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Closing Cases
Policy
A case is closed when the EW determines that the recipient is no longer eligible for assistance.
Control Clerk Closing Procedures
The following procedures must be adhered to when processing a closed case.
- Receives a list of close cases and office they are closed to from the Management Analyst.
- Reviews CalWIN program screen to ensure that all programs are in a closed status.
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Note: If any programs indicate open/pending status, notifies the supervisor as per district office policy.
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- Updates in CalWIN to the appropriate district office closed files worker number.
Note: If an EW requests a closed case for any reason, the clerical staff must update CalWIN to reflect the correct worker number.
District Office Closed Files Numbers
When a case is closed, the worker number is changed to the appropriate office closing number so staff is aware the case is closed and the worker no longer has the case.
| Office | Worker Number |
| AAC (Assistance Application Center) | A5CF |
| CWES | D9CF |
| Foster Care | E9CF |
| General Assistance | R1CF |
| IHSS | H43A/H44A |
| BSC | A7AC |
| South County Bureau | DLZC |
| Moffett - North County Bureau | D8ZC |
| CBS | A6CF |
| Staff Development | Uses the closing worker number of the office the case belonged to. |
| VMC - Valley Med. Center | DMZC |
| VMC - East Valley Clinic | DNZC |
| VMC - Silvercreek | DPZC |
Documents for Closed Cases
Policy
- Any documents received within 30 days of a case closure are sent to the closing EW.
- Documents received beyond 30 days of case closure are sent to the Information Supervisor.
Procedures
- The EW or information supervisor will send paperwork to IDM area for scanning.
- The clerical will follow IDM procedures.
Note: Documents received for cases closed at BSC within 90 days of closing will be scanned into IDM under the closing caseload number.
Related Topics
"Generic Continuing Caseload Control" (DSR00648R)