109-10         CASE MANAGERS USE OF CANOCase Notes

CANOCase Notes is not intended to replace other tools such as email and telephone to ensure clear communication between case managers and DPADivision of Public Assistance eligibility staff. Temporary Assistance case managers have read-access and write-access to CANOCase Notes, but the use of CANOCase Notes is limited to the entry of case specific information needed by the eligibility technician (ETEligibility Technician) to take action on the case.

See WSPM MS 1007 for additional information.

CANOCase Notes entries by case managers are limited to:

• Notifications of Job Start and OJTOn the Job Training placements
• Requests to lift or impose penalties
• Requests to start or end exemptions from work activities
• Notifications of extension decisions
• Notification of home visits conducted and decision to increase an ATAPAlaska Temporary Assistance Program penalty amount to 75% or full family sanction
• Job quit disqualification determination

Case managers must set an alert whenever they make a CANOCase Notes entry. The alert entry should note the action requested and date the CANOCase Notes entry was made.

Examples of alert entries:

• Set penalty - CANOCase Notes 4/15
• Job Start - CANOCase Notes 4/15
• Extension Decision - CANOCase Notes 4/15

Note:

Client specific entries made in CANOCase Notes before the implementation of Client Notes will remain in CANOCase Notes and will not be deleted.

REPORTING CHANGES

Case managers must not, other than for the circumstances mentioned above, use CANOCase Notes to report changes for their clients. Clients should be reminded that it is their responsibility to report changes directly to their eligibility technician. Case managers can facilitate the process by:

• Providing clients with change report forms and/or forwarding forms to eligibility staff,
• Forwarding client emails regarding changes to eligibility staff, and
• Providing clients with contact numbers so the report of change can be made directly to the eligibility staff.

Case managers who receive information that potentially affects a client's DPADivision of Public Assistance program eligibility must forward this information to DPADivision of Public Assistance as it is considered a Report of Change. Paystubs, completed work statements, and all other verification of changes must be sent to DPADivision of Public Assistance. DPADivision of Public Assistance caseworker must verify all reported changes according to program standards for verification. A report of change cannot be verified by a Case Manager's statement alone.