109-10          CASE MANAGERS USE OF CANO Case Notes

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

CANO Case Notes entries by case managers are limited to:

• Notifications of Job Start and OJT On 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 ATAP Alaska 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 CANO Case Notes entry.  The alert entry should note the action requested and date the CANO Case Notes entry was made.

Examples of alert entries:

• Set penalty - CANO Case Notes 4/15

• Job Start - CANO Case Notes 4/15

• Extension Decision - CANO Case Notes 4/15

Note:  

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

REPORTING CHANGES

Case managers must not, other than for the circumstances mentioned above, use CANO Case 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.