Aware Vendor Portal Resources & Tips
Opportunities for Ohioans with Disabilities sent this bulletin at 11/04/2021 03:22 PM EDT
Hello Vocational Rehabilitation Providers:
We are pleased to let you know that the Aware Vendor Portal onboarding continues to go well, with Northeast providers onboarded on October 1, East Central providers onboarded on October 15, and Southeast providers onboarded October 29. 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 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 Southwest on November 12, and the Northwest on November 26.
Aware Vendor Portal Tips
- Pre-Employment Transition Services (Pre-ETS) invoices must be submitted through the Aware Vendor Portal. All Pre-ETS billings are to be submitted through the Aware Vendor Portal after your headquartered area is onboarded.
- For providers who participated in early AVP testing, please ensure you have bookmarked and are utilizing the current AVP address, and are not utilizing the previous testing environment.
- For your convenience, here is the meaning of each payment status in the Aware Vendor Portal:
- Pending: The bill has been successful submitted and is under review.
- Rejected: The counselor/coordinator and/or the accountant examiner (AE2) have reviewed the payment and marked it as rejected, as service and/or financial requirements were not met. The reason for any rejections will be noted.
- Processed: The counselor/coordinator and accountant examiner (AE2) have both reviewed the invoice, approved it, and have both marked it to be processed for payment.
Thank you.
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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. |