Administrative Hearings - Administrative Hearing Coordinator's Role

Revised May 24, 2012

The following is a summary of general duties assigned to Administrative Hearing Coordinators.

To find out the name of the Administrative Hearing Coordinator (AHC) in Community Services Division (CSD)  regions / offices, please contact:

Terrie Kirker, Administrative Hearings Program Coordinator
Office of Field Services, Community Services Division
360-725-4620
Email:  Terrie.Kirker@dshs.wa.gov

CLARIFYING INFORMATION

The CSO Administrative Hearing Coordinator (FHC) is usually an FSS, who has assigned responsibility for the Administrative Hearing operations in the CSO.

The AHC acts as liaison, in cases involving Administrative Hearings, between the CSO

• The appellant
• The appellant's representative
• The Office of Administrative Hearings (OAH)
• The DSHS Board of Appeals
• The Health Care Authority
• The Community Services Division
• The Office of the Attorney General
• The Division of Children and Family Services
• The Division of Fraud Investigation
• Other agencies or individuals involved in specific hearings.

The AHC must maintain the appearance of fairness in the Administrative Hearing process. The following guidelines apply:

1. Communication with ALJ's, department witnesses, appellants their witnesses and representatives must be on a professional level,

2. Any communication between the AHC and an ALJ regarding a specific hearing must include the appellant and/or their representative. Private conversations with an ALJ about a hearing, [ex parte contact] are strictly prohibited, unless it involves a safety issue [RCW 340.05.455]. Follow procedures of the local OAH office regarding these contacts.

CSO ADMINISTRATIVE HEARING COORDINATOR RESPONSIBILITIES

1. Maintain in BarCode Administrative Hearing Tracking System (BAHTS) the following specific information:

   1. Name and client ID of appellant,

   2. Date of request for hearing,

   3. Issue for hearing,

   4. Name of appellant representative if any,

   5. Scheduled date of hearing,

   6. Requested continuances,

   7. Date and result of hearing decision,

   8. Date of request for review and/ or reconsideration

2. Document hearings actions on ACES narrative;

3. Determine eligibility for continued assistance under WAC 388-458-0040;

4. Give notice to Office of Financial Recovery (OFR) to stop recovery when a hearing about an overpayment has been requested;

5. Represent the Department  in Administrative Hearings;

6. Contact the local Assistant Attorney General (AAG) when necessary to determine whether an AAG should be present at a hearing.

7. Contact the division program manager for Administrative Hearings when a local AAG is not available;

8. Notify the OAH of any accommodation needed due to client EA status;

9. Notify the OAH if interpreter services are requested for LEP clients;

10. Prepare the DSHS 09-354(X), Administrative Hearing Report or similar document as an attachment to exhibits (Administrative Hearing Packet);

11. Provide copies of the Administrative Hearing Packet to all parties;

12. Coordinate and conduct pre-hearing activities (Meetings or conferences);

13. Arrange for subpoenas to be issued by the ALJ or AAG when necessary;

14. Distribute copies of decisions as necessary to:

    1. Office of Financial Recovery (OFR);

    2. Community Services Division; or

    3. Financial Supervisor/Social Service Supervisor.

15. Coordinate implementation of decisions;

16. Prepare petition for review  or request for reconsideration of initial decision or response to appellant petition as appropriate; and

17. Notify the Division of Fraud Investigation (DFI) of any hearing requests on cases that have been referred for prosecution.