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              KNOW YOUR RIGHTS...
 

 
Developing a Funding Strategy

The first thing to remember when seeking funding for assistive technology (AT) is that funding is always available. However, the journey may take a while and may try your patience. Do not give up! Persistence, coupled with information, is the key.

Determining age, disability, and other basic eligibility criteria will shorten the process and allow you to move through the subsequent funding steps. Knowing what device or equipment is needed and for what purpose(s) is an important factor, because all funding sources have a particular focus or purpose, such as vocational/employment or education applications. Knowing the purpose(s) or use of the assistive technology, therefore, can assist you to narrow down your list of possible funding sources.

Ask questions; seek out information, suggestions and guidance from your peers, services providers and professionals in the field of assistive technology. Learn all that you can! Gathering the right information and documenting your need(s) are fundamental in your approach to obtaining funding and will become a core part of your request to the funding source(s).

Steps and Strategies to Acquire Funding for Assistive Technology

In developing a funding strategy, you should follow some basic steps to increase your chances of success. The development and use of funding worksheets can be beneficial and help you work with accuracy and efficiency. We also recommend that you keep a diary of names, phone numbers and notes.

The following steps and strategies are based on those presented previously in the Georgia (1997), Kentucky (Matheis, 1992) and North Carolina (Bell, 1993) funding guides developed by these states’ assistive technology projects. We hope that these will be helpful to you in understanding the process of obtaining funding and in actually getting funding assistance. 

There are nine steps to acquire funding for assistive technology.

Step 1: Define and document the need.
Step 2: Identify the equipment and/or services needed. 
Step 3: Determine the AT device(s) and/ or service(s) needed. 
Step 4: Determine if an alternative device will meet the need.
Step 5: Identify potential funding sources.
Step 6: Gather all essential information to be submitted, including necessary prescriptions and other justification.
Step 7: Secure funding authorization.
Step 8: Determine co-payment options and sources.
Step 9: Seek appeals as appropriate.

The following will include strategies, guidelines, and suggestions that address each of these steps to help you as you move through the process. 

Step 1: Why Is Assistive Technology Needed?

You should first identify the areas in your life that you feel AT could assist you. You may already have some idea about how AT could increase your learning, strengthen your work, and enhance the quality of your life. You must be prepared, however, to describe your need clearly and to state exactly how AT could assist you at home, school, work and/or in your daily life in your community. 

To be successful in obtaining funding for AT devices and services, you must justify and document the need(s).

It is wise at this point to involve a professional and/or an advocate to assist you in documenting the need(s). This person should have a great deal of experience and information that will help you document those needs thoroughly and precisely. Your advocate will help you describe the specific benefits of the AT and state what the device will enable you to accomplish at home, school, work and/or in your daily life in the community.

How is the need for AT documented?

Proper documentation of need is critical throughout the process of obtaining funding for AT.

First, you must document the need for AT. It is one thing to know that you need assistive technology. It is quite another thing, however, to prove that need to someone else, and that proof is exactly what you will have to provide in documenting your need. 

If you have not obtained the assistance of a professional, you should do so at this point in the process. This professional might be a teacher, a speech therapist, an occupational therapist, a vocational counselor, an independent living coordinator, an assistive technology technician, or a rehabilitation engineer.

The necessary documentation may include input from a combination of these professionals, depending on your specific need(s). Involve one or more of these professionals throughout your request, but begin with the documentation of need. 

This is also the time to involve your advocate and other support persons.

Guiding Questions

• What is the need for AT? How can AT help you?

• What areas of your life can be im- proved by the use of AT?

Step 2: What Assistive Device, Equipment or Service Is Needed?

Once the need has been defined and documented, the AT devices and services required to fill this need must be identified and described. 

This is the critical step in the funding process and must be done in detail. This step includes a specific written justification from the appropriate professionals. This justification may be 

• an evaluation or assessment report, or 

• other written justification you may need, including letters of support.

This information is used to develop a written “documentation of the need” or justification and must be written in such a way that it convinces or proves to the funding source that you need the AT for specified purposes or outcomes.

The extent, detail and scope of this written justification will also depend on which funding sources you decide to pursue.

Later in the process you may find that you will have to come back to this step in the process for further documentation and/or clarification.

No matter which funding sources are being approached for obtaining AT, it is vital that you demonstrate and document the need. The following is a list of supportive materials that are often essential in documenting these needs.

	Letters of educational necessity from licensed professionals involved in the case ( occupational therapist, speech therapist, etc.).
	General discussion by the involved professionals of neurological diagnosis that may further provide specific medical information and needs.
	A detailed explanation of the individual’s cognitive skills and capabilities without the AT device or equipment and the ways the individual’s functional skills and capabilities will be improved with the requested AT device or equipment,
	Literature concerning the specific AT device with specifications as they pertain to this individual.
	Specifications of the AT device or equipment including cost, features and a catalog picture or photograph.

At this point in the funding process, obtain prices for the AT devices and/or equipment, identifying vendors or the places where the AT device can be purchased. Such information can be very important because the funding source will always be concerned with the cost of the device or equipment and because the identified dealer of the equipment may be able to help you along in the process. 

Is there an alternative device or equipment that will function equally as well?

Based on past funding approvals and denials for assistive technology, you may need to determine if there are alternative devices that would also meet your need(s). Investigate these alternatives before applying to any funding source. You want to be as prepared as possible in order to make the process easier. 

All funding sources reviewing your request will determine if the charge for the AT devices and/or services is reasonable and at a customary or typical rate. The funding source may also have to be convinced that the assistive technology is cost-effective. To determine if a request is reasonable consider the following question:

Is there a way to borrow, make or fabricate this device or equipment?

• Can it be borrowed from an “equipment loan closet”? 

• Do the benefits of the device or equipment outweigh the expense?

• Is there a less expensive device or service that meets your need(s) just as effectively?

• Does the device or equipment serve the same purpose as the equipment that is already available to the individual?

If no alternative devices can be found to meet your particular need, be sure that you have that fact well documented.

Remember, do not let the cost of the assistive technology keep you from selecting the most appropriate AT device or adaptation for your need(s). This process of matching the technology to your needs is crucial to the successful use of the assistive technology once you acquire it.

Guiding Questions

• What AT device and/or service will achieve the targeted level of functioning?

• What professionals are available who can help justify the necessity for the AT device? 

• Is there a case manager or program coordinator assigned to the case? How can one be secured?

• Is there more than one potential source of funding available?

• Are there others who can help advocate for my needs?

• Where can the AT be obtained?

• How much does it cost? Can it be rented?

• Can the equipment manufacturer or local vendor provide any special assistance to you?

• What additional services are needed, such as training, follow-up and maintenance of the device?

Step 3: What Potential Funding Sources Are Available?

Now that you have determined what you need, you can begin the process of requesting funding assistance. You may choose to pay for it yourself, if that is possible, or you may be unable to contribute anything toward the purchase of the AT device. There may be sources with legal mandate or the willingness to assist you.

Before you approach any one source, it would be helpful to make a list of all possible sources and then prioritize this list. This will give you ready options to go to if you have difficulty with your primary choice. The key, again, is to be well-prepared; with choices, with documentation, with determination.

You may want to seek assistance in identifying and approaching funding sources. Possibilities include a teacher, a case manager, a social worker, a case worker, a health care professional, or one of the professionals that helped you to identify the AT devices and/or services to meet your need(s). 

Guiding Questions

• Can you or your family pay for the device?

• Is there more than one potential source of funding available?

• Is it possible for two different funding sources to coordinate payment that will equal or approach the total cost?

• Are there individuals with disabilities who have been successful in receiving funding for AT and could be contacted for hints and suggestions? 

• Will the device or service enable you to enter or continue employment, live more independently, enter or continue schooling or create or restore function in one or more life areas (i.e., walking, seeing, hearing, communicating). Depending on the funding source, you may have to prove one or more of these benefits. How can the potential funding source be convinced of the benefits of the AT?

• Are the written policy coverages of sources available? Review these for wording and specific jargon that will assist in writing the justification.

• If you became disabled through a work-related accident, is the cost of the device or service the responsibility of worker’s compensation insurance?

• Is there a local civic or charitable organization, foundation or association in your area that can help raise the necessary funds?

• Do you have private health insurance? 
  If so, does the policy cover the type of AT devices and/or services that are needed? 

• Are there public funding sources available and appropriate to meet your needs and circumstance? 

• Are there limits to how much the programs pay? 

• Does your particular disability qualify and is there financial criteria that must be met?

• Who will “own” the AT device or equipment, the individual or the public agency/program?

• Are there private funding sources available? 

• What is the specific eligibility criteria for each one? 

• What is the application process? How long is the wait and are funds readily available?

• Do you qualify for any low interest loan program available through selected private sources?

• Are there manufacturer or company rebates or discounts available for the specific AT device or equipment?

• Does the equipment supplier or vendor have special approaches to financing?

• Is a personal loan or home equity loan a possibility?

A personal or home equity loan could be done as a last resort if you just do not wish to get involved with a lot of bureaucracy and red tape. Conventional bank loans, however, may be difficult to obtain for assistive technology. There are some limited special low interest loan programs in many states.

When approaching funding sources, it is important to note that there is no one specific method to ensure funding. Traditional sources that have provided funding for assistive technology in the past are currently undergoing a period of adjustment. This is clearly a time when “precedence setting” may occur. A strategy that might be effective in one state may not be so effective in another state. If the assistive technology is a newly developed device, the funding source may take a conservative “hands-off” attitude. Knowing these things, it is important to plan your strategy and show patience and respect when dealing with prospective funding sources. 

This process is time consuming and takes patience. However, funding rewards can be achieved if you take time to research available resources.

Helpful Hints for Approaching Funding Sources

• Be polite and pleasant, but always be businesslike.

• Communicate in writing whenever possible and keep a copy for yourself. Encourage and develop a positive working relationship by directing letters or calls to the same person each time.

• Maintain a record of ALL written and verbal communications.

• Understanding the “culture” of the funding agency (i.e., medical needs, vocational needs or educational needs) for AT.

• Maintain a routine connection with the funding source and DO NOT permit time gaps of three or more months between communications. This is a time that you should NOT follow any “don’t call us, we’ll call you” practices. Remember, “the squeaky wheel gets the grease”!

• Offer your cooperation and willingness to provide proof of need and to show how the technology will benefit the consumer and the funding source.

• When questioned, try to educate and inform in an assertive, knowledgeable manner, emphasizing long-term monetary benefits to the funding source.

• Remain patient and diplomatic while being persistent and assertive.

• Never threaten the agency or company with legal action, unless you know that you are being discriminated against. This is an often-heard threat and will not intimidate any agency or insurance company. In fact, it often reduces your chances of getting what you want and/or delays the process significantly.

• When someone (a teacher, psychologist or rehabilitation counselor) goes out of his or her way to help, express your sincere thanks and appreciation.

• Document, document, document!!! Keep records of the names of people you spoke to, what was said, where you were referred to next. 

What Information is Required to Request Funding for AT?

Paperwork is an essential and necessary part of the funding process. Be prepared to collect extensive written support for your request. Ask specifically what information is required by the funding source. Understand exactly what is requested. If it is unclear or you are uncertain - ASK QUESTIONS and request clarification (written if necessary).

The individual’s teacher, psychologist, rehabilitation counselor or advocate will typically assist you to gather and complete all the required paperwork. It is important to coordinate this activity with the funding source, however, and to remain closely involved. You will want to understand EXACTLY what is needed prior to submitting the request. Many funding sources may require you to resubmit the request with changes, particularly on expensive items. After the request for assistive technology has met all the necessary criteria and you have submitted all of the necessary paperwork, you will receive a decision of approval or denial from the funding source.

Each funding source requires specific information to be submitted. The required information will differ from one funding source to another. However, the following list contains information typically required by most funding sources:

• Information about your age, disability/medical diagnosis, prognosis, evaluation reports, etc.

• Information about your financial status including private insurance coverage, employment status, level and source of income, etc. (only needed when specific financial criteria are part of determining eligibility). 

• Information about public or governmental programs that you have previously used including Medicaid, Medicare, educational programs, social services, vocational rehabilitation, SSI and/or SSDI, traditional and nontraditional funding sources such as disability specific agencies (i.e., Easter Seals, MDA, UCP), etc. 

• Recommendations for specific assistive devices including the name and manufacturer of the equipment, the cost, any amount that you or your family can contribute or information pertaining to financial assistance already guaranteed from another source, why the piece of equipment was selected and how the equipment will establish or restore the functioning and/or health of the individual.

Again, make sure you know what specific information is required by the source. Always check your paperwork closely to be sure it is complete and correct.

What Happens When Funding is Approved and Authorization Occurs?

Written approval will be given for the amount of money that has been authorized toward the purchase of the specified assistive technology. If the approval is for the entire or full amount requested/needed, the AT supplier or vendor will process the order and deliver the equipment. If the approval is for less than the full amount, locate other options to fund the remaining amount. This is why it is important to determine ALL potential funding sources as soon as possible, so that you can expedite the process. If funding authorization is denied, you may choose to appeal the decision.

What if My Request is Denied?

If your request for funding is denied, you can appeal the decision. The appeals process is an opportunity for you, your family and/or the professionals working with you to approach the funding source and ask for a review of the initial decision. Often, the denial for funding for AT is due to a need for more understanding or knowledge of assistive devices by the decision-maker.

ALL PUBLIC OR GOVERNMENTAL AGENCIES HAVE AN INTERNAL APPEALS PROCESS. YOU HAVE A RIGHT TO REQUEST AN APPEAL AND TO HAVE YOUR REQUEST OR CLAIM REVIEWED. The appeal can be strengthened by previously gathered evidence or documentation of how the device will help you medically/physically, vocationally, educationally and socially. Ask your local agency to give you written information about the appeals process.

If possible, determine why your initial request was denied. Is further supporting information needed? Was there a lack of funds? Good rapport with the funding source personnel will prove helpful at this point. If you have dealt professionally and respectfully with agency personnel prior to this point, it is likely that these same professionals will be willing to discuss why the request was denied and will make suggestions to assist you in your appeal. 

Try to find evidence of whether the agency has previously funded such a device in the past. If so, a precedent has been set, and it will be more difficult for the agency to deny your appeal.

Assistive products and devices are becoming available at a much faster rate than are the funds to pay for them. Much of this new and innovative technology can be very expensive. The need for it will continue to be questioned by funding sources and denials are likely to continue. You should be aware of the variety of assistive technology options which exist.

And Finally . . .

Never give up when it comes to funding! Key components in successfully obtaining funding are:

• Perseverance and determination.

• Exercising self-advocacy.

• Educating funding source personnel by demonstrating the benefits of the AT device.

• Investigating and actively seeking alternate funding sources if necessary.

Remember that knowledge is power! By educating yourself and the agencies or funding sources, you are paving the way for successful systems change - needed changes in “the system”. Many other individuals will benefit from these efforts as changes take place. 

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