SOAR Steering Committee
Tools
Table of Contents
Creating and leading a state or local steering committee
State planning team roles and responsibilities ......................................................................................... 1
Local planning team roles and responsibilities ......................................................................................... 2
SOAR steering committee composition matrix......................................................................................... 3
Creating effective meetings
Sample meeting invitation letter .............................................................................................................. 5
Sample steering committee meeting agenda .......................................................................................... 6
Building your SOAR toolbox
Local SOAR action planning guidelines ..................................................................................................... 7
Action planning template.......................................................................................................................... 9
Sample action plan .................................................................................................................................. 10
Other
Memo to program directors ................................................................................................................... 13
Multi-agency release of information ...................................................................................................... 15
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SAMHSA SOAR Technical Assistance Center
State Team Lead and Planning Team
Suggested Roles and Responsibilities
State Team Lead (STL) Roles and Responsibilities
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Identify state planning team members, including SSA and DDS representatives.
Convene regular meetings of the state planning team.
Disseminate minutes of meetings to the state planning team and local planning team(s).
Create a distribution list for ongoing communication.
Serve as liaison between SOAR state planning team and local planning teams to problemsolve and coordinate data collection.
Coordinate and follow up on the implementation of the state action plan and SOAR
Process.
State Planning Team Roles and Responsibilities
 Collaborate with SSA and DDS (regional, area, district or local offices) to establish the
SOAR Process. Determine SSA office liaisons (if possible) and disseminate this
information to SOAR-trained community staff.
 Provide support to SOAR-trained staff and Trainers, working closely with local/regional
planning teams. Work with local planning groups to identify experienced mentors who
can assist new trainees with their first few applications. Identify individuals for the Trainthe-Trainer program offered by the SAMHSA SOAR TA Center.
 Identify strategies for ongoing funding and sustainability. Create buy-in by educating
stakeholders about the impact SOAR has in your state. Use outcomes to highlight the
benefit of SOAR in reimbursed care and income.
o Explore various funding sources. Consider use of federal funds (e.g. PATH);
pool and/or realign existing resources; explore local foundations, United Way,
corporations, and hospital collaborations; and investigate criminal justice funding
to implement SOAR in jails or prisons.
 Collect and report outcomes. Identify tracking mechanism to be used (e.g., SOAR Online
Application Tracking (OAT) or HMIS). Ensure the collection and reporting of outcomes
by communities and SOAR-trained staff; report outcomes to the SAMHSA SOAR TA
Center as requested.
 Identify and address technical assistance needs. Hold regular calls and/or meetings with
Local Planning Team Leads to identify issues and problem solve. Request TA as needed
from the SAMHSA SOAR TA Center.
 Expand SOAR to other areas of the state and to other populations at risk for homelessness
(e.g., jails/prisons, general assistance/TANF recipients, state hospital discharges, etc.).
 Attend meetings.
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Local Team Lead and Planning Team
Suggested Roles and Responsibilities
Local Team Lead Roles and Responsibilities
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Identify local planning team members, including SSA and DDS representatives and your
State Team Lead (STL).
Convene regular meetings of the local planning team.
Disseminate minutes of meetings to the local planning team and the STL.
Create a distribution list for ongoing communication.
Hold regular calls with the STL to report progress and challenges.
Coordinate and follow up on the implementation of the local action plan and SOAR
Process.
Collaborate with STL to ensure local implementation is consistent with the State plan.
Report data and outcomes to the STL according to the State plan.
Local Planning Team Roles and Responsibilities

Collaborate with local SSA and DDS offices to establish working agreements based on the
SOAR Process agreed upon by your state.
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Provide logistical support to Trainers to plan and conduct local trainings. If necessary,
discuss with the Trainers charging a minimal fee to cover incidental costs, e.g., $2530/person for the 2-day training.
 Identify and explore strategies for ongoing funding and sustainability. Create buy-in by
educating local stakeholders about the impact that SOAR has in your community. Use
outcomes to highlight the benefit of SOAR in reimbursed care and income.
 Collect and report outcomes. Work closely with your State Team Lead to ensure the
collection and reporting of outcomes using whatever mechanism the State determines,
such as HMIS or the SOAR Online Application Tracking (OAT).
 Identify and address technical assistance needs. Hold regular calls and/or meetings with
SOAR providers/trainees and SSA and DDS to discuss strategies and brainstorm solutions
to challenges that arise. Request TA as needed from the SAMHSA SOAR TA Center.
 Attend meetings.
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SOAR Steering Committee Composition Matrix
This matrix is a tool for identifying key stakeholders to take part in your SOAR Steering
Committee. Steering committee members maintain effective communication between SSA,
DDS, local leads, and SOAR case workers, discuss and resolve challenges that arise, identify
technical assistance needs, and explore strategies for funding and sustainability.
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Correctional
Facilities
Vocational Services
Legal Services
State/ local
Medicaid Rep.
Public/Private
Funding Reps
Housing Agencies
Peer Advocates
Outreach Workers
Veterans
Administration
Physicians,
Psychologists, &
Medical staff
Mental Health/
Social Service
Providers
Homeless Service
Providers
Hospitals, Health
Clinics
DDS
Names of
Individuals or
Agencies
Represented
SSA
List the individuals/agencies you would like as representatives on your steering committee. Place an “X” in the
column identifying the role each individual/agency fulfills.
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Sample Steering Committee Invitation
[date]
Dear (Partner):
I am pleased to invite you to attend the kick-off meeting for the [local community] SSI/SSDI Outreach,
Access and Recovery (SOAR) Initiative. SOAR is designed to expedite access to Social Security disability
benefits for people who are homeless or at risk for homelessness and who have serious mental illness
and/or co-occurring substance use disorders. Fifty states, including the District of Columbia, now
participate in the national SOAR Technical Assistance Initiative which is sponsored by the Substance
Abuse and Mental Health Services Administration.
Outcomes provide evidence of the efficacy of the SOAR initiative. In 2012, 66 percent of the applications
submitted using the SOAR approach were approved on initial application in 98 days on average. For
persons who are homeless who do not receive assistance to apply, the approval rate is estimated at 1015 percent. The national average for all applicants is 31 percent. With these benefits, people have a
reliable source of income making it easier to access housing and support services that can lead to
greater, long-term self-sufficiency and recovery.
The SOAR initiative in [insert community] is sponsored by [insert agency as appropriate]. The meeting
will take place on [date, location]. You have been invited to participate on the planning group that will
create and implement an action plan for SOAR in [insert community]. A light breakfast and lunch will be
provided. A draft agenda for the day is attached.
I look forward to seeing you on [date]. Please contact [local SOAR lead] if you have any questions.
Please RSVP by [date] to [email].
Sincerely,
[Insert name and contact information]
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Sample SOAR Steering Committee Agenda
Thursday August 8, 2013
8:30 a.m. to 10:00 a.m.
2835 165th Street
Hammond, IN
I.
Welcome/ Introductions
II.
Review NW Indiana Action Plan
a. Prioritize Actions (Steering Committee join several priority action-sub-committees)
III.
Action
a.
b.
c.
d.
e.
Discuss potential dates and location for 2-day training
Identify potential agencies to send1-2 staff to training
Decide who and how we reach out to program directors
Create list of those previously trained to reconnect and offer refresher training
Set up criteria for the Leadership Academy candidate(s)
IV.
Identify Additional Partners for Steering Committee (list due for next meeting)
a. Review SOAR Steering Committee Composition Matrix
V.
Decide How We Wish to Proceed
a. Pilot
b. Collaboration
c. Sustainability
VI.
Other Thoughts/Concerns
a. Agenda item(s) request for next meeting-includes future action steps
VII.
Meeting Date/Time/Location/Reflection/Adjournment
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Local SOAR Action Plan - Guidelines
#1. COMPLETING APPLICATIONS
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Identify programs that will participate in your community pilot of SOAR and get their
buy-in.
How will you:
 Enhance or re-configure staff to create/expand an SSI/SSDI effort?
 Ensure that assistance with SSI/SSDI applications can be done on an outreach basis?
 Determine if agencies have the necessary hardware/software to submit
applications electronically?
 Address the need for representative payee services?
How can you assure that the applications submitted to SSA are consistent and high
quality?
#2. COLLABORATIONS
a. Collaboration with SSA and DDS
 Negotiate a specific referral process with SSA and DDS. Consider including:
 MOUs between community providers assisting with applications so that
expectations and commitments are clear
 Training community providers to complete the SSI application on an outreach
basis
 SSA gives community providers a maximum of 60 days to gather medical
documentation, write a Medical Summary Report, and submit the full
application packet
 Identify SSA and DDS liaisons for SOAR in local offices
 SSA "flags" SOAR applications and forwards them to designated DDS SOAR
liaison
b. Collaboration with Medical Providers
 Get buy-in from health care providers that treat homeless persons in the
community.
 Set up a process to obtain medical records from essential providers.
 Identify area hospitals, primary care clinics and mental health centers that do or
could provide needed assessments or evaluations to support SSI applications
including Health Care for the Homeless providers.
 Arrange for psychiatric evaluations; consider using medical or graduate school
students.
 Explore possibility of using retroactive Medicaid to reimburse for medical
evaluations.
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c. Other Collaborations
 Who else needs to be included as part of SOAR (e.g., Continuum of Care, shelters or
outreach programs, Mayor’s Office, local homeless coalitions, local prisons or jails)?
 Is there an opportunity for your State or county to benefit from retroactive
recovery of uncompensated care and/or general assistance benefits?
#3. TRAINING, TRACKING OUTCOMES, AND SUSTAINABILITY
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How will you identify who will be trained?
How many trainings will you hold in a year? When and where will these take place?
How will you engage agency administrators to support and implement SOAR in their
programs?
How will logistical support (location, registration, refreshments, equipment) for
trainings be provided?
Who will take the lead on organizing and responding to requests for trainings? How
will they be promoted?
How will you ensure the availability of trainings on an on-going basis?
How will you track key outcomes of SSI applications and use them to expand or sustain
your efforts?
 Days to decision (number of days between submission and initial decision);
outcome of initial decision; housing status at time of initial contact; and length of
time homeless; use of Appointment of Representative (SSA-1696); completion of
Medical Summary Report; need for consultative exam
Who takes responsibility for coordinating and reporting on outcomes?
#4. LOCAL LEADERSHIP TEAM
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Who will comprise the steering committee for implementation of your local SOAR
Action Plan?
How will the steering committee communicate with other key stakeholders?
Who will lead coordination and implementation of next steps?
How will communication and collaboration between the local and State teams be
carried out?
When will the team meet next? How often will you meet thereafter?
Are there any additional planning team members that should be identified and
involved?
How will this planning be integrated into current homelessness planning at the State
and local levels (e.g. Continuum of Care plan; State or community plan to address or
end homelessness)?
Review your progress and seek technical assistance if needed.
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Action Planning Template
Action Steps
1. Completing Applications
a.
Lead Person
Timeframe
b.
c.
2. Collaborations
SSA and DDS
a.
b.
Medical Providers
c.
d.
Other
e.
3. Training, Tracking Outcomes, and Sustainability
a.
b.
c.
4. Local Leadership Team
a.
b.
c.
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Sample Action Plan – NW Indiana - May 2013
Action Steps
Lead Person
1.
a.
Completing Applications
Establish regional approach with SOAR partners to decide which part (s) of the
application process fits their expertise, i.e.) outreach, referrals, and completing
applications.
b.
Identify and invite potential partners not represented at planning forum to next SOAR
meeting to gauge interest, such as reps from:
 COC member agencies
 Community Development
 NW Community Action family specialists
 ACA Community Navigators
 Salvation Army
 Vocational Rehabilitation
 Dept. of Community Development
 Police (Homeless Outreach Liaisons)
 County Sheriff’s Prisoner Re-entry programs
 Lake County Drug Court
 Hospitals
 Shelters
 Housing Authorities
 Churches and other faith-based organizations
 Catholic Charities
 Schools (social workers)
 Community Mental Health Centers
 Veterans Administration
Establish central location for application completion. Ideas include:
 SSA Field Office
 Libraries
 Soup Kitchens or Food Banks
 Churches
 One Stop Career Centers
 Drug Court (Gary, Lake County)
Identify Representative Payee services:
 Brainstorm about agencies to involve in discussion about increasing payee services
 Contact agencies who do provide such services to obtain information
Collaborations
SSA and DDS
Establish a liaison with the four SSA offices in the Region (Gary, Merrillville,
Hammond, and Valparaiso) and lines of communications including: (1) attending COC
meetings, (2) phone contacts & (3) on-line services trainings for case workers
Medical Providers
Build contact list of all medical providers; including:
 Hospitals
 FQHC’s (Federally Qualified Health Centers)
 Physician groups
c.
d.
2.
a.
b.
Timeframe
COC members
drive & support
efforts (Sharon,
Peg, & Carol)
See above
Beginning May
2013 & ongoing
See above
See above
See above
See above
Pam H.
Beginning April
2013, by June
1st
SOAR Steering
Committee
Beginning May
1st and ongoing
See above
c.
Obtain medical providers processes for requesting medical records and negotiate low or
no-fee arrangements, e.g.) Large hospital systems and physician groups.
See above
See above
d.
Build relationships with Medical Doctors who attended the planning forum:
 Dr. Thomas with Black Women Physicians Foundation
 Dr. Seabrook with Community Healthnet
See above
See above
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e.
Other
Identify and begin working with key partners in surrounding communities:
 Gary
 Hammond
 E. Hammond
 Valparaiso
 Dyer
 East Chicago
 Lake Station
 Other cities within NW Indiana
SOAR Steering
Committee
June 13th and
ongoing
f.
Engage peers who have been through the SSI/SSDI process to help with engagement
and presentations to groups.
See above
See above
g.
Explore collaboration with the following agencies in Gary and northwest Indiana
 SHIP (Senior Health Insurance Information Program)
 211 phone referral system
 ACT (Assertive Community Treatment) Center of Indiana
 Mental Health Association of Indiana (MHAI)
 National Alliance on Mental Illness (NAMI)
See above
See above
3.
Training, Tracking Outcomes, and Sustainability
a.
Training- Identify someone to attend the 4-day SOAR Train the Trainer program.
SOAR Steering
Committee
Ongoing from
March 2013
b.
Outcomes- Explore using the SOAR OAT Program or HMIS to incorporate SOAR data
elements in the future.
Steering Comm.,
SOAR TA Center
Ongoing from
May 2013
c.
Sustainability- Explore regional approach which breaks down silos and competition for
funds, i.e.) pooling funds for SOAR benefits specialist positions.
SOAR Steering
Committee
June 13th and
ongoing
d.
Research potential funding sources brainstormed at the meeting:
 United Way
 Community Development Block Grants (CDBG)
 PATH (Projects for Assistance in Transition from Homelessness)
 Grants from HUD (Housing and Urban Development)
 CEO’s from Hospitals
 Walgreens (HO in your area)
 Blue Cross Blue Shield and other health focused businesses
SOAR Steering
Committee
Ongoing from
June 2013
4.
Local Leadership Team
a.
Local Lead Agency- Continuum Care Network of NW Indiana
1. Provide additional outreach to COC member agencies
2. Create a SOAR subcommittee to draft MOUs that cover:
 Cost sharing
 Provider roles and responsibilities
 Job description for a SOAR coordinator position
3. SOAR committee agrees to meet regularly
Sharon, Peg, Carol,
Others TBD
Next SOAR
Meeting, June
13th before
COC meeting at
8:30am
b.
Meetings before or after COC meetings
See above
See above
c.
Alternate meeting locations
See above
See above
d.
Identify and invite Board Members from area agencies with COC involvement, e.g.
United Way
See above
See above
e.
Provide education and outreach to local and state political leaders about SOAR and
issues around SSI/SSDI benefits:
 State Medicaid Provisions requiring separate Medicaid application for SSI
beneficiaries
 Resource funding for SOAR programs to connect more people to federal SSI/SSDI
benefits
See above
See above
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SAMHSA SOAR Technical Assistance Center
TO:
Program Directors Considering SOAR Training for Staff
FROM:
National SOAR Technical Assistance Team
DATE:
October 2013
RE:
SOAR Training
We are delighted that you are interested in having staff trained to assist people with Social Security
Disability applications using the SSI/SSDI Outreach, Access and Recovery (SOAR) approach. As you
may know, the main goal of SOAR is to obtain expedited approvals for SSI/SSDI applicants who are
homeless or at risk of homelessness and who have mental illness and/or co-occurring disorders. We want
to be sure that you understand the level of effort that SOAR requires so you feel comfortable committing
to this initiative prior to having your staff trained.
The training can be conducted as a 2-day in-person training or it can be completed online at one’s own
pace. How the training is conducted in your area will depend on how your state or locality has decided to
conduct SOAR training. Either way, the training takes about 2 full days. For the online curriculum, a
sample SSI/SSDI application packet must be submitted and approved by the SOAR Technical Assistance
Center before a Certificate of Completion is awarded.
This training is not about the completion of forms. Rather, it is about engagement with individuals who
are homeless or at risk for homelessness, understanding the requirements of the Social Security
Administration (SSA) for benefits and obtaining needed documentation, serving as appointed
representative, obtaining medical records, and writing a detailed medical summary report that captures the
individual’s personal, treatment, and functional history so benefits can be expedited.
SOAR considers access to SSI/SSDI as a major tool in recovery, both from mental illness and
homelessness. Without these benefits, it is extraordinarily difficult for individuals who are homeless to
engage in treatment, to keep appointments, to maintain housing, and to meet other basic needs.
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The SOAR model requires that community staff directly assist applicants. To do this, staff must:

Serve as appointed representative for the purpose of applying for SSI/SSDI. This is not the same as being
the representative payee. The appointed representative can “stand in” for the applicant, respond to
questions, receive copies of all mail sent to the applicant, and communicate back and forth with SSA and
DDS, the agency that makes disability determinations. The representative is not responsible for the
decision so liability is not an issue.

Complete the applications both for SSI and SSDI. These applications consist of several documents: (1)
a 23-page application form for SSI; (2) an on-line application form for SSDI; (3) a 12-page on-line
disability report along with several releases of information, both agency releases and SSA releases.

Collect medical records from providers who have treated the applicant.

Complete a psychosocial assessment, a functional impairment assessment, and a substance use
worksheet. The information from these is then incorporated into a comprehensive medical summary
report.

Write a medical summary report that includes psychosocial, treatment, and functional information that is
co-signed, if at all possible, by a physician or psychologist who has seen the individual. This does not have
to be an ongoing treatment provider but it does need to be a physician or psychologist who has met with
the individual. The reason for this co-signature is it makes the report “medical evidence,” which is given
greater weight in the disability determination process.

Conduct ongoing outreach and engagement with the individual who is homeless to stay connected
throughout this process and to work with the individual to obtain other needed services and treatment such
as housing, physical and mental health care, other support services, food, and clothing.

Track applications and outcomes, including number of applications completed, approvals/denials, and time
to decision from application submission to receipt of SSA’s decision.
We estimate that this intensive work takes roughly 20-40 hours per applicant from first meeting to getting
a decision on the claim. This time is usually spent over the course of 2-3 months though, certainly, it is
expected to be more intensive in the first month.
The benefit to your agency is that people you serve will have income and health insurance to meet basic needs
which makes them more likely to stay in treatment, keep appointments, and pay their bills. Thus, if your agency
is Medicaid (or Medicare) reimbursable, your bills will be paid. Without such work, individuals typically take
anywhere from 1-3 years to obtain approval, during which time people are lost to the process and require a great
deal of community support simply to survive. With the SOAR approach, we are seeing approvals on average in
98 days. Clearly, the rewards are great for all involved.
We ask that you sign and return this memo simply to indicate that you understand what SOAR requires and are
willing to support your staff to engage in this effort. We believe that you will find this to be a win-win for the
individuals you serve as well as for your agency. Thank you for your consideration and support.
_____________________________________
Agency Name
___________________________________
Signature of Agency Director
_____________________________________
Date
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Multi-Agency Consent for the Release of Confidential Information
_____________________________
___________
_____________
___-_____-___
(Name of Consumer)
(Record #)
(DOB)
(SSN)
The purpose of this form is to allow me to choose how my services are coordinated. I understand that this is my
decision to make and that I can change my mind. If I change my mind, I need to make a written request to cancel this
consent. This request will go to the agency or program’s Medical Record or Health Information Department for
processing. I also understand that I can ask a staff member to assist me with this process. If I have a legal guardian,
my guardian may sign or cancel this consent on my behalf.
By checking yes, I am allowing these providers to communicate and exchange information needed to coordinate and
continue care, treatment and services. If I check no, I do not want the information exchanged with that provider.
Yes





No





Yes
No












Provider/Agency Name
Types of Information
Demographic
Assessments
Physical Exam
Treatment Plan(s)
Medications
Other: Please describe:
Yes





No





Types of Information
Lab/X-Ray Reports
Admit/Discharge Dates
Release/Discharge Summary
Housing Information
Date, Event or Condition when Consent Expires: ______________________________. In the event no
date/event/or condition is specified, this consent expires on year from the date of signing.
I understand that treatment services are NOT contingent upon or influenced by my decision to permit the information
release.
I understand that the information and records disclosed pursuant to this consent may be protected under 42 CFR Part
2, governing Alcohol and Drug Abuse patient records, the Health Insurance Portability and Accountability Act of
1996 (HIPAA) and 45 CFR parts 160 and 164, State Confidentiality laws and regulations, and cannot be released
without my consent unless otherwise provided for by the regulations. State and Federal regulations prohibit any
further disclosure of such information and records without my specific written consent unless otherwise permitted by
such regulation.
The information I authorize for release may include records that may indicate the presence of a communicable
or venereal disease, which may include, but is not limited to diseases such as hepatitis, syphilis, gonorrhea, and
the human immunodeficiency virus, also known as acquired immune deficiency syndrome (AIDS).
_______________________________/___________
________________________________/________
Signature of Consumer
Witness (optional)
Date
_________________________________/____________
Signature of legal guardian, if required
Date
Date
__________________________________________
Relationship to consumer
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Information needed from participants to register
FIRST
LAST
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Title
Organization
Address
City
State
Zip
1
SAMHSA SOAR Technical Assistance Center
Phone
Email