Weekly Scheduling Recertification/Review Appointments

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

How does ACES auto schedule weekly review appointments?

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

Can I make changes to auto scheduled weekly review appointments?

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:

o Week 1 starts the first business day after ACES deadline/monthly issuance. See ACES Production Calendar.

o Week 2 starts the first business day following Week 1.

o 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

June 2010

May 24, 2010 –

May 28, 2010

June 1, 2010 –

June 4, 2010

June 7, 2010 –

June 11, 2010

December 2010

November 29, 2010 - December 3, 2010

December 6, 2010 – December 10, 2010

December 13, 2010 – December 17, 2010

March 2011

February 22, 2011 –

February 25, 2011

February 28, 2011 –

March 4, 2011

March 7, 2011 –

March 11, 2011

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

· ACES sends LTR 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 LTR 013-03 will display 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.

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:

o ER Appointment Pool in the Sched Interview section.

o The Appt Type field defaults to REV – Review.

o The Appt Date field displays the last business day of the week.

o The APPT Bgn Tm (Appointment Begin Time) and APPT End Tm (Appointment End Time) fields are not required for this type of appointment.

Can 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 How do I schedule or reschedule an appointment in mainframe?

· The weeks can also be changed.