1. (a) A transfer will be made:

   1. (1) When a consumer on a caseload permanently moves into another VR counselor’s area; or
   2. (2) If deemed appropriate by the Field Administrator.

2. (b)

   1. (1) Transfers cannot be made if there is an outstanding balance for the case.
   2. (2) Any exceptions require approval by the Field Administrator.

3. (c) When it is determined that a case should be transferred to another VR counselor, the following instructions should be followed:

   1. (1) All outstanding authorizations need to be paid or cancelled;
   2. (2) Update case narratives and document the reason for the transfer;
   3. (3) Update the address and phone number;
   4. (4) Send the case file to the receiving counselor via certified mail, return receipt requested, if not in the same office;

   5. (5)

      1. (A) The last step will be transferring the case in the case management system.
      2. (B) The VR counselor should ensure that the case is in order and updated before the actual transfer.
      3. (C) Once the transfer action has taken place, the original VR counselor no longer has access to the case; and

   6. (6) The VR counselor receiving the case:

      1. (A) Should review the case for concerns; and
      2. (B) May send the case back to the original VR counselor for corrections.

Codification Notes: “VR” means vocational rehabilitation.