Appeals Clerical Rotation 3

The following chart identifies the tasks assigned to Rotation 3:

CLERICAL ROTATION 3
Check in Mail/Email/Faxes CalWIN Entries (Preliminary Case Folders and Basket)
Close Cases Filing
IDM (Basket & Closed State Cases)

Check In Mail/Email/Faxes

  1. Check daily for mail drop in the morning and early afternoon (typically around 9am and 2pm)
    1. Date stamp envelope with the date received by Appeals, as well as all sides of pages with printing
    2. Distribute to the listed contact, assigned AO, or baskets for State and County requests and docs
  2. Check daily and periodically for incoming electronic faxes sent to Appeals_Fax e-mail inbox
    1. After documents are printed, date stamped, and distributed, click flag to Mark Complete
  3. Also, check for Hearing Requests sent to ASB Appeals e-mail inbox from District Offices (and leave incoming ARs for Rotation 4 to process)
  4. For State Hearing labels sent to Appeals Unit by the CDSS (CA Dept. of Social Services) SHD:
    1. Cut the labels to separate by scheduled hearing days
    2. Group and paper clip labels by hearing days
    3. File the hearing labels in the front divider of the file organizer located by the AOs
    4. File the empty date-stamped envelope in the last divider of the same file organizer

CalWIN Entries (Preliminary Case Folders)

  1. Hearing folders are passed on by Rotation 2 clerk after internal TMTs are created.
  2. Create CalWIN entry and enter basic information.
  3. In CalWIN, select Hearings > Maintain Filing Information for State Hearing.
  4. Enter Case# and click Open.
    1. Click Add to create new file.
  5. Enter verified Case information from Yellow CalWIN sheet for:
    1. Last and First Name, MI and/or Suffix
    2. SSN
    3. Phone#
    4. Address.
  6. Enter SH# for State Hearing ID and always add 20 in front of hearing number (for the completed year). ExamplesExamplesExample for SH#: 20161231234 and Example for ACA-: 20123123
  7. Click Link Case and enter Name and Case# or SSN and click Search.
  8. Click on the correct Case# and click Select.
  9. Enter the Filing Date and Date Received.
  10. Save without entering Effective Date.
  11. Then distribute completed folder to AOs.

CalWIN Entries (Basket)

  1. Check for Yellow Sheets in ¡¥CalWIN/SHS Entries¡¦ Basket.
  2. In CalWIN, select Hearings > Maintain Filing Information for State Hearing.
  3. Enter Case# and click Open.
    1. If there is no State Hearing information found for the specific SH#, click Add to create new file.
  4. Enter the Effective Date of Action provided on yellow CalWIN sheet by AO.
  5. Always select Yes for Client Requested APP.
  6. Always check the box for APP Data Change.
    1. Type: Appeal Review
    2. Program: Look for circled program on yellow sheet
    3. Individual: Select the Claimant name from drop down menu
    4. Enter Comment: Hearing File.
  7. APP (Aid Paid Pending) Eligible: Look on CalWIN sheet for Yes or No.
  8. Click Hearing Details.
    1. Issues:
      1. Program Type: On yellow CalWIN sheet (For multiple programs, click Add to reflect all programs).
      2. Issue: For MC- Eligibility; Otherwise - Verification.
      3. Other Issue: On yellow CalWIN sheet; for ACA cases, enter ACA-MC before the listed issue.
    2. Claimant:
      1. Look on yellow CalWIN sheet, if Claimant is a member in the case, uncheck the box and select claimant name from drop down menu.
      2. If Claimant is not a member in the case, check box and enter Claimant info.
    3. Auth. Rep:
      1. If applicable, enter Authorized Rep Name, Agency, Phone #, and Address.
    4. Scheduling Details:
      1. Hearing Office: Appeals-ASB.
      2. County Representative: Click Find County Rep and select AO from drop down menu.
      3. Hearing Date and Time: Select the scheduled date and time.
        1. If not yet scheduled in SHS, select the Last Hearing Date of scheduled month at 8:00 AM based on Filing Window Period dates.
        2. Make sure you are selecting the correct hearing date for ACA Hearings and not the date of State Hearings week.
    5. Save
    6. In red pen:
      1. Write in the Date Received by Clerk.
      2. Initial the CW box on bottom of yellow CalWIN sheet under Clerical Use Only and return to AO.

Related Topics

Specialized Bureaus

Appeals Unit

Appeals Clerical Rotation 1 Responsibilities

Appeals Clerical Rotation 2

Appeals Clerical Rotation 3

Closing and Filing Cases

Imaged Document Management (IDM)

Appeals Clerical Rotation 4

County Hearing Requests

Foster Care Eligibility Bureau

Collect Applications

Register Applicants

Case Transfers

Updating Provider Table

Providing CalWIN Case Information to Social Workers