Case Transfers - Case Return Policy

All case returns must be negotiated between the returning supervisor and the receiving supervisor. If an agreement cannot be reached between the supervisors, the issue(s) must be referred to the SSPMs. Refer to “Procedures for Rejecting Cases,” page 51-50.

Time-Lines

The following time-lines apply to case returns:

• A case can only be returned within ten (10) working days from the date the case is assigned to the EC.
• The supervisor who intends to return the case must attempt (voice mail/email) to contact the previous supervisor. A record of the attempts must be kept on the “Returned Case Communication” (SCD 1096 ES ) form.
• If the supervisor who intends to return the case does not hear back from the previous supervisor during a three-work day time frame, returns the case on the 4th day.

Worker Review Criteria

ECs are responsible for reviewing all incoming cases. The EC may refer a case for possible return, within five-working days, to their Unit Supervisor using the “Return Case Communication” (SCD 1096 ES) form.

The following is a list of possible reasons for returning a case. This list is not all inclusive nor is it a list of definite reasons for returning a case:

• Unpaid billings/requests: child care, mileage, ancillary
• Incorrect activities
• Missing or incorrect activity agreements
• Critical case or CalWIN errors.

To complete the SCD 1096 ES form for possible case return take the following steps:

A. The EC completes:

• Completion Date (current date)
• TO and FROM boxes (Supervisor completes the Date Contacted)
• Client’s Name and Social Security Number
• The ERRORS section. The CWES Worker must clearly list all errors found. Cite the CWES Handbook section/chapter, if appropriate.

B. The Unit Supervisor (who intends to return the case) must:

• Attempt (voice mail/email) to contact the previous supervisor.
• Review the case with the previous supervisor.
• Record the communication attempts on the SCD 1096 ES form in the Date Contacted field.
• Record the date of contact with the previous supervisor, on the SCD 1096 ES form, if appropriate.
• Return the case on the 4th day if no contact is made during a three-work day time frame. Change the worker number in CalWIN to the supervisor’s number.

Note: Errors cited on the SCD 1096 ES, are not to be documented on the CalWIN Case Comments window.

If there are significant errors on the case, and returning the case will adversely impact timely delivery of supportive services, a case return is not appropriate. In these instances, the SCD 1096 ES form must be sent to the previous supervisor for informational purposes only. The “FYI” box must be checked.

Upon receipt of a “Case Return” the following steps must be followed:

A. The EC completes the following:

• Reviews and corrects any errors.
• Completes the “Response/Corrections” section of the SCD 1096 ES. Cites the CWES Handbook section/chapter, if appropriate.
• Submits the CalWIN case to the Unit Supervisor for review and signature on the SCD 1096 ES form.

B. The Unit Supervisor completes the following:

• Reviews the case for corrections.
• Signs and dates the SCD 1096 ES form.
• Sends the CalWIN case to the supervisor that initiated the SCD 1096 ES form. Changes the worker number in CalWIN to the supervisor’s number.

Note: The SCD 1096 ES is not retained, after the case is accepted.