Interview
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Interview

Revised August 11, 2008

Purpose:

What is Interview?

How do I Initiate an Intake Interview?

Interview Related Screens

 

What is Interview?

Client data is entered into ACES for the ongoing month using (AMEN), Option O - Interview for a new application or when existing clients apply for a type of assistance they are not currently receiving.

Data entered through Option O - Interview is copied back to all months in the application period unless a client is pending in the new AU but active in another AU. In this situation all information on that client must be entered individually in each of the application months through Option P – Process Application Months.

 

How do I Initiate an Intake Interview?

To initiate an intake Interview for a pending AU, take the following steps:

  1. From (AMEN), access the pending AU via Option O – Interview.

  2. On the (PEND) screen, enter a [Y] in the S (Select) field for the AU(s) you wish to initiate the intake interview for.

    • The (PEND) screen appears first in the screen-flow in the ongoing month for (AMEN) options O - Interview, P -Process Application Months and R - Interim/Historical Change when a pending AU exists for which intake has not been initiated.

    • The intake for ALL pending AUs can be initiated by entering a [Y] in the Begin Processing for ALL pending AUs listed with Blank Intake Begin Date? field

    • Use your <Transmit> or <F4> key to bypass the (PEND) screen without selecting any AUs for intake.

  3. Press your <Transmit> key to be taken to the (ADDR) screen to begin the Interview.

    • You may use your <F3> key to cancel out of the interview at any point before committing the interview data. This will “un-initiate” the intake.

    • See (PEND), Deny an Assistance Unit/Client and Standards of Promptness for additional information on (PEND) screen functionality.

Verification and Valid Values (VV)

  1. ACES requires users to record the types of verification used for multiple eligibility factors.

  2. Enter the [valid value for the eligibility factor being verified] in the V field located to the right of the eligibility factor. Press <F1> for appropriate valid values.


NOTE: Not all valid values listed can be entered by a worker. Some valid value codes (such as FV for SSN verification and BX for unearned income amount verification) are system-generated. Entering a code intended to be system-generated will result in a message at the bottom of the ACES screen informing you that the code may not be entered. Use an appropriate valid value that the system will accept.

  1. Some valid values such as CS for client statement, FA for failed, and RE for refused may have a negative impact on eligibility. If there is another valid value that is more appropriate, enter that valid value.


Additional Information for Some Verification VV Codes

  1. Some valid value codes will require clarification or elaboration such as CC for collateral contact, OT for other, and ES for employer statement if you do not have a statement in writing. When someone reviewing the case could not readily tell what verification was used, or you do not have a copy of the verification in the physical file, you need to enter remarks to clarify your verification.

  2. Press <F9> to bring up the (REMA), Remarks screen,for the screen that you have entered the valid value on. There is a (REMA) for each screen in ACES.

  3. Record the item being verified, the verification, and any necessary detail to document your use of the verification.


EXAMPLE

 "Verified weekly income of $250.00 gross via phone call to A/R's supervisor Bob Roberts at the Donut Shack on 02-06. A/R's works 40 hrs/week on a regular basis. Expect this income to remain constant."


  1. Always check alerts before beginning the interview with the client.  This is important because batch processing runs file inquiries against many different agencies’ records and there may be information available as a result of these alerts that must be discussed with the client during the interview.  See Alerts.
     

Interview Related Screens

The following screens may be required to complete Option O - Interview.  Click on the Group # to access the screen use instructions for the screens in the group.

Screen Name and Description
GROUP 1

(ADDR)

Household Addresses
(APID) See (NCPS)
(AREP) Authorized Representative / Payee
(ALAS) Aliens, Students, and Medically Indigent
(AREN) Additional Requirements Emergent Need
(AREQ) Additional Requirements Ongoing
(CITY) City Names List
GROUP 2
(CSRA) Community Spouse Resource Assessment

(DEEM)

 Allocation / Deeming

(DEM1)

 Client Demographic 1

(DEM2)

 Client Demographic 2

(DEM3)

 Client Demographic 3

(DEM4)

 Client Demographic 4

(DEM5)

 Client Demographic 5

(DONE)

 Session Summary
(DPEX) Dependent Care Expenses

GROUP 3

(EARN)

 Earned Income

(EDOC)

 Enhanced Documentation
(EQU1) Equal Access Plan
(EQU2) Equal Access Plan
(EQU3) Equal Access Plan
(EQU4) Equal Access Plan

(ERRO)

 Consolidated Errors
(MEDX) Food Stamp Medical Expenses
GROUP 4
(INST) Institution / ALF / HCB
(LTCD)   LTC / HCB / ALF Community Income / Resources
(MANC) Managed Care
(MISC) AU Non- Financial Miscellaneous
(NCPS) Non-custodial Parent Screen
(NSA1), (NSA2), (NSA3) & (NSA4) NSA Screening
GROUP 5
(PEND) Application Pending Intake
(RANG) Street Range List
(RES1) Resources 1
(RES2) Resources 2

(RES3)

 Resources 3
GROUP 6
(SANC) Client Sanctions
(SHEL) Shelter Expenses
(SSNA) Additional SSNs and Names
(STAT) Assistance Status

(STRT)

 Street Names List
GROUP 7
(TICS) Time Clock
(TPL1) Third Party Liability 1

(TRAN)

 Transfer of Resources
GROUP 8
(UNER) Unearned Income
(VERF) Outstanding Verification

(WORK)

 Work Registration / Participation

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Modification Date: August 11, 2008
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