Application Registration

Application Registration is to be completed on all applications for assistance. Designated clerical staff are responsible for verifying information from the SCD 41/SAWS1 (application), ERD/BenefitsCal or listing and entering the data into CalSAWS to create a pending application. The application is then assigned to an Intake EW via appointment scheduling. Refer to Job Aid - Application Registration and/or refer to CalSAWS Quick Guide - Application Registration via CalSAWS Learning Management System (LMS).

Designated Clerical Staff Process

1. ID in CalSAWS, verify if the application is valid and review the following documentation on the SCD 41. Refer to Job Aid - Person Search.
   1. DOB and Name
   2. Possible Cases in other Counties
2. ID in MEDS and document the CIN number obtained from the MEDS screen on the SCD 41.
3. In CalSAWS, refer to Job Aid - Application Registration and/or refer to CalSAWS Quick Guide - Application Registration via CalSAWS LMS. Complete all applicable fields including but not limited to the following:
   1. Date- Date of application taken from the application or date stamp if a Mail In application.
   2. Type- Select a type of application as follows:
      1. Regular for regular application
      2. ICT for Inter County Transfer
      3. Inter-Office for application taken for another District Office
      4. LTC for Long Term Care Application Restoration for an application closed within the last 12 months
   3. Source- This is how we received the application. Select the appropriate source:
      1. Walk-In is for an application taken in our lobby
      2. Mail-In is for an application received in the Mail

      3. Important: For prefilled CF285A applications, use Application Source of "Prepopulated CalFresh".

      4. Note: For Medi-Cal applications received from the Health and Hospital System (HHS), please refer to Benefits Applications Received from the Health and Hospital System.

4. Language- This is the preferred language (read/speak) listed on the application and must be entered in CalSAWS.
5. Homeless: This is used for clients that do not have an address.
6. Do you want to use the District Office Address: Enter “Y” or “N” based on information from the application.
7. What Programs are you applying for: Click on each Program based on information from the application.
8. Clear the Individual through the Client Index Number (CIN) Search page with the individual’s information displayed and any potential matches listed. Refer to Job Aid - Person Search for more information.
   1. If a CIN match is Found, Then
      1. Select the existing CIN and write it on the SCD 41
   2. If a CIN match is Not found, Then
      1. Click the [New CIN] button.

         1. Note: The system assigns a new CIN to the individual and displays the new CIN in a pop-up window. Click [OK] and write the CIN on the SCD 41. 

9. Once the application is signed and saved, go into the Program block and assign to a worker. Once the case is assigned, the Intake/Processing task is assigned with the case. Tasks will follow the caseload assignment. Refer to Chewable Byte 2023-15: Manual Program Assignment.
10. Proceed with the following final steps for the SCD 41/application:
    1. Image Signed application, and any other forms or verifications provided by the client.
    2. Follow district office procedures for assigning of Intake and Continuing Tasks.