Case Reviews by a Third Party (Authorized Representative)

Only persons authorized by the client may review case information. If the Authorized Representative (AR) happens to bring along another individual who is not authorized by the client (i.e., another attorney from the organization that is not authorized by the client), then a release of information must also be received for that particular individual. Under no circumstances shall the AR be allowed to review case information with another party present unless there is a release of information for that other individual. If a client has appointed an organization as his/her AR, then any member of that organization may review case information. (For example, if the client appoints a legal services organization as AR, any attorney or advocate from the legal services organization shall be treated as AR and allowed to access case information.)

Whenever a client appoints a third party (Authorized Representative) to review his/her case record, the following must occur:

Who	Action
Client	Indicates that he/she would like to appoint a third party (Authorized Representative) to review his/her case record.
AO/EW	Receives a request from the client for a third party review. Explains to the client that a “Consent to Release Social Services Records to an Authorized Representative” (SCD 145), DPA 19 or backer of the NOA can be completed before case review.
Client	Signs or verbally authorizes the third party review. Note: Verbal authorizations are good only for that one instance.
AO/EW	Receives the completed Release Consent. If the Release Consent is received via mail, views other documents to authenticate the client’s signature. Instructs the client to have the authorized representative contact him/her to schedule an appointment to come in and review the case. Submits the Release Consent to clerical to scan into Imaging.
Clerical	Receives the Release Consent. Scans the Release Consent into Imaging.
Authorized Representative (AR)	Contacts the AO/EW to schedule an appointment to review the case record.
AO/EW	Inquires if there are specific areas the AR would like to review prior to the interview. Otherwise, prepare the entire file. Schedules an appointment for the AR to come in and review the case record.
Authorized Representative (AR)	Appears at district office to review the case record.
AO/EW	Prepares for the review by identifying, redacting or removing privileged or confidential information. Ensures ahead of time that there are no confidential documents pertaining to other cases in the work area that the AR could view. Requests a copy of the AR’s ID and business card to ensure the correct individual is reviewing the case. Accompanies the AR to the designated work area. Signs into CalSAWS and navigates through the screens for the AR (or provides the case record if the case has not been scanned into Imaging). REMINDER: Under no circumstances shall the AR be allowed to navigate through Imaging or CalSAWS. Remains with the client while the review process takes place, ensuring privileged or confidential information is not reviewed. Answers any questions the AR may have that are relative to the case.

Case Review by a Third Party (Authorized Representative) When a Request for a Fair Hearing is Filed'

Once the client has filed a request for a fair hearing and appoints a third party (Authorized Representative) to review his/her case record, the following applies:

• The review will be conducted at the ASB.
• Procedures as outlined in Section 42.4 will occur.
• Designation of an AR related to a fair hearing issue include, but are not limited to:
  • The backer on the Notice of Action,
  • A "Consent to Release Social Services Records to an Authorized Representative" (SCD 145),
  • A release form developed by the agency acting on behalf of the client (e.g., Medassist, Health Advocates, etc.),
  • State form titled, "Authorized Representative" (DPA 19), or
  • Any written/verbal Release Consent provided by the client.

Request for Copies

[EAS Section 11-051.3. 31, 22-049.811]

For Fair Hearing purposes, the County shall provide to the household or it’s AR, copies of all documents relating to the hearing at no charge.

If the County chooses to print a copy of an electronic document rather than offering the claimant the opportunity to view an electronic version, the county may not charge the claimant for the cost of the printing.

For all other materials, County policy establishes the fee of 10 cents per page copied. However, per MMP 22-051.31, materials provided for the CalFresh Program shall be made available to the household or its AR at no charge.

Related Topics

Case Reviews