Program Standards

Good Cause

Limited English Proficiency (LEP) Pathway

Pregnancy to Employment Pathway

SSI Facilitation

Teen Living Assessment

• Explain program and determine incapacity for financially eligible applicants
• Document all case decisions, actions and treatment, work or agency requirements
• Develop and provide written notice of treatment or agency referral requirements
• Complete Disability Assessment, DSHS 11-053 form.

• 45 calendar days of date of application
• 5 working days of receipt of medical evidence or change in circumstances affecting work
• After every incapacity decision
• Develop / update case plan after every incapacity decision.

Objective medical evidence ICMS screens and Case Notes

• Social Services Manual - Incapacity and SSI Facilitation
• WAC 388-449-0001 

• Social Services Supervisors are responsible for monitoring the work of their staff by reviewing 5% of an experienced worker's caseload each month and documenting the results. This includes:
  • A minimum of three full case audits using the automated Social Service Audit Tool;
  • Spot checks of specific work episodes (e.g. social service intake, treatment monitoring, and medical record reimbursements);
  • Case staffings;
  • Job coaching; and
  • Observational audits.
• For new workers, a 100% review is recommended for at least the first 6 months of their probationary period, including a minimum of three full case reviews using the automated Social Service Audit Tool.

Monthly

ACES, Barcode, eJAS, Social Service Job Coach Guide, Social Service Audit Tool

N / A

• Case Staffings must be completed prior to NCS status.
• SW participates in case staffing held at any point it appears the client is not progressing or there are significant changes in the client's situation

Prior NCS status.

eJAS NCS tool.

• Social Services Manual
• WorkFirst Handbook - chapters 3.5 and 3.6.1.

Referral to Public Health Nurse made by WorkFirst Program Specialist or Social Worker

Public Health Nurse initiates home visit within 5 working days of referral

Reports to WorkFirst Program Specialist or SW within 1 working day of scheduled home visit if the client is absent from home at the time of the appointment.

N / A

• All ABD or TANF applicants are screened for substance abuse and referred to Social Worker assessment when appropriate
• Refer to a chemical dependency professional for treatment assessment
• Refer other financially eligible applicants who request chemical dependency treatment

At application or when developing the case plan.

eJAS, or ICMS Treatment Monitoring screen and Case Notes

• WorkFirst Handbook Chapter 6.7 - Substance Abuse
• Eligibility A-Z - Chemical Dependency - WAC 388-800, 388-488-0010 and -0130

• All clients enrolled in the Address Confidentiality Program (ACP) must have an ACP address in all systems. 
• Enter the ACP P.O. Box number in the eJAS work screen and Confidential Note screen instead of the actual work address.
• Release information to individuals or agencies with valid consent form.

On-going

ACES, eJAS, ICMS

• Screen and provide family planning information to all TANF/SFA applicants 
• Offer client referral to the family planning worker or family planning nurse in the CSO. 
• The social worker can also make referrals to the family planning worker or family planning nurse, as appropriate. 
• The family planning worker or nurse will follow up on the referrals and make contact with the participant based on local office procedure.

• At application, eligibility review, or client contact (until the nurse or social worker make contact with the participant).  
• Goal is 100% of clients are screened. 
• Nurse standard: Of those referred, 100% are seen by the FP nurse within 30 days of referral or there is documentation supporting the reason for not being seen.

ACES, eJAS

• WorkFirst - Chapter 1
• Social Services Manual - Family Planning

• All applicants must be screened for family violence and refer to Social Worker for Assessment according to local office policy.
• If family violence counselor is not available, social worker may develop a safety plan and assist with referrals (safe shelter, counseling, legal, etc.)

Upon application and any contact with the client

ACES, eJAS

• WAC 388-61-001
• WorkFirst Handbook  - Chapter 6
• Social Service Manual - Family Violence
• EA-Z Manual - Interview Requirements

• Refer all Washington Apple Health-eligible pregnant women to local Maternity Support Services (MSS) provider

Pregnant women must be offered a referral to First Steps services as soon as she is found eligible for Washington Apple Health coverage.

eJAS, ACES

• WorkFirst Handbook Chapter 5.1
• Social Services Manual

• Social Workers must determine whether clients have "Good Cause" to not cooperate within 30 days of referral.
• For DCS - Review physical or emotional harm to child or caretaker periodically (usually every twelve months)
• For WorkFirst - prior to sanctioning, the Social Worker may participate in case staffing, or consult with WorkFirst Program Specialist, to review reasons for non-participation. (See standards for Case Staffing)

• 30 days of request for good cause determination
• For ABD:
  • Verify as necessary, usually monthly
  • Ten working days from date of non-cooperation warning letter
  • Two working days to send 14-118 to financial

eJAS, ACES

• WF/SFA - WAC 388-422-0020;  HEN Referral - WAC 388-447-0120; ABD - WAC 388-449-0220

After the initial interview and WorkFirst Orientation:

The Refugee Social Worker:

• Inputs client data in JAS
• Completes the screening using eJAS
• Provides family planning and family violence information in the client's primary language and makes appropriate referrals
• Refers the client to the LEP Pathway provider for WorkFirst services and activities by completing the Component screen
• Documents the referral in eJAS
• Creates the IRP with the participant

Ongoing

ACES, eJAS Case Notes

• WorkFirst Handbook - Chapter 5.2 - WAC 388-310-0900
• EA-Z Manual - LEP

• Screen all heads of households for services to ensure access to programs and services.
• Develop an accommodation plan for all households confirmed as Equal Access.
• Review the household's need for Equal Access before any negative case action and during any review of eligibility.

At application and any in-person or phone contact with client. Complete prior to plan activity for which accommodation is required.

ACES Equal Access Assessment and Accommodation Plan Screens

• EA-Z Manual - NSA - WAC 388-472-0010 to 0050
• WorkFirst - Chapter 1.3

• A SW completes the assessment and consults with the case manager to develop an IRP.  The IRP is based upon the results of the assessment
• The assessment results are documented in e-JAS
• Review the IRP every three months and update if needed.  Review may be via telephone contact, office or home visit

Ongoing - upon discovering a participant is pregnant or parenting an infant, the WorkFirst Program Specialist will refer the person to the SW for an assessment.  P to E plan is reviewed every three months via telephone contact, office or home visit and documented in e-JAS

• Pregnancy verification.
• Verification of child under 12 months

WorkFirst Handbook - Chapter 5.1 - WAC 388-310-1450

• Obtain Interim Assistance Reimbursement Authorization
• Send signed IARA to SSA within 30 days
• File SSI application  and subsequent appeals within 60 days

At application or within 5 working days of ABD approval

ACES and ICMS SSI screens

WAC 388-400-0060, 388-449-0200, and 388-449-0210

Social Services Manual -  SSI Facilitation 

• Social Worker completes a Teen Living Assessment (TLA) (DSHS 14-427) to determine the appropriateness of the home the minor proposes to live in
• Verify enrollment and attendance in based education activities leading to the attainment of a high school diploma or GED
• Document communication (e-JAS and ACES) between the Social Worker and the WorkFirst Program Specialist indicating the living arrangement has been approved

The assessment should be completed as soon as possible and as dictated by your local office.  Pending applications must be processed within the federal Standard of Processing (30-day time frame)

• Verification of living arrangement, school enrollment and attendance
• Documentation in ACES and eJAS

EA-Z Manual - Teen Parents WAC 388-486-0005 and -0010