Appeals Clerical Rotation 4

The following chart identifies the tasks assigned to Rotation 4:

CLERICAL ROTATION 4
Process GA Hearing Requests	Admin Review Internal TMT
Create GA Hearing Folders	Completed ARs Returned by Sup
GA Hearing Folder Internal TMT	IDM GA docs
GA and VS Hearings (Pre & Post)	File Closed GA Cases
Interpreter/Translator Services for GA Hearings	Hearings at 1919 Senter Rd.
Admin Reviews in Log

Process General Assistance (GA) Hearing Requests

Requests are received by mail, fax, or over the phone (Use Form GA_20_en for oral requests).

1. Date stamp all documents.
2. If request is taken over the phone, complete Form GA_20_en and print 3 copies of the oral hearing request: one copy to be mailed out to Claimant, and two copies to be placed in the County Request Basket.
3. Enter information for Month/Year, Clerk Worker#, Date Received, Request Type, GA Hearing #, File Date, Last and First Name, CalWIN Case#, Language, and GA Hearing Issue into GA Hearings Log.
   1. GA Hearing Numbers are given in sequential numerical order by year (For GA Hearing folders created in 2016: GA 16 001... GA 16 002... GA 16...003, etc.).

Create GA Hearing Folders

1. Make one copy of the Hearing Request (If hearing request was filed over the phone and there are not two copies of the request, make one copy).
2. Make two copies of the envelope the request came in, if applicable.
3. Print the CalWIN Case Details (Portrait mode) on a Green GA CalWIN sheet.
4. Print the Programs and Case Members pages (Landscape mode) on regular copy paper.
5. In red ink, verify printed Case Details information on the CalWIN sheet:
   1. Status: write a check mark if status is Open; circle if status is Pending or Closed.
   2. Language: check mark if English; circle if non-English and write language next to it in capital letters.
   3. Address: check mark if same on Hearing Request; if different, write address next to it.
   4. Phone number: check mark if same on Hearing Request; if different, write phone number next to it.
   5. Case Load: write Case Load unit # above Programs.
6. In red ink, complete the empty fields:
   1. Filing Date: provided on Hearing Request or in GA Hearing Log.
   2. Received Date: date-stamped by Appeals.
   3. Claimant: found on Hearing Request.
   4. SSN: can be found in CalWIN if not provided on Hearing Request.
   5. A/R (Authorized Representative): found on Hearing Request, if applicable.
   6. Program(s): circle the corresponding programs provided on Hearing Request (GA).
   7. GA Hearing #: the next sequential number following the last GA Hearing # given.
7. Enter case information into the GA Hearing Log under Clerical section.
8. Enter CalWIN entry in “Maintain Filing Information for County Hearings”.
9. Forward the completed GA Hearing Folder to Appeals Supervisor for assignment and complete “Date to Sup” in the GA Hearing Log.

GA Hearing Folder Internal TMT

1. Assigned Hearing Folders are forwarded to the Appeals Clerk by the Appeals Supervisor for internal TMT assignment.
2. Create Internal TMT by creating New Form in Task Management Tool.
   1. File > New FormNew Form

      

3. Click Case NameCase Name to enter CalWIN Case # and select the correct case.
   1. Category for external TMT: ASB > Appeals > County.
   2. Date Received: Click “Date Received” then click OK.
   3. Status: Select “Assigned”.
   4. Priority: Select “Standard”.
   5. “Assigned to”: AO is assigned by Appeals Supervisor.
   6. Notes: “GA ## ###”.

   

4. Save Request and record the TMT number in pencil at the bottom of the GA Hearing Folder. 
5. Forward folder to the assigned 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