Scheduling Intake Application Appointments

Created on: 
Jul 13 2016

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

What are the intake scheduling options?

Intake appointments can be scheduled:

  • with a specific date and time slot, or
  • within a block of time.
    • Expedited food appointments 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.

Online processing

How do I schedule an intake appointment during screening?

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

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

This function does not exist in online processing, see Mainframe Processing - How do I schedule or reschedule a date and time specific intake appointment?

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

This function does exist in online processing, see Mainframe Processing - How do I schedule or reschedule a block of time intake appointment?

Mainframe Processing

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

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

  1.  From the AMEN screen, complete the following fields:
  • Selection field - Enter [Y] – Reschedule Appointments.
  • AU ID field - Enter the [AU ID].
  1.  <TRANSMIT> and the MISC screen displays.
  2.  On the MISC screen complete the following fields in the Sched Interview section:
  • User field - Enter the [User ID (if needed)] of the person who is scheduled to complete the interview.
  • Appt Date field - Enter the [appointment date].
  • Appt Type field - Enter the [appointment type].
  • Appt Bgn Tm (HH:MM) field - Enter the [appointment start time].
  • (AM/PM) field - Enter [AM] or [PM].
  • Appt End Tm (HH:MM) field - Enter the [appointment end time].
  • (AM/PM) field – Enter [AM] or [PM].
  • L Name/Appt Remarks field - Enter the [client’s last name and appropriate remarks].

Edit 0207 - SCHEDULE NOT ALLOWED FOR SUNDAY OR HOLIDAY DATE  displays when the appointment date entered is a Sunday or Holiday.

Edit 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.

  1. <Transmit> to create the appointment and Edit 0019 –-UPDATED COMPLETED SUCCESSFULLY  displays.
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.

If an appointment is scheduled or rescheduled beyond the Standard of Promptness (SOP) date displayed on the PEND screen, the system generates [AS] – Appointment Scheduled Beyond the SOP in the Delay Reason Code field on the MISC screen and prevents the assistance unit (AU) from closing on the SOP date.  Furthermore, scheduling an appointment date on an AU applies the same appointment to every related AU for that Head of Household, regardless of what CSO the AU is assigned to.

EXAMPLE: A Basic Food and Long-Term Care (LTC) application is received on 09/25/17, the standard of promptness date on the PEND screen displays 10/25/17. Client’s appointment is rescheduled to 10/27/17. On 10/25/17 in overnight batch AUTO populates [AS] – Appointment Scheduled Beyond the SOP in the Delay Reason Code field on the MISC screen for both AUs.

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

Appointments changed prior to system generated Letter 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?

To schedule or reschedule a block of time appointment, take the following steps:

  1. From the AMEN screen, complete the following field:
  •  Selection Field Enter [Y] Reschedule Appointments.
  • AU ID field - Enter the [AU ID]
  1. <TRANSMIT> and the MISC screen displays.
  2.  On the MISC screen complete the following fields in the Sched Interview section:
  • Appt Date field - Enter the [appointment date].
  • L Name/Appt Remarks field - Enter the [client last name and appropriate remarks].

 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.

  1. <Transmit> and 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 specific date and time to a block of time appointment take the following steps:

  1. From the AMEN screen, complete the following fields:
  • Selection field - Enter [Y] – Reschedule Appointments.
  • AU ID field - Enter the [AU ID].
  1. <TRANSMIT> and the MISC screen displays.
  2. On the MISC screen complete the following fields in the Sched Interview section:
  • User field - Delete the [User ID].
  • Appt Date field - Enter [the desired date].
  • Appt Bgn Tm (HH:MM) and AM/PM fields - Delete the [time].
  • Appt End Tm (HH:MM) and AM/PM field - Delete the [time].
  1. <TRANSMIT> and the Sched Interview field displays: INTAKE APPOINTMENT POOL

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 a date and time specific appointment take the following steps:

  1. From the AMEN screen, complete the following fields:
  • Selection field - Enter [Y] – Reschedule Appointments.
  • AU ID field - Enter the [AU ID].
  1.  <TRANSMIT> and the MISC screen displays.
  2. On the MISC screen complete the following fields in the Sched Interview section:
  • User field - Enter a [User ID (if needed)].
  • Appt Date field - Enter [the desired date].
  • Appt Bgn Tm (HH:MM) field - Enter [the begin****time].
  • (AM/PM) field – Enter [AM] or [PM].
  • Appt End Tm (HH:MM) field - Enter [the end**** time].
  • (AM/PM) field – Enter [AM] or [PM].
  1.  <TRANSMIT> and Edit 0019 – UPDATE COMPLETED SUCCESSFULLY  displays.

 

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.