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 have made several changes to the Administrative Procedures Manual. In this manual change, the numbering of forms all throughout the manual has been standardized. Several changes were also noted resulting from requests we received from field staff including the results of the recent CANO Revision Survey conducted by Field Services. Other changes result from recent Policy changes and clarifications including face-to-face interview requirement and using INGENS as a required verification tool.
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 interview is no longer a requirement.
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 as 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 CASE NOTE DOCUMENTATION
Updates the CANO guidelines and desk guide to include recent Policy changes and recommendations from recent CANO Revision survey. The changes include:
Including a section on documenting TPL coding
Adding a section in the desk guide that requires staff to document when they access interpreter services and the type of interpretation provided
Adding the Action section to the desk guide
Deleting examples that refers to requiring a face-to-face interview
Deleting the example documenting INGENS under Resources in Addendum A – CANO Desk Guide.
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”