Applications from Juvenile Probation Department (JPD)

1. JPD
   1. Completes application with the following forms:
      1. If requesting Foster Care, then includes
         1. FC 2,
         2. SOC 158A, and
         3. Court Petition or Order.
      2. If requesting Medi-Cal only, then includes
         1. MC 250, and
         2. Placement Orders, when applicable.

         3. Note: When PRUCOL, must provide MC 13.

   2. Updates CWS/CMS only when child/youth is placed in Foster Care.

   3. Note: JPD will send duplicate copy of SOC 158A, and it is expected the duplicate SOC 158A will be signed and dated and sent back to JPD when the case has been processed.

2. FC Clerical
   1. Receives JPD packet through File Transfer Protocol (FTP).
   2. Logs in packets.
   3. Identifies child in CalSAWS, MEDS and CWS/CMS.
3. FC Control Clerk
   1. Writes case number on the packet when there is an existing FC case and does one of the following:
      1. If the FC case is active, then forwards packet to the assigned EW. 
      2. If the FC case is closed for less than one calendar month, then forwards packet to the last assigned FC EW or their supervisor when the FC EW is not available.

         1. Note: This must not be a new placement.

      3. If the FC case is closed for over one full calendar month, then forwards packet to Triage.
   2. Completes application registration.
   3. Forwards documents to Triage.
4. Triage
   1. Follows the Triage Process.
5. FC Control Clerk
   1. Assigns case to Intake FC EW or E92C or CFCP
6. Intake FC EW
   1. Receives JPD packet.
   2. Checks CalSAWS, MEDS, CDS Archive if youth was born before June 2005.
   3. Identifies the authority for placement.
   4. Requests court documents.
   5. Validates documents for funding.
   6. Determines one of the following:
      1. If eligibility cleared, then 
         1. Confirms discontinuance of child/youth when open case in District Office.
         2. Verifies NOA.
         3. Adds CalSAWS case number on the SOC 158A.
            1. Note: Forwards SOC 158A duplicate copy to JPD with 14 digit MEDS ID. This MEDS ID needs to be communicated to JPD as soon as it is available.
         4. Authorizes benefits and verifies MEDS.
         5. Summarizes case actions in CalSAWS journal entry.
         6. Clears alerts in MEDS/CalSAWS.
      2. If incomplete, then 
         1. Contacts JPD for missing documents or information.
         2. Refers to Eligibility Cleared when required documents are received.
         3. Refers to Escalation policy when required documents not received after initial request.
         4. Forwards duplicate copy of SOC 158A to JPD.
      3. If In the rare situation that eligibility is denied, then
         1. Authorizes denial in CalSAWS.
         2. Sends NOA to provider and a copy to assigned JPD PO.
         3. Adds CalSAWS case number on the SOC 158A.
         4. Forwards SOC 158A duplicate copy to JPD.
         5. Summarizes case actions in CalSAWS journal entry.
         6. Clears alerts in MEDS/CalSAWS.
   7. Refers documents to EWS.
7. Intake FC EWS
   1. Reviews case.
   2. Requests to change case load to designated control number when documents are complete.
   3. Forwards the physical folder to designated FC Clerk.
   4. Returns document to assigned Intake FC EW when errors are identified for correction. This begins a new 5-day working review after the corrections have been completed.
8. Continuing FC EW
   1. Receives case assignment.
   2. Reviews case and determines errors.
      1. identifies errors.
      2. Refers to Case Rejection Policy.

Related Topics

Escalation Process For Payments