| CASE REVIEW |
| Required Actions |
- CSO Social Services Supervisors are responsible for monitoring the work of their staff by reviewing 5% of an experienced worker's caseload.
- In addition, for new workers, a 100% review is recommended for the first 6 months.
|
| Time Frames |
Monthly |
| Required Verification |
ACES, E-JAS Case Notes, Case Reading Guide, GAU Audit Program |
| WAC/Policy |
N / A |
| CASE STAFFING |
| Required Actions |
- Case Staffings must be completed for exemption determinations, for individuals nearing 60 months, and prior to Sanction or Child SafetyNet (CSNP) status.
- SW participates in case staffing held at any point it appears the client is not progressing or there are significant changes in the client's situation
|
| Time Frames |
Prior to exemption approval or denial, prior to 61 months (between 58-60th month), prior to Sanction/CSNP status. |
| Required Verification |
E-JAS Case Staffing program and 60-month Extension / Child SafetyNet Analysis, Hardship Extension Review (as necessary). |
| WAC/Policy |
- Social Services Manual
- WorkFirst Handbook - chapters 3.5, 3.6, 3.7, and 3.8.
|
| CHILDREN WITH SPECIAL NEEDS |
| Required Actions |
Referral to Public Health Nurse made by WorkFirst Program Specialist or Social Worker |
| Time Frames |
Public Health Nurse initiates home visit within 5 working days of referral |
| Required Verification |
Reports to WorkFirst Program Specialist or SW within 1 working day of scheduled home visit if the client is absent from home at the time of the appointment. |
| WAC/Policy |
N / A |
| CHEMICAL DEPENDENCY TREATMENT (including Alcoholism and Drug Addiction Treatment and Support Act (ADATSA) program |
| Required Actions |
- All TANF applicants are screened for substance abuse and referred to Social Worker assessment when appropriate
- Refer to chemical dependency counselor for treatment assessment
- Refer other financially eligible applicants who request chemical dependency treatment
- Refer General Assistance recipients with indications of chemical dependency as identified by health professional, client report or social worker observation.
|
| Time Frames |
At application or when developing incapacity case plan. |
| Required Verification |
e-JAS, or ICMS Treatment Monitoring screen and Case Notes |
| WAC/Policy |
-
WorkFirst Handbook Chapter 6.7 - Substance Abuse
-
Eligibility A-Z - Chemical Dependency - WAC 388-800, 388-488-0010 and -0130
|
| CONFIDENTIALITY |
| Required Actions |
- All clients enrolled in the Address Confidentiality Program (ACP) must have an ACP address in all systems.
- Enter the ACP P.O. Box number in the E-JAS work screen and Confidential Note screen instead of the actual work address.
- Release information to individuals or agencies with valid consent form.
|
| Time Frames |
On-going |
| Required Verification |
ACES, E-JAS, ICMS |
| WAC/Policy |
|
| FAMILY PLANNING |
| Required Actions |
- Screen and provide family planning information to all TANF/SFA applicants
- Offer client referral to the family planning worker or family planning nurse in the CSO.
- The social worker can also make referrals to the family planning worker or family planning nurse, as appropriate.
- The family planning worker or nurse will follow up on the referrals and make contact with the participant based on local office procedure.
|
| Time Frames |
- At application, eligibility review, or client contact (until the nurse or social worker make contact with the participant).
- Goal is 100% of clients are screened.
- Nurse standard: Of those referred, 100% are seen by the FP nurse within 30 days of referral or there is documentation supporting the reason for not being seen.
|
| Required Verification |
ACES, E-JAS |
| WAC/Policy |
- WorkFirst - Chapter 1
- Social Services Manual - Family Planning
|
| FAMILY VIOLENCE |
| Required Actions |
- All applicants must be screened for family violence and refer to Social Worker for Assessment according to local office policy.
- If family violence counselor is not available, social worker may develop a safety plan and assist with referrals (safe shelter, counseling, legal, etc.)
|
| Time Frames |
Upon application and any contact with the client |
| Required Verification |
ACES, E-JAS |
| WAC/Policy |
|
| FIRST STEPS |
| Required Actions |
- Refer all Medicaid-eligible pregnant women to local Maternity Support Services (MSS) provider
- Assess for referral to Maternity Case Management (MCM).
|
| Time Frames |
Use weekly Barcode report to identify new eligible women. |
| Required Verification |
E-JAS, ACES |
| WAC/Policy |
- WorkFirst Handbook Chapter 5.2
- Social Services Manual
|
| GAU / GAX(Incapacity) |
| Required Actions |
- Explain program and determine incapacity for financially eligible applicants
- Document all case decisions, actions and treatment, work or agency requirements
- Develop and provide written notice of treatment or agency referral requirements
- Complete Disability Assessment, DSHS 11-053 form.
|
| Time Frames |
- 45 calendar days of date of application
- 5 working days of receipt of medical evidence or change in circumstances affecting work
- After every incapacity decision
- Develop / update case plan after every incapacity decision.
|
| Required Verification |
Objective medical evidence ICMS screens and Case Notes |
| WAC/Policy |
- Social Services Manual - Incapacity and SSI Facilitation
- WAC 388-448-0001 WAC 388-448-0180
|
| GOOD CAUSE |
| Required Actions |
- Social Workers must determine whether clients have "Good Cause" to not cooperate within 30 days of referral.
- For DCS - Review physical or emotional harm to child or caretaker periodically (usually every six months)
- For GAU
- Verify client participating in required medical treatment or services from other agency
- If client refuses to participate or does not verify cooperation, decide if there is acceptable reason (good cause).
- If client does not have good cause, notify financial to close case and apply penalty (sanction) at reapplication
- Review follow up on medical treatment to determine change in client status.
- For WorkFirst – Prior to sanctioning, the Social Worker may participate in case staffing, or consult with WorkFirst Program Specialist, to review reasons for non-participation. (See standards for Case Staffing)
|
| Time Frames |
- 30 days of request for good cause determination
- For GAU:
- Verify as necessary, usually monthly
- Ten working days from date of noon-coopertion warning letter
- Two working days to send 14-118 to financial
|
| Required Verification |
E-JAS, ACES |
| WAC/Policy |
- Social Services Manual - Incapacity Determination - Section E. - and SSI Facilitation - Section H. - , WAC 388-448-0130, WAC 388-448-0140 and WAC 388-422-0020
|
| LEP PATHWAY |
| Required Actions |
After the initial interview and WorkFirst Orientation:
The Refugee Social Worker:
- Inputs client data in JAS
- Completes the screening using E-JAS
- Provides family planning and family violence information in the client's primary language and makes appropriate referrals
- Refers the client to the LEP Pathway provider for WorkFirst services and activities by completing the Component screen
- Documents the referral in E-JAS
- Creates the IRP with the participant
|
| Time Frames |
Ongoing |
| Required Verification |
ACES, E-JAS Case Notes |
| WAC/Policy |
- WorkFirst Handbook - Chapter 5.3 - WAC 388-310-0900
- EA-Z Manual - LEP
|
| NSA - Necessary Supplemental Accommodation |
| Required Actions |
- Screen all heads of households for need for accommodation
- Develop an Accommodation Plan for all confirmed NSA cases.
- Review client’s need for NSA services as often as possible
|
| Time Frames |
At application and any in-person or phone contact with client. Complete prior to planned activity for which accommodation is required. |
| Required Verification |
ACES NSA Assessment and Accommodation Plan Screens |
| WAC/Policy |
- EA-Z Manual - NSA - WAC 388-472-0010 to 0050
- WorkFirst - Chapter 1.3
|
| NON-GRANT MEDICAL ASSISTANCE (NGMA) |
| Required Actions |
- Identify medical information sources and obtain releases of information
- Forward releases on sources and releases to DDS
|
| Time Frames |
- Contact client within 10 days of referral from financial
- Send packet to DDDS within 10 days of receipt of releases.
- Forward DDDS decision to financial within 5 workings days of receipt
|
| Required Verification |
ICMS |
| WAC/Policy |
WAC 388-505-0110 EA-Z Adult Medical Programs Social Services manual |
| PREGNANCY TO EMPLOYMENT PATHWAY |
| Required Actions |
- A SW completes the assessment and consults with the case manager to develop an IRP. The IRP is based upon the results of the assessment
- The assessment results are documented in e-JAS
- Review the IRP every three months and update if needed. Review may be via telephone contact, office or home visit
|
| Time Frames |
Ongoing - upon discovering a participant is pregnant or parenting an infant, the WorkFirst Program Specialist will refer the person to the SW for an assessment. P to E plan is reviewed every three months via telephone contact, office or home visit and documented in e-JAS |
| Required Verification |
- Pregnancy verification.
- Verification of child 4-12 months
|
| WAC/Policy |
WorkFirst Handbook - Chapter 5.2 - WAC 388-310-1450 |
| SSI FACILITATION |
| Required Actions |
- Obtain Interim Assistance Reimbursement Agreement
- Send signed IARA to SSA within 30 days
- Refer to contracted physician for Medicaid certification (GAX decision) for all U clients within 5 working days of the date referred for facilitation
- If GAX is approved, file SSI application within 60 days
|
| Time Frames |
At application or within 5 working days of completing Disability Assessment, obtain GAX |
| Required Verification |
ACES and ICMS SSI screens |
| WAC/Policy |
WAC 388-400-0025 and 388-448-0210
Social Services Manual - SSI Facilitation
|
| TEEN LIVING ASSESSMENT (Pregnant and Parenting Minors) |
| Required Actions |
- Social Worker completes a Teen Living Assessment (TLA) (DSHS 14-427) to determine the appropriateness of the home the minor proposes to live in
- Verify enrollment and attendance in based education activities leading to the attainment of a high school diploma or GED
- Document communication (e-JAS and ACES) between the Social Worker and the WorkFirst Program Specialist indicating the living arrangement has been approved
|
| Time Frames |
The assessment should be completed as soon as possible and as dictated by your local office. Pending applications must be processed within the federal Standard of Processing (30-day time frame) |
| Required Verification |
- Verification of living arrangement, school enrollment and attendance
- Documentation in ACES and e-JAS
|
| WAC/Policy |
EA-Z Manual - Teen Parents WAC 388-486-0005 and -0010 |
|
