May 4, 2011

 

CalWORKs Program Guide Letter #232

 

Subject

IMPLEMENTATION OF THE ELECTRONIC INTER-COUNTY TRANSFER PROCESS

 

Effective Date

March 28, 2011

 

Reference

None.

 

Purpose

The purpose of this letter is to inform staff of the update to the CalWORKs Program Guide to make reference of the electronic Inter-County Transfer (eICT) system implemented on March 28, 2011.

 

Background

A single statewide Electronic Inter-County Transfer (eICT) system has been developed to connect all California counties allowing workers to electronically perform an ICT from one county to another regardless of the system that county is using for eligibility determinations.

The eICT automates previously manual processes that are essential to the transfer of client benefits throughout California counties.  The automated file transfer process (eICT) will greatly ease the administrative burden of transferring cases from one county to another and from one consortium to another.

 

Summary of Updates

The following CalWORKs Program Guide chapter has been updated as follows:

Program Chapter

Title

Program Updates

40-100 P.

Inter-County Transfers

Section updated to make reference to the eICT system

 

Changes to the CPG are noted with highlighted text.

 


CalFresh
Program Impact

Family Resource Centers (FRC) shall use the existing CalFresh ICT process as indicated in CalFresh Program Guide Section 63-359 Inter-County Transfers.

 

Medi-Cal Program Impact

FRC shall use the existing Medi-Cal ICT process described in Medi-Cal Program Guide Article 3, Section 2 Inter-County Transfers

 

ACCESS Impact

All incoming eICTs to San Diego County are received through the CalWIN ICT Data – Statewide sub-system in the Search for External Referral Data window.  ACCESS Office Assistants (OA’s) are responsible for the retrieval, clearance, and Application/Registration of all incoming/received ICTs.

The ACCESS OA shall complete the Application/Registration for the ICT received and assign it to the appropriate FRC based on the recipient’s zip code.  The ACCESS OA shall notify the FRC ICT Liaison, and the Back-up ICT Liaison, via e-mail that the FRC has received a CalWORKs ICT that requires assignment and processing to facilitate the required face-to-face interview.

The FRC ICT Liaison shall assign the ICT for timely processing.

When an ICT is received and there is an existing pending application in CalWIN for the same recipient, the ACCESS OA shall forward the eICT to the FRC ICT Liaison for the FRC to process, regardless of zip code.  If required, the FRC shall transfer the granted case to the appropriate FRC after processing the ICT.

When an individual with an active CalWORKs case in another county calls ACCESS and reports that he/she is now a San Diego County resident, the worker shall take the following steps:

·        Verify the individual’s current CalWORKs status on MEDS;

·        Initiate the ICT process by sending an eICT Request to the current county of record on MEDS;

·        Explain the ICT process to the beneficiary.

 

Forms Impact

The CW215/MC360 Notification of Inter-County Transfer transmittal to the Receiving County will be generated when the ‘Release to Other County’ button is triggered for the ICT Send.

The Human Services Specialist (HSS) is responsible for completing the manual variables and placing the CW215/MC360 in the Search for Printed Client Correspondence queue, where it can be electronically attached to the ICT Send with other relevant Client Correspondence.

 

Imaging Impact

All case documents associated with the ICT shall be imaged into DoReS within 24 hours of receipt, following current business processes as outlined in the EEOG.

 

Statewide Fingerprint Imaging System (SFIS)

CalWORKs recipients completing an ICT are not required to meet SFIS requirements, again. ICTs are considered a redetermination of eligibility, and SFIS is not required at redetermination.

 

Automation Impact

A single statewide Electronic Inter-County Transfer (eICT) system has been developed to connect all California counties allowing workers to electronically perform an ICT from one county to another regardless of the system that county is using for eligibility determinations. 

The eICT automates previously manual processes that are essential to the transfer of client benefits throughout California counties.  The automated file transfer process (eICT) will greatly ease the administrative burden of transferring cases from one county to another and from one consortium to another.

·  The following “How To’s,” developed for the eICT process, can be located at the CalWIN Intranet:

-     Electronic Referrals

-     HT172 – Send an Inter-County Transfer

-     HT173 – Cancel an Inter-County Transfer

-     HT174 – Request an Inter-County Transfer

-     HT175 – Process Received Inter-County Transfer

-     HT176 – Convert CalWIN Case Comments to TIF

-     HT177 – Convert Multiple CalWIN Windows to Tagged Image Format  (TIF)

-     27-348 eICT Document Checklist and Communication Form

 

Operational Impact

San Diego County Programs (CalWORKs, Medi-Cal, and CalFresh), The Knowledge Center, Office of Eligibility Improvement (OEI),  ACCESS – ERA, and Automation have worked together in creating the San Diego County eICT Business Process to assist FRCs in the implementation of the Statewide Electronic Inter-County Transfer (eICT) process.  Each FRC will utilize these materials as guidelines in establishing roles and responsibilities based on established protocol and workload assignments.

The eICT Business Process is a living document and will be updated as needed:

·  eICT Business Process

·  San Diego County FRC Liaisons

 


 

Quality Assurance (QA) Impact

QA will cite the appropriate error when the regulations cited in the material have not been followed.

 

Manager Approval

SILVIA MELENA, Assistant Deputy Director

Self-Sufficiency Programs

Strategic Planning & Operational Support

 

Manager Contact

CalWORKs Program

 

RP