63-276     Benefits CalWIN

 

Table of Contents

Section

 Overview of Benefits CalWIN

276.1

Roles Related to Electronic Forms Submission Process

276.2

Role of the FRC Office Assistant

276.3

Role of the FRC Human Services Specialist

276.4

Role of the FRC Supervising Human Service Specialist

276.5

Establishing the Date of Receipt

276.6

Electronic Signature

276.7

Tracking Electronic Semi-Annual Reports Received

276.8

 

63- 276.1
Overview of Benefits CalWIN

Benefits CalWIN (BCW) is a web-based application designed to allow applicants to screen for eligibility and apply for CalFresh and Medi-Cal benefits on-line.  It also allows Non-assistance CalFresh (NACF) recipients the option to submit their Semi-Annual Report (SAR 7), recertification, and associated verifications electronically to the County for processing.

Forms and verifications submitted will be transmitted from BCW directly into CalWIN and accessed through the Interface Activities function button. 

 

63- 276.2
Roles Related to the Electronic Forms Submission Process

The following is an overview of the roles and responsibilities for accessing Semi-Annual Reports submitted via BCW. 

Role

Responsibility

Family Resource Center (FRC) Office Assistant

Retrieve, print, and image Semi-Annual Reports and associated verification(s) received electronically via BCW for FRC assigned caseloads.

FRC Human Services Specialist

Process Semi-Annual Reports according to currently established policies and procedures.

FRC Supervising Human Services Specialist

Ensure Performance Standards are met by monitoring and tracking Semi-Annual Report processing timeframes.

.

 

63- 276.3
Role of the FRC Office Assistant (OA)

Designated FRC OAs will follow procedures detailed in How To #167 to retrieve and assign electronic NACF Semi-Annual Reports and associated verifications(s) from BCW and resolve case level alerts in CalWIN on a daily basis.

 

63- 276.4
Role of the FRC Human Services Specialist (HSS)

The FRC HSS is responsible for processing electronic Semi-Annual Reports following currently established policies and procedures with the exceptions noted below: 

The Maintain Periodic Report Details window has been updated to include a new selection in the Method field and a Document/Images button.  When processing a SAR 7 received via BCW, the HSS will select the method Benefits CalWIN.  The HSS may click on the Document/Images button to view the SAR 7 and any verification(s) submitted via BCW.

Note: The case comment should include the fact that the SAR 7 was received via BCW.

 

63- 276.5
Role of the FRC Supervising Human Services Specialist (SHSS)

The FRC SHSS is responsible for ensuring that all electronic Semi-Annual Reports are processed timely.  SHSS actions include, but are not limited to:

·         Making assignments to HSS’s in the task group;

·         Conducting Supervisory Case Reviews; and

·         Ensuring that all performance standards are met.

 

63- 276.6
Establishing the Date of Receipt

The date of receipt for Semi-Annual Reports will be established using the following guidelines:

 

If the form is submitted…

Then the date of receipt will be the…

By 5:00 PM on a business day

Date that the form is submitted electronically to the County.

Example: SAR 7 was submitted on 03/10/2011 at 4:30 pm.

Date of receipt will be 03/10/2011.

After 5:00 PM on a business day

Next business day from the date that the form was submitted electronically to the County.

Example: Form was submitted on 03/10/2011 at 6:30 pm.

Date of receipt will be 03/11/2011.

On a non-business day

The next business day from the date that the form was submitted electronically to the County.

Example:  Form was submitted on Saturday 03/12/2011 at 11:00 am. 

Date of application will be Monday 03/14/2011.

o   If Monday is a County holiday, then date of application will be Tuesday 03/15/2011.

 

63- 276.7
Electronic Signature

An electronic signature is considered an official signature of the signatory and confirms the recipient:

·         Understands that an electronic signature is being used;

·         Consents to the use of an electronic signature; and

·         Intends to have the signature serve with the same force and effect as a written signature.

SAR 7’s that are submitted via BCW will include an electronic signature in typed format.

 

63- 276.8
Tracking Electronic Semi-Annual Reports Received

To ensure that Performance Standards are met, the FRC SHSS will utilize the following reports from CalWIN Management Reports to monitor processing timelines:

Name

Description

BCW SAR 7 Alert Report

Daily listing of cases with a BCW SAR 7 alert

BCW SAR 7 Summary Report

Summary listing of cases where a SAR 7 was received via BCW

.