Accommodations Request Process

ACCOMMODATIONS REQUEST PROCESS ON ACCOMMOCARE

1.    HR is made aware employee needs an accommodation

NOTE: Manager/Supervisor training must address how to recognize that an employee is describing a disability or limitation that may be eligible for an accommodation such that a request should be submitted to HR on behalf of the employee.

2.    Employer (usually through a Manager/Supervisor or direct to HR) gives Employee QR code, link, or written log-in directions (Employer’s option) to submit a request through CareValidate’s (CV) AccommoCare platform (“AccommoCare”).

3.    Employee submits request on AccommoCare.

4.    AccommoCare confirms submission and immediately auto-generates an email to the Employee (email content customizable by Employer, CV provides sample templates for review and approval by Employer’s legal) confirming the submission and if involving a medical condition the email includes a letter explaining Employee’s rights and attaches blank medical forms (provided to CV by Employer, CV has sample templates for review and approval by Employer’s legal) for completion by health care provider (HCP).

NOTE: In future, medical form will be customizable on the platform and a link to the form can be sent to Employee in confirming email to be sent to HCP. Form will have a release/waiver section that Employee can sign (electronically) before sending to HCP. HCP will have the option to complete and sign the form independently or on the platform by clicking “submit” to auto-upload to AccommoCare.

5.    HR will assign the case through AccommoCare consistent with the Employer’s configuration of the HR Team during the onboarding process.

6.    Employee (and/or their HCP) return forms to CV by emailing to assigned HR contact handling the case or uploading it directly to their user profile on AccommoCare (in both cases the communication and attachments will appear in the Employee’s user profile on AccommoCare).

7.    AccommoCare (software + technical support via chat, phone, email)

HR reviews, verifies completion and HCP credentials, engages in the interactive process with Employee.

    AccommoCare+: (software + technical support via chat, phone, email + as needed consultation with CV Legal and/or Medical committees of licensed professionals)

HR reviews, verifies completion and HCP credentials, engages in the interactive process with Employee and consults with CV on cases requiring additional assistance or expertise.

    AccommoCareTPA: (software + technical support via chat, phone, email + CV acts as agent of employer [member of the HR team] undertaking the entire process and using CV Legal and/or Medical committees of licensed professionals as needed)

CV reviews, verifies completion and HCP credentials, engages in the interactive process with Employee and consults CV Legal and/or Medical committees of licensed professionals and Employer and Customer HR Team as needed all in capacity as customer’s agent for this specific purpose.

**CV offers an upgrade to Concierge support: ADA knowledgeable CV support team assists with the ADA form completion process, but will not give legal or medical advice

NOTE: Timing standard applicable to the interactive process is “reasonable time.” Attempts to engage in the process within a matter of days (not week(s)) would likely be deemed reasonable. AccommoCare’s auto-generated reminders (customizable by Employer) demonstrates Employer’s meaningful participation, especially when Employees fail to respond.

8.    AccommoCare and AccommoCare+

Employer assesses each case to determine whether it will suffer undue hardship.

NOTE: This is a high bar in most jurisdictions. Also, in the case of profitable publicly-traded companies, financial detriment diminishes as a viable factor in the calculation of undue hardship.

    AccommoCareTPA

Employer assesses each case to determine whether it will suffer undue hardship and advises CV by documenting in “Notes” section of Employee user profile (“Notes”) in AccommoCare (seen only by Employer, not Employee).

9.    AccommoCare and AccommoCare+

HR makes a determination to approve or deny and selects by clicking the appropriate determination on AccommoCare and indicates whether an approval is temporary or permanent and any attachments. AccommoCare auto-generates an appropriate email to the Employee (Employer provides email content with versions dependent on circumstances, i.e. approve, temporary, permanent, deny, CV provides sample templates for review and approval by Employer’s legal).

    AccommoCareTPA

CV recommends a determination, approve or deny, in Notes. HR reviews and confirms, confers or countermands, documenting all in Notes, before determination. Then CV selects final determination by clicking the appropriate determination on AccommoCare and indicates whether an approval is a temporary or permanent and any attachments.

AccommoCare auto-generates an appropriate email to the Employee (email content with versions dependent on circumstances, i.e. approve, temporary, permanent, deny, customizable by Employer, CV provides sample templates for review and approval by Employer’s legal).

10.    Post-Determination. If an accommodation has been made, the Employee reports any changes to the Employer and it must be documented on AccommoCare in Communications or Notes so all parties are kept informed. If an accommodation is temporary AccommoCare allows Employer [during onboarding] to establish cadence and content of auto-generated reminder emails sent to the Employee with a copy to the HR team according to the configuration established by the Employer.