Applications for Children at the RAIC

The FC Bureau processes applications for children brought to the DFCS RAIC formerly known as the Santa Clara County Children’s Shelter prior to placement in Foster Care. These applications are considered ‘Immediate Needs’ and benefits are issued the same day whenever possible. Since children brought to the RAIC become the agency’s responsibility and eligibility is determined using Foster Care regulations, their benefits are typically granted under aid code 45.

Note: An actual copy of the Detention Order is not required to establish aid code 45. Verbal confirmation from the Social Worker is sufficient.

Family Case is Active

Children brought to the RAIC who are currently active in a CalWORKs or Medi-Cal case may have dual eligibility and remain active in the CalWORKs/Medi-Cal aid code until action is taken to discontinue the child. The Foster Care eligibility will be reported on a secondary segment (i.e., INQ1) so the child has immediate access to no cost fee-for-service Medi-Cal. This includes children who are:

Enrolled in a Medi-Cal Managed Care Plan (Santa Clara Family Health Plan or Blue Cross), or has private insurance coverage,
Currently active with a share-of-cost, and
Currently active in another county.

Reminder: CalWORKs and Medi-Cal rules and procedures apply for discontinuance and timely 10-day NOA requirements.

EW Notification Process

FC Intake staff will contact CBS or the BSC via e-mail for follow-up.

Note: When the child is under Medi-Cal Managed Care, the Continuing EW must take action to ensure the child is disenrolled from the Health Care Plan in a timely manner. The EW may contact Health Care Options and explain that the child is now in Foster Care and needs to be disenrolled from the local Health Plan when necessary.

Child has Other Health Coverage (OHC)

When a Foster Care child has private health coverage, the OHC code must be changed to “N” using a MEDS online transaction. The EW must also contact the Department of Health Care Services Third Party Liability OHC Unit at: wats@dhcs.ca.gov via Secure e-mail or by Fax and request the OHC code to be permanently removed. Mark the request “Urgent” in the Subject Line. Refer to Other Health Coverage (OHC).

Child has Healthy Families Insurance

When a Foster Care child is enrolled in the HFP, the parent who originally applied for the child must contact Healthy Families in writing and request disenrollment. The Social Worker will typically contact the parent to explain the importance of getting the child disenrolled and request that the parent take the necessary action.

In the event that the parent is uncooperative, the FC EW or the Social Worker may submit the request for disenrollment in writing as follows:

The disenrollment request must be submitted on Santa Clara County Department of Social Services letterhead.
The EW or Social Worker must also provide a court document which indicates that the child is under the care and custody of the State of California.
The letter and information may be sent by fax or mail to:
Fax: (916) 327-6560
Attention: Eligibility and Enrollment Manager

Mailing Address:
Managed Risk Medical Insurance Board
Attn: Eligibility and Enrollment Manager
P.O. Box 2769
Sacramento, CA 95812-2769

Child is Active in Another County

When a child brought to the RAIC is active on Foster Care in another county, FC staff will contact the FC Social Worker in the responsible county to find out if the child will remain in Santa Clara County.
When a child brought to the RAIC is active on CalWORKs or Medi-Cal in another county, FC staff will contact the other county EW to notify them that Santa Clara County is now responsible for the child and request that the child be discontinued from their case. A new case number will be assigned for the child.

Undocumented Children

For undocumented children at the RAIC, follow PRUCOL procedures for Foster Care children.
Refer to PRUCOL for FC Children.

Point of Contact

The District Office Medi-Cal Liaison is the point of contact for cases in their Bureau involving children at the RAIC, particularly those enrolled in Managed Care or who have a share-of-cost. The Medi-Cal Liaisons will respond to FC staff regarding the disposition of the child’s Medi-Cal case and BIC card.

The designated FC Supervisor will serve as the contact person for resolving problems with these cases and responding to questions from the RAIC.

Reminder: Cases involving children at the RAIC must be acted on immediately with follow-up to designated FC staff within the same business day.

The RAIC is located at 725 E. Santa Clara Street, San Jose, CA 95112

Telephone numbers are listed below:

Main Line: 408.792.1850
Assessment Center: 408.792.1860
Fax Number: 408.938-4009

9.7.8 Application Processing

Follow the procedures below when processing these applications:

DFCS/SJPD Joint Response Team
1. Removes the child from the home and transports the child to the RAIC.
RAIC Intake
1. Receives the child at the RAIC.
Designated RAIC Clerk
1. Each weekday morning, creates an Intake Log noting the name/date/place of birth and mother’s name/address (if known) of all children brought to the RAIC to determine if a Benefits Identification Card (BIC) should be printed.
2. Groups families together on the Log by entering each member’s name
3. consecutively, then skips a line to separate each family.
4. E-mails Log to designated FC Bureau CST, their back-up and the OMC.
Designated Foster Care CST
1. Receives the Intake Log via e-mail.
2. Performs File Clearance procedures in CalSAWS and MEDS.
  1. If the child is active on MEDS with no SOC, then notes on the Log that the RAIC may print a temporary paper BIC and provides the CIN.
  2. If the child is active on MEDS with a SOC, then
    1. Registers a new application and assigns a new case number using the child’s existing CIN.
    2. If the case is assigned in a District Office, notifies CCS Continuing Task Assignment via e-mail to discontinue the child from the case.
    3. If the case is at BSC notifies the BSC Manager via e-mail to immediately assign the case for follow-up action
  3. If the child is active on Healthy Families, then
    1. Contacts the RAIC at 792-1850 obtain the name of the child’s Social Worker.
    2. Contacts SW to request he/she contact the child’s parent and explain the need to contact the HFP immediately to disenroll the child.
  4. If the child is active on MEDS with OHC, then
    1. Contacts CBS or BSC Manager via e-mail that the child is no longer in the home.
    2. Request the OHC code immediately be changed to ‘N’, and
    3. Notify TPL OHC Unit to remove the OHC code.
  5. If the child is not active on MEDS, then
    1. Completes the “Application for Cash Aid, Food Stamps, and/or Medical Assistance” (SAWS 2 Plus), using the RAIC address.
    2. Completes application registration process in CalSAWS for the child only.
    3. Performs case assignment function in CalSAWS and assigns to the next available FC Intake EW.
      1. NOTE: All children from the same family will be assigned to one EW.
    4. E-mails the RAIC the completed log noting which children the RAIC may print BIC cards for and which children a new application is being processed.
Designated RAIC Clerk
1. Receives the completed Log.
2. Prints a temporary paper BIC for the children noted and distributes per DFCS procedures.
FC Intake EW
1. Receives RAIC application assignment from the CST.
2. Completes the “Application and Statement of Facts for Child Not Living With a Parent or Relative and Whom a Public Agency is Assuming Some Financial Responsibility” (MC 250).
3. Enters pertinent information into CalSAWS.
4. Runs EDBC.
  1. If the child is undocumented, then
    1. Contacts the RAIC at 792-1860 to obtain the name of the child’s Social Worker (SW).
    2. Contacts SW to request a completed “Statement of Citizenship, Alienage and Immigration Status” form (MC 13).
FC EWS
1. Performs Bottom Line Override if requested by the Intake EW.
2. Follows BENDS 2008-10 to grant in aid code 45 if applicable.
3. Authorizes the case.
4. Returns case to the Intake EW.
FC Intake EW
1. Receives authorized case from EWS.
2. Completes SCD 1296 to issue a temporary paper BIC the following day.
3. Submits SCD 1296 to designated CST for processing.
FC CST
1. Receives SCD 1296 from the Intake EW.
2. Makes appropriate MEDS online entries to generate the paper BIC.
3. Returns copy of SCD 1296 to EW to confirm the transaction posted to MEDS.
4. E-mails confirmation to the designated RAIC clerk that the child is activated and the BIC is ready to print the following business day.
Designated RAIC Clerk
1. Receives e-mail notification from VMC clerk confirming MEDS activation and to print the temporary paper BIC.
2. Issues BIC the following day to the appropriate person per DFCS procedures.
FC Intake EW
1. Receives copy of SCD 1296 confirming the transaction was completed.
2. Prints MEDS screen and attaches to case folder.
3. Prints the MC 350-D NOA and files in the case folder.
4. Forwards case to clerical as appropriate.
FC EWS
1. Receives the case from the Intake EW for transfer.
2. Reviews case for accuracy and completeness.
3. Enters a CalSAWS journal that the case has been reviewed.
FC CST
1. Receives case from EWS designated as ready for transfer.
2. Performs all clerical functions to transfer case in CalSAWS and Case Tracking.
3. Changes Worker Number to Foster Care Control number E9AC.
FC Continuing EW
1. Receives case from FC CST.
2. Reviews for discrepancies and rejects, if applicable.
3. Keeps case until child is placed or returns home.
4. Establishes CEC Aid Code 7J to continue until the next RD if appropriate.
5. Mails RE packet to the parents for continued Medi-Cal when the RE is due.
6. Forwards completed RD packet to A7CA at BSC for assignment and processing.
7. Discontinues the Medi-Cal case if parents call to request discontinuance.

Change of Address

Some children will not be placed into Foster Care and will be returned home. When this occurs, clerical staff at the RAIC will communicate the address information to the FC Bureau so the address can be changed. The aid code must also be changed to CEC Aid Code 7J if the child will have a SOC or is no longer eligible for Medi-Cal.

Note: If the child returns home and is active in an open CalWORKs or Medi-Cal case with no SOC, then the FC case should be discontinued.