Appeals Clerical Rotation 2

The following chart identifies the tasks assigned to Rotation 2:

CLERICAL ROTATION 2
Task Management Tool (TMT) Entries and Follow Up	Interim Assistance Reimbursement (IAR) Special Project for Collections and GA
Internal TMT Assignments to Appeals Officers (AOs)	Cover Lobby Breaks (during hearings week)
Secure File Transfer (SFT) Daily (except calendar)	Back Up any rotation in need of assistance
Snap Scan

Task Management Tool (TMT) Entries and Follow Up

External TMT Entries to a District Office

Check throughout the day for any TMTs placed in the basket
Scan TMT document
Save As: LAST NAME, FIRST CalWIN Case # (Example: LAST, FIRST #1B00000)
Create New Form in Task Management Tool
1. File > New Form
Click Case Name to enter CalWIN Case # and select the correct case
1. Category for external TMT: DOCPROCESSING.Casecorrection.Appeals
2. Date Received: Click on “Date Received, then click OK
3. Status: Pending
4. Priority: Urgent
5. Assigned to: Leave this field blank (EWS will assign to EW)
6. Notes: “PG##-PLEASE SEE ATTACHMENT AND TAKE ACTION. Contact (AO’s First and Last names) with any questions Ext. ####.
7. Attach the scanned document by clicking the [Attachments] tab and then the [Attach Document] button.
8. Open the file for attachment and then click [Upload].
Save Request and record the TMT number in pencil at the bottom of the document.
Based on the SCD form and the Caseload # located on the TMT, email a screen shot to the Primary Appeals Liaison notifying them of TMT creation and requesting assignment to case worker, Cc: Back Up Liaison and AO.
1. If the Issue belongs to a district office other than the current Caseload #, Then...
  1. Make a note in the email sent to the correct primary and back up liaison, according to the district office on the TMT request document from the AO.
2. If the Office is CBS (A6) and the case is correctly assigned, Then...
  1. TMTs will be auto-assigned overnight due to Urgent Priority.
  2. Send screen shot of TMT to AO only notifying them of auto-assignment Office is BSC (A7) MC units, Email a screen shot to the Unit Supervisor, Cc: BSC Monthly MC Liaison and AO.
3. If the Unit is CalFresh unit BH1A or BH6A, Then...
  1. Email a screen shot to the Unit Supervisor and Cc: CF Liaison and AO.
4. If the Unit is AHCR, Then...
  1. Email a screen shot to the HCR Unit Sups group email
  2. <HCRUnitSups@ssa.sccgov.org>
  3. Cc: AO.

TMT Follow Up

For any request that an Appeals Officer makes for follow up with liaison, EW Supervisor, worker assignment, revisions to attached documents, closing TMT tickets, etc.

Internal TMT Assignments to AO

Hearing Folders

Assigned Hearing Folders are passed on by Rotation1 clerk.

Create an Internal TMT by creating a New Form in TMT. Go to File and select New Form from the drop down.
Click Case Name to enter CalWIN Case # and select the correct case (For IHSS and CDS cases, enter Case Name: Guest_ASB)
Category for internal TMT: ASB > Appeals >

Categories	For
County	GA, Admin Review (Rotation4)
Others	ACA, Z53, DDSD
StateCalWIN	CW, CWES, CF, MC, FC, CAPI, IAR
StateNonCalWIN	IHSS, CDS Case #, Managed Care/SCOPE

Date Received: Click Date Received then click OK
Status: Select “Assigned”
Priority: Select “Standard”
“Assigned to”: Appeals Officer’s Last, First name.
Notes:
- For State Hearing Cases: “SH# 16 ### ####”
- For ACA Hearing Case: “ACA - 16 ### ###”
- For IHSS SH Cases with no CalWIN#: “LAST, FIRST NAME IHSS# ### ###”.

Save Request and record the TMT number in pencil at the bottom of the folder.
Forward the case folder to the clerk on Rotation 3 who is responsible for preliminary CalWIN entries.

Secure File Transfer (SFT)

SFT daily responsibility for AM and PM (except calendars)

Log in to both General Jurisdiction and ACA SFTs at https://sft.ca.gov/
1. General Jurisdiction SFT login: cdss-eds-nname (all lower case, first name initial and complete last name)
  1. Example: Jane Smith would be entered as jsmith
2. ACA SFT login: cdss-ccal-NName (upper case first name initial and first letter of last name only, lower case remaining part of last name)
  1. Example: John Smith would be entered as JSmith
Check each folder except Calendar (Calendar is a State responsibility) daily for uploads from State and ACA.
Click and Save the file.
Once download has been completed, open the file.
Identify and ensure document has been uploaded by SHD and not by our Appeals Clerical.
Print and date stamp all pages of the document.
Locate assigned AO in the Hearing Log to distribute documents for any cases that have already been assigned.
Place any forwarded hearing requests in the State Basket for processing.
For Decisions only: in addition to printing a date-stamped hard copy for AO, email a soft copy to the AO and Appeals Supervisor.
After files have been successfully saved and processed, delete from SFT.

For any questions about documents received via SFT that are difficult to identify (claimant not found in CalWIN, no record of Hearing case, assigned AO no longer with Appeals Unit, Managed Care, etc.), see Lead AO or Appeals Supervisor.

Snap Scan

Snap Scan documents are sent to district offices (AAC, FC, IHSS, Collections)

Check throughout the day for any Snap Scan documents placed in the basket
Scan Snap Scan document
Save as: LAST NAME, FIRST CalWIN Case# (Example: LAST, FIRST #1B00000)
Attach file to an email and send to the Primary Liaison, Cc: Back Up Liaison and AO
1. See the Appeals Bureau District Office Liaison List for current liaisons or alternate instructions for some District Offices
2. Email message: Please review the attached document. Contact AO First and Last Name with any questions Ext. ####.
Stamp document with scanned date stamp
Return to AO

Interim Assistance Reimbursement (IAR) Special Project for Collections and General Assistance (GA)

Locate the IAR Log for FY in S Drive under Special Projects > Collections-GA > IAR Log FY
Check IAR Log daily for new cases (will be receiving daily emails from FMS-Collections for new IAR cases)
Enter Date worked on, Date of 10 days due
Identify the Case Number in CalWIN using the provided SSN
Enter the CalWIN Case Number into the IAR Log
Based on the dollar amounts and approved/disapproved, assign to Collections or Appeals:
1. GA-approved with $: Computation assigned to Collections
2. GA/GR-approved with $: Computation assigned to Appeals (Irene/Phung)
3. If both GA or GA/GR not approved: case belongs to Collections
4. If both are approved with $: assign to Collections
5. Can also check VSAS if client has WP credit: assign to Appeals.
Log into IDM Retrieval in order to locate the one of two forms:
1. SSP 14 - Authorization for Reimbursement of Interim Assistance Form or
2. SCD 588 - General Assistance Repayment Responsibility Form (SCD 588)
Search the CalWIN# under Permanent Verification and open each file to find recent SSP 14 or SCD 588.
Copy each page of the SSP 14 or SCD 588 (typically between 1-3 pages) into a Word document.
Save the Word doc into either the current SSP 14 FY Folder or SCD 588 FY Folder (depending on which document is found in IDM) as: LAST, FIRST NAME ####### (CalWIN Case# letters and digits only – no “#” as this will disrupt the hyperlink in the log).
For the case and row, right click the box under SSP 14 or SCD 588 (dependent on which form is located).
Select Hyperlink > Edit Hyperlink.
Search for and Open the saved SSP 14 or SCD 588 form to hyperlink document.
Click the hyperlink to open file and ensure the document is successfully linked.
The IAR Log is a shared worksheet and any changes made are automatically saved.

Lobby Coverage

Cover the lobby as needed and back up any rotation that is in need of assistance.

During hearing days, cover lobby breaks at 10:00am and 3:00pm.

Check-ins

When checking in the judge, claimant, or an interpreter for a scheduled hearing, first identify the claimant on the calendar, then call the Appeals Main Line (408) 817-6050 and tell the Appeals Clerk the calendar’s page number, name of claimant, and the time of check in.

The Appeals Clerk receiving the check-in phone call will record the information on the Appeals Board (located by the Appeal Supervisor’s office) and notify the assigned AO the claimant is in the lobby.