AT Reuse Strand

1. Successful Strategies for AT Reuse Programs: Donations, AT Matching and Sustainability Joy Kniskern, Principal Investigator, Pass It On Center Sonja Schailble, Executive Director, FREE Foundation Barclay Shepard, Virginia Assistive Technology System AT Reuse Strand

2. Successful Strategies, Innovative Partnerships, Planning Futures Welcome!

3. Successful AT Reuse Practices: Donations, Matching and Sustainability

4. Successful AT Reuse Practices: Donations, Matching and Sustainability

5. Successful AT Reuse Practices: Donations, Matching and Sustainability

6. Successful AT Reuse Practices: Donations, Matching and Sustainability

7. Why We Are Here • 1. Understand Scope of Reuse Programs 2. Identify Successful Reuse Practices 3. Understand Resources for Practices Successful AT Reuse Practices: Donations, Matching and Sustainability

8. Scope: 174 Reuse Programs listed on Pass It On Center website All types, sizes, focus Different Organizational Structures National Information System on AT Reuse Data (NISAT) From State AT Program Reports Reuse is 1 of 7 activities of State AT Act Programs 2008 Reuse Data • Devices – 31,069 • Individuals – 24,805 • Savings – $17,329,333

9. Roadmap for the Session 1. Donations: Acquiring AT for Reuse 2. Matching Reused AT To User Needs 3. How to Sustain Your Program Successful AT Reuse Practices: Donations, Matching and Sustainability

10. Acquiring AT for Reuse Plan Partner Evaluate Identify types and volume of AT you will and will not accept, consistent with program resources Use budget and ROI scenarios to determine success of AT acquisition strategies Build partnerships to achieve the goals Successful AT Reuse Practices: Donations, Matching and Sustainability

11. Acquiring AT for Reuse Plan • First Things First ….. • Write your Equipment Gifting Policy! • *Determine equipment you will accept and not accept • *Gives you an “out” • *Boundaries for delivery and pick up of equipment • *Have a “Plan B” for unacceptable donations • Determine your current resources of • *staff/volunteers • *time • *storage space • (For all phases of program operations) Successful AT Reuse Practices: Donations, Matching and Sustainability

12. What you may end up with if you DON’T write that gifting policy!!

13. Acquiring AT for Reuse Partner Target Marketing to For-Profit Organizations Hold Well-Planned Donation Drives Establish Vendor and Manufacturer Partnerships Build Agency Partnerships Successful AT Reuse Practices: Donations, Matching and Sustainability

14. Acquiring AT for Reuse Vendor and Manufacturer Partnerships • Identify manufacturers and vendors of specific equipment you will refurbish and consider asking for: • Assistance with parts, determining whether certain equipment is worth refurbishing, • Donation of equipment or usable parts they no longer need • Referral of customers they cannot serve • Distribution of Reuse Program Information and/or sticker on equipment they distribute to customers who will call you when they no longer need it • Volunteers • Assisting with delivery and set up of certain equipment Successful AT Reuse Practices: Donations, Matching and Sustainability

15. Acquiring AT for Reuse Vendor & Manufacturer Partnerships to Acquire AT • Virginia Reuse Network and FREE Foundation • - Four Roanoke suppliers sticker specified • AT for VATS for future donations. • Kansas Equipment Exchange Program • – vendors receive payment to refurbish gently used, high cost DME • Med-Trade, Abilities Expo, other events • – take home displayed or used AT Successful AT Reuse Practices: Donations, Matching and Sustainability

16. Acquiring AT for Reuse Well-Planned Donation Drive to Acquire AT • Start planning six months before event • Determine specific equipment you will accept for gifting • Identify partners – Church, vendors, non-disability organizations, volunteer organizations like Hands On Atlanta • Work through logistics: who will be there, storage and transportation of items, donation receipts, etc. • Develop a marketing plan: who, what, where, how Successful AT Reuse Practices: Donations, Matching and Sustainability

17. Acquiring AT for Reuse Two Examples of Well-Planned Donation Drives Kansas Equipment Exchange Program – 14 sites across Kansas, same day, multiple partner organizations, radio PSAs Georgia’s STAR Network – Pilot Church Drive, 1 hour prior to Sunday Services, large congregation (5,000 members) with multiple services (school, assisted living) where everyone received email blitzes twice before the event.

18. Acquiring AT for Reuse Targeted Marketing to For-Profit Organizations • Many Programs: • Medical Community • (Hospitals, Physical Rehab. Centers, Home Health Agencies) • Agencies that deal with end of life • (Funeral Homes, Long Term Care Facilities • DME Providers • (Project Mend – Hospitals and Carex • Pharmaceuticals (15–20 pallets twice a year of • walkers, rollators, shower chairs, bedside commodes, • tub transfer benches, canes, crutches, raised • toilet seats, adult diapers, etc.) • Recyclers Project MEND Warehouse Successful AT Reuse Practices: Donations, Matching and Sustainability

19. Acquiring AT for Reuse Partnerships with Agencies to Acquire AT • Determine what Agencies in the Community are a “Natural” place to receive AT Equipment • Examples: Goodwill, Salvation Army, Churches, Lions Club, Ruritans, Rotary Club, Houses of Worship • Must be a “Win-Win” Situation (what does the agency need that you can supply?) • * A means of offering consumers choice of new or gently used refurbished equipment to stretch state or insurance funds? • * A way to provide stop-gap, temporary or back-up AT that the agency is unable to provide or to provide quickly? Successful AT Reuse Practices: Donations, Matching and Sustainability

20. Acquiring AT for Reuse Partnerships with Agencies to Acquire AT • Examples from VATS and the FREE Foundation • Goodwill Industries donates all DME received to FREE Foundation • 40K of VR Stimulus Funds over 2 years to refurbish VR-procured AT; solved storage issues with returned VR AT; and, 419K from Commonwealth Brain/Spinal Injury Trust Fund for over 3 years. • Commissioners of Dept. of Medical Assistance Services and Division of Rehabilitation Services partnered on letter to Roanoke vendors to sticker specified AT procured for Medicaid beneficiaries for VATS – extended to all equipment supplied.

21. Matching Reused AT to User Needs Q.I. #4.2 Matching Device to Customer Appropriately trained professionals follow documented procedures to match customers to devices. Key Factors for Consideration The program has documented procedures based on standard professional practices and uses professionals that have training appropriate to the situation, the technology solution and the individual to match customers to devices. (The professional may vary, depending on the situation and type of technology, and may be a physical therapist, occupational therapist, assistive technology professional, speech language pathologist, assistive technology supplier, rehabilitation engineer, or ergonomic specialist.) Indicators of Quality for AT Reuse Successful AT Reuse Practices: Donations, Matching and Sustainability

22. Matching Reused AT to User Needs • More Successful “Win-Win” Partnerships! • Paraquad –Washington University / OT Program • FREE of Northern Shenandoah Valley / University of Shenandoah • FREE of Roanoke – Jefferson College of Health Sciences / PTA Program • FREE of Richmond – Virginia Commonwealth University / OT Program Professional Partnerships for Matching AT

23. Matching Reused AT to User Needs • When You don’t have the needed piece of equipment: • Identify resources that could be helpful with specific pieces of equipment • i.e. illness or impairment specific organizations, Medical Community, faith based organizations, etc. • Start a Virtual Network • Examples: Virginia Reuse Network (VRN) • Kansas Equipment Exchange Program Finding the Perfect Match Successful AT Reuse Practices: Donations, Matching and Sustainability

24. The Virginia Reuse Network Locations

25. Projected Expenses by Program Size TEXT TEXT TET TEXT Successful Practices: Donations, AT Matching, and Sustainability

26. FREE Foundation Operational Budget

27. Sustainability Steps to Success From Indicators of Quality for AT Reuse Step 1 Step 2 Step 3 Step 4 The program has a sustainability plan that is a written, well-developed document. Program Outcome Data: Program uses outcome measure and collects data from participants Program Statistics: Program collects output served). Program Evaluation Plan: Program uses the output and outcome data to modify the program. Successful Practices: Donations, AT Matching, and Sustainability

28. IQ-ATR: Online Resources for Sustainability Planning and Assessment IQ-ATR PDF Download: http://www.passitoncenter.org/Portals/passitoncenter/uploads/IQ-AT%20Reuse%20Report%20rev%2008032010.pdf Take the IQ-ATR Online Program Assessment at: www.passitoncenter.org/IQ-ATReuse

29. Successful Practices: Donations, AT Matching, and Sustainability Sustainability Steps to Success 2.1 Sustainability Planning The program has a sustainability plan that is a written, well-developed document. Key Factors for Consideration The program has a written, well-developed plan for long-term sustainability that addresses:  Diversification of sources of income  Strategies for enhancing community support  Retention of employees and volunteers  Succession planning for program leadership

30. Sustainability Steps to Success 2.2 Program Statistics The program collects output data (e.g., number of devices distributed, number of devices donated, number of customers served). Key Factors for Consideration The program uses a computer database to collect data, follows the data and looks for trends in:  Number of customers  Devices donated  Devices distributed  Needs not met Successful Practices: Donations, AT Matching, and Sustainability

31. Successful Practices: Donations, AT Matching, and Sustainability Sustainability Steps to Success 2.3 Program Outcome Data The program uses an outcome measure and collects data from participants about if and how they use the device they received from the program (participation of person, quality of life, how they use the device, if they are satisfied with the device and services received).

32. Yes/No and Open-Ended Questions: How is the equipment working for you? Do you feel this equipment has increased your independence when used? Were you mobile (able to walk) before receiving this equipment? Are you mobile (able to walk) with the use of this equipment? Quantitative Responses: How many falls a week did you have before receiving the equipment? How many falls a week are you having since you received this equipment? How many Emergency room visits per month did you have before receiving this equipment? How many Emergency room visits have you had per month since you received this equipment? How many Hospital stays per month did you have before receiving this equipment?

33. Tell Your Story Betterwith Statistics and Outcomes! Acceptable… In FY 2010, the FREE Foundation served 502 individuals. The FREE Foundation is a good steward of its money. The FREE Foundation helps individuals with disabilities to be more independent. …Better! Since 2006, Virginia’s formal network of reuse programs served 8,025 Virginians with disabilities, gifting 9,537 AT devices valued at $3,473,646. For every $1.00 spent by FREE on its mission, $33.40 is returned to the community. Recipient outcome surveys show 80% -100% decrease in falls, ER visits and hospitalizations.

34. Reuse Leverage

35. Successful Practices: Donations, AT Matching, and Sustainability Sustainability Steps to Success 2.4 Program Evaluation Plan The program uses the output and outcome data to modify the program. Key Factors for Consideration The program collects data and shares it within the organization to drive a continuous improvement process and it also uses the data to support requests for new or additional funding.

36. Model Demonstration Mtg., St. Louis, MO Virginia AT Reuse Annual Mtg. Planning Comm. Virginia AT Reuse Annual Mtg, Richmond, Va. Annual Mtg Debrief / Feedback/ AT Council Information Re: Kansas Experience / Medicaid Reuse Press Release & Follow-up Articles Apply for CNI Grant (and others) Request VR Funding (ARRA) Budget AT Act $ for Reuse VATNet Sustainability Planning Meeting – Charlottesville, Va DMAS Meeting RFP for Virginia Reuse Award Grants Start New Job! Aug 08 Sept 08 Oct 08 Dec 08 Jan 09 Mar 09 April 09 May 09 June 09 July 09 Aug 09 Sept 09

37. “5-Legged Stool” Approach Virginia Reuse Network – Sustainability Long Term Grants (VATS with Reuse Partners) CNI Trust (FY 2010, 2011, 2012) Legislative Va. Medicaid ARRA 2009 (FY 2009 & 2010) Note: VATS RFP ($585K) Combines CNI, ARRA & State AT Monies State AT $ (VATS) (Ongoing Funding)

38. Successful Practices: Donations, AT Matching, and Sustainability Examples of Sustainable AT Reuse Programs • Friends of Disabled Adults and Children • Church contributions • Donations at Point of Service • Golf Tournament and Fun Run Events • Appeals through newsletter and mailers to customers • Fees for Refurbishing Services • Waiver Program fees • State AT Act Program – Tools for Life • Earned Income from Thrift Store • Foundation Grants • County Grants • Grants for Ramps for Champs program • County Stimulus Funds - $350K for major facility renovations

39. Speaker contact Joy Kniskern joy.kniskern@dol.state.ga.us Principal Investigator, Pass It On Center Barclay M. Shepard Virginia Assistive Technology System (VATS) Email: Barclay.Shepard@drs.virginia.gov Phone (757) 309 – 1079 Sonja Schaible FREE Foundation (F.R.E.E.) Email: Sonja@Free-Foundation.org Phone: (540) 777-4929 DISCLAIMER This work is supported under five-year cooperative agreement #H235V060016 awarded by the U.S. Department of Education, Office of Special Education and Rehabilitative Services, and is administered by the Pass It On Center of the Georgia Department of Labor – Tools for Life. However, the contents of this publication do not necessarily represent the policy or opinions of the Department of Education, or the Georgia Department of Labor, and the reader should not assume endorsements of this document by the Federal government or the Georgia Department of Labor.