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Family Support Cases

Family Support Cases. What goes in….what stays out!. What stays in….What goes out!. Many questions arise over what is supposed to be in a case record and what is not supposed to be in a case record.

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Family Support Cases

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  1. Family Support Cases What goes in….what stays out!

  2. What stays in….What goes out! Many questions arise over what is supposed to be in a case record and what is not supposed to be in a case record. FSM 06-05-33 and ELO 02-09-54 provide us with guidelines for all of our case records. During this learning session we will take a look at those guidelines and you will be able to determine and maintain correct case records.

  3. Screen Prints • ELO-02-09-54 states that the following items are required to be printed and maintained in the case record: • System Calculations (when income is added or changed. • ‘Same For’ screens (when the earned income is not the same for all months. • Comments screens from the latest application or recertification • Signed forms and documentation that is not available online.

  4. Screen Prints In addition to the required screen prints, your regional or local staff may require that other screens from KAMES (or other systems) be printed and maintained in the case record. These are items that have been deemed necessary to document case eligibility and/or case actions, or it could required as a result of any corrective action plans.

  5. Maintaining Case Records According to FSM-06-05-33, case records must contain all necessary documentation and verification to support the expenditure of state and federal funds. Without the necessary documentation/verification, any benefits or payments issued are unsubstantiated and considered in error.

  6. Maintaining Case Records • Items retained in the case record include: • Signed Application • Documentation/verification, such as bills, receipts, birth certificates, wage stubs, medical documentation, etc. • Notices that were manually sent, and • Administrative hearing recommendations and final orders.

  7. Maintaining Case Records • Forms to be included in the case record: • PAFS 116, PAFS 202, PAFS 700, PAFS 76, PAFS 706 • Forms used for incapacity/disability • Forms used for work registration • This list is not inclusive! There are other forms that will be needed, depending on the program type.

  8. Stays Out • Now that we have an idea of what stays in your case record, here are a few items that DO NOT need to be kept in the case record: • Original Documents, keep only copies in the case record, originals go back to the client. • Screen prints from any system that has potential IRS Data included (example: Bendex, SDX and Program 48) • Bootleg forms

  9. More Information If you would like more information, please refer to the following documents: FSM 06-05-33 ELO-03-09-54

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