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ABD CASH
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Required Actions
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· 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.
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Time Frames
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· 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.
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Required Verification
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Objective medical evidence ICMS screens and Case Notes
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WAC/Policy
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· Social Services Manual - Incapacity and SSI Facilitation
· WAC 388-449-0001
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CASE REVIEW
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Required Actions
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· 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.
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Time Frames
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Monthly
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Required Verification
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ACES, eJAS Case Notes, Case Reading Guide, ABD Audit Program
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WAC/Policy
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N / A
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CASE STAFFING
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Required Actions
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· Case Staffings must be completed prior to NCS 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
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Time Frames
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Prior NCS status.
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Required Verification
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eJAS NCS tool.
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WAC/Policy
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· Social Services Manual
· WorkFirst Handbook - chapters 3.5 and 3.6.1.
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CHILDREN WITH SPECIAL NEEDS
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Required Actions
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Referral to Public Health Nurse made by WorkFirst Program Specialist or Social Worker
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Time Frames
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Public Health Nurse initiates home visit within 5 working days of referral
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Required Verification
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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.
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WAC/Policy
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N / A
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CHEMICAL DEPENDENCY TREATMENT (including Alcoholism and Drug Addiction Treatment and Support Act (ADATSA) program
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Required Actions
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· 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.
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Time Frames
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At application or when developing incapacity case plan.
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Required Verification
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eJAS, or ICMS Treatment Monitoring screen and Case Notes
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WAC/Policy
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· WorkFirst Handbook Chapter 6.7 - Substance Abuse
· Eligibility A-Z - Chemical Dependency - WAC 388-800, 388-488-0010 and -0130
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CONFIDENTIALITY
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Required Actions
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· 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 eJAS work screen and Confidential Note screen instead of the actual work address.
· Release information to individuals or agencies with valid consent form.
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Time Frames
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On-going
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Required Verification
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ACES, eJAS, ICMS
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WAC/Policy
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FAMILY PLANNING
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Required Actions
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· 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.
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Time Frames
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- 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.
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Required Verification
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ACES, eJAS
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WAC/Policy
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· WorkFirst - Chapter 1
· Social Services Manual - Family Planning
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FAMILY VIOLENCE
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Required Actions
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· 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.)
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Time Frames
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Upon application and any contact with the client
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Required Verification
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ACES, eJAS
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WAC/Policy
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· WAC 388-61-001
· WorkFirst Handbook - Chapter 6
· Social Service Manual - Family Violence
· EA-Z Manual - Interview Requirements
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FIRST STEPS
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Required Actions
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· Refer all Medicaid-eligible pregnant women to local Maternity Support Services (MSS) provider
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Time Frames
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Pregnant women must be offered a referral to First Steps services as soon as she is found eligible for Medicaid coverage.
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Required Verification
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eJAS, ACES
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WAC/Policy
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· WorkFirst Handbook Chapter 5.1
· Social Services Manual
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GOOD CAUSE
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Required Actions
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· 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 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)
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Time Frames
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· 30 days of request for good cause determination
· For ABD:
o Verify as necessary, usually monthly
o Ten working days from date of noon-cooperation warning letter
o Two working days to send 14-118 to financial
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Required Verification
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eJAS, ACES
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WAC/Policy
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· Social Services Manual - Incapacity Determination - Section E. - and SSI Facilitation - Section H. - , WAC 388-422-0020
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LEP PATHWAY
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Required Actions
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After the initial interview and WorkFirst Orientation:
The Refugee Social Worker:
- Inputs client data in JAS
- Completes the screening using eJAS
- 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 eJAS
- Creates the IRP with the participant
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Time Frames
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Ongoing
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Required Verification
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ACES, eJAS Case Notes
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WAC/Policy
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- WorkFirst Handbook - Chapter 5.2 - WAC 388-310-0900
- EA-Z Manual - LEP
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NSA - Necessary Supplemental Accommodation
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Required Actions
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- 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
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Time Frames
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At application and any in-person or phone contact with client. Complete prior to plan activity for which accommodation is required.
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Required Verification
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ACES NSA Assessment and Accommodation Plan Screens
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WAC/Policy
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· EA-Z Manual - NSA - WAC 388-472-0010 to 0050
· WorkFirst - Chapter 1.3
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NON-GRANT MEDICAL ASSISTANCE (NGMA)
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Required Actions
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· Identify medical information sources and obtain releases of information
· Forward releases on sources and releases to DDS
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Time Frames
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· 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
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Required Verification
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ICMS
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WAC/Policy
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WAC 388-505-0110 EA-Z Adult Medical Programs Social Services manual
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PREGNANCY TO EMPLOYMENT PATHWAY
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Required Actions
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· 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
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Time Frames
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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
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Required Verification
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· Pregnancy verification.
· Verification of child under 12 months
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WAC/Policy
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WorkFirst Handbook - Chapter 5.1 - WAC 388-310-1450
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SSI FACILITATION
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Required Actions
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· Obtain Interim Assistance Reimbursement Agreement
· Send signed IARA to SSA within 30 days
· File SSI application and subsequent appeals within 60 days
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Time Frames
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At application or within 5 working days of ABD approval
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Required Verification
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ACES and ICMS SSI screens
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WAC/Policy
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WAC 388-400-0060, 388-449-0200, and 388-449-0210
Social Services Manual - SSI Facilitation
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TEEN LIVING ASSESSMENT (Pregnant and Parenting Minors)
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Required Actions
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· 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
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Time Frames
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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)
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Required Verification
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- Verification of living arrangement, school enrollment and attendance
- Documentation in ACES and eJAS
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WAC/Policy
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EA-Z Manual - Teen Parents WAC 388-486-0005 and -0010
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