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Scheduling

Revised October 28, 2007

Purpose:

Appointment Not Auto Scheduled Appointment Scheduled Before Letter 0013 Is Sent Automated Scheduling Change Schedule Appointment Date / Time Daily Schedule Inquire on Daily Schedule Update Daily Schedule Rescheduling Appointments Scheduling Appointments Delete Recurring Appointments Inquire on the Unit Schedule Summary Reschedule an Appointment for a Client Schedule an Eligibility Review / Recertification Appointment for a Client Schedule a New Appointment for a Client Schedule a Recurring Appointment Screens Associated With Scheduling Tentatively Scheduled Appointments User's Schedule

Appointment Not Auto Scheduled If all appointments cannot be auto-scheduled for the month because there are not enough available time slots the user gets Alert 210, ER / Recert Not Auto Scheduled – Schedule is Full. Users need to schedule these cases manually. If an appointment is scheduled before the appointment letters are sent out AUTO will send letter 013-01, Office Appointment for ER, or letter 013-02, Phone Appointment for ER, with an Eligibility Review form enclosed.

Appointment Scheduled Before Letter 0013 Is Sent Alert 051, ER / Recert Letter Will be Sent Tonight, is generated for any case scheduled for a review / recertification appointment through the end of the day before the letters are mailed. The morning of the day on which appointment letters will be mailed from Olympia the user receives an Alert 051 on their schedule. This alert is a reminder that tentative appointments are scheduled and letters will be mailed that night in batch. Clients are mailed letter 0013-01,  Office Appointment for ER, along with an DSHS 14 - 078(X), Eligibility Review form. The same day appointment letter 0013-01 is mailed, ACES sends letter 0013-02, Notice of Mail-In Redetermination, with an DSHS 14 - 078(X), Eligibility Review form to those clients with APPOINTMENT TYPE M - mail, on the (MISC). Only medical cases have appointment type M - Mail. All cash and or food assistance cases have appointment type REV, Review or TRV, Telephone Review. After the appointment has been auto-scheduled and an appointment letter sent, the appointment information displays on the (MISC) is how ACES tracks the remainder of the review process, such as missed appointment or termination letter.

Automated Scheduling ACES supports the scheduling of interview appointments and auto-scheduling of recertifications. The scheduling function is an electronic calendar that assists users in these functions. On the first working day of the month prior to the month in which the eligibility review / recertification is due ACES tentatively schedules recertification appointments.

EXAMPLE On the first working day in October, ACES tentatively schedules appointments for recertifications due in November. The first month benefits are affected if the review is not complete is December.

ACES schedules appointments as follows: Beginning the last three working days of the month prior to the month in which the review is due, then; Skips the first three working days of the month in which the review is due, and schedules appointments for approximately the next 12 working days. Interview times are either half-hour or one-hour time segments that fall within the interview hours established by the CSO.  See Parameters – Other Parameters 1 (FCMN). Users need to block their schedules prior to the first working day of the month prior to the month in which reviews are due to prevent the system from scheduling appointments in unwanted time slots.

Change Schedule Appointment Date / Time If the tentatively scheduled appointment time and/or date must be changed, users can make necessary changes prior to the AUTO SCHEDULED ELIG REVIEW NOTICE date listed on the ACES Production Schedule calendar or the due date of the alert. Appointments changed PRIOR to the letter 013, Appointment for ER, being mailed from ACES, will be sent with the updated appointment times and dates.

Daily Schedule Inquire on Daily Schedule To view your schedule or another user's daily schedule for a particular date or number of dates: Enter Option [C] – Scheduling in the SELECTION field on the (WMEN).  <TRANSMIT> and the (CMEN) screen displays. Enter Option [A] – Inquire Daily Schedule in the Selection field on the (CMEN). Enter the [date] in the Sched Date field. Enter the [user ID] in the User ID field.

NOTE: When you are viewing your own daily schedule, you do not need to type your user ID.

<TRANSMIT> and the ( SCHD) screen displays. On the ( SCHD) INQUIRY displays in the upper left corner, the USER ID and DATE display in the upper right corner of the screen. All scheduled appointments and other appointment types for that day display. The ( SCHD) displays an individual user's schedule for a specific date in half-hour intervals beginning at 7:00 a.m. and ending at 3:30 p.m. <TRANSMIT> to see the appointment times from 4:00 p.m. to 5:30 p.m. Press <F7> to return to the 7:00 a.m. - 3:30 p.m. screen. Function key <F13> and <F14> can be used to view other days on the user's schedule. <F13> moves ahead one day at a time. <F14> moves back one day at a time, not including weekend days. To view a Saturday date, enter the [specific date] on the ( CMEN). To go to a specific date on the schedule, enter the [date you want to view] in the Date field in the upper right corner of the ( SCHD). To see more information on the case regarding the appointment, enter [I] – Inquiry - in the S (select) field. <TRANSMIT> and the ( STAT) displays. You can now inquire on the case the same as if the case was accessed through the ( AMEN). Press <F3> to return to the ( SCHD).

Update Daily Schedule Users can only update their own schedules and supervisors and lead workers have the ability to update the schedule for individuals in their unit, by taking the following steps:

NOTE: Do not use this process to schedule an appointment for a client. See Schedule a New Appointment for a Client.

Enter [C] - Scheduling in the Selection field on the (WMEN). <TRANSMIT> and the (CMEN) screen displays. Enter Option [B] – Update Daily Schedule in the Selection field on the (CMEN). Enter the [date] in the Sched Date field. <TRANSMIT> and the (SCHD) screen displays. On the (SCHD), UPDATE displays in the upper left corner, the USER ID and DATE display in the upper right corner of the screen. On(SCHD) in UPDATE mode only the following appointment type codes can be entered: ADM = Administrative EXP = Expedited LUNCH = Lunch OT = Other PAP = Paperwork PER = Personal SCR = Screening STF = Staff Meeting VAC = Vacation WF = Work First Enter [C] - copy - (See <F2> Help) in each subsequent 30 minute time slot to define how long that appointment will last. To delete any of these appointments from the schedule move the cursor to the beginning of the field you want to delete and press the <END> key to delete all of the information in that field. To update the schedule for another day enter the date in the Date field in the upper right corner of the screen or use <F13> or <F14> to move forward or back one day at time.

NOTE: This procedure cannot be used to update Saturday. To update the schedule for a Saturday go to the (CMEN) and use option [B] - Update Daily Schedule - and enter the Saturday date in the Date field.

TRANSMIT> to return to the (CMEN). Changes to client appointments or scheduling new appointments must be done from the (MISC) if the case has already been screened, or from the (SCDI) if screening a new application. These types of schedule changes and appointments cannot be done from the (CMEN).  See Schedule a New Appointment for a Client and Reschedule an Appointment for a Client.

Rescheduling Appointments If a review appointment needs to be rescheduled after the letter 0013, Appointment for ER, has been sent (approximately 12th to 15th of month), make the change using one of the following options:  Option Y - Reschedule Appointments on the (AMEN). Option B - Update on the (AMEN). See Schedule a New Appointment for a Client and Reschedule an Appointment for a Client.

NOTE: If (AMEN) Option [R] Interim / Historical Change is used to complete a reschedule, it is possible that the original appointment, as well as the new appointment, will remain on the user's schedule.

If the review is completed prior to the scheduled appointment, the user must be sure to delete the appointment on (MISC) by entering a [Y] in the Del field. If the appointment is not deleted, the client may be mailed a letter 026-01, Termination for No ER Interview, or 026-02, Termination for No Mail-In ER, the day after the appointment was scheduled.

Scheduling Appointments Depending on the user's level of security, client appointments for intake interviews, eligibility reviews/recertifications, and personal time can be scheduled in ACES. Recurring appointments can be scheduled up to twelve (12) weeks in advance. In addition, an appointment can be scheduled on Saturday by typing in the specific date on the (CMEN). Initial appointments are scheduled at the time a case is screened on the (SCDI). Approximately four weeks of the previous month's schedule is kept. After that the information is deleted and the error message DATE IS INVALID displays at the bottom of the screen when trying to access a date that has been deleted. The(CMEN) allows access to two inquiry selections and one update selection: Inquire daily schedule: displays an individual user's schedule for a specific date. Inquire unit schedule summary: displays the schedule for all of the users within a specified unit for a specific date. Update daily schedule: displays and permits update of an individual user's schedule for a specific date. DeleteRecurring Appointments To delete recurring appointments: Enter Option [C] - Scheduling in the Selection field on the (WMEN). <TRANSMIT> and the (CMEN) displays. To delete previously set Recurring Appointments, you must delete the appointment times individually day by day. Place the cursor in the Appt field at the beginning of the time slot to be deleted. You must also do this for the fields that contain "C" – Copy. Press the <END> or <DELETE> key to delete the appointment. <TRANSMIT> to return the (CMEN). Inquireon the Unit Schedule Summary To inquire on the unit schedule summary: Enter Option [C] - Scheduling in the Selection field on the (CMEN). <TRANSMIT> and the (CMEN) screen displays. Enter Option [C] – Inquire Unit Schedule Summary in the Selection field on the (CMEN). Enter the [date] in the Sched Date field. Enter the [CSO number] in the CSO field. Enter the [unit type] in the Unit Type field. Enter the [unit number] in the Unit Num field. <TRANSMIT> and the (SCHS) screen displays. On the (SCHD) INQUIRY displays in the upper left corner and the DATE displays in the upper right corner of the screen. At the top of the screen is a seven (7) digit number made up of the three (3) digit CSO number, the unit type, and the unit number, in a field called UNIT.

EXAMPLE If inquiring on the schedule for CSO 067, unit type 08, in unit number 01, the number displayed in the Unit field at the top of the (SCHD) screen would be 0670801.

Each user in the unit displays on the screen by User ID. If there are more than seven (7) users in the unit press <F15> to move one screen to the right, or <F16> to move one screen back to the left. Use <F13> or <F14> to move forward or back one day at time.

Reschedule an Appointment for a Client Initial appointments can be scheduled using the (SCDI) during screening. Client appointments must be added to the schedule or changed from the (MISC).

NOTE: An existing appointment can be rescheduled using Option [Y], Reschedule Appointments.

To reschedule an appointment: Enter Option [C] – Scheduling in the Selection field on the (WMEN). <TRANSMIT> and the (CMEN) screen displays. Wnter Option [B] - Update Daily Schedule in the Selection field on the (WMEN). Enter the [date] in the Sched Date field. <TRANSMIT> and the (SCHD) screen displays. On the (SCHD) UPDATE displays in the upper left corner The USER ID and DATE display in the upper right corner of the screen. Enter [U] in the S (select) field directly to the left of the appointment you want to update. <TRANSMIT> and the (MISC) displays. The User field, Appt Date field, Appt Type field, Appt Begin Time field, Appt End Time field, Next Review, and L Name / Appt Remarks field can be updated as needed. If the appointment time that is being selected conflicts with something already scheduled in that time slot, Edit Message 0463 - There is Already an Appt Scheduled for this Date / Time, Reschedule Appt - displays at the bottom of the screen. The Next Review field is used to indicate what kind of an appointment should be scheduled the next time a review is due. Changes to the Next Review field can only be made at the time a new application is being finalized or when a review is due and the user has initiated the review. Changes to Next Review field affect the next regularly scheduled eligibility / recertification. Valid values for this field are: M - Mail Review Type (which can only be used for medical) O - Office Review Type T - Telephone Review Type U - Unselected Review Type Once all the desired modifications have been made to the appointment information, an updated letter 013-01, Office Appointment for ER, or 013-02, Phone Appointment for ER, will be generated from state office. Letter 0013 sent from state office automatically inserts a DSHS 14 - 078(X), Eligibility Review form, however if the user prints the letter locally the user must enclose an Eligibility Review form. ACES will continue to track and take appropriate action including alert generation to user as long as the original appointment was scheduled in ACES and the scheduled appointment displays on the (MISC). <TRANSMIT> to return to the (SCHD). ACES will remove the original appointment schedule and record the rescheduled appointment in the available date and time on the user's schedule.

NOTE: The <F14> key does not work from this screen because you are already in the scheduling component of ACES.

To view the schedule press <F3> to return to the (SCHD). When the appointment information has been changed <TRANSMIT> and the (SCHD) displays for the date of the previous appointment. Use the function keys or enter the [date] in the Date field to check to see if the appointment was rescheduled on the date that you wanted. Press <F3> twice to return to the (CMEN).

Schedule an Eligibility Review / Recertification Appointment for a Client ACES automatically schedules eligibility review / recertification appointments for those AUs required to have an interview. Eligibility review / recertification appointments are tentatively scheduled in batch on the first working day of the month prior to the month that the review / recertification is due. The appointments display on the users schedule beginning on the second working day of the month. Tentatively scheduling appointments allows the user to change the auto schedule appointment time and date to met their personal schedule.  See Tentatively Scheduled Appointments and Scheduling Appointments. See  aces.online ACES Production Calendar and Important ACES Dates  ACES schedules review / recertification appointments as follows: Beginning the last three working days of the month prior to the month in which the review is due, then, Skips the first three working days of the month in which the review is due, then, Schedules the remainder of the appointments in the remainder of the month. On the second working day of the month the user will get Alert 219 , ER / Recert Tentatively Scheduled for AU, Check Schedule, for any appointment that was tentatively scheduled indicating the review appointment has been scheduled and reminding user to check their appointment schedule.  See Alerts Matrix. Alert 210 , ER / Recert Not Auto Scheduled – Schedule is Full, displays for any case that cannot be tentatively scheduled. These cases must be manually scheduled. If the AU is scheduled for an appointment before the appointment letters are sent the AU will be sent letter 013, Appointment for ER. If the appointment is put on the schedule after the date the letters are sent, the user must send the client a letter and manually track completion of the review. This is to ensure the review is completed timely and that all other letters go out as required if the review is not completed. On about the second Saturday of the month, letter 013-01,Office Appointment for ER, or letter 013-02,Telephone Appointment for ER, is mailed with a DSHS 14 - 078(X), Eligibility Review form. The date the letters are mailed each month varies. Schedule a New Appointment for a Client The (CMEN) cannot be used to schedule a new appointment for a client. The appointment must be scheduled from the (SCDI) when the case is screened or from (MISC) for an active case. To schedule a new appointment: Enter Option [A] – Assistance Unit / Client in the Selection field on the (WMEN). <TRANSMIT> and the (AMEN) displays. Enter Option [R], Interim / Hist Change in the Selection field on the (AMEN). Enter the [assistance unit ID] in the AU ID field. <TRANSMIT> and request the (MISC) on your case. On the (MISC) complete these fields as appropriate: User field Appt Date field Appt Type field Appt Begin Time field Appt End Time field Next Review field L Name / Appt Remarks field If the appointment time that is being selected conflicts with something already scheduled in that time slot, Edit Message 0463 - There is Already an Appt Scheduled for This Date / Time, Reschedule Appt - will display at the bottom of the screen. When all information has been entered <TRANSMIT>. Continue to <TRANSMIT> until the (AMEN) displays again. The schedule has been updated with the appointment. Schedule a Recurring Appointment Take the following steps to update a schedule with a recurring appointment: Enter Option [C] – Scheduling in the Selection field on the (WMEN). <TRANSMIT> and the (CMEN) screen displays. Enter Option [B] - Update Daily Schedule in the Selection field on the (CMEN). Enter [the date] in the Sched Date field. <TRANSMIT> and the (SCHD) screen displays. Enter the [appointment type valid value] (see <F1> Help) in the Appt field. If the recurring appointment will last more than 30 minutes enter [C] - copy - in each subsequent 30-minute time slot to indicate how long the recurring appointment will last. Enter [R] - recurring - in the S (select) field directly to the left of the time you want the recurring appointment to begin. <TRANSMIT> and the (SCHR) screen displays. Data in the APPT TYPE, START TIME, END TIME, START DATE and END DATE are all pre-filled. The date in the End Date field defaults to 12 weeks from the system date. This field is enterable and can be shortened but cannot be extended. There is a red ? question mark in the Appt Freq field. Enter the [appropriate valid value] in this field. (See <F1> Help) The Appt Remark field can be completed with any remarks you want on the schedule related to the appointment. When all information is complete <TRANSMIT>. Any conflicts that may be on the schedule for the specified time period (up to 39) display in the RECURRING APPOINTMENT CONFLICT SUMMARY section of the screen. The date, type, and time of the conflicting appointment displays and includes any holidays that may fall within that time period. The Edit Message 1790 – Resuming (PF4) Will Update the Schedule; Bypassing any Conflicts - displays at the bottom of the screen. If the scheduling conflict must be resolved before the recurring appointment is scheduled press <F3> to cancel back to the (SCHD) and make the necessary changes to the schedule. If there are no scheduling conflicts or if the conflicts do not need resolution press <F4> to by pass the conflicts, and update the schedule.

Screens Associated With Scheduling The (SCDI), Daily Schedule and (MISC), Assistance Unit Non-Financial Miscellaneous are specific screens on which the user actually schedules an interview appointment for a client. Scheduling screens are accessed via the (CMEN), Scheduling Submenu, and enables the user to view their personal schedule or another user's schedule, or update personal (non- AU / Client related) activities. Although client appointments are made on (SCDI) or (MISC) the user uses the (CMEN), Scheduling Submenu to access the (SCHD) Daily Schedule or (SCHS), Unit Schedule Summary screens. These screens enable the user to view their schedule or other time slots that maybe available on another user's schedule.

Tentatively Scheduled Appointments ACES tentatively schedules review appointments in available time slots that have not been filled with appointments or blocked for other reasons. ACES begins scheduling appointments the last three working days of the month prior to the month in which the review is due.

EXAMPLE Review due October, ACES schedules appointments beginning September 27 - 29. ACES does not schedule appointments during the first three working days of the month in which the review is due. After the first 3 working days, appointments are scheduled for approximately 12 working days in the month the review is due. The day after the appointment is tentatively scheduled users receive Alert 219 - ER / Recert Tentatively Scheduled for AU, Check Schd. Users have from the day the appointment is tentatively scheduled through the end of the day in which the appointment letters are sent to make changes to their schedule. The date letter are mailed each month is on the production calendar. Depending on the month, users have anywhere from 5 to 10 days from the day the appointments are tentatively scheduled to make changes to the schedule prior to the client's appointment letter being sent.

NOTE: Users can also look at the due date on the Alert 219 to see the last date to make changes to the tentative schedule.

User's Schedule A user has until the end of the day, on the first working day of the month, to update their schedule to prevent review appointments from being scheduled in specific time slots. Blocking appointment time slots allows the user to control the date and times, AUTO schedules tentative review appointments. This also allows users to make review appointment timeframes fit their personal schedule. Users have the ability to block times or set recurring appointments for up to 12 weeks.   See Schedule a Recurring Appointment. Users can only update their own schedule. Supervisors and lead workers have the ability to update the schedule for individuals in their unit.

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Modification Date: October 28, 2007

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