Shared Cases

Revised July 1, 2011

What is a shared case?

When are cases shared?

When are shared cases AUTO transferred?

When are cases shared on a long term basis?

What alerts are generated on shared cases?

What is a shared  case?

·         A case shared between two of the following offices:

• Community Service Office (CSO),
• Customer Service Center (CSC),
• Home and Community Services (HCS) office or
• Medical Eligibility Determination Services (MEDS – CSO 076)

·         For more information about shared cases see EAZ Manual Case Records, Worker Responsibilities, Shared Cases.

When are cases shared?

·         ACES links AUs together into a shared case when multiple AUs contain clients in common.

·         A case becomes shared when one office has an AU that is active or pending and another office screens in an application for assistance for a member of the existing AU.

• A case is shared until one office transfers the case to the other office or terminates assistance for the common member(s) or,
• AUTO transfers the AU(s).

When are shared cases AUTO transferred?

·         During nightly batch AUTO transfers AU(s) in the following situations:

• An AU(s) trickles to an F07 or F99 during processing in a CSO or CSC, is transferred to MEDS - CSO 076.
• A CSC or CSO user screens in a new medical-only AU(s). The AU(s) transfers to the CSC corresponding with the client’s geographical region.
• A CSC user screens in a medical and an associated non-medical program. The AU(s) auto transfers to the head of household’s (HOH’s) CSO of residence.
• A CSC user adds a non-medical program to an existing medical-only AU assigned to a CSC. The AU(s) auto transfers to the HOH’s CSO of residence.
• A CSO user adds a non-medical program to an existing medical-only AU assigned to a CSC.  The AU(s) transfers to the HOH’s CSO of residence.

When are cases shared on a long term basis?

·         When a CSO/CSC shares a case unit with MEDS.  Examples are:

• A client active in a AU with a CSO/CSC and they apply for Basic Health Plus (BH Plus) medical assistance.
• A client active in a BH Plus medical AU, applies for any other type of assistance through a CSO/CSC.

• For more information about BH Plus cases see ACES User Manual Basic Health Plus (BH Plus) Medical and EAZ Manual Basic Health (BH) and BH Plus.

What alerts are generated on shared cases?

·         Alert 404 – Another CSO Updated Shared AU.

• This alert is generated when action is taken on an AU linked to an active AU in another office.  This includes action taken by a MEDS user if the related AU is “owned” by MEDS but is a non-BH Plus AU.

·         Alert 405 – CSO User Updated BH Plus AU.

• This alert is generated when action is taken on an AU linked to an active BH Plus AU.  This alert is sent to the MEDS user assigned to the AU and displays regardless of which office “owns” the AU.

·         When a CSC worker completes an action on a shared case, Alerts 404 and 405 do not generate.