What's New for Vocational Counselors

When a worker relocates out of the state or country, the vocational counselor can avoid delays in the claims process by helping the worker notify L&I, in writing, of their change of address using the Change of Address Form (F242-388-000).

Additionally, to facilitate the movement of the referral to the out of state/country (OOS/C) hub, counselors should:

Enter the outcome code “ADM3” to indicate the worker has moved out of geographic area of VRC in VocLink.
Do not submit a closing report, but ensure all work products completed-to-date have been submitted to the claim file.

L&I staff will work with the vocational firm to either transfer the referral to the firm’s OOS/C referral hub or reassign the worker to a new vocational firm

L&I has updated the OOS/C Frequently Asked Questions (FAQ) with the new outcome code instructions and other information to assist workers during a relocation out of the state or country.

For questions, email the Vocational Recovery Project.

New! PTSD Guidance for VRCs

Oct. 21, 2024

L&I has developed new guidance on Post-Traumatic Stress Disorder (PTSD) for vocational rehabilitation counselors (VRCs) to use as a resource when supporting a worker who’s been diagnosed with PTSD. The guide can be found in the VRC Resource Library under the Job Aids tab.

For questions on how to use the Guide, contact your claims unit VSS, or email the VocRecoveryProject@lni.wa.gov

New! Guide to Medical Resources

Oct. 9, 2024

The Guide to Medical Resources is now available online in the Vocational Rehabilitation Counselor (VRC) Resource Library under Job Aids.

The guide is designed to support VRCs in discussions with claim managers (CMs) and outlines available medical resources and what they do.

The VRC's involvement is essential and can help prevent medical delays that can negatively impact a worker’s recovery. This guide can help VRCs determine which medical resources could best support the worker.

For questions, email the Vocational Recovery Project.

Pension Webinar - When a Worker Passes Away

Oct. 8, 2024

L&I is hosting a webinar for vocational rehabilitation counselors (VRCs), with a focus on claims when a worker passes away. We have requested one continuing education unit (CEU) through CRC and CDMS for each registered participant with confirmed attendance.

Pension Webinar – When A Worker Passes Away

Date: Oct. 22
Time: 12:00 - 1:00pm
REGISTER HERE

After registering, you will receive a confirmation email containing information about joining the webinar.

Topics include:

What a VRC needs to consider.
Resolution of vocational services.
Different benefits that apply when a worker passes with an open claim.

Questions? Email the Vocational Recovery Project with “Pension Webinar” in the subject line.

Skill Enhancement Training Webinars

Oct. 7, 2024

Return to Work Partnerships is hosting a webinar for vocational providers to learn about Skill Enhancement Training (SET), an exciting new incentive program for workers.

Next year, funding will be available to help qualifying workers stay motivated and gain basic skills through SET. This training is offered while the worker is healing and participating in vocational services.

Register for one of the following webinars:

Webinar participants will receive one (1) CEU towards CDMS and CRC. The following topics will be discussed:

Eligible workers
Maximum allowable amount for SET
Skill enhancement options
Requirements for training providers
Guidelines for helping workers
SET application and approval process

Additional information about SET will be published on the L&I website this month.

For questions, email the Vocational Recovery Project.

Notification of Rulemaking Proposal

Oct. 3, 2024

RE: Notification of rulemaking proposal regarding Chapter 296-16 WAC, Employer—Worker reemployment incentives, Chapter 296-16A WAC, Stay-at-Work program, and Chapter 296-19A, Vocational Rehabilitation.

The Department of Labor & Industries filed two CR-102 proposed rulemakings with the Office of the Code Reviser to update Chapters 296-16, 296-16A and 296-19A of the Washington Administrative code (WAC).

The purpose of the proposed rulemaking is to implement the requirements of Substitute House Bill 2127, Chapter 90, Laws of 2024. The law changes increased reimbursements and incentives for the Stay at Work, Preferred Worker, and vocational rehabilitation programs effective January 1, 2025. We are updating our rules to reflect these changes.

L&I will also implement House Bill 1927, Chapter 144, Laws of 2024, in Chapter 296-16 WAC, reducing the number of consecutive days of time-loss required to qualify for preferred worker certification from 14 to 7 days.

Details, including the proposed rule language, are available on the L&I rulemaking website at:

Link to Stay at Work & Preferred Worker rulemaking card
Link to Vocational Rehabilitation rulemaking card

A virtual, telephonic, and in-person public hearing has been scheduled to solicit comments on proposed rulemaking. All testimony and written comments become part of the public record.

Public hearing

November 12, 2024, at 10:00 a.m.

Labor & Industries, Room S117
7272 Linderson Way SW
Tumwater, WA 98501

Join electronic Zoom meeting: https://lni-wa-gov.zoom.us/j/4283482697?omn=89161792824
Meeting ID: 428 348 2697
Join by phone: 253-215-8782 US (Tacoma)
Meeting ID: 428 348 2697
Find your local number: https://lni-wa-gov.zoom.us/u/kdOkNlaejZ

Testimony and comments

You can provide testimony or written comments at the above hearing, or send written comments by 5:00 p.m. (PST) on November 12, 2024:

MAIL
Washington State
Department of Labor & Industries
P.O. Box 44270
Olympia WA 98504-4270

FAX
360-902-4988

EMAIL
Annie.Peeples@Lni.wa.gov

Anticipated Adoption Date

The proposed rules are scheduled for adoption on November 19, 2024, with an anticipated effective date of January 1, 2025.

If you need additional information or have questions concerning this proposed rulemaking, please contact Annie Peeples at 360-902-4723.

Sincerely,

Brenda Heilman
Assistant Director for Insurance Services

VRAC Interest Form

Oct. 2, 2024

Interest forms are being accepted from vocational providers to join the Vocational Recovery Advisory Committee (VRAC).

If you are interested in joining VRAC, download and complete the Interest Form and submit it for consideration to the Vocational Recovery Project mailbox by Nov. 4.

The committee is made up of 10 to 12 vocational firm leaders. The group collaborates with L&I’s Return to Work Partnerships on a variety of projects. Members will help identify best practices, implement process improvements, and build partnerships with others involved in helping injured workers return to work.

VRAC members participate in monthly meetings and sub-committee work sessions. The required minimum time commitment is at least four hours per month. Additional time may be asked for planning, research, review, and providing feedback. In-person meetings occur 2-3 times per year, but all meetings have a virtual option for those who are unable to travel.

More information about VRAC, including the committee Charter, can be found on the L&I website.

If you have questions about joining VRAC, email VocRecoveryProject@Lni.wa.gov.

Update: Out of State/Out of Country Guide

Sept. 27, 2024

The Guide to Working with Out-of-State/Country Workers has been updated to include information about H2A job offers and interpreter requests. The guide includes helpful resources on what to do if the worker is moving or has relocated outside Washington State.

For questions on how to use the Guide, contact your claims unit VSS, or email the VocRecoveryProject@lni.wa.gov.

VSS Staff Update

Sept. 6, 2024

Please help us welcome Jennifer Fleetwood as our newest Vocational Services Specialist (VSS) 2, and Katelyn Green as our Office Assistant!

Jennifer started with Return to Work Partnerships on July 16, 2024. Previously, Jennifer worked in the private sector for 10 years as a vocational counselor, providing worker-centric vocational services to workers. Jennifer’s passion is vocational recovery and helping workers return to doing what they love. Jennifer also served as a Quality Assurance Best Practice Coach, helping her former firm’s counselors with vocational best practices. Jennifer earned a degree from Washington State University, and is a CDMS.

Katelyn started with Return to Work Partnerships on May 1, 2024. Katelyn has worked as a Technical Account Manager for a large Northwest employer in their gaming division. Katelyn provided integration of gaming options and resolved technical issues. Katelyn is an experienced program manager with exceptional customer service skills.

To reach Jennifer or Katelyn, click here for the printable VSS list.

All in a Day’s Work

Aug. 30, 2024

Vocational rehabilitation counselors (VRCs) work hard every day to assist workers. While these efforts might feel like “it is all in a day’s work,” VRCs are touching people’s lives and their work deserves recognition. Below are examples of communications L&I has received expressing appreciation for VRCs and their work:

Nathan Thomas, VRC from Eastside Vocational Services, received an email from a legal representative following a meeting on a very challenging case.

"Thank you Nathan, I’ll be looking for your closing report. This has been a very long and frustrating process for my clients. I appreciate the way you treated them with respect and kindness during our meeting today. They, and I, have also been impressed with your work ethic and the timeliness of your actions on this matter. My clients left today pleased with the outcome, but also the way they were treated by you."

While reviewing a monthly progress report, Claim Lead Lara Hall noted excellent work by Kelly Valenzuela, from Strategic Consulting Services, in engaging a worker in their return to work goals. Kelly’s vocational progress report includes:

"To mitigate the inclination to await medical resolution and encourage proactive engagement in retraining goal preparation, the VRC instituted a structured approach with the worker during our discussions. This entailed delineating clear steps and expectations for both the worker and the VRC."

It continues:
"During subsequent interactions, we assessed the actions taken by both parties and devised new actionable items. This method ensured that the worker had distinct responsibilities and that the VRC consistently furnished him with pertinent information, fostering collaborative efforts toward his objectives."

VRCs make a difference in the lives of workers. L&I understands that it may seem like it is all routine work for our vocational partners. However, the variety of the sources of feedback demonstrates that your daily activities are meaningful, impactful, and deserve to be recognized. Thank you to all of our vocational community members for your efforts to help workers heal and return to work.

Answers from the experts

Aug. 28, 2024

Many questions come through the Vocational Recovery mailbox. Sometimes we have the answers, and other times we call in the experts. Here are some questions we’ve recently received, answered by our experts in the Office of the Medical Director, Claims Administration, and the Vocational Services Specialists (VSS) units.

What do I do when the medical opinion differs between a treating provider and an Independent Medical Examination (IME) provider?

Although every situation is unique, it is always an adjudicative decision. When there is conflicting opinion, talk with the claim manager.

What do I do with a completed job analysis (JA) received from a third-party administrator (TPA), an employer-purchased vocational counselor, or from an attorney?

You are responsible for creating the JA. You can use the information provided by the TPA or attorney to inform your work, but make sure:

Both the worker and the employer have been consulted.
The final JA is your own.
The JA meets L&I standards.

What do I do if the worker’s attorney wants a copy of the JA before it goes to the Attending Provider (AP)?

Use your professional judgment to keep all parties informed and not confuse the AP. A copy of the JA should be provided to the worker’s attorney, if requested. If it’s not the final version, make it clear this is a working copy or not finalized yet. The worker and attorney have the right to review, but it is the vocational rehabilitation counselor’s responsibility to finalize the JA and send it to the AP for timely evaluation.

Contact your VSS (use the printable list) for clarification if you have other questions about these topics.

Questions? Email VocationalRecoveryProject@Lni.wa.gov.

Action Required: Intern supervisor applications due Sept. 30, 2024

Aug. 26, 2024

All intern supervisors must reapply annually to keep their status by submitting to L&I the completed Vocational Intern Supervisor Application (F280-072-000). Firm managers must approve applications prior to submittal.

Please email your firm’s completed applications to PSRS@Lni.wa.gov by Sept. 30, 2024. If applications are not received by the deadline, L&I will assume that the individuals are no longer serving as intern supervisors and their supervisor status will be removed from the system.

The reapplication process benefits both firms and L&I by:

Reminding intern supervisors of their responsibilities.
Giving L&I an accurate list of active intern supervisors.

Only vocational rehabilitation counselors with appropriate L&I supervisor credentials may supervise interns, per Washington Administrative Code (WAC) 296-19A-210(2).

If you have questions or concerns, email VocRecoveryProject@Lni.wa.gov.

CTS Language Link and Interpreter Services Update

Aug. 21, 2024

Please continue to use CTS Language Link for on-demand telephonic needs until further notice.

SOSi, the new provider of interpreter services, aims to implement its on-demand telephonic service in October. CTS Language Link will continue to be available throughout the implementation of their new system and will be available through Dec. 31, 2024. Testing for the new system starts in September. We will gather information from providers who volunteer to test, to ensure smooth transition.

This overlap in services will help to ensure reliable on-demand telephonic service without interruption.

SOSi’s WordBridge is currently providing in-person or scheduled Zoom telephonic or video meetings. Contact SOSi at Support@wordbridge.io to request a training session including a full walk through of how to access the system, as well as using Zoom for scheduled telephonic and video interpretation services.

Please visit the L&I’s Interpreter Services page for important updates.

You may contact the Interpreter Services program at Interpretation@Lni.wa.gov for any questions.

Counselor Kudo - Debbie Allemand, Eastside Vocational Services

Aug. 14, 2024

This Counselor Kudo is for vocational rehabilitation counselor (VRC) Debbie Allemand of Eastside Vocational Services. Firm manager, Krista Main, forwarded to us a message from a worker about how Debbie helped them while in plan development services. The message is a great reminder about the meaningful impact vocational services have on workers lives:

Debbie went above and beyond. She frequently checked in on my status via email, phone, and text, ensuring I felt supported every step of the way. She meticulously explained all my options for retraining and provided valuable insights into various programs and courses. She even suggested some courses I hadn't previously considered, broadening my horizons and helping me see new possibilities for my future.

Her consistent support and encouragement made a significant difference in my outlook and overall experience. Debbie's dedication to her job and her genuine concern for my well-being were evident in every interaction. She handled my case with the utmost professionalism and kindness, making a difficult situation much more manageable.

Thank you Debbie for your great work on this case! L&I appreciates each of our vocational partners as they assist workers every day.

The worker in this claim reached a structured settlement. If you need information about the Claim Resolution Settlement Application process, call 360-902-6101 or visit Settle your Claim (Claim Resolution Settlements).