Collect Applications

The following are procedures to process applications received from various sources:

Applications Received from Assessment and Intake Center (RAIC)

Applications are received daily from RAIC via email. If children are admitted before 4:30pm, RAIC will send updated documents the same day. On Mondays, RAIC provides the admissions for Friday, Saturday and Sundays.

Applications received from the Assessment and Intake Center are processed as follows:

The CST/OSIII/Control Clerk follows these steps:

Receives the intake log, SAWS 1 and any requests for Medi-Cal cards from RAIC via email.
ID’s the child in CalWIN, MEDS and /or CWS/CMS to determine if the case needs to be assigned to Triage, intake, or continuing based on the following situation:
Prints temporary Medi-Cal card(s) for children active on Medi-Cal and sends them to RAIC via email.
1. If Child has an open FC case, then...
  1. Create a TMT for the continuing EW.
2. If Child has a closed FC/MC case, then...
  1. Create TMT for continuing EW if case is closed within a month of break- in- aid, or
  2. App.reg pending M/Cal program in the closed case and create a TMT for the Triage EW if case has been closed more than a month.
3. If Child does not have a FC case or active M/C, then...
  1. App. Reg a new case with a pending M/C program and assign the case to an intake worker for M/C activation within 24 hours.
  2. Forward the copy of intake log and SAWS 1in a folder to Triage so the Triage EW may work on the process of obtaining the placement and court documents for the FC payment case.
4. If Child does not have a FC Case but has active M/C in district office, then...
  1. App Reg a new case with M/C as a pending program.
  2. Create a TMT and forward the intake log and SAWS 1 to the Triage EW.
5. If Child does not have a FC Case but has Active M/C in another county, then...
  1. App. Reg. a new case with M/C as a pending program,
  2. Create TMT and forward the doc. intake log, and SAWS 1 to the Triage EW.

Applications Received for a Voluntary Placement

Voluntary placement applications received from the Bill Wilson center are processed as follows:

Stage 1: CST
1. The Bill Wilson center will send the Voluntary Placement Applications to the FC Processing email (FosterCareProcessing@ssa.sccgov.org)
  1. Print the application and ID the youth through CalWIN and MEDS to make sure all the required information is available.
  2. Complete the Application Registration process in CalWIN and assign the case to the E92C caseload.
  3. Complete the SCD 41 and SAWS 1.
  4. Forward the case folder to the Control Clerk
2. Note: OS II may receive calls from Bill Wilson Center, completes an application, and forwards to CST/OSIII/Control Clerk for the App. Reg. process.
Stage 2: Control Clerk
1. Assign the case to an intake worker.
2. Obtain the interview date and time from the EW
3. Write the interview date and time on the SCD 41.
4. Return the SCD 41 to the CST.
Stage 3: CST
1. Send an email to the Bill Wilson center informing them of the appointment time and date and the EW’s contact information. (They will send the Voluntary Placement Packet along with the interview and EW’s contact information to the parent.)
2. Forward a copy of the SCD 41 to DFCS ER Screening unit.

Voluntary Placement Request Received from the Department of Family and Children Services (DFCS)

Medi-Cal request documents for youths admitted to RAIC received from DFCS for voluntary placements and are processed as follows:

Stage 1: CST
1. Receives the intake log, SAWS 1 and any requests for Medi-Cal cards from RAIC via email.
Stage 2: PTT
1. Sends the SOC 158 and/or SOC 155 to the Foster Care Inbox located in the FC clerical unit in the next day or two.
Stage 3: CST
1. IDs the youth in CalWIN, MEDS and CWS/CMS and sets up a folder.
2. Creates a TMT to E92P and forwards the folder to Triage.
Stage 4: Triage
1. Completes the initial evaluation and returns the folder to the CST.
Stage 5: CST
1. Adds the voluntary placement program per Triage’s instructions in the case.
2. Assigns the case to the E92C caseload.
3. Forwards the folder to the Control Clerk.
Stage 6: Control Clerk
1. Assigns the case to an Intake EW.
2. Mails the Voluntary Placement packet to the parent along with the EW’s contact information.

The Voluntary Placement Packet must include the following forms:

SAWS 2 Plus “Application for CalFresh, Cash Aid and /or Medi-Cal Health Care Program”
GEN 1365 “Notice of Language Services”
CW 2.1 (2 copies for both parents) “Notice and Agreement for Child Support”
CW 2.1Q (2 copies for both parents) “Support Questionnaire”
SCD 508 “Voter Registration - Would You Like to Vote?”
SCD 586 “IMPORTANT NOTICE Foster Care Cash Aid and Lump Sum Income”

FC Applications Received from Legal Guardian (Non-Dependent)

Applications received from legal guardian (non-dependent) are processed as follows:

Legal Guardian
1. Contacts the FC bureau for Foster Care Services.
CST or OSII
1. Receives a phone call from a child’s legal guardian requesting foster care.
2. Asks the following questions:
  1. Is the child a dependent of the court?
  2. Is the guardian a relative?
  3. Does the guardian have a temporary or permanent letter of guardianship?
3. If the child’s legal guardian Has the letter of guardianship, and The child is a dependent of the court, then Clerical...
  1. Refers the legal guardian to the Social Worker.
4. If the child’s legal guardian Has the letter of guardianship, and The child is NOT a dependent of the court, then Clerical...
  1. Obtains the child’s, parent’s and legal guardian’s DOB, SSN, address, phone # etc.
  2. Signs the SAWS 1 and dates it the same date the legal guardian called.
  3. App Reg the case and assigns the case to the E92C caseload.
  4. Control Clerk sends out the Voluntary Placement Packet (See VPP forms following this chart)
5. If the child’s legal guardian Does not have the letter of guardianship, then Clerical...
  1. Refers the legal guardian to probate court to obtain legal guardianship of the child.
6. If the child’s legal guardian Is a relative and the child is NOT a dependent of the court, then Clerical...
  1. Explains to the relative that per Federal regulations, they do not qualify for Foster Care.
  2. Refers the relative to the appropriate district office to apply for the CalWORKs/CalFresh Programs.

Application for Adoption Assistance Program (AAP)

Applications for AAP are processed as follows:

Stage 1: CST
1. Receives a completed initial adoption packet from the Social Worker (Post Adoption Unit).
2. Records the applicant information in the “Initial Post Adoption Packet” log.
3. IDs and prints the CalWIN Inquiry screen from Foster Care case and INQ1 screen from MEDS.
4. Application Reg the case. Reminder: Use the same CIN and SSN or pseudo SSN from the closed foster care case.
5. Creates a TMT for the E92P caseload.
6. Creates a manila folder for the packet received and forwards to Triage for evaluation.
Stage 2: Triage
1. Receives folder from CST.
2. Evaluates case and returns the folder after the evaluation to CST.
Stage 3: CST
1. Receives folder back from Triage worker.
2. Assigns the case to the E92C caseload.
Stage 4: Control Clerk
1. Assigns the case to an intake worker.

Note: The procedures in Section 11.11.5 apply to applications and Deferred AAP applications initiated by Post-Adoption Services Social Worker, new applications from Deferred AAP status initiated by Post-Adoption Services Social Worker, and Interstate Compact on Adoption and Medical Assistance (ICAMA) Medi-Cal applications initiated by the other State or our State ICAMA office, Independent Adoption initiated by the California Department of Social Services (CDSS) Oakland Regional Adoption office and private adoptions cases.

Request for Sibling Supplements

Processing a Special Funds for Sibling Supplements is as follows:

Stage 1: DFCS Placement Unit Supervisor
1. Sends a list of the Sibling Supplements via email to FC CST.
Stage 2: CST
1. Receives listing for Sibling Supplement via email.
2. IDs the sibling cases in CalWIN to determine which case is the eldest sibling case.
3. Creates a TMT for the eldest siblings’ case, with a note indicating Sibling Supplements and listing all of the siblings’ names.
4. Note: The Sibling Supplement Program belongs to Foster Care cases. All payments are issued in the eldest child’s Foster Care case.
5. Assigns the TMT to the assigned EW and forwards list to the EWs’ mail box.

Request for Wraparound Medi-Cal and Payments

The Foster Care Bureau processes Wraparound payments for requests sent by DFCS and the JPD.

FC clerical staff receive documents from DFCS, JPD and the PAU. The documents are processed as follows:

SCC RISC Referral Wraparounds from DFCS

Stage 1: CST
1. Receives SCC RISC Referral Wraparound (SCZ63) from DFCS via email.
2. Prints out the SCZ63 and IDs the cases.
3. IF There Is NO Wraparound case in CalWIN and no other Medi-Cal case open, then...
  1. CST will App Reg a new Wraparound case for the E92P caseload.
  2. Create 2 TMTs with pending status for Triage.
    1. TMT #1 - Include “Note” “Wrap M/Cal Application, Youth does not have M/Cal coverage”
    2. TMT #2 - Include “Note” “RISC – DFCS, waiting for payment invoice” OR
    3. “RISC- JPD, waiting for payment invoice”
4. Note: The field for “Date Received” in TMT should be manually entered with the date the SCZ63 was signed by RISC committee.
5. Make 2 copies of the SCZ63 for Triage.
  1. Place the first copy in a folder and place it in the “Pending Wrap” basket.
  2. Add the note “No M/C coverage” to the 2nd copy and place it in the “Evaluation” basket.
Stage 2: Triage
1. Triage will process the documents ASAP and clear eligibility for M/C.
2. Triage forwards the documents with the SCD2321 to the CST.
Stage 3: CST
1. App. Reg the M/C program in the Wraparound case for URGENT assignment.
2. If There Is No Wraparound case in CalWIN and M/C is open in the FC case, then...
  1. CST will App Reg a new Wraparound case for the E92P caseload.
  2. Create 2 TMTs with pending status for Triage.
    1. TMT #1 - Include “Note” “RISC - DFCS” OR “RISC - JPD” AND “Youth has M/C with aid code __”
      1. Note: The field for “Date Received” in the TMT should be manually entered with the date the SCZ63 was signed by RISC committee.
    2. TMT #2 - Include “Note” “RISC – DFCS, waiting for payment invoice” OR “RISC- JPD, waiting for payment invoice”
3. CST creates a folder for the RISC referral with a copy of the MEDS screen and places it in the “Pending Wraparound” basket.
Stage 4: Triage
1. Contacts the district office where the case resides and requests an aid code change to 4H.
Stage 5: CST
1. IF There Is No Wraparound case in CalWIN and there is M/C open in the FC case, then...
  1. CST will App Reg a new Wraparound case for the E92P caseload.
  2. Creates a TMT in pending status for Triage.
    1. TMT - Include “Note”“RISC – DFCS” OR “RISC – JPD” AND “Youth has M/C at district office with the aid code ___.”
    2. Note: The field for “Date Received” in the TMT should be manually entered with the date the SCZ63 was signed by RISC.
  3. CST creates a folder for the RISC referral with a copy of the MEDS screen and places it in the “Pending Wraparound” basket.
2. IF There Is a Wraparound case in CalWIN with a closed status and no other M/C case open, then...
  1. CST will App Reg the Wraparound program in the same case for the E92P caseload.

SCC RISC Referral Wraparounds from JPD

Stage 1: CST
1. Receives SCC RISC Referral Wraparound (SCZ63) packets from JPD via LYNX (X) email. The packets include the following documents:
  1. JPD Wraparound Coversheet,
  2. SCC RISC Referral Wraparound (SCZ63),
  3. Application for Medi-Cal MC 250.
  4. Initial Application For CalFresh, Cash Aid, And/or Medi-cal/health Care Programs (SAWS 1)
  5. Health Insurance Questionnaire,
  6. Birth Certificate, MC 13
  7. PRUCOL documents form G-845 if applicable.
2. Prints out the SCZ63 packet and IDs the cases.
3. The rest of the procedure same as DFCS.
4. Note: Check “Pending Wraparound” basket prior to processing RISC Referrals for JPD Youth. There may have already been a referral received and a folder already in the basket for the same case.
5. Refer to SCC RISC Referral Wraparounds from DFCS procedures for instructions.

Wraparound Approval Packet from the Post Adoption Unit (PAU)

The Post Adoption Unit (PAU) from DFCS uses the same forms for AAP RRR documents to approve the Wraparound Service. The packets include SCZ33B, AAP2, and AAP3. The differences between the AAP RRR approval and the Wraparound approval are: (1) in SCZ33B, the “Current AAP amount” will be $3,500. (2) In AAP2, the “Total Monthly payment amount” shows $0.00.

Stage 1: CST
1. Receives the Wraparound Approval Packet and IDs it in CalWIN.
2. If there is no AAP Wraparound case already, App.Reg a new case with E92P caseload.
3. Creates a TMT in pending status for Triage.
  1. TMT - Include “Note” “RISC – AAP Youth has M/C with the aid code ___.”
4. Note: The field for “Date Received” in the TMT should be manually entered with the date the SCZ33B and the AAP2.
5. Creates a folder for the documents with a copy of the MEDS screen and places it in the “Pending Wraparound” basket.

Invoices

If Intake invoices are received from MA, then...

The Control Clerk will see if there is still a pending TMT for Triage in the same case.
- If there IS a pending TMT for Triage, the Control Clerk will add the note “Wraparound for (Month,date, year of invoice)”.
- If there is NO pending TMT for Triage, the Control Clerk will create a new TMT for Triage and place the invoice in the “Pending Wraparound” basket.

If Continuing invoices are received from MA, then...

The designated clerical person will distribute the invoices to all clerical staff.
Clerical staff will:
- ID and create TMTs for assigned EWs.
- IDM invoices before forwarding them to the assigned EWs.
Note: If the case is still with Triage or in intake, the continuing invoice will be forwarded to Triage or the assigned intake EW to process.

After Triage completes the processing of the invoices:

The Triage EW will forward the folder with the SCD 2321 to the CST.
The CST will change the caseload to E92C and place the folder in the E92C basket.
The Control Clerk will assign the Wraparound case to the intake EW to process the Wraparound payment.

Kin-GAP Applications

Kin-GAP applications are processed as follows:

Stage 1: CST
1. Receives the initial Kin-GAP application packet from a Social Worker.
2. IDs and creates a Multiple Client TMT without a case number for the E92P caseload.
3. Places the initial Kin-GAP packet in a manila folder and forwards it to the Triage unit.
4. When Triage completes the evaluation and returns the folder to clerical, completes the App. Reg. process and assigns the case to the E92C caseload.
Stage 2: Control Clerk
1. Assigns the case to the next available intake worker.

FC Inter-County Transfer (ICT) Received

ICT packets are processed as follows:

Stage 1: CST
1. Receives an ICT packet from another county.
2. IDs and creates a Multiple Client TMT without a case number to E92P.
3. Places the ICT packet in a manila folder and forwards it to the Triage unit.
4. When Triage completes the evaluation and returns the folder to clerical, the CST completes the App. Reg. process and assigns the case to the E92C caseload.
Stage 2: Control Clerk
1. Assigns the case to the next available intake worker.

Applications from the Juvenile Probation Department (JPD)

JPD sends three types of Medi-Cal (M/C) applications; Foster Care Program, Wraparound Program and Ranch Reentry via the File Transfer Protocol (FTP) in the Lynx (X) system.

Medi-Cal applications received from JPD are processed as follows:

Stage 1: CST
1. Retrieves the documents and IDs them in CalWIN, MEDS and CWS/CMS if needed.
2. Places the documents in a folder.
  1. If the Youth Has an open FC case, then...
    1. Creates and assigns a TMT to the assigned FC EW.
    2. Forwards the folder with the hard copies of the documents to the EWs’ in-box
  2. If the Youth Has an open case assigned to the E9MC caseload, then...
    1. Creates a TMT to the E92P caseload.
    2. Places the folder with the hard copies of the documents in the “Triage Evaluation” basket.
  3. If the Youth Has no FC M/C, or Has an open M/C case in district office, or Has M/C in another county, then...
    1. Create a multiple client TMT for Triage.
    2. Places the hard copies of the documents in the “Triage Evaluation” basket waiting for placement documents.
Stage 2: Triage
1. Receives TMTs and retrieves folders with copies of documents from the “Triage Evaluation” basket.
2. Completes evaluations.
3. Returns folders to CST.
Stage 3: CST
1. App Reg and assign the cases to the E92C caseload.
2. Sends an email to JPD to inform them that the cases have been assigned. Include the following information:
  1. Children’s names,
  2. Case numbers, and
  3. TMT numbers.
Stage 4: Control Clerk
1. Assigns the case to the next available intake FC EW.

Placement Documents and Court Orders from JPD

JPD sends placement documents and court orders via FTP in the Lynx (X) system. These documents are processed as follows:

Stage 1: CST
1. Retrieves the documents from the Lynx (X) system and IDs them in CalWIN.
  1. If There is an open FC case in FC bureau, then...
    1. Creates and assigns a TMT to the assigned EW.
    2. Forwards the hard copies of the documents to the EWs’ inbox.
  2. If The case is still in Triage, then...
    1. Adds the notes to the existing Triage TMT.
    2. Forwards the placement documents to Triage.
  3. If The case is with an intake worker for the M/C only program, then...
    1. Creates a new TMT for Triage.
    2. Forwards the placement documents to Triage.
Stage 2: Triage
1. Receives TMTs and retrieves folders with copies of documents from the “Triage Evaluation” basket.
2. Completes evaluations.
3. Returns folders to CST.
Stage 3: CST
1. Adds the FC program in CalWIN per Triages’ instructions.
2. Assigns the RC program to the E92C caseload.
Stage 4: Control Clerk
1. Assigns the case to the next available intake EW