Form 8401, Employment First Discovery Tool

Instructions

Updated: 11/2023

Purpose

The following programs under the 1915(c) and 1115 waiver programs must use this form to document information about people who express a desire to work: 

• Community Living Assistance and Support Services (CLASS)
• Deaf-Blind with Multiple Disabilities (DBMD) 
• Home and Community-Based Services (HCS)
• Texas Home Living (TxHmL)
• STAR+PLUS Home and Community-Based Services (STAR+PLUS HCBS)

Procedure

When to Complete or Update the Employment First Discovery Tool

This form must be completed by the service coordinator or case manager for the waiver programs listed above when the person's initial, annual, or revision plan (i.e., Person-Centered Plan or Person-Directed Plan) indicates the person has an interest in pursuing employment. The service coordinator or case manager must first document in the individual’s person-centered service plan if the person answered “yes” or “no” when asked about their desire to work. If the person answers “yes”, then the service coordinator or case manager must complete the Employment First Discovery Tool and maintain it in the person’s records. If a person is not interested in working or is currently employed, then the form is not required, but it may be used if a person is currently employed but is interested in changing their employment.

If the response to a question was provided during the PDP process, the answer may be replicated in the Employment First Discovery Tool. If the response to a question in the Employment First Discovery Tool was captured in another service plan form for the person, the service coordinator or case manager may note this in the Employment First Discovery Tool with a clear reference to the corresponding section of the service plan form.

Instructions

Community Living Assistance and Support Services (CLASS) – The case manager asks the person receiving services about their desire to work during the completion of the Form 3629, Individual Program Plan Addendum. Document the person’s yes or no response on Form 3629.  

If the person indicates a desire to work, the case manager must complete the Employment First Discovery Tool and make a referral to Texas Workforce Commission (TWC) through Texas Workforce Solutions -Vocational Rehabilitation Services (TWS-VRS) or refer the person for employment services through the waiver program where the person is enrolled.

Deaf-Blind with Multiple Disabilities (DBMD) – The case manager asks the person receiving services about their desire to work during the completion of Form 6501, Individual Program Plan. They discuss, develop and identify the person’s strengths, preferences, support needs and desired outcomes. Document the person’s yes or no response on Form 6501.

If the person indicates a desire to work, the case manager must complete the Employment First Discovery Tool and make a referral to TWC through TWS-VRS or refer the person for employment services through the waiver program where the person is enrolled.

Home and Community-Based Services (HCS) and Texas Home Living (TxHmL) – The service coordinator asks the person about their desire to work during the completion of Form 8647, Service Coordination Assessment. Document the person’s response on Form 8647.

If the person indicates a desire to work, the service coordinator must complete the Employment First Discovery Tool and make a referral to TWC through TWS-VRS or refer the person for employment services through the waiver program where the person is enrolled.

STAR+PLUS Home and Community-Based Services (STAR+PLUS HCBS) – The service coordinator or case manager discusses individualized goals and action steps during the completion of the Form H1700-2, Individual Service Plan (ISP) Addendum. The service coordinator or case manager must ask the individual receiving services about their desire to work. The person’s yes or no response must be documented on Form H1700-2.
If the person indicates a desire to work, the service coordinator or case manager must complete the Employment First Discovery Tool and make a referral to TWC through TWS-VRS or refer the person for employment services through the waiver program that the person is enrolled.

State Supported Living Centers (SSLC) – During the Community Living Discharge Planning process, if the person wants to work in the community, the Qualified Intellectual Disability Professional (QIDP) and Interdisciplinary Team members may complete the Employment First Discovery Tool and give it to the home and community-based services (HCBS) service coordinator or case manager. The service coordinator or case manager may use this information to complete and submit the tool for referral.

Number of Copies

The original electronic Form 8401 must be maintained in the member's case record.

Form Retention

The service coordinator or case manager must keep Form 8401 per the retention requirements found in all Medicaid managed care contracts and federal regulations. All original and electronic copies of this form must be kept in the member’s case record for five years after services are terminated.

Detailed Section-by-Section Instructions

Section A. Engage — Questions 1-6

The answers to questions 1-6 should identify a person’s core interests and develop a plan that informs future actions to help the person get employment. The service coordinator or case manager should guide the conversation to promote discussion about finding employment. 

Section B. Plan — Questions 7-12

The answers to questions 7-12 should define the person’s overall work goals that align with their strengths, interests, talents, and conditions for success. When completing these questions, the service coordinator or case manager should include any conditions needed to apply for or accept a job, including preferences and supports needed for the person to be successful.

Section C. Finding Work — Questions 13-19

The answers to questions 13-19 should be the result of a conversation designed to help a person find and get settled into a job that meets their strengths, interests, and conditions for employment. The service coordinator or case manager should focus on learning what the person is good at, what they like, what they want to accomplish and what’s needed to reach their goals. For those coming from plan phase, the employment portfolio will be used to inform this activity. 

Section D. Creating an Individual’s Employment Plan — Questions 20-25

The answers to questions 20-26 should be the result of a plan that outlines a person's employment goals and the services needed to accomplish them. The service coordinator or case manager identifies current supports and sources for more supports, including employment services available through the TWC through TWS-VRS or the waiver program the person is enrolled in.