Continuing Policy For Confidential Cases

When a continuing EW identifies a case that appears to fall under one of these categories, he/she must discuss the case with his/her immediate supervisor and determine what actions need to be taken to transfer the case.

Case Determination

All cases requiring special handling are assigned to a Confidential caseload.The following chart must be used when transferring a confidential/sensitive case:

CLIENT STATUS	INTAKE CASE	CONTINUING CASE	STATUS
Non - SSA Santa Clara County Employee	Any convenient office	May be assigned to any EW III	Sensitive
CWES Requests include SSA Santa Clara County Employee, including CWES clients placed at SSA, and DV clients.	Any office except where the employee works	Must be assigned to the confidential caseload	Confidential
SSA relative or significant friend who is NOT living with the SSA Employee	Any office except where the employee works	May be assigned to any EW III in any office except where the employee works	Sensitive
SSA relative or significant friend living with the SSA employee	Any office except where the employee works	Must be assigned to the confidential caseload	Confidential

Transfer Procedures for Confidential/Sensitive Cases

When transferring a case to a confidential caseload, special transfer procedures are applied as follows:

WHO	ACTION
EW	Confirms that the CalSAWS Journal Detail page is clearly documented with the reason the case meets the confidential/sensitive case criteria. Prints a [Manage Case Assignment] screen print for the case. Indicates either "Sensitive" or "Confidential" case on the [Manage Case Assignment] screen print. Submits the case/screen print to the EW Supervisor.
EW Supervisor	Reviews the case to determine if the case meets the confidential/sensitive case criteria. If case meets “Sensitive” criteria, indicate case must be assigned to an EWIII and authorize transfer by signing the [Manage Case Assignment] screen print. Submits the case/screen print to the CST for case transfer. If case meets “Confidential” criteria, calls the EW Supervisor of the Confidential caseload and confirms there is room for assignment. If:  There is room for assignment, then the EW Supervisor:     Places the [Manage Case Assignment] screen print in an envelope and submits it to the OMC. It is not possible to make room for assignment, then the EW Supervisor:    Calls the EW Supervisor of the back-up Confidential caseload for assignment. Note: The EW Supervisor must make every attempt to assign case.
Sending OMC	Transfers case to the confidential caseload number of the receiving office and forwards the envelope with the [Manage Case Assignment] screen print to the receiving office’s OMC.
Receiving OMC	Receives envelope with Confidential case information and assigns to the confidential caseload.

Quarterly Monitoring Report

Each quarter, the CBS SSPM receives a report. The “County Employees/Social Services Report” of county employees who are receiving or who have received aid or services. If there are questions about any of those cases, the list is forwarded to the appropriate SSPM for review and/or action.

Related Topics

Intake Policy For Confidential Cases

Confidential/Sensitive Cases