Schedule an Appointment During Screening

Created on: 
Apr 22 2019

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

Online Processing

How do I schedule an appointment during screening?

An appointment can be scheduled during screening from the Commit Status page after a new application has been committed to the database.

To schedule an appointment during screening, take the following steps:

  1. On the Commit Status page, click Schedule Appointment. The Schedule Appointment page displays:
  • All Assistance Units (AUs) from the application and other related AUs (based on the Head of Household) display with a future appointment (if any).
Note: The following appointment types display a warning indicator and cannot be updated from the Schedule Appointment page: Review (REV), Telephone Review (TRV)Maintenance (MNT), and existing appointments scheduled with a different office.
  1. On the Schedule Appointment page, in the:
  • Screened AUs section, check the box next to the AU(s) that you want to schedule an appointment for.
  • For a block (or pool) of time appointment, update the following fields in the Enter Appointment Data section:
    • Date field (required) - Enter the [MM/DD/YYYY].
    • Type field - Select the appointment type from the drop down menu (system defaults to INT - Interview).
    • User field - Remove the default User ID.

Or

  • For a date and time specific appointment, complete the following fields in the Enter Appointment Data section:
    • Date field - Enter the [MM/DD/YYYY].
    • Time field - Select the time from the drop down menu.
    • User field - Enter the [User ID] (if needed). The system defaults to the screener's User ID.
    • Type field - Select the appointment type from the drop down menu.

The system defaults the appointment date to (7) calendar days from the application date. The day one count begins the day after the date of application for cash, food, and medical assistance programs.

  • If the 7th day is on a weekend or holiday, the date defaults to the last working day prior to the 7th day; No date is set if the 7th day is the current date or a past date.
    • If no date is set, users can still schedule an appointment up to the 30th day from the date of application.
    • If the 30th day falls on a weekend or holiday, enter the last working day prior to the 30th day. 
    • If the 60th day falls on a weekend or holiday, enter the last working day prior to the 60th day from the date of application. 
    • If the 30th day has passed, enter a date up to the 60th day from the date of application.   

Users will received one of the following Error Messages based on the date entered:

Appointment Date cannot be more than 30 days from the Application Date when the 30th day of application is a future date and appointment date exceeds the 30th day.

Appointment Date cannot be more than 60 days from the Application Date when the 30th day of application is in the past and the appointment date  exceeds the 60th day.

Appointment Date cannot be more than 60 days from the Application Date if the application date is beyond the 30th day and the appointment date  exceeds the 60th day.

  1. Click Next > to confirm the appointment and the Commit Status page displays.
  • Letter 011-01 (Interview Appointment for Applicant) is automatically generated. For more information, see Letters.
Note: Appointments can also be scheduled on the MISC screen in ACES mainframe. For more information, see Scheduling Intake Application Appointments - Mainframe Processing.

How do I inquire on a unit schedule?

To inquire on a unit schedule, take the following steps:

  1. From the Schedule Appointment page, click View Unit Schedule.
  2. On the Schedule Inquiry page, select the Unit Type/ Number for the unit you want to inquire on and click Refresh Schedule to update the appointment information.
  3. To schedule the appointment, complete the following fields on the Schedule Inquiry page:
  • Select Worker for Appointment section - Click the radio button next to the appropriate worker.
  • Date field - Enter the [MM/DD/YYYY].
  • Time field - Select the appropriate time from the down menu.
  1. Click Next > to return to the Schedule Appointment page.
  • Appointment changes made on the Schedule Inquiry page display on the Schedule Appointment page.
  1. Click Next > to confirm the appointment.

Mainframe Processing

This feature doesn't currently exist for Mainframe processing. For more information, see Online Processing.

 

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