Scheduling RD Appointments

CalSAWS will determine the correct initial redetermination (RD) due date on new/restored cases.

ExampleExampleIf a SAWS 2 Plus is signed in February 2016, a new SAWS 2 Plus must be signed at the next RD in February 2017.

When the RD is due in the following month:

Schedule the Telephonic Signature (TS) RD appointment in CalSAWS.
Send the Appointment Letter (GEN 102) with the TS RD appointment information, at least 10 days in advance of the scheduled interview.

Note: Do not inform the client of their RD appointment via a Notice of Action (NOA). This implies or states that failure to keep the appointment will result in an adverse action. Conditional NOAs are not permitted.

Telephone Interview Exceptions

A telephone interview is to be conducted for the annual RD in place of a face-to-face interview unless the case meets one of the following exceptions:

The county determines a face-to-face interview is necessary to verify conditions of eligibility, or
The client requests a face-to-face interview.

Scheduled TS Interview Date

On the day of the scheduled interview, review current CalSAWS information (i.e., journal entries, IEVS data, MEDS, New Hire Reports (NHRs), etc.). Also, check CalSAWS Tasks and Imaging for any verification that may have been submitted by the client.

Case Documentation

The EW must document the following information in the Journal Detail page of CalSAWS:

The date of the interview,
The type of interview (face-to-face or telephone),
How the client was identified,
The name(s) of the responsible parent(s)/caretaker(s) contacted,
Any changes in the household composition,
Any changes in income or property,
Rights and Responsibilities (R&R) explained,
Document whether the individual understood the R&Rs explained to them.

Rescheduling Appointment Upon Client's Request

If the client wishes to reschedule the appointment, it is acceptable. Try to reschedule the appointment prior to the month's end. However, if it is the 12th month, advise the client that the case will be placed in Suspense Hold pending the completion of the RD, and there may be a delay in their benefits.

If the new appointment is scheduled after the month-end, and the client fails to keep the appointment, do not discontinue the case unless a 10-day NOA waiver is obtained, or a 10-day NOA was previously sent.

Note: The new appointment should also be documented in the Journal Detail page of CalSAWS.

Failure to Keep the Appointment

If the client fails to keep the appointment in the month the RD is due, CalSAWS will place the case in a Suspense Hold, which will discontinue the grant at the end of the current month. Document the action taken in the Journal Detail page of CalSAWS.

Senate Bill (SB) 87 (Edwards v. Kizer) Process

If the CalWORKs case is discontinued, Medi-Cal benefits must continue under Edwards v. Kizer until a Medi-Cal RD is completed and a determination of ongoing Medi-Cal eligibility is made. Refer to Ex Parte Process for additional information.