63-003 Case Flow Procedures Between Appeals and
Family Resource Centers
Table of Contents |
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Initial
Procedures |
When the Appeals Section receives a request for a hearing the case identifying information is cleared and the State Hearing number, issue and other pertinent information is entered in the Hearing Subsystem in CalWIN.
A list of cases that have requested a hearing is sent weekly to the Family Resource Center (FRC) manager(s) and Appeals Liaison.
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63-003.2 Time Constraints |
Due to time limits imposed by law, it is imperative that all activities relating to State hearings be given immediate attention. Hearings cannot be postponed because more time is needed to prepare the County’s position.
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63-003.3 |
The current FRC of record is responsible for required activities in connection with state hearings, even when the matters requiring attention were partially or wholly performed in another FRC.
If the case is closed, the last FRC of record where the case was last assigned is responsible.
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FRC
Procedures |
Upon receiving the list of appealed cases notification from Appeals, the FRC will conduct a case review to ensure actions have been taken in accordance with regulations.
If it is determined that the action(s) taken was/were incorrect and cannot be supported in a state fair hearing, the FRC will:
·
Rescind the action; ·
Attempt
to contact the household to explain the rescission and advise if any further
action is required by the household; ·
Narrate
in Case Comments findings from the case review, all case actions taken and
all contact with the household; and ·
Inform
Appeals via the Case Review Sheet of the
case review findings and what corrective actions, if any have or will be taken to resolve the
issue.
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Case
Review Deadlines |
Cases will be reviewed by the FRC as soon as possible, but no later than ten (10) days from the date of receipt of the weekly Appealed Case Listing.
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Ongoing
Communication with the Household/ Hearing
Pending |
It is the policy of HHSA to resolve issues under appeal at the lowest possible level within the parameters of the regulations and policy.
Even after a hearing is scheduled, staff should continue communication with the household and make every effort to correct inadvertent errors, to obtain clarifying information and to resolve eligibility questions and issues in compliance with this policy.
However, FRC staff should be aware that when households designate someone to represent them, staff shall deal primarily with the authorized representative (AR) in matters pertaining to the state hearing.
If there are any questions in this regard, FRC staff should contact the Appeals Representative.
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Ongoing
Communication with Appeals/ Hearing
Pending |
Once the appeal process has
started, it is important that FRC staff remain in communication with the
Appeals Section regarding any further case actions that affect the issues
under appeal.
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