Weekly Scheduling Recertification/Review Appointments

Created on: Nov 07 2017

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.

The 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 weekly review appointments?

For Assistance Units (AUs) needing face-to-face or telephone interviews, ACES divides the number of AUs due reviews into three equal groups.

The system schedules the first group of AUs due for Week 1 appointments, the second group of AUs due for Week 2 appointments, and the third group of AUs due for Week 3 appointments:

  • Week 1 starts the first business day after ACES deadline/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.

ACES schedules the first group of AUs due for Week 1 appointments, the second group of AUs due for Week 2 appointments and the third group of AUs due for Week 3 appointments.

Reviews Due In:

Week 1

Group 1

Week 2

Group 2

Week 3

Group 3

August 2017

July 24, 2017 -

July 28, 2017

July 31, 2017 -

August 4, 2017

August 7, 2017 -

August 11, 2017

September 2017

August 28, 2017 -

September 1, 2017

September 5, 2017 -

September 8, 2017

September 11, 2017 -

September 15, 2017

February 2018

January 29, 2018 -

February 2, 2018

February 5, 2018 -

February 9, 2018

February 12, 2017 -

February 16, 2017

 

The weekly block of time includes Monday through Friday and includes the hours listed on the CSOs scheduling parameters (SPAR screen).

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 titled ER Appt Tentatively Schedule on the ACES Production Calendar.

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.

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 appointment manually.

Online Processing

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

This function does not currently exist in ACES.online or ACES 3G, see Mainframe Processing - How can I tell if a client has a weekly review appointment scheduled?

NOTE: This information can also be found reviewing the Letter 013-03 (Weekly Appointment for Eligibility Review) on the Letters page in ACES.online.

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

This function does not currently exist in ACES.online or ACES 3G, 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 function does not currently exist in ACES.online or ACES 3G, see Mainframe Processing - How do I schedule a walk-in/phone Recertification/Review Appointment?

Mainframe Processing

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

Once an Assistance Unit is scheduled a weekly review appointment, the MISC screen displays the following:

  • Appt Type field - defaults to REV – Review.
  • Appt Date field - displays the last business day of the week that they are scheduled for.
  • APPT Bgn Tm (Appointment Begin Time) and APPT End Tm (Appointment End Time) fields - does not populate and is not required for this type of appointment.

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. See Scheduling Intake Application Appointments - How do I schedule or reschedule a date and time specific intake appointment?

An individual week(s) can also be changed.

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.

 

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