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Department
of Human Services Families
First Online Policy Manual General Administrative Procedures |
Revised: |
41.1 |
CASE RECORD MANAGEMENT |
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All Families First cases are maintained in
an electronic file. ·
The paper
application that is signed by the applicant/recipient is maintained in the
county office in an alphabetical file by month of application or
renewal. These forms must be
maintained in a manner that allows them to be retrieved as necessary. ·
The Families
First assistance unit is a part of the case file for all of the members of a
common residence group. There may be
multiple assistance units in a single case. The application or reapplication
for assistance is completed on a single one-page application form for all
types of assistance- Families First, Food Stamps, and Medicaid for all
members of the common residence group. ·
Case numbers
and individual recipient ID numbers are assigned by the eligibility and case
management system. ·
The case
number contains a 10 digit number that is a common number for the residence
group. The case number will also have
a 4 digit alpha category type which defines the type of assistance for which
the assistance unit potentially qualifies.
The case number also contains a 2 digit sequence number that
identifies the assistance unit when there is more than one of that category contained in the case file. ·
Case records
will maintain their case number as long as the case is in active or
historical status on the eligibility and case management system. When a closed case reapplies, the old case
number should be selected to reopen an application. Individuals that leave an existing case and
apply in their own right will have a new case number assigned, but will
retain their existing recipient identification number. |
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