Aware Vendor Portal Resources & Reports

Opportunities for Ohioans with Disabilities sent this bulletin at 10/20/2021 01:21 PM EDT

2019 VR Provider

Hello Vocational Rehabilitation Providers:

               We are pleased to announce that the Aware Vendor Portal onboarding has been going well, with Northeast providers onboarded on October 1, and East Central providers onboarded on October 15.  This new way of submitting and tracking authorizations, reports, and bills online within the Aware system will streamline the process for timely payments all in one location.  As this is a new system and process, we would like to share available provider resources and reminders.

Aware Vendor Portal Resources

The Introducing the Aware Vendor Portal training is available on-demand online for provider convenience to allow for pausing, rewinding, screenshotting, etc. to make it easy to learn at their own time and pace
Questions regarding provider account access (e.g., login issues, etc.) can be routed to ood.vendorportal@ood.ohio.gov 
Questions regarding rejected payments can be routed to AE2 or VR counselor/coordinator
Questions regarding VR Fee Schedule service definitions can be routed to pcmu@ood.ohio.gov
Requests for authorizations or authorization amendments can be routed directly to the referring VR counselor/coordinator
Bills that were previously submitted using the previous method of the fax queue/email that have been rejected, must be resubmitted after corrections by email to resubmitpayment@ood.ohio.gov
Monthly job development reports are to be submitted to monthlyjdreports@ood.ohio.gov
Providers may join weekly Aware Vendor Portal Question and Answer sessions via Microsoft Teams at 9:00 a.m. every Friday from October 1 through December 17.  Reasonable accommodations may be requested at least 10 days before the meeting date by writing to ginger.scaife@ood.ohio.gov

The remainder of the current regional provider onboarding schedule includes the Southeast on October 29, the Southwest on November 12, and the Northwest on November 26.

Aware Vendor Portal Tip: Reports can be exported from the Aware Vendor Portal to Excel and downloaded. On any grid, click the tray icon with the down arrow near the top right area of the screen to export the information onscreen to Excel. When hovering over the tray icon, "Export to Excel" will appear as an option, and after clicking, the report will download in Excel format. Please find a screenshot below for reference.

Thank you.

Screenshot of the Aware Vendor Portal with a red arrow pointing to the tray icon, which can be clicked to export information to an Excel report

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Programs provided by Opportunities for Ohioans with Disabilities (OOD) are funded, in whole or in part, with federal grants awarded by the U.S. Department of Education (DOE) or the U.S. Department of Health and Human Services (HHS). For purposes of the Vocational Rehabilitation (VR) Program, including Pre-Employment Transition Services (Pre-ETS), OOD received 78.7% of its funding through the DOE VR grant. In Federal fiscal year (FFY) 2021, OOD received $105,851,903 in federal funds. Funds appropriated by the State covered 21.3 % of the total costs, or $28,648,609. Of these federal funds, $15,877,785 is set aside for Pre-ETS.

For purposes of the Supported Employment (SE) Program, the DOE SE grant funded 90% of the costs for the Supported Employment for Youth with a Disability Program up to the grant amount and 100% of the costs of regular Supported Employment program costs up to the grant amount. In FFY 2021, OOD received $299,041 for SE Youth with a Disability, and State appropriated funds paid the remaining 10%, or $32,933 of the total costs. In FFY 2021, OOD received $335,518 in regular SE grant funds.

For purposes of the Independent Living Services for Older Individuals Who are Blind (OIB) Program, the federal grant received from DOE in FFY 2021 paid 90% of the total costs incurred under the program. In FFY 2021, OOD received $1,139,118 in federal grant funds. Funds appropriated by the State paid over the 10% required match, or $126,568 of the total costs incurred under the OIB program. For purposes of the Independent Living (IL) Program, the federal grant received from HHS paid 90% of the total costs incurred in FFY 2021. In FFY 2021, OOD received $638,013 in federal grant funds. Funds appropriated by the State paid over the 10% of the match required or $70,268 of the total costs incurred under the IL Program.