Process For Closed Cases

This section includes policy for:

  • Cases that migrate to a closed status while in the worker’s case load, and
  • Documents received for cases in a closed case load.

CalSAWS Functionality

CalSAWS functionality is such that the case status will migrate to “closed” status when the user authorizes all of the eligibility programs that are discontinued, denied, cancelled or withdrawn.

ExampleExample 

On 09/09/08, Case #1234567 is opened to Caseload ID A301. The EW updates the case data and runs EDBC. CalWORKs, CalFresh and Medi-Cal are discontinued effective 09/30/08. The EW authorizes the eligibility program “discontinued” results.

The case status will change to “closed” immediately after the user authorizes the case. The Caseload ID will remain in A301 until 10/31/08. On 11/01/08, the case status will remain as “closed” and the system will automatically reassign the Case Load ID to A3CF.

Cases Converted to a Closed/Discontinued Status

On the 15th of each month, the “Monthly Closed Cases” (DOPS 1439) listing is generated identifying cases that discontinued at the end of the previous month. Staff must take the following steps to ensure appropriate action is taken:

Who Action
Eligibility Work (EW) Supervisor
  • Prints the DOPS 1439 listing from Business Objects which identifies cases discontinued at the end of the previous month.
  • Distributes listing to the unit.
Eligibility Worker (EW)
  • By the last working day of the month:
    • Reviews the listing for accuracy.
    • Prints MEDS screens.
    • Attaches an IDM cover sheet to the MEDS screens.
    • Prints the screen from the Case Inquiry window to confirm all programs are discontinued.
    • Forwards all of the above to the EW Supervisor for review.
EW Supervisor
  • Reviews MEDS screens and Case Inquiry screen.
  • Places the MEDS screens along with the IDM cover sheet in the designated basket for clerical to scan.
Clerical
  • Receives packet with MEDS screens.
  • Scans paperwork into the IDM system.

Documents Received for Cases in a Closed Case Load

The following must occur when documents are received for a case that is in closed status:

Who Action
Clerical
  • IDs the documents.
  • Forwards the documents to the Closing EW Supervisor to determine the appropriate action needed.
EW Supervisor
  • Receives and reviews documents. If: 
    • No further action is required, then the EW Supervisor:    
      • Attaches the IDM cover sheet to the documents.
      • Places the paperwork in the designated basket to be scanned into IDM.
    • Further action is required, then the EW Supervisor:  
      • Forwards the paperwork to the Closing EW to take action.
Eligibility Worker
  • Receives documents.
  • Takes appropriate action on the case.
  • Attaches the IDM cover sheet to the completed documents and submits them in the EW Supervisor’s basket for re-review.
EW Supervisor
  • Receives and reviews documents.
  • Places the documents in the designated clerical basket to be scanned into IDM.

Note: If more corrections are needed, returns them to the EW.
Clerical
  • Receives documents.
  • Scans the documents into the IDM system.

Related Topics

Closed Cases