Case Reviews

[EAS 22-051]

Clients have the right to review their physical case record, documents scanned into the IDM system, as well as information entered into CalWIN, regardless of whether a hearing has been requested.

This section defines policy for:

  • Authorized Representatives,
  • Privileged and/or confidential information,
  • Cases reviewed by the client,
  • Regular third party case reviews, and
  • Third party reviews once a Fair Hearing is filed.

Whenever a client or Authorized Representative (AR) for the client requests to review his/her case record, the client and Authorized Representative must be allowed to review all non-privileged, non-confidential information contained in the case record. This includes but is not limited to any documents scanned into IDM, including the case narrative as well as screens available in CalWIN that contain case information.

Documentation in the Maintain Case Comments window is part of the case record subject to review by the client and Authorized Representative. As such, it is imperative that only factual statements pertinent to the client’s case situation are documented. Under no circumstances are personal feelings or criticisms to be documented.

Authorized Representatives

[EAS 19-001, 19-005 ]

An Authorized Representative (AR) is a person or group who has authorization from the applicant/recipient to act on his/her behalf. Authorization does not need to be in writing and can also be provided verbally. Telephone authorizations may be accepted in lieu of a written authorization only when the applicant or recipient has adequately identified himself or herself to the county. A telephone authorization is temporary and valid only for that call. The verbal authorization should be followed up by a written authorization. If obtained verbally, the date/time authorization was obtained and name of the Authorized Representative must be documented in the Maintain Case Comments window.

Authorized representatives are to be allowed to inspect all non-privileged, non-confidential information contained in the case record to the same extent as the applicant/recipient.

Related Topics

Privileged and Confidential Information