Case File Maintenance 448-01-40

 

Purpose of Case Files 448-01-40-05

(Revised 3/1/12 ML #3304)

View Archives

 

 

Case files, whether hard copy or electronic, must be established and maintained for applicants and recipients served by the Economic Assistance and Health Care Coverage Programs administered by the State Office or county social service offices. Case files must include all supporting documents relevant to eligibility determinations.

 

The case file also:

 

  1. Provides historical data on eligibility determinations;

 

  1. Supports the state and federal funds paid to county social service offices and the Department;

 

  1. Provides a basis for supervision by county social services offices and the Department supervisory staff;

 

  1. Facilitates administrative reviews or audits conducted periodically by federal, state and county staff;

 

  1. Aids the gathering of information for special surveys and reports as requested by federal, state and county staff;

 

  1. Provides the Quality Control reviewer easy access to eligibility data;

 

  1. Provides accurate, up-to-date information used in making referrals to other agencies;

 

  1. Facilitates the transfer of administrative responsibility for Basic Care Assistance, Child Care Assistance, Health Care Coverage, LIHEAP, SNAP or TANF cases from one county or eligibility worker to another; and

 

  1. Provides an additional method for identifying staff training needs.