Scheduling Recertification/Review Appointments

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

What is the weekly scheduling method for recertification/review appointments?

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.

How does ACES auto-schedule appointments?

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.
 

How does ACES auto schedule weekly review appointments?

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:

  • Week 1 starts the first business day after ACES deadline/monthly issuance. For more information on monthly issuance, See ACES Production Calendar.
  • Week 2 starts the first business day following Week 1.
  • Week 3 starts the first business day following Week 2.

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.

The Letter 013-03 displays the first business day of the week and the last business day of the week as the date the client is scheduled for their recertification/review.
NOTE: If a Holiday falls on Monday, the first business day of the week would be Tuesday. If a Holiday falls on Friday, the last business day of the week would be Thursday.

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 are recertification / review appointments not auto scheduled?

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.

Online Processing

How can I tell if a client has a weekly review appointment scheduled?

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 

How do I make change to auto scheduled weekly review appointments?

This option is not available in online processing, see Mainframe Processing - How do I make changes to auto scheduled weekly review appointments?

How do I manually schedule a walk-in/phone Recertification/Review Appointment?

This option is not available for online Processing. For more information, see Mainframe Processing - How do I schedule a walk-in/phone Recertification/Review Appointment?

How do I block my schedule to prevent auto scheduled review appointments?

This option is not available in online processing, see Mainframe Processing - How do I block my schedule to prevent auto scheduled review appointments?

Mainframe Processing

How can I tell if a client has a weekly review appointment scheduled?

Once an assistance unit is auto-scheduled a weekly review appointment, the MISC screen displays the following in the Sched Interview section:

  • Appt Date field - Displays the last business day of the week.
  • Appt Type field - Defaults to [REV] – Review.
  • L Name/Appt Remarks field - Displays [REDET AUTO SCHEDULED ON XX/XX/XX].

How do I make changes to auto scheduled weekly review appointments?

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?

How do I manually schedule a 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:

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

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.

How do I block my schedule to prevent auto scheduled review appointments?

To block a schedule to prevent auto scheduled review appointments use the following steps:

1. From the WMEN, enter Option C – Scheduling.

  •  <TRANSMIT> and the CMEN screen displays.

2. On the CMEN screen:

  • Enter Option [B] – Update Daily Schedule, in the Selection field and update the following:.
  • Sched Date field - Enter the [date] in the Sched Date field.
  •  <TRANSMIT> and the SCHD screen displays.

3. On the SCHD screen:

  • Enter the [appointment type] in the Appt field. See <F1> help.
  • To extend the appointment time enter a [C] – Copy in each subsequent 30 minute time slot.
Note: Users must block their schedules before the first work day of the month prior to the month in which reviews are due. This prevents the system from scheduling review appointments in unwanted time slots.

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.