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Department
of Human Services Families
First Online Policy Manual General Administrative Procedures |
Revised: |
41.2 |
CONTENT OF CASE RECORD |
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The application and renewal interviews are
conducted in an on-line interactive process.
If the system is not available or if the interview must be conducted
in a remote site where the system is not available, the interview shall be
recorded on a paper application and shall immediately be entered in the
eligibility and case management system upon return to the office. The date of the application/renewal will always be the date the signed
and dated application form is received in the county office or if the interview
is conducted in a remote sight and the form is provided at this time, the
date will be the date the caseworker receives the form. The application date is entered in the
eligibility and case management system and is used to track the case for the
timeliness and establish the start date of benefits. The electronic file will contain responses to all interview questions. The file will contain verifications of all eligibility
activities. The verification will be
entered on the appropriate screen using the appropriate code to describe the
source of the verification. The date
of the information is recorded on the screen and the system date will reflect
the date the information is entered. Comments, additional verification information, and any other pertinent
information to the eligibility of the case will be recorded on the running
record comment screen. It is not
necessary to document additional information about every piece of information
where a code is used to verify information, but should be used to provide
details of the verification that may be unclear otherwise. When recording information in the
eligibility and case management system, the caseworker/client rep should
always indicate his/her name on the recording. Verification that is provided by the application/recipient or secured
by the caseworker should be recorded in the eligibility and case management
system and should be returned to the applicant/recipient or destroyed as
appropriate. The caseworker/client rep may request the expected change screen to
remind her/him of potential changes that may occur in a case. The eligibility and case management system will issue alerts to the
caseworker/client rep on the case when an action is needed to update the file
or review certain information. |
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