STATE OF ALASKA
Department of Health and Social Services
Division of Public Assistance
TRANSMITTAL NUMBER: 2010-01
MANUAL: Administrative Procedures Manual
DATE: May 3, 2010
We made several changes to the Administrative Procedures Manual as a result of requests and suggestions from field staff, including feedback from the recent CANO Revision Survey conducted by Field Services. Other changes are the result of recent policy changes and clarifications, including the elimination of the face-to-face interview requirement and the use of INGENS as a required verification tool. The numbering of forms throughout the manual has also been standardized.
Highlights of these revisions are described below. If you have any questions, please contact the Policy and Program Development Team at 465-3347 or email dpapolicy@alaska.gov.
OVERVIEW OF CHANGES
MS 102 INTERVIEWS
- Aligns the procedure for conducting interviews with the language in DPA program manuals. Face-to-face interviews are no longer required.
MS 103-1 THE CASE FILE FOLDER
- Includes trust documents and court orders as documents to place under Records of Permanent Documents.
- Deletes INGENS printouts as documents to keep in case files. INGENS is no longer a required verification tool.
MS 103-3 CASE NUMBERING RULES
- Aligns the case numbering procedures with EIS procedures.
MS 103-7 CASE TRANSFER
- Clarifies procedures and expectations for transferring case files between offices to ensure cases are complete before transfer.
MS 109-9 ADDITIONAL GUIDELINES
- Re-titles section 109-9G and adds information on "Documenting TPL Codes."
- Moves information on "Documenting Case Corrections for QA Errors" to new section 109-9H.
MS 119 RANDOM MOMENT SAMPLE
- Replaces references to RMS to RMSPlus (the new RMS database system)
- Updates terminology throughout the document that correlates to that in the new RMSPlus system.
- Provides examples of the text to include in the "Out of Office Assistant" reply messages to assist us in completing observations for staff while they are out of the office.
- Makes changes to the definition of the Program (Service) and Activity codes.
- Revises the "Scheduled Observations and Timeframes."
ADDENDUM 109 A CANO DESK GUIDE
- Updates the CANO desk guide to include recent Policy changes and recommendations from recent CANO Revision survey, including the following:
- Adds guidance under "Interview Date" that requires staff to document when interpreter services are offered, whether they were used or refused, and how they were provided (i.e., by phone or in-person).
- Adds an "Action" section to the desk guide to describe what type of action was taken (i.e., authorize, deny, pend).
- Deletes examples that refers to requiring a face-to-face interview
- Deletes the example documenting INGENS under "Resources"
ADDENDUM 109 I DPA ACRONYMS
- Updates the list of DPA acronyms