Casefile Reviews 430-05-05-20-20

(Revised 06/01/04 ML2921)

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  1. Know and remember the purpose of the review. Typical reasons for reviewing are to see what is happening (perception checks), to help a worker become more efficient and accurate (training and corrective action), and to document a problem or success.
  2. Resist the temptation to write up as a review every "wrong" case that is found in the course of business. This habit makes the review sample weighted on the negative side. Take these cases back with a memo, note, etc. so that corrective action can be taken.
  3. A review should NOT increase the employee's workload. It is acceptable to fix someone else's mistakes - learning can still take place.
  4. Keep expectations reasonable. Perfection is not the goal - correct payments and proper procedures are.
  5. Recognize good work.
  6. When reviewing:
  1. Record the good work and serious problems.
  2. Share a summary of what you found giving suggestions to improve the quality/effectiveness.
  3. Correct payment and/or procedural errors.
  4. Train as needed.
  1. Use the following review forms:
  1. Quality Improvement Report - County offices are required to review all cases determined to be in error by Quality Control with county eligibility staff. This includes Quality Control reviews that are $25 or less included in Section 622.3 of the FNS Quality Control 310 handbook. The review must be completed within 30 days of receiving the Quality Control Findings by using the SFN 643 - Quality Improvement Report.

The Quality Improvement Report should occur during a staff meeting that includes all eligibility staff.  The purpose of this review is to establish what caused the error to happen, to review policy that was incorrectly applied and to established procedures to ensure that all reported information is acted on and that inconsistent or incomplete information is followed up on.