STATE OF ALASKA
Department of Health and Social Services
Division of Public Assistance
TRANSMITTAL NUMBER: 2009-03
MANUAL: Administrative Procedures Manual
DATE: November 2, 2009
We have updated several chapters of the Administrative Procedures Manual. The Case File chapter has been updated to better explain:
- Purging and voluming files,
- Assigning case numbers,
- Retaining cases with pending fraud referrals or investigations,
- Archiving case management files transferred from Work Services contractors,
- Transferring active case files,
- Accessing online statewide control clerk list, and
- Handling applications and recertifications from households residing in another district office area.
In addition, section 100-6, Limited English Speaking Individuals, has been updated with information about the new interpreter service, InSync Interpreters. A new section, 124-3, SSI Children, was also added to explain case processing for SSI children with OCS involvement.
Highlights of these revisions are described below. If you have any questions, please contact the Policy and Program Development Team at 465-3382 or email dpapolicy@alaska.gov.
OVERVIEW OF CHANGES
MS 100-6 Limited English Speaking Individuals
- Provides instructions for accessing InSync Interpreters, the new contractor for telephone interpretation services.
MS 103-1 The Case File Folder
- Adds a new paragraph to address confidentiality and retention of case files.
- Adds a new paragraph in subsections E, Purging Case Files, and F, Voluming Case Files, to explain the purpose of purging files and the difference between purging and voluming files.
- In subsection E, adds EIS screen prints to the list of unnecessary documents that may be purged.
- In subsection F, adds new section 1, Sorting the Case File and Creating a New Case File, and renumbers the remaining sections.
MS 103-3 CASE NUMBERING RULES
- Adds subsection A to provide instructions on assigning case numbers and ensure that the case number has not been previously assigned to another PI.
- Adds subsection B to clarify that case numbers do not expire.
- Adds subsection C to provide lead-in language for the following numbered subsections.
MS 103-6 B RECORD STORAGE OVERVIEW
- Adds new subsection 2b under Exceptions to include instructions on retaining cases with pending fraud referral or investigation.
- Adds new subsection 3 under Exceptions to include instructions on archiving case management files transferred to DPA from Work Services contractors.
MS 103-7 C PROCEDURES FOR REQUESTING AN ACTIVE CASE FILE
- Provides further guidance on requesting and transferring active case files. Simplifies the process for clients and clerical staff.
- Informs staff of the availability of the online statewide control clerk list.
MS 103-7 E PROCEDURE FOR TRANSFERRING APPLICATIONS OR RECERTIFICATIONS
- Adds new subsection E to Case File Transfer chapter to provide instructions on receiving and handling applications or recertifications from households residing in another district office area.
MS 124-3 SSI CHILDREN
- Adds new section to explain procedures for SSI children with OCS involvement.
Addendum 100 C Language List
- Updates Addendum to provide a partial list of available languages that the new contractor, InSync Interpreters, provides services for.