113-9 Q-Form Process

113-9 Q-FORM PROCESS

Note:

This process requires forwarding of the e-mail and attachments.

The following charts show the process for responding to Q-Forms for all programs.

QUALITY ASSESSMENT Q-FORM PROCESS

If QA Quality Assurance Reviewer finds the review is:

a ”No Error” case	Send Q-Form and original hard copy of review documents to QA Quality Assurance Supervisor.
an "Error” case	Send Q-Form and original hard copy of review documents to QA Quality Assurance Supervisor.

If QA Quality Assurance Supervisor finds the Q-Form is:

a ”No Error” case

Send hard copy of the Review Schedule to QA Quality Assurance Research Analyst.

Forward e-mail Q-Form to QA Quality Assurance Research Analyst, and the regional designee.

a ”No Error” case with "Information Only"

Send hard copy of the Review Schedule to QA Quality Assurance Research Analyst.

Forward e-mail Q-Form to QA Quality Assurance Research Analyst, DPA Policy, and the regional designee.

an ”Error” case

Forward e-mail Q-Form to QA Quality Assurance Research Analyst, QARC Quality Assessment Review Committee core membership, and the regional designee.

If Regional Office Designee finds the Q-Form is:

a ”No Error” case

File or forward as directed by regional manager.

a ”No Error” case with ”Information Only”

Forward e-mail Q-Form to district office manager or unit supervisor.

File and follow up as directed by regional manager.

an ”Error” case

Forward e-mail Q-Form to district office manager or unit supervisor to prepare for QARC Quality Assessment Review Committee .

File and follow up as directed by regional manager when QARC process is complete.

If the District Office Manager or Unit Supervisor finds the Q-Form is:

a ”No Error” case	File as directed by regional manager.
a ”No Error” case with ”Information Only”	Confirm information on the Q-Form is appropriately acted upon by caseworker, including case corrections and restored benefits or claims as appropriate.
an ”Error” case and agrees with the QA Quality Assurance error finding	Consult with caseworker, program policy and QA Quality Assurance staff, if necessary. Take actions to ensure future months eligibility and benefit amount is correct. Do not complete and submit a claim determination or fraud referral form or issue a restored benefit to correct the error month until the QARC Quality Assessment Review Committee concurs with the error and determines a restored benefit or claim is necessary. Forward e-mail Q-Form to the regional manager or designee with a statement that you concur, along with explanation as to the cause of the error. Explain planned corrective actions to prevent future errors.
an ”Error” case and disagrees with the QA Quality Assurance error finding	Consult with caseworker, program policy, and QA Quality Assurance staff, if necessary. Fax supporting documents to Policy Specialist, if appropriate. Take actions to ensure future months eligibility and benefit amount is correct. Do not complete and submit a claim determination or fraud referral form or issue a restored benefit to correct the error month until the QARC Quality Assessment Review Committee concurs with the error and determines a restored benefit or claim is necessary. Forward e-mail Q-Form to regional manager or designee with additional information for non-concur.

If the Policy Specialist receives an error Q-Form and:

Policy Specialist agrees with the QA Quality Assurance error finding

Discuss with QA Quality Assurance and the field staff as needed.

Discuss the finding during the RAP Review Assessment for Policy meeting with QA Quality Assurance staff.

Policy Specialist disagrees with the QA Quality Assurance error finding

Obtain supporting documents and begin research of current policy and regulations as it applies to the error challenge.

Consult with QA Quality Assurance and field staff about error challenge, if appropriate.

Bring supporting documentation to the RAP Review Assessment for Policy committee meeting.

If QA Quality Assurance Program Officer or designee receives an error Q-Form and:

Policy Staff agree with QA Quality Assurance error finding

Research the FNS 310 and regulations. Bring supporting documentation to the RAP.

Policy Staff disagree with QA Quality Assurance error finding

Discuss error finding with Policy Specialist.

Contact QA Quality Assurance staff for additional support of QA Quality Assurance finding.

Research the FNS 310 and regulations. Bring supporting documentation to the RAP Review Assessment for Policy .

If QA Quality Assurance and Policy staff during the RAP Review Assessment for Policy Committee Meeting:

agree on QA Quality Assurance error finding

Pass the relevant research documentation to the QARC Quality Assessment Review Committee for final review and findings.

disagree with final QA Quality Assurance error finding

Submit relevant documentation of all issues to QA Quality Assurance Reviewer with instructions to amend findings.

Notify QARC Quality Assessment Review Committee of amended findings prior to the next QARC Quality Assessment Review Committee meeting.

If QARC members:

agree on QA Quality Assurance error finding

Pass the review to the QA Quality Assurance Research Analyst for recording and transmission.

Identify causes and corrective actions.

disagree with QA Quality Assurance error finding

Notify the QA Quality Assurance Reviewer of the research documentation and instruct to amend findings based on the QARC Quality Assessment Review Committee decision.

Pass the relevant research documentation to the QA Quality Assurance Research Analyst for recording and transmission.

finds it needs more research information

Notify the QA Quality Assurance Reviewer of the needed research to obtain documentation.

Reschedule the review for the next meeting.

If the Research Analyst finds the Q-Form is:

a ”No Error” case

Enter data from the Review Schedule into database and transmit data to FNS Food and Nutrition Service .

Make hard copy of Q-Form for files.

an ”Error” case

Notify QA Quality Assurance Program Officer when Q-Form is due for transmission.

Confirm the QARC Quality Assessment Review Committee completed the process with a committee finding agreeing with the error or amending the error prior to entering data from the Review Schedule into the database.

Transmit completed Food Stamp reviews to FNS Food and Nutrition Service on the due date.

pended for more research

Monitor the FNS Food and Nutrition Service due date on Food Stamp reviews to ensure timely transmission.

Notify the QA Quality Assurance Program Officer if the delay to the next QARC means untimely transmission.

If the PI Primary Information Person &A Public Assistance Analyst finds the Q-Form is an error case and the QARC Quality Assessment Review Committee agreed with the findings:

Research EIS Eligibility Information System to determine if caseworker made corrections as instructed by the QARC Quality Assessment Review Committee .

Confirm the caseworker completed a claim, fraud referral, or restored benefit as instructed by the QARC Quality Assessment Review Committee and policy.

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		2009-01(3/09)