Scheduling
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Scheduling


Revised April 23, 2013



Scheduling Intake Application Appointments

 

Weekly Scheduling Recertification/Review Appointments

 

Scheduling Recertification/Review Appointments

 

Daily Schedule

 


SCHEDULING INTAKE APPLICATION APPOINTMENTS

What are the intake scheduling options?

 

How do I schedule an intake appointment during aces.online screening?  

 

How do I schedule or reschedule a date and time specific intake appointment in mainframe?

 

How do I schedule or reschedule a block of time intake appointment in mainframe?

 

How do I change an intake appointment from a date and time specific to a block of time intake appointment?

 

How do I change an intake appointment from a block of time to a date and time specific intake appointment?

 


 

What are the intake scheduling options?

 

·         The options for intake scheduling are:

 

o    Intake appointments can be scheduled with a specific date and time slot or;

 

o    Intake appointments can be scheduled within a block of time.

 

    Expedited food appointment can be scheduled within a block of time by the 7th calendar day after the date of application.

 

    All other non-expedited appointments can be scheduled within a block of time by the 15th calendar day after the date of application.

 

How do I schedule an intake appointment during aces.online screening?

 

·         To schedule an appointment during screening, see Schedule Appointment during Screening.

 

·         LTR 011-01 Interview Appointment for Applicant is system generated.

 

How do I schedule or reschedule a date and time specific intake appointment in mainframe?

 

·         To schedule or reschedule a date and time specific  appointment using ACES mainframe, take the following steps:

 

1.    From the AMEN, enter Option Y – Rescheduled Appointments Change in the Selection field.

 

2.    Enter the [AU ID] in the AU ID field.

 

3.    <TRANSMIT> and the MISC screen displays.

 

4.    On the MISC screen in the Sched Interview section:

 

o    Enter the [User ID (if needed)] of the person who will be scheduled to complete the interview in the User field.

 

o    Enter the [appointment date] in the Appt Date field.

 

o    Enter the [appointment type] in the Appt Type field. See <F1> help.

 

o    Enter the [appointment start time] in the Appt Bgn Tm field. Indicate if (AM/PM).

 

o    Enter the [appointment end time] in the Appt End Tm field. Indicate if (AM/PM).

 

o    Enter the [clients’ last name and appropriate remarks] in the L Name/Appt Remarks field.

 

    Edit Message 0207 – SCHEDULE NOT ALLOWED FOR SUNDAY OR HOLIDAY DATE – displays when the appointment date entered is a Sunday or Holiday.  If this edit displays, enter a date that is not a Sunday or Holiday.

 

    Edit Message 0463 - THERE IS ALREADY AN APPT SCHEDULED FOR THIS DATE/TIME, RESCHEDULE APPT – displays if the appointment time that is being scheduled conflicts with something already scheduled for that same time slot.


NOTE:

Note:  If you receive edit 0463 – THERE IS ALREADY AN APPT SCHEDULED FOR THIS DATE/TIME, RECSHEDULE APPT, but you know that there is no other appointment scheduled at that time, you may change the appointment by deleting all the fields and re-entering the new appointment information.


5.    <Transmit>.

 

o    Edit 0019 – UPDATED COMPLETED SUCCESSFULLY displays.

 

·         If an appointment is rescheduled beyond the Standard of Promptness (SOP) date displayed on the PEND screen, the system generates a Delay Reason Code AS – Appointment Scheduled Beyond the SOP on the MISC screen.


EXAMPLE

Basic Food application received on 09/25/09, the standard of promptness date on the PEND screen displays 10/25/09. Client’s appointment is rescheduled to 10/27/09. On 10/25/09 in overnight batch AUTO populates the Delay Reason Code AS –  Appointment Scheduled Beyond the SOP on the MISC screen.


·         LTR 011-01 (Interview Appointment for Applicant) is  system generated.

 

·         Appointments changed prior to system generated LTR 013-01 (Office Appointment for ER) or 013-02 (Phone Appointment for ER), are sent with the updated appointment times and dates.

 

How do I schedule or reschedule a block of time intake appointment in mainframe?

 

·         To schedule or reschedule a block of time appointment using ACES mainframe, take the following steps:

 

1.    From the AMEN, enter Option Y – Rescheduled Appointments Change in the Selection field.

 

2.    Enter the [AU ID] in the AU ID field.

 

3.    <TRANSMIT> and the MISC screen displays.

 

4.    On the MISC screen in the Sched Interview section:

 

o    Enter the [appointment date] in the Appt Date field.

 

o    Enter the [client last name and appropriate remarks] in the L Name/Appt Remarks field.

 

    Edit 0260 – THIS COMBINATION IS INVALID, VERIFY THAT INFO WAS ENTERED CORRECTLY – displays when the date entered is a Saturday, Sunday or Holiday.  If this edit displays, re-enter a date that is not a Saturday, Sunday or Holiday.

 

5.    <Transmit>.

 

o    Edit  0019 – UPDATED COMPLETED SUCCESSFULLY displays.

 

How do I change an intake appointment from a date and time specific to a block of time intake appointment?

 

·         To change an appointment from a date and time specific to a block of time appointment take the following steps:

 

1.    From the AMEN, enter Option Y – Rescheduled Appointments Change in the Selection field.

 

2.    Enter the [AU ID] in the AU ID field.

 

3.    <TRANSMIT> and the MISC screen displays.

 

4.    On the MISC screen in the Sched Interview section:

 

o    Delete the [User ID] in the User field.

 

o    Enter [the desired date] in the Appt Date field.

 

o    Delete the [time] in the Appt Bgn Tm (HH:MM) field and delete the AM/PM field.

 

o    Delete the [time] in the Appt End Tm (HH:MM) field and delete the AM/PM field.

 

5.    <TRANSMIT>.

 

o    The Sched Interview field displays:  INTAKE APPOINTMENT POOL

 

o    Edit 0019 – UPDATE COMPLETED SUCCESSFULLY displays.

 

How do I change an intake appointment from a block of time to a date and time specific intake appointment?

 

To change an appointment from a block of time to date and time specific appointment take the following steps:

 

1.    From the AMEN, enter Option Y – Rescheduled Appointments Change in the Selection field.

 

2.    Enter the [AU ID] in the AU ID field.

 

3.    <TRANSMIT> and the MISC screen displays.

 

4.    On the MISC screen in the Sched Interview section:

 

o    Enter a [User ID (if needed)] in the User field.

 

o    Enter [the desired date] in the Appt Date field.

 

o    Enter [the begin time] in the Appt Bgn Tm (HH:MM) field.  Indicate if (AM/PM).

 

o    Enter [the end time] in the Appt End Tm (HH:MM) field.  Indicate if (AM/PM).

 

5.    <TRANSMIT>.

 

o    The Sched Interview field is blank.

 

o    Edit 0019 – UPDATE COMPLETED SUCCESSFULLY displays.


WEEKLY SCHEDULING RECERTIFICATION / REVIEW APPOINTMENTS

What is the weekly scheduling method for recertification/review appointments?

 

How does ACES auto schedule weekly review appointments?

 

How can I tell if a client has a weekly review appointment scheduled?

 

Can I make changes to auto scheduled weekly review appointments?

 


 

What is the weekly scheduling method for recertification/review appointments?

 

·         The weekly block of time scheduling method is an alternative to the date/time specific scheduling method.   

·         The recertification/eligibility review appointments are scheduled for a weekly block of time within a 3-week period anytime between the hours listed on the CSOs scheduling parameters (SPAR screen) rather than specific time slots.

 

How does ACES auto schedule weekly review appointments?

 

·         For assistance units (AUs) needing face-to-face or telephone interviews, ACES divides the number of AUs due reviews into three equal groups.

 

·         The system schedules the first group of AUs due for Week 1 appointments, the second group of AUs due for Week 2 appointments, and the third group of AUs due for Week 3 appointments:

 

o    Week 1 starts the first business day after ACES deadline/monthly issuance.  See ACES Production calendar.

 

o    Week 2 starts the first business day following Week 1. 

 

o    Week 3 starts the first business day following Week 2. 

 

·         ACES schedules the first group of AUs due for Week 1 appointments, the second group of AUs due for Week 2 appointments and the third group of AUs due for Week 3 appointments. 

Reviews Due In:

Week 1

Group 1

Week 2

Group 2

Week 3

Group 3

June 2010

May 24, 2010 –

May 28, 2010

June 1, 2010 –

June 4, 2010

June 7, 2010 –

June 11, 2010

December 2010

November 29, 2010 - December 3, 2010

December 6, 2010 – December 10, 2010

December 13, 2010 – December 17, 2010

March 2011

February 22, 2011 –

February 25, 2011

February 28, 2011 –

March 4, 2011

March 7, 2011 –

March 11, 2011 

 

·         The weekly block of time includes Monday through Friday and includes the hours listed on the CSOs scheduling parameters (SPAR screen).

 

·         ACES sends LTR 013-03 (Weekly Appointment for Eligibility Review) with an Eligibility Review 14-078X attached to the letter. The date the letters are mailed each month is on the ACES Production Calendar.

 

·         The LTR 013-03 will display the first business day of the week and the last business day of the week as the date the client is scheduled for their recertification/review.


NOTE:

If a Holiday falls on Monday, the first business day of the week would be Tuesday.

If a Holiday falls on Friday, the last business day of the week would be Thursday.


How can I tell if a client has a weekly review appointment scheduled?

 

·         Once an assistance unit is auto-scheduled a weekly review appointment, the MISC screen displays the following:

 

o    ER Appointment Pool in the Sched Interview section.

 

o    The Appt Type field defaults to REV – Review

 

o    The Appt Date field displays the last business day of the week.

 

o    The APPT Bgn Tm (Appointment Begin Time) and APPT End Tm (Appointment End Time) fields are not required for this type of appointment. 

 

Can I make changes to auto scheduled weekly review appointments?

 

·         A weekly block of time scheduled appointment can be manually changed to a date/time specific appointment. See How do I schedule or reschedule an appointment in mainframe?

 

·         The weeks can also be changed.

 


SCHEDULING RECERTIFICATION / REVIEW APPOINTMENTS

How does ACES auto-schedule appointments?

 

When are recertification / review appointments not auto scheduled?

 

How do I block my schedule to prevent auto scheduled review appointments?

 

Can I make changes to auto-scheduled review appointments?

 


 

How does ACES auto-schedule appointments?

 

·         ACES tentatively auto-schedules appointments the last three working days of the month prior to the month in which the review is due, then skips the first three work days of the month in which the review is due and then continues to schedule appointments for approximately 12 more working days.

 

·         ACES tentatively schedules review appointments in time slots that have not been filled with appointments or blocked for other reasons.


EXAMPLE

Review due October 2010, ACES schedules appointments beginning September 28 – 30, 2010.

 

No appointments are scheduled for October 1st, 4th and 5th 2010 of the month in which the review is due.

 

Remaining appointments are scheduled from October 6th through the 22nd.

 

The day after the appointment is tentatively scheduled; users receive Alert 219 - ER / Recert Tentatively Scheduled for AU, Check Schd.


·         Users have from the day the appointment is scheduled through the end of the day in which the appointment letters are sent to make changes to their schedule. The date letters are mailed each month is on the ACES Production Calendar.

     

·         Depending on the month, users have anywhere from 5 to 10 days from the day the appointments are tentatively scheduled to make changes to the schedule prior to the client's appointment letter being sent.


NOTE:

Users can also look at the due date on the Alert 219 to see the last date to make changes to the tentative schedule.


·         Interview times are half-hour or one-hour time segments that fall within the interview hours established by the CSO. See Parameters – Other Parameters Submenu 1 to see your CSO appointment parameters.

 

When are recertification / review appointments not auto scheduled?

 

·         When there are not enough available time slots, ACES generates Alert 210 – ER / RECERT NOT AUTO SCHEDULED-SCHEDULE IS FULL. Users must schedule these appointments manually.

 

How do I block my schedule to prevent auto scheduled review appointments?

 

·         Follow the steps in How do I schedule a recurring appointment?

 

·         Users must block their schedules before the first work day of the month prior to the month in which reviews are due. This prevents the system from scheduling review appointments in unwanted time slots.

 

·         Blocking appointment time slots allows the user to control the date and times, AUTO schedules tentative review appointments.

 

Can I make changes to auto-scheduled review appointments?

 

·         To change an appointment prior to the AUTO SCHEDULED ELIG REVIEW NOTICE date listed on the ACES Production Schedule calendar or prior to the due date of Alert 219, see How do I schedule or reschedule an appointment in mainframe?

 

·         Appointments changed prior to system generated LTR 013-01 (Office Appointment for ER) or 013-02 (Phone Appointment for ER), are sent with the updated appointment times and dates.

 

·         To change an appointment after the AUTO SCHEDULED ELIG REVIEW NOTICE date listed on the ACES Production Schedule calendar. See How do I schedule or reschedule an appointment in mainframe?

 

·         AUTO sends LTR 013-01 Office Appointment for ER or LTR 013-02 Phone Appointment for ER, with an Eligibility Review form enclosed.

 


DAILY SCHEDULE

How do I inquire on a Daily Schedule?

 

Who can update a Daily Schedule?

 

How do I update a Daily Schedule?

 

How do I schedule a recurring appointment?

 

Why would I schedule a recurring appointment?

 

How do I delete recurring appointments?

 


 

How do I inquire on a Daily Schedule?

 

·         To view a users daily schedule for a specific date or number of dates, take the following steps:

 

1.    From the WMEN, enter Option C – Scheduling.

 

2.    On the CMEN screen:

 

o    Enter Option A – Inquire Daily Schedule on the Selection field.

 

    The system defaults to the current date and current users ID.

 

o    Enter the [date] in the Sched Date field.

 

o    Enter the [user ID] in the User ID field.

 

3.    <TRANSMIT> and the SCHD screen displays with the following information:

 

·         Message 0209 NO APPOINTMENTS SCHEDULED FOR THIS DAY displays if no appointments are scheduled for entered date and User ID.

 

·          All scheduled appointments and other appointment types for that day display.

 

·          An individual user’s schedule for a specific date displays in half-hour intervals beginning at 7:00 a.m. and ending at 3:30 p.m.

 

o     <TRANSMIT> to see the appointment times from 4:00 p.m. to 7:30 p.m.

 

o    Press <F7> to return to the 7:00 a.m. – 3:30 p.m. screen.

 

o    Press <F13> to move forward one day or <F14> to move back one day at a time.

 

·         To view a Saturday date, enter the [specific date] from the CMEN screen.

 

Who can update a Daily Schedule?

 

·         Users can only update their own schedules. Supervisors and lead workers depending on their security level have the ability to update the schedule for individuals in their unit.

 

How do I update a Daily Schedule?

 

·         To update a Daily Schedule take the following steps:

 

1.    From the WMEN, enter Option C – Scheduling.

 

o    <TRANSMIT> and the CMEN screen displays.

 

2.    On the CMEN screen:

 

o    Enter Option [B] – Update Daily Schedule, in the Selection field.

 

o    Enter the [date] in the Sched Date field.

 

o    <TRANSMIT> and the SCHD screen displays.

 

3.    On the SCHD screen:

 

o    Enter the [appointment type] in the Appt field. See <F1> help.

 

o    To extend the appointment time enter a [C] – Copy in each subsequent 30 minute time slot.

 

How do I schedule a recurring appointment?

 

·         To schedule a recurring appointment take the following steps:

 

1.    From the WMEN, enter Option C – Scheduling.

 

o    <TRANSMIT> and the CMEN screen displays.

 

2.    On the CMEN screen:

 

o    Enter Option [B] – Update Daily Schedule, in the Selection field.

 

o    Enter the [date] in the Sched Date field.

 

o    <TRANSMIT> and the SCHD displays.

 

3.    On the SCHD screen:

 

o    Enter [R] – Recurring in the S – Select field.

 

o    Enter a [C] – Copy in each subsequent 30 minute time slot to indicate how long the recurring appointment will last.

 

o    Enter the [appointment type] in the Appt field. Only ADM, PAP, PER, OT, STF, EXP, LUN and SCR can be used for appointment type.

 

o    <TRANSMIT> and the SCHR displays.

 

4.    On the SCHR screen:

 

o    The Appt Type, Start Time, End Time, Start Date and End Date fields are pre-filled.

 

o    The date in the End Date field defaults to 12 weeks from the system date. This field can be updated to shorten the date but cannot be extended.

 

o    Enter the [appropriate code] in the Appt Freq field. See <F1> Help.

 

o    Enter [any helpful remarks] in the Appt Remark field.

 

o    <TRANSMIT> and one of the following message displays:

 

    Edit Message 1790 – RESUMING (PF4) WILL UPDATE THE SCHEDULE; BYPASSING ANY CONFLICTS. 

 

    If there is no scheduling conflicts press <F4> to update or press <F3> to cancel and return to the SCHD screen and make any necessary changes.

 

Why would I schedule a recurring appointment?

 

·         A user has until the end of the day, on the first working day of the month, to update their schedule to prevent review appointments from being scheduled in specific time slots.

 

·         Blocking appointment time slots allows the user to control the date and times, AUTO schedules review appointments.

 

·         This also allows users to make review appointment timeframes fit their personal schedule.

 

·         Users have the ability to block times or set recurring appointments for up to 12 weeks.  See How do I schedule a recurring appointment?

 

·         Users can only update their own schedule.

 

·         Supervisors and lead workers have the ability to update the schedule for individuals in their unit.

 

How do I delete recurring appointments?

 

·         Recurring appointment times must be deleted individually day by day.

 

·         To delete recurring appointments take the following steps:

 

1.    On the WMEN screen, enter Option C – Scheduling.

 

2.    On the CMEN screen:

 

o    In the Selection field, enter [B] – Update Daily Schedule.

 

o    In the Sched Date field, enter [the date].

 

o    <TRANSMIT> and the SCHD displays.

 

3.    On the SCHD screen:

 

o    Place the cursor in the Appt field at the beginning of the time slot to be deleted and remove the data. This must be done for the fields that contain C (copy) as well.

 

o    <TRANSMIT> returns to CMEN.

 

Modification Date: April 23, 2013