Add a Program

The Application Registration function for “Add a Program” is to be completed on all applications that have an existing open program in CalSAWS. The clerical staff is responsible for verifying information on the application and entering the data in CalSAWS to create a pending application to an existing case number. The application is assigned to an Intake or a Continuing EW via appointment scheduling as follows:

If Application is to add...	Then Clerk Assigns to...
CalFresh or CalWORKs to a Medi-Cal case,	An Intake worker.
CalWORKs to a CalFresh case,	An Intake worker.
Medi-Cal to a CalFresh case,	A Continuing worker.
CalFresh to a CalWORKs case,	A Continuing worker.
Medi-Cal to a CalWORKs case,	A Continuing worker.

Also refer to: Chewable Byte 23-01: How to Add a New Program.

Add a Program for Foster Care Cases

Under no circumstances should a CalFresh, CalWORKs, GA or CAPI program be added to a case that contains a Foster Care, AAP or KinGap program in Active, Pending or Discontinued status.

For cases that are under CalSAWS Worker ID beginning with 43LS08 that contain a different program than stated above, consult with the Foster Care Administrative Support Officer at (408) 271-7438 to confirm whether that case may be used for CalFresh, CalWORKs, GA, CAPI, or Medi-Cal purposes.

Note: Whenever there is an existing Foster Care, AAP or KinGAP case and a program that will not be handled by the Foster Care Eligibility Bureau is being requested, a NEW case must be opened.

Data Collection for Add a Program

ID the clients in CalSAWS to verify application is valid by reviewing the following information:
1. DOB and Name
2. Possible Cases in other Counties
ID in MEDS and Image all appropriate MEDS screens as follows:
1. For a CalWORKs, CalFresh or Medi-Cal application: Print INQM, INQW, INQE, INQF, INQ1, and TSUM (adults only).
2. Document the CIN number obtained from the MEDS screen on the SCD 41.
In CalSAWS
1. Follows the same steps described in the Application Registration process. [Refer to Job Aid - Application Registration and/or refer to CalSAWS Quick Guide - Application Registration in CalSAWS LMS.]

Case Rules

Rules regarding cases:

Adult Protective Services or In-Home Support Services cannot become a CalWORKs case or vice versa.
If a child in a case applies for aid in a program when he/she qualifies as an Adult, a separate case number is established and aid is paid in that case.
General Assistance cannot become a CalWORKs case or vice versa.

Exceptions:

CW can be added to a GA case if GA was denied and benefits have not been issued.
CW single-person cases opened in error can have GA added.
GA cases opened in error or denied can have RCA added.
RCA non-family cases can be changed to GA cases once RCA has been exhausted.

Note: For cases with Foster Care, refer to subsection, Add a Program for Foster Care Cases.

SCD 41 Documentation

If there is an existing case number to be used, the case information is documented in the grey area of the SCD 41. If a new case number is to be issued, the “no record” box must be checked in the lower left corner of the SCD 41.

Case Name

If a client uses a name that differs from the name that appears on his/her Social Security card, the very first and last name that appear on the Social Security card must be entered as a "Previous Name" on the appropriate CalSAWS screens.

If a client uses a name that differs from the name in the current systems (CalHEERS, MEDS) the name he/she chooses will be used for Application Registration; however, the system name must be documented on the SCD 41. A client with only one name will have the same name entered twice, as first and last name. If the applicant is a grandmother applying for her grandchildren, the case name will be that of the grandmother.