See ACES Screens and Online Pages for an example of pages or screens used in this chapter.
The weekly block of time scheduling method is an alternative to the date/time specific scheduling method. Recertification/eligibility review appointments are scheduled for a weekly block of time within a 3-week period anytime between the hours listed on the CSOs scheduling parameters (SPAR screen) rather than specific time slots.
ACES tentatively auto-schedules appointments the last three working days of the month prior to the month in which the review is due, then skips the first three work days of the month in which the review is due and then continues to schedule appointments for approximately 12 more working days.
ACES tentatively schedules review appointments in time slots that have not been filled with appointments or blocked for other reasons.
Example: Review due October 2017, ACES schedules appointments beginning September 27-29, 2017. No appointments are scheduled for October 1st, 2nd, and 3rd, 2017 of the month in which the review is due. Remaining appointments are scheduled from October 5th through the 20th. The day after the appointment is tentatively scheduled; user receive Alert 219 - ER / RECERT TENTATIVELY SCHEDULED FOR AU, CHECK SCHD STATUS
Users have from the day the appointment is scheduled through the end of the day in which the appointment letters are sent to make changes to their schedule. The date letters are mailed each month is on the ACES Production Calendar.
Depending on the month, users have anywhere from 5 to 10 days from the day the appointments are tentatively scheduled to make changes to the schedule prior to the client's appointment letter being sent.
Note: Users can also look at the due date on the Alert 219 to see the last date to make changes to the tentative schedule.
Interview times are half-hour or one-hour time segments that fall within the interview hours established by the CSO. See Parameters - Other Parameters Submenu 1 to see your CSO appointment parameters.
For Assistance Units (AUs) needing in person or telephone interviews, ACES divides the number of AUs into three equal groups. The system schedules the weekly appointments as follows:
Reviews Due In: |
Week 1 Group 1 |
Week 2 Group 2 |
Week 3 Group 3 |
---|---|---|---|
June 2016 |
May 23, 2016 – May 27, 2016 |
May 30, 2016 – June 3, 2016 |
June 6, 2016 – June 10, 2016 |
November 2016 |
October 24, 2016 - October 28, 2016 |
October 31, 2016 – November 4, 2016 |
November 7, 2016 – November 11, 2016 |
January 2017 |
December 27, 2016 – December 30, 2016 |
January 3, 2017 – January 6, 2017 |
January 9, 2017 – January 13, 2017 |
The weekly block of time is Monday through Friday 8am-2pm.
ACES sends Letter 013-03 (Weekly Appointment for Eligibility Review) with an Eligibility Review 14-078X attached to the letter. The date the letters are mailed each month is on the ACES Production Calendar.
Depending on the month, users have anywhere from 5 to 10 days from the day the appointments are tentatively scheduled to make changes to the schedule prior to the client's appointment letter being sent.
When there are not enough available time slots, ACES generates Alert 210 – ER / RECERT NOT AUTO SCHEDULED-SCHEDULE IS FULL. Users must schedule these appointments manually.
This option is not available in online processing, see Mainframe Processing - How can I tell if a client has a weekly review appointment scheduled?
This information can also be found by reviewing the Letter 013-03 (Weekly Appointment for Eligibility Review) on the Letters page in ACES.online.
Once an assistance unit is auto-scheduled a weekly review appointment, the MISC screen displays the following in the Sched Interview section:
A weekly block of time scheduled appointment can be manually changed to a date/time specific appointment. For more information, see How do I manually schedule walk-in/phone Recertification/Review Appointment?
To change an appointment from a block of time to date and time specific appointment take the following steps:
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 with an Eligibility Review form enclosed.
To block a schedule to prevent auto scheduled review appointments use the following steps:
1. From the WMEN, enter Option C – Scheduling.
2. On the CMEN screen:
3. On the SCHD screen:
Blocking appointment time slots allows the user to control the date and times that AUTO schedules tentative review appointments on their daily schedule.
See ACES Screens and Online Pages for an example of pages or screens used in this chapter.