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Designation Application


Procedures

Application Process for the Persons with Disabilities Designation: July 8, 2013

Providing the Application to Persons Exempted from Asset Limits: July 20, 2011

17-Year-Old Applicants: July 8, 2013

17-Year-Old Applicants: Process for At Home Program Medical Benefits and Youth with an Intellectual Disability: July 8, 2013

AANDC Designated Persons with Disabilities Moving Off-Reserve: October 1, 2012

Ministry Designated Persons with Disabilities Moving On-Reserve: June 24, 2010

When a Review is Required: August 17, 2007

PWD Designation Rescinded: August 17, 2007

Fees for Medical Practitioners and Prescribed Professionals: July 1, 2007

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Application Process for the Persons with Disabilities Designation: July 8, 2013
July 8, 2013

Step 1: Eligibility to Apply

Determine if the applicant or recipient of income assistance intends to apply for disability assistance.  A PWD Designation Application (HR2883) should not be provided where it is established that the individual has no intention to apply for disability assistance.

A PWD Designation Application (HR2883) should only be provided where the client is financially eligible (meets the income and asset test) or is likely to be financially eligible within 6 months, including eligible clients who are in the process of transferring assets into a trust or Registered Disability Savings Plan (RDSP).  (Six months is the approximate combined length of time it takes for an individual to complete the PWD Application Form and the ministry to adjudicate the application.)  [For further information, see Related Link – Trusts – Policy – Eligibility and Trusts.]

Examples of where staff may determine a situation for a client may change within 6 months  include, but are not limited to:

  • individuals on EI or EI medical, whose benefits will expire within that time period
  • individuals whose employment is seasonal or intermittent

Providing a PWD Designation Application within 6 months will allow for a streamlined transition for these individuals.

If the applicant is not currently receiving income assistance, staff must ensure the applicant has first completed the intake process, signed the HR0080 and has an open EA case (whether in pay or not) in order for the PWD application to be adjudicated by Health Assistance Branch.  If the applicant is currently in receipt of income assistance, no additional financial assessment is required.  If the EA case is open and cheque production is off, HAB will return the SR to the EAW unless there is an explanation as to why the applicant has applied for PWD and is not eligible for assistance.

[For additional information, see the Provision of PWD Application Form Table in Resources for Staff.]

If the applicant is not already receiving income assistance and meets the eligibility criteria for income assistance under the EA Act, with the exception that their assets are tested at the PWD level (including assets over the PWD level in the process of being transferred into a trust or RDSP), staff may provide income assistance pending the outcome of the applicant’s application for PWD designation.  [see Procedures – Providing the Application to Persons Exempted from Asset Limits]

If the eligible client or applicant has assets in excess of the PWD limit, staff must inform the client/applicant of the trusts program and RDSP exemption and refer the client/applicant to the Disability Assistance and Trust booklet and the Trust Query Submission Guidelines for Clients.  [see Resources for Clients]  Note on the EA case the date the client was informed of the trust program and referred to the booklet and guidelines.  [For further information, see Related Links – Trusts.] 

Step 2: Provide the PWD Designation Application (HR2883) to the Client

A PWD Designation Application (HR2883) is not provided if the applicant does not meet the financial eligibility requirements as determined in Step 1. Note:  If a sample application is provided to a client who is not likely to be financially eligible within 6 months, for assistance, it should be printed off the intranet for the client’s information.  This copy has a “sample” watermark on each page. 

Staff must advise the client/applicant that they have the right to have this decision reconsidered. 

[For a sample PWD application, see Forms and Letters.]

[For information on when to provide a PWD application, see Resources for Staff, Provision of PWD Application Form.]

If a PWD Designation Application (HR2883) is provided, authorized field staff must complete the following procedure:

EAW 1. Create PWD Service Request (SR) in the system.
  2. Review with the applicant the PWD Designation Application (HR2883) and the application process.  Offer the applicant a Persons with Disabilities brochure.  [see Resources for Clients]
Applicant 3. Have the applicant complete Section 1A, Personal Information.
EAW 4. Print page 1 of the PWD Designation Application (HR2883) from the system and staple to the front of the application booklet.  Record the service request number on the booklet. Stamp page one with the office stamp and sign the application to validate it for fee payment.  Only applications with the issuing office stamp and signature are validated for payment.  Payments of fees are provided through the Medical Services Plan not the Employment and Assistance Offices (EAO).  [see Procedures – Fees for Medical Practitioners and Prescribed Professionals]
  5.

Advise the client to have the form completed by a medical practitioner and/or a prescribed professional, as denoted on the application form.

  6.

Advise the client to review the checklist once the application is complete and return by mail to Health Assistance Branch within three months.  [see Contacts]

  7.

If the client is receiving IA pending the outcome of the adjudication of their PWD Application, set a due date of three months. In the notes field, note case details and reasons for issuing while pending receipt of PWD application.

Complete EAW portion of PWD Activity Plan in the system.

  8.

Change the status to “Pending” until return of completed PWD Application to prevent auto closure of the file.

  9.

If, after three months, the applicant hasn’t returned their application, cancel the Service Request, set SR resolution to “service abandoned/refused” and update the notes.

Please note, if the client does submit the application after three months, a Supervisor is to re-open the SR.

Step 3: Initial Adjudication

Health Assistance Branch (HAB) adjudicates the PWD Designation Application.

When a client is approved for the PWD designation:

HAB 1. HAB sends the decision letter to the client (all documents will be available to the EAO in the system).
HAB/EAW 2.

HAB updates the status on the SD More Info applet. This updates the benefit plan and initiates disability assistance if status updated prior to cheque cut-off. If after cheque cut off, EAW needs to create new benefit plan.

HAB 3.

PWD status is effective the first of the month following designation.

A notification is sent on the EA case to the local office indicating PWD approved.  The note sent is:  HAB: SR# PWD approval and change the activity due date to approval letter date.

HAB 4.

HAB will provide each new PWD designated client with the “Information to New Persons with Disabilities Designation” template letter (HR3220).  This will be attached to the PWD approval letter mailed to the client.  [see Forms and Letters].

When a client is denied the PWD designation, or if a client's designation is rescinded, HAB will:

  1. send a decision letter and decision summary to the client to advise the client of the reasons for the denial and the right to reconsideration (all documents will be available to the EAO on the system)
  2. update the PWD status on the SD More Info applet and close the SR

[If the client requests reconsideration, see Related Links – Reconsiderations.]

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Providing the Application to Persons Exempted from Asset Limits: July 20, 2011
July 20, 2011

An eligible client or client in receipt of income assistance that has applied for or intends to apply for the PWD designation, may retain their assets up to the limits allowable under the Employment and Assistance for Persons with Disabilities (EAPWD) Regulation.
[see Rate Table – Assets] 

When a client is exempted from the asset limits and intends to apply for the PWD designation, follow these steps:

  1. Create PWD Service Request (SR) in the system.
  2. Provide the client with a Person with Disabilities (PWD) Designation Application (HR2883) and follow the procedures in Step 2 in the Application Process for the Persons with Disabilities Designation.  [For a sample HR2883, see Forms and Letters]
  3. Provide the client with the “Assets in Excess Pending PWD Designation Application” template letter (HR3259) and inform the client that the completed PWD Designation Application should be returned to Health Assistance Branch within three months. [see Forms and Letters],
  4. If the client is receiving IA pending the outcome of the adjudication of their PWD Application, set a due date of two months in the SR and note in the memo field “PWD application submitted by client? If not, send HR3260.”  Make notes of the case details and reasons for issuing while pending receipt of PWD application.

    Complete EAW portion of PWD Activity Plan.
  5. If the ministry has not received the PWD Designation Application after two months, ministry staff are to provide the client with the “Assets in Excess Pending PWD Designation Application (60 days)” template letter (HR3260) to request that the completed PWD Designation Application be submitted to the ministry by the specified date.  [see Forms and Letters] and update the SR due date forward one month.

    Note: The “Monitoring Report – Persons with Assets” will be generated each month on Report to Web (R2W) to identify clients who have not returned the PWD Designation Application after two months.
  6. If, after the letter has been sent and the application isn’t received within the three months, cancel the SR, set SR resolution to “service abandoned/refused” and update the notes.


    Please note, if the client does submit the application after the three-month period, staff are to re-open the SR.

[see Related Link – Assets and Exemptions – Procedures – Asset Limits for Persons Applying for PWD Designation].

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17-Year-Old Applicants: July 8, 2013
July 8, 2013

The following procedures do not apply to 17½ to 19 year old applicants with an Intellectual Disability (ID) – previously referred to as Mental Retardation in the Diagnostic and Statistical Manual of Mental Disorders (DSM), or to applications from At Home Program Medical Benefits clients. For these clients, see Procedures – 17-Year-Old Applicants: Process for At Home Program Medical Benefits and Youth with an Intellectual Disability.

First appointment

During the first appointment, the following steps must be completed:

EAW 1.

Regardless of whether or not the 17-year-old applicant is on the parents’ EA case, a BCEA application (HR0080) is completed and signed by the applicant. If the applicant does not have the capacity or cannot attend the office due to a physical or mental impairment, the parent/guardian may complete and sign the application on the applicant’s behalf. (Completion of an application ensures that the child’s basic financial eligibility can be determined and, if the child is eligible, an EA case can be opened. Health Assistance Branch (HAB) can then proceed to adjudicate the PWD Designation Application (HR2883) when it is received).

If the applicant is on the parents’ EA case, the child will remain a dependant on the parents’ case and a second EA case is opened in their name.  Email HAB to add “pending received” to the SD More Info applet while the PWD application decision is pending.  Make note on the system that the applicant must not receive assistance on this case until they turn 18 years of age and are removed from the parents’ case.

Note:  System messages may appear once a second case is opened for 17-year-old applicants currently on the parent’s case.  As no assistance will be issued under this case until the applicant is 18 years old and removed from the parents’ case, opening a second case is allowed in this situation.

  2. If it appears that monies have been set aside by the parents for the child, or if a settlement is pending to provide for the child’s disability costs, explain that a trust or Registered Disability Savings Plan can be created for the child which may exempt the monies as assets.  Explain when and how disbursements may be exempt as income.  This also allows sufficient time for a review by the ministry of a trust before the applicant’s 18th birthday.  [For more information on trusts, see Related Links – Trusts.]
  3.

Determine the length of work search the applicant is required to complete.  Provide the applicant with a Work Search Guidelines information sheet and Work Search Activities Record (HR0077), and direct the applicant to the ministry Internet site for the Independent Work Search Toolkit. (Print a hard copy of the document if the applicant does not have access to the Internet.)

Explain that the work search can be conducted at any time between the enquiry date and the scheduled intake appointment.

Explain what is meant by a “reasonable work search”, and that staff will take personal circumstances into account, including whether the person is impeded in looking for employment by his or her disability, medical or other condition as recorded on the HR0077.

Note:  If the applicant has a physical or mental condition that precludes looking for work, the applicant is not required to complete the work search.

  4. Provide a PWD Designation Application (HR2883).  Print page 1 of the application from the system and staple to the front of the application booklet.  Record the service request number on the booklet. Advise the applicant that the PWD Designation Application needs to be completed by a medical practitioner and/or a prescribed professional, as denoted on the application form, and returned within three months to Health Assistance Branch to ensure a determination of the application by the applicant’s 18th birthday.
  5. Provide a fact sheet setting out, in plain language, all the steps the applicant must complete to be eligible for disability assistance as a Person with Disabilities.  [See Resources for Clients – 17-Year-Old Disability Assistance Applicants.]
  6. Book an intake appointment for the last week of the month prior to the applicant's 18th birthday.

Following first appointment

Following the first appointment, the following steps must be completed:

Applicant 1.  If able, conduct a work search and complete the HR0077.
  2. Have the PWD Designation Application (HR2883) completed as soon as possible and forwarded to Health Assistance Branch.
HAB 3. Fast track the adjudication of PWD Designation Application for underage clients.  Clearly indicate the applicant’s right to reconsideration and enclose a reconsideration and appeal brochure.
  4. Notify the applicant of the decision. If the application is denied, explain the reasons for the denial.
  5. Send a copy of the decision letter and Information to New Persons with Disabilities Designation Letter (HR3220), or the decision letter and decision summary if the applicant is denied, to the applicant.  All documents are available to the EAO on the system. [see Forms and Letters]

Intake appointment immediately prior to 18th birthday

An intake appointment should be scheduled for the last week of the month prior to the month of the applicant's 18th birthday, if the PWD designation is approved by HAB. During the intake appointment, the following steps must be completed:

EAW

1. Complete a current BCEA Application (HR0080).  This will include verifying the financial criteria, address, rental information, etc.
  2. Review the work search and Reasonable Work Search form unless the person has been exempted from the work search.  The applicant’s individual circumstances, as recorded on the HR0077, including the person’s PWD designation, must be taken into account in determining what is reasonable in a particular case.  In certain circumstances, it may be that what is reasonable is no work search at all.
  3.

If all eligibility criteria are met, including the PWD designation being approved by HAB, complete the following steps:

  • Create an activity with a due date for the client’s 18th birthday.  On the date of the client’s birthday, mail an imprest disability assistance cheque to the client.  The cheque will include pro-rated support and any outstanding shelter for the portion of the month remaining following the client’s 18th birthday.
  • Turn cheque production on to ensure a disability assistance cheque is issued for the month following the applicant’s 18th birthday.
  • If the applicant has been on his or her parent’s case, remove the applicant from the parent’s case before cut-off in the month the person turns 18.
  4. Explain the Monthly Report (HR0081) and that it must be submitted within 10 days after any change in circumstances that affects the applicant’s eligibility.
  5. Explain rates, health and other supplements relevant to the applicant’s needs and explain eligibility requirements as needed.  Provide all relevant brochures to the applicant or the applicant’s parent/guardian explaining the full range of supplements available to Persons with Disabilities.

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17-Year-Old Applicants: Process for At Home Program Medical Benefits and Youth with an Intellectual Disability: July 8, 2013
July 8, 2013

The application and intake process for At Home Program Medical Benefits clients and youth with a diagnosis of an Intellectual Disability (Intellectual Developmental Disorder) - formerly referred to as Mental Retardation - is centralized at Provincial Services Contact Centre (PSCC).

Disability assistance applicants who are 17½ to 19 years old and who meet these criteria will self-identify as meeting these criteria on the Self Serve Assessment and Application (SSAA). This action will trigger the system to automatically forward their service request to PSCC for processing. These applications will be completed virtually by PSCC staff and will no longer go through the regular intake process. If an applicant incorrectly triggers the system to forward their application to PSCC for processing, PSCC will return the application to the appropriate regular intake queue.

If an application is received locally that meets these criteria, forward the service request to PSCC via the system by completing the following steps:

  • Set status to ready
  • Set the Owner field to blank
  • Transfer the application Service Request to service office 055

PSCC and Health Assistance Branch (HAB) will complete the following steps:

PSCC 1.

Complete Intake Process

  • Process the SSAA application
  • Contact applicant to provide overview of process, explain next steps and answer applicant questions
  • Receive and process required documents
  • Determine financial eligibility for disability assistance
HAB 2.

Determine eligibility for PWD

PSCC/
HAB
3. Communicate outcome of application for disability assistance to applicant

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AANDC Designated Persons with Disabilities Moving Off-Reserve: October 1, 2012
October 1, 2012

Persons with the PWD designation through Aboriginal Affairs and Northern Development Canada (AANDC) who leave a reserve and subsequently apply for income assistance with the ministry will be required to complete the same financial application process as all enquirers, receive an orientation and to demonstrate a reasonable work search.  [For more information on application for BC Employment and Assistance, see Related Links – BC Employment and Assistance Application Stage 1 and Stage 2, Work Search and Orientation.]

However, the applicant may not be required to complete a new PWD Designation Application as their PWD designation information on file with AANDC, or with the First Nations Social Development Society (FNSDS), can be made available for adjudication for the PWD designation by Health Assistance Branch (HAB). 

To initiate the release of the client’s AANDC PWD designation information, the Employment and Assistance Worker (EAW) will complete the following steps:

  1. Have the applicant complete and sign the Consent to Release Information (HR3125).  [see Forms and Letters]
  2. Send completed consent form to the FNSD at the fax number or address noted on the consent form.  When faxing, EAWs must adhere to guidelines concerning transmittal of confidential information. 
  3. Scan and profile a copy of the consent form.
  4. Note that the signed consent form has been completed and sent to the FNSDS.

Upon receipt of the completed consent form, AANDC or the FNSDS will forward a copy of the client’s AANDC PWD application and any related documentation directly to Health Assistance Branch (HAB) within 12 business days. 

HAB will complete a review of the AANDC PWD documentation to determine if the information is sufficient to proceed with PWD designation adjudication. 

If HAB is unable to make a decision based on the information received, the applicant will be required to submit a completed PWD Designation Application (HR2883) form.

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Ministry Designated Persons with Disabilities Moving On-Reserve: June 24, 2010
June 24, 2010

Individuals who are moving on-reserve and who have received the PWD designation from the ministry may request that their PWD designation information be released to Aboriginal Affairs and Northern Development Canada (AANDC) and the First Nations Social Development Society (FNSDS), for the purposes of a file review to confirm their eligibility for the AANDC PWD designation. 

Prior to the release of the ministry’s PWD documentation, the client must complete and sign a consent form, (SA-320) which is available through their Band Social Development Worker (BSDW).  The consent form must be sent by the BSDW directly to Health Assistance Branch (HAB), as HAB is responsible for releasing the requested documentation. 

To initiate the release of the client’s ministry PWD designation information, the BSDW will complete the following steps:

  1. Have the applicant complete and sign the Consent to Release of Information (SA-320). 
  2. Send completed consent form to HAB at the fax number or address noted on the consent form.  When faxing, Band Social Development Workers must adhere to guidelines concerning transmittal of confidential information. 
  3. Scan and profile a copy of the consent form and record date sent to HAB. 

Upon receipt of the completed consent form, HAB will forward a copy of the client’s PWD Designation (HR2883) or Designation Review (HR2883R) Application form and any related documentation directly to the FNSDS for a file review within 12 business days.

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When a Review is Required: August 17, 2007
August 17, 2007

Health Assistance Branch (HAB) determines whether or not a review is warranted due to exceptional circumstances (i.e., the Ministry has been supplied with inaccurate or new information) and ensures that all criteria are met for the PWD designation. 

When a recipient’s Persons with Disabilities (PWD) designation is approved upon review due to exceptional circumstances, Health Assistance Branch follows these steps:

  1. Send one of the following letters to the recipient, as appropriate:

    • PWD Designation Confirmation – Info provided to EAW (HR0020)
    • PWD Designation Confirmation – Info provided by EAW (HR0021)
  2. Update the recipient’s status on the SD More Info applet in Case, Contacts, SD More Info sub view tab to continue  to continue disability assistance.

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PWD Designation Rescinded: August 17, 2007
August 17, 2007

When a recipient’s Persons with Disabilities (PWD) designation is rescinded, follow these steps:

 HAB 1.

Send the decision letter to the recipient to advise of the reasons for the rescindment, the effective date of the rescindment, and the right to reconsideration.

  2.

Update the PWD status on the SD More Info applet in Case, Contacts, SD More Info sub view tab.

 EAO 3.

Assess the recipient for continued eligibility for income assistance prior to the end of the period.

  4.

Adjust the EA case if the recipient has other disability-related supplements or if supplier cheques are set up on the case.

  5. Review health case.

[If the client requests reconsideration, see Related Links – Reconsiderations.]

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Fees for Medical Practitioners and Prescribed Professionals: July 1, 2007
July 1, 2007

Fees for medical practitioners completing the PWD Physician Report and the PWD Assessor Reports are paid through the Medical Services Plan (MSP).

Fees for non-medical practitioner prescribed professionals completing the Assessor Report are paid by Health Assistance Branch upon submission of an invoice. Prescribed professionals complete the Assessor’s Invoice included on the last page of the Designation Application or Review booklets. The invoice is removed from the booklet and mailed to Health Assistance Branch. [see Contacts]

Medical practitioners and other prescribed professionals may call the Health Assistance Branch, at the number included in the Designation Application and Review forms, with any questions regarding completion of the forms and payment of fees.

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