doing your work can make your time more efficient and effective. This doesn't mean that you can't be creative and individualize your work. It just means that you don't have to spend time recreating the wheel so your time can instead be spent doing what you do best: helping participants!
Notetaking
Participant folder organization
Medical records requests
Application filing and follow-up process
Recording participant outcomes
building your program
Onboarding Staff
Setting Realistic Expectations about HDAP Program Start-Up
Staff need to be hired and trained up and applications need to be reviewed prior to submission; this is not an overnight process
Beneficial to have basic systems in place before starting to submit applications
We can assist you in prioritizing what to do first (budgeting, setting up systems, hiring up, management and training tools, etc.)
Next Cohort starts in February!
Disability Benefits Advocacy Fundamentals Core Learning Journey
Below is a description of each module in the Disability Benefits Advocacy Fundamentals training. You will have 2 weeks to complete the self-paced content in the module. At the end of each module, there will be a live Putting Knowledge into Practice session with your instructors.
Module 3
Module 4
Module 5
Module 6
Module 1
Module 2
Proving Disability in Application Forms
Crossing the Application Finish Line
Advocating for Immigrant Participants
Introduction to Your Work & SSA's Rules
Working with Participants & Developing Cases
Income, Resources & Living Arrangement Rules
+ INFO
+ INFO
+ INFO
+ INFO
+ INFO
+ INFO
It will take approximately 2-3 hours to complete each self-paced module.
Our additional support for HDAP Programs
Ask an Attorney
Monthly meeting to learn new skills & ask questions.
Benefits Helpline
Assistance by email for Benefits Advocates with specific questions.
Submit a question at the link here
Register at the link here
info
info
Ask for additional help!
Case conferencing? Technical Assistance? Just ask.
key takeaways
Key Takeways: Program Success
Be realistic about timelines & success rates.
Have well-defined roles that allow staff to build expertise.
Be realistic about staff capacity.
Remember the recommended staff to participant case ratios.
Successful programs do not take on too much too quickly. They understand the program must invest heavily in each participant.
Don't neglect systems needed to track this complex work.
Use existing resources to build the program & expertise.
q&A with Meagan Smith
open discussion
https://www.ssa.gov/people/materials/pdfs/EN-05-10297.pdf
Final Tribal LC Bonus Session: Building an HDAP Program
Change Well Project
Created on November 1, 2023
Start designing with a free template
Discover more than 1500 professional designs like these:
View
Interactive Hangman
View
Secret Code
View
Branching Scenario: Academic Ethics and AI Use
View
The Fortune Ball
View
Repeat the Sequence Game
View
Pixel Challenge
View
Word Search: Corporate Culture
Explore all templates
Transcript
Building an hDap program: The essentials
Learning Community: Session 7 November 1, 2023
Land Acknowledgement
We recognize and acknowledge the First People of this ancestral and unceded territory – the land that today we call California. With respect to their elders, past and present, we recognize the tribal communities as the original stewards of this land, and who continue to lift up their stories and cultures. Adopted from Los Angeles County’s Land Acknowledgment
Disability Benefits Advocacy Training & Support Team
Eve Rutzick
Rebecca Watson
Agenda
04
Targeting HDAP Services: Who is Eligible?
03
HDAP Core Components Overview
02
The Big Picture: Purpose of HDAP
01
Welcome, Introductions, & Overview
06
Q&A with Meagan Smith
07
Open Discussion
05
Building Your Program
THE BIG PICTURE
Purpose of HDAP
The 3 A's
Affordable Housing
as a solution
Solving homelessness and resolving housing crises require that participants have access to the 3As. Affordable Housing Adequate Income Appropriate Services
HDAP programs combine services intended to give participants' access to each of the 3 A's.
Appropriate Services
Adequate Income
How does your work help end homelessness?
HDAP Purpose: Two Program Goals
Secure Disability Benefits
Long-Term stability
Stabilize in Permanent Housing
Rates of SSI Participation Are Low Despite It Being Critical Income for Disabled and Aged Individuals
40-50%
of older individuals who are eligible for SSI are not receiving it
30%
New benefits awards went down
during the first year of the pandemic
Our communities are missing key income
Low-Income Seniors Living Alone
People with Disabilities Experiencing Homelessness
Low-Income Parents with Minor Children
Youth With Disabilities Aging Out of Foster Care
Veterans Receiving VA Benefits
Most people's income goes up when they change from receiving General Relief/General Assistance, CalFresh, and/or CalWORKs to receiving SSI/SSDI. Once on SSI/SSDI, GA/GR and CalWORKs cease and CalFresh is reduced.
Why is it so hard for individuals to get these benefits?
Confusing Process
Outdated Systems
Geared Towards Denial
SSA Is Understaffed
SSA's process is confusing and long and hard for people with disabilities to manage. SSA does not develop their processes to make it easier for the very individuals they serve to access their services and benefits
There is a huge backlog of work and not enough people to do the work.
SSA makes changes very slowly and uses outdated technology. This makes it harder for their system to efficiently respond to customers' needs.
Approximately 64% of applicants are denied at the initial level and 85% are denied at the reconsideration level. Many people stop appealing their denials because they lose faith that they will be approved. This keeps the number of individuals receiving benefits lower.
hdap core components
Overview
Key Takeways: Program Success
Be realistic about timelines & success rates.
Have well-defined roles that allow staff to build expertise.
Be realistic about staff capacity.
Remember the recommended staff to participant case ratios.
Successful programs do not take on too much too quickly. They understand the program must invest heavily in each participant.
Don't neglect systems needed to track this complex work.
Use existing resources to build the program & expertise.
HDAP Core Services
Partnership with Community Systems
Goals Met
Housing Case Management
Disability Benefits Advocacy
Medical Care Coordination
Big Picture: HDAP Rules
HDAP Services must be offered concurrently
Participants are eligible for, and should continue to be offered, any of the program components until a final disability benefits determination is made and the participant is stabilized in permanent housing. Eligibility for the HDAP services is not based on the disability benefits application timeline alone. It is unlikely that the disability benefits determination timeline and housing stabilization timeline will be fully aligned. Rather, it is highly likely that one may be achieved before the other, and programs should be designed accordingly. HDAP ACL 19-104
We created this summary of key HDAP program requirements to help you plan and administer your HDAP program.
Key program guidance is set out in HDAP ACL 19-104 (11/1/19) and ACWDL 9/13/21.
Big Picture: Appeals
Initial Determination
Reconsideration Determination
Hearing Decision
Appeals Council Decision
Federal Court Decision
Application Submitted
Typically issued 12-24 months after filing
Typically issued 12 months after filing
Typically issued 12 months after filing
Typically issued 4-8 months after filing
Typically issued 3-6 months after filing
Approximately 1% of cases are approved at federal court and 60% are remanded for a new hearing
Approximately 12% of cases are approved at reconsideration level
Approximately 46% of cases are approved at hearing level
Approximately 30% of cases are approved at the initial level
Approximately 1-2% of cases are approved at Appeals Council
"It is strongly recommended that advocacy related to appeals (including representation at hearing) is provided by qualified disability benefits attorneys." ACL 19-104
HDAP Budgeting
What should you expect?
HDAP has two distinct areas of work (housing and benefits advocacy) as well as care coordination. This increases the amount of staff time per participant.
Specialized Staffing/Roles
Plan for additional program costs in areas of:
Added Program Costs
Some programs plan for appeals representation by contracting with a legal aid provider to represent HDAP clients in the appeals process.
Appeals Representation
Targeting hdap services
Who is eligible?
Who is eligible for HDAP services?
The Housing and Disability Advocacy Program (HDAP) was established in 2016 to assist individuals and families who are: 1. experiencing or at risk of homelessness and 2. who are likely eligible for disability benefits
Wait, what does that mean exactly?
Let's discuss the purpose of each program
Supplemental Security Income (SSI)
Social Security Disability Income (SSDI)
Social Security Retirement
Survivors' Benefits
Wondering what FICA taxes are?
How hard is it to get benefits from SSA?
Hard to Prove
Easy to Prove
Retirement Benefits and Survivors Benefits are quite easy to get. After applying, SSA checks if the individual is eligible for benefits and typically pays out without much trouble. Supplemental Security Income (SSI) Aged Benefits are easy to get. One must only prove they are 65 or older and very low-income and meet immigration status requirements.
Social Security Disability Income (SSDI) is more difficult. An individual has to prove that they meet SSA's definition of disability prior to their date last insured. This will be discussed shortly. Supplemental Security Income (SSI) Disability Benefits are also difficult. In addition to proving one is disabled, the individual must meet all of the income and resource rules as being a very low-income person.
So how does one prove disability for SSA?
SSA has a specific definition of disability that is different than in other contexts
SSA's definition of disability is not the same as the definition under the Americans with Disabilities Act (ADA), or under other laws such as the Fair Housing Act, or laws about eligibility for special education services.
Watch this video to learn more about how SSA defines disability
SSA's Definition of Disability
The legal definition is:
which can be expected to result in death or to last for a continuous period of not less than 12 months
by reason of any medically determinable physical or mental impairments
The inability to engage in any substantial gainful activity
Let's translate! Click on the symbols to learn more
SSI, SSDI, and CAPI have strict rules about who is eligible to receive benefits. This is separate from whether the person can be found disabled due to medical conditions under their rules.
SSI and CAPI require the applicant to have resources worth $2,000 or less. SSDI and Retirement do not have resource limits.
Immigration Status
Work History
Resources
Income
All of these programs have specific immigration requirements. Many immigrants are eligible.
SSI and CAPI require the applicant to be low income. Income limit depends on type of income. SSDI does not have these same limits.
SSDI and Retirement typically require the applicant to have 40 work credits (10 years of work). SSI and CAPI do not require work history.
What are common client profiles you will see?
HAS A DISABILITY AND HISTORY OF WORKING
HAS A DISABILITY WITH Limited or no WORK HISTORY
non-citizens
65+ years old
How strict should you be in enrolling HDAP clients based on likely eligibility for disability benefits?
In general, enroll individuals who:
In general, do not enroll individuals who:
Prioritizing in HDAP
ACWDL 9/13/21
Consistent with homeless assistance best practice, programs should evaluate funding and program capacity to prioritize serving people with the highest needs and vulnerabilities, which should include individuals who are experiencing chronic homelessness or with severe health conditions.
building your program
Defining Roles
Benefits Advocates play the following roles for clients:
Act as an advocate during communications with SSA & DDS
Guide through the difficult process
Roles of a Benefit Advocate
Gather information & complete application forms correctly
Connect clients to legal and other services
Assist in obtaining medical care
Support during appointments
Obtain medical records
HDAP Benefits Advocates help participants navigate these obstacles
Navigating SSA and DDS
Confusing Process
Obtaining Medical Records
Submitting Complete Applications
SSA denies many applications because they don't have all necessary information
Communicating with these agencies is very hard
SSA's process is long and confusing; Benefits Advocates can help participants understand it
SSA only approves applications where the person's medical records supports finding them disabled
We have template Position Descriptions that your program can use or adapt as desired
A program may have separate Benefits Advocates and Housing Case Managers or one person may do both roles. However, the roles are different.
Housing Case Manager
Benefits Advocate
Both types of advocates build rapport and trust with participants over time. Services need to be coordinated with each other.
Participant-Staff Case Ratios
HDAP Guidance says: Participant-Staff case ratios should be between 10:1 to 25:1. This applies to both Housing Case Managers & Disability Benefits Advocates. Ratios may vary locally but must allow for the highly intensive advocacy services to be provided.
VIEW
Staffing Example
Manager
HDAP & Home Safe Programs
Housing Case Manager (HDAP, Home Safe)
Disability Benefits Advocate (HDAP)
Medical Care Coordinator
Connects clients to medical care (HDAP & Home Safe)
Completes all disability benefits advocacy work
Housing Direct Financial Assistance
Requests & tracks medical records (HDAP)
Housing-related Case Management
five minute break
PUTTING IT TOGETHER
Program Workflow
Mapping Your Program
In HDAP, you are laying out two different, connected client journeys through your program.
CLIENT STABILIZES
CLIENT MOVE-IN
Client moves in to housing.
SEARCH FOR HOUSING
Cilent and Housing Team search for stable housing.
With support of housing team, client stabilizes in housing.
CLIENT PLACED IN TEMP HOUSING
CLIENT ENROLLED
TITLE HERE
Hotel/Motel room is provided.
Lorem ipsum dolor sit amet, consectetuer
Client is enrolled in the program
CLIENT ASSESSED
REFERRED TO PROGRAM
Client is assessed for eligibility and immediate needs.
CLIENT CRISIS
This participant journey only shows half of the story.
Client is referred to program.
Client presents at Tribal Housing office in crisis.
Mapping Your Program
The Disability Benefits Advocacy has a different journey that looks like this:
FOLLOW UP
Track application and communicate with gov't agencies
INITIAL DECISION
APPLICATION
Prepare and submit complete disability benefit application.
Application is approved or denied. Continue to appeal if denied.
GATHER EVIDENCE
Request medical records and other necessary evidence to support application.
CLIENT ENROLLED
TITLE HERE
Lorem ipsum dolor sit amet, consectetuer
Determine disability benefits advocacy case plan.
CLIENT ASSESSED
REFERRED TO PROGRAM
Client is assessed for disability benefits eligibility.
CLIENT CRISIS
Client is referred to program.
Client presents at Tribal Housing office in crisis.
Disability Benefits Advocacy: HDAP Rules
Disability Benefits advocacy shall include:
- Obtaining all relevant documentation from hospitals, medical centers, clinics, and others to meet the necessary burden of proof of a participant’s disability
(ACL 19-104; ACWDL 9/13/21)"Disability benefits advocacy services may be provided through legal representation (at no cost to program participants) or through disability advocacy case managers with benefits assistance training." ACL 19-104 Training is essential.
It will help your program run well if staff roles and responsibilities are well-defined and workflow between staff is visible and transparent. Start by designing your Referral, Intake, & Assessment Workflow.
Referral
01
Phone Screening
02
Intake
03
Eligibility Assessment
04
After intake, there are essentially three tracks of Disability Benefits Advocacy
Refer to Other Services
Assist with Existing Application
Apply Now
Build Up Medical Treatment Records Before Applying
HDAP programs exist to assist individuals with benefits applications while supporting their housing. It is not required to submit an application *immediately* and some enrolled participants may not end up submitting an application.
Building your program workflow Tips for using this tool: Template documents are linked on the Lucid Spark. You will get an individual copy on your board to use.
Building your program workflow This tool helps you think through defining role-specific workflows. You will also get this on your individual board.
Let's introduce you to the Lucid Spark Tool
building your program
Administrative Systems
What areas benefit the most from having standardized processes for getting work done?
EFFICIENT ADMINISTRATIVE SYSTEMS
Team's workflow and processes
Having standardized ways of doing your work can make your time more efficient and effective. This doesn't mean that you can't be creative and individualize your work. It just means that you don't have to spend time recreating the wheel so your time can instead be spent doing what you do best: helping participants!
Notetaking
Participant folder organization
Medical records requests
Application filing and follow-up process
Recording participant outcomes
building your program
Onboarding Staff
Setting Realistic Expectations about HDAP Program Start-Up
Staff need to be hired and trained up and applications need to be reviewed prior to submission; this is not an overnight process
Beneficial to have basic systems in place before starting to submit applications
We can assist you in prioritizing what to do first (budgeting, setting up systems, hiring up, management and training tools, etc.)
Next Cohort starts in February!
Disability Benefits Advocacy Fundamentals Core Learning Journey
Below is a description of each module in the Disability Benefits Advocacy Fundamentals training. You will have 2 weeks to complete the self-paced content in the module. At the end of each module, there will be a live Putting Knowledge into Practice session with your instructors.
Module 3
Module 4
Module 5
Module 6
Module 1
Module 2
Proving Disability in Application Forms
Crossing the Application Finish Line
Advocating for Immigrant Participants
Introduction to Your Work & SSA's Rules
Working with Participants & Developing Cases
Income, Resources & Living Arrangement Rules
+ INFO
+ INFO
+ INFO
+ INFO
+ INFO
+ INFO
It will take approximately 2-3 hours to complete each self-paced module.
Our additional support for HDAP Programs
Ask an Attorney
Monthly meeting to learn new skills & ask questions.
Benefits Helpline
Assistance by email for Benefits Advocates with specific questions.
Submit a question at the link here
Register at the link here
info
info
Ask for additional help!
Case conferencing? Technical Assistance? Just ask.
key takeaways
Key Takeways: Program Success
Be realistic about timelines & success rates.
Have well-defined roles that allow staff to build expertise.
Be realistic about staff capacity.
Remember the recommended staff to participant case ratios.
Successful programs do not take on too much too quickly. They understand the program must invest heavily in each participant.
Don't neglect systems needed to track this complex work.
Use existing resources to build the program & expertise.
q&A with Meagan Smith
open discussion
https://www.ssa.gov/people/materials/pdfs/EN-05-10297.pdf