Triage/Intake

Triage is the Intake process of reviewing documents that are sent to FCE and require FC Intake EW’s expertise for validation. Two triage FC Intake EWs are assigned each week for one week at a time on a rotation bases. The two triage FC EWs are given an estimated two hours of “Protected Time” which will enable them to work on pending Intake cases while assigned to Triage. The “Protected Time” is negotiable and is worked out between the two assigned Triage Intake EWs.

  1. DFCS/JPD/Other
    1. Drops off, faxes, uses File Transfer Protocol (FTP), scans or e-mails documents to FCE.
  2. Designated FC Clerical
    1. Retrieves initial documents from the Foster Care Processing inbox.
    2. Completes ID.
    3. If unable to ID, forwards to ASO.

      1. Note: DFCS/JPD must provide minimal information such as full name and date of birth of the child.

      2. Note: ASO will advise FC Clerical to return document(s) to sender.

    4. If Completes ID for:
      1. No FC case,
      2. Closed FC Case or
      3. Medi-Cal only FC case.
        1. Then, completes MEDS check.
        2. Prints the following MEDS screens.
          1. INQM
          2. INQ1
          3. INQ2
          4. INQ3
    5. Completes app. reg.
    6. Attaches MEDS Screens.
    7. Requests IEVS Report in CalSAWS.

      1. Note: When unable to request an IEVS report, includes reason why the report was not requested.

    8. Assigns to Intake for Medi-Cal approval when Medi-Cal is not active.
    9. Forwards document to Triage.
  3. Triage
    1. Receives documents.
    2. Reviews evaluation basket.
    3. Researches document(s) to determine if the request is for one of the of following:
      1. Foster Care
      2. Emergency Assistance
      3. Adoption Assistance
      4. Kin-GAP
      5. Wraparound
      6. Approval Relative Care (ARC) Giver Funding Option
      7. County Specific
      8. Former Foster Youth
      9. Medi-Cal Only (including ICAMA and ICPC)
    4. Completes the Triage Tracking Sheet (SCD 2374).
    5. Completes the appropriate Checklist:
      1. SCD 18 (Foster Care)
      2. SCD 23 (AAP)
      3. SCD 23 (Kin-GAP)
    6. Checks 1st Request FC/AAP only.
    7. Enters case name, case number and due date on the Triage Log.

      1. Note: Updates progress notes for case on the Triage log as actions are taken.

    8. Reviews the IEVS Report.
    9. Reviews reason when there is no IEVS report why report was not requested.
      1. Requests IEVS Report.
      2. Reviews CalSAWS, MEDS printout, CWS/CMS.
    10. The documents listed below are the minimum information needed before case is assigned to a FC Intake EW.
If... Then...
Foster Care,
  • Determines the type of placement and documents on the Checklist.
  • Reviews the SOC 158A.
  • Reviews the documents for Authority for Placement.
  • Verifies the correct documents have been received for the placement type.
Adoption Assistance,
  • Reviews:
    •  SCZ 33A
    •  Designation of AAP Payee
    •  AAP 4
    •  AAP 2

Emergency Assistance,

Note: EA applications must be processed within 30 days from the date the FC EW signs the EA 1.
  • Reviews the EA 1 for completeness.
  • Updates MEDS ACE (Access to Children in Emergency Services).
  • Files EA 1 in designated location.
  • Files EA 1 in alpha order by date.

Note: Payment begins the date the child is determined to be at risk. See Emergency Assistance chapter.

Kin-GAP,

Note: If client requests appointment to complete KG2, an appointment must be scheduled. The KG packet will remain at FCE and completed during the appointment. The case must be assigned to an Intake FC EW.
  • Reviews:
    •  SOC 369/369A
    •  KG 2 (if provided)
  • Verifies:
    •  Dismissal of Dependency
    •  Letter or Court Order Guardianship

Note: To be eligible for KG the following must occur in the below order. 

  1. Signing of the SOC 369/369A.
  2. Establishing Guardianship.
  3. Terminating Dependency.

*1 and 2 can occur at the same time.
Wraparound, (only when no companion active case with FCE)
  • Reviews:
    •  RISC
Former Foster Youth with no Medi-Cal case,
  • Reviews
    • MC 250A or any related application for Medi-Cal.
       
Medi-Cal Only,
  • Reviews:
    • RAIC sheet.
    • MC 250 for completeness.
    • MC 13 (only for undocumented children).

For ICAMA

  • Reviews:
    • ICAMA 7.01 from initiating state.
    • Reviews the AAP Agreement.

For ICPC

  • Reviews ICPC 100A.
  • E-mails DO Inbox to use the appropriate aid code, either 4H/4L aid code when child in Medi-Cal outside of FCE. DO must make the determination on which aid code to use.
  • E-mails from the Triage In-Box to the SW/PO for missing or incomplete information and includes:
    • Sender’s Name, and
    • CalSAWS Case Number.
  • Prints e-mail and files it in the Temporary Folder.
  • Follows-up on aid code change request to DO.
  • Attaches the SCD 2374 to the Checklist.
  • Places all documents with the Checklist on top on the Temporary folder.
  • Files Temporary Folder in Harper Files in alphabetical order.
  • Sends SCD 28 to the assigned SW noting why payments cannot be made five days while document(s) in Escalation.
    • Places folder in Temporary Folder in Harper file under “Pending Cases".
  • Forwards completed documents to FC Clerical to app reg the appropriate program and for the Intake Assignment.

    • Note: All incoming cases must be screened for previous episodes in the last twelve months. If there has been another episode, Triage must mark the SCD 2321 on the upper right hand corner as “Restoration”.

  • Returns documents to sender when unable to validate documents for placement.

DOCUMENTS IN TRIAGE

  1. Triage
    1. Reviews:
      1. Documents in Harper file cabinet by due date.
      2. Relative placements (time sensitive).
      3. Documents in evaluation basket.
      4. Pending EA 1s.
      5. Triage In-Box.
    2. Answers phone calls for “Pending Cases.”
      1. If the Documents are complete, then forwards to FC Control Clerk for case assignment.
      2. If the documents are not complete, 
        1. Follows the Escalation Process.
        2. Updates the SCD 2374 and Checklist.
      3. If the documents are not complete at the end of the escalation period,
        1. Remains in Pending Cases location.

          1. Note: Medi-Cal is to remain active.

Related Topics

AAP, Foster Care, Kin-GAP Benefits Intake Generic Processing for All Intake Applications