Scheduling

Created on: 
Aug 11 2017

Daily Schedule

Created on: 
Nov 08 2019

Mainframe Processing

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

Who can update a Daily Schedule?

Users can only update their own schedules. Supervisors and lead workers depending on their security level have the ability to update the schedule for individuals in their unit.

Why would I schedule a recurring appointment?

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 your time slots allows the user to control the date and times AUTO schedules review appointments. This also allows users to make review appointment timeframes fit their personal schedule.

NOTE: Users have the ability to block times or set recurring appointments for up to 12 weeks. See How do I schedule a recurring appointment? 

Mainframe Processing

How do I inquire on a Daily Schedule?

To view a users daily schedule for a specific date or number of dates, take the following steps:

1. From the WMEN, enter Option [C] – Scheduling,  <TRANSMIT> and the CMEN screen displays.

2. On the CMEN screen, take the following steps:

  • Enter Option [A] Inquire Daily Schedule on the Selection field.
  • Sched Date field - Enter the [date]  
  • User ID field - Enter the [user ID]  
  •  <TRANSMIT> and the SCHD screen displays with the following information:

Message 0209 - NO APPOINTMENTS SCHEDULED FOR THIS DAY displays if no appointments are scheduled for entered date and User ID. All scheduled appointments and other appointment types for that day display. An individual user’s schedule for a specific date displays in half-hour intervals beginning at 7:00 a.m. and ending at 3:30 p.m.

To see the appointment times from 4:00 pm to 7:30 pm, take the following steps:

  1. Press <F7> to return to the 7:00 a.m. – 3:30 p.m. screen.
  2. Press <F13> to move forward one day or <F14> to move back one day at a time.
  • To view a Saturday date, enter the [specific date] from the CMEN screen.

How do I update a Daily Schedule?

To update a Daily Schedule take the following steps:

1. From the WMEN, enter Option C – Scheduling. <TRANSMIT> and the CMEN screen displays.

2. On the CMEN screen, take the following steps:

  • Enter Option [B] – Update Daily Schedule, in the Selection field.
  • Sched Date field - Enter the [date] in the Sched Date field.
  •  <TRANSMIT> and the SCHD screen displays.

3. On the SCHD screen, take the following steps:

  • Enter the [appointment type] in the Appt field. See <F1> help.
  • To extend the appointment time enter a [C] – Copy in each subsequent 30 minute time slot.

How do I schedule a recurring appointment?

To schedule a recurring appointment take the following steps:

1. From the WMEN, enter Option C – Scheduling, <TRANSMIT> and the CMEN screen displays.

2. On the CMEN screen, take the following steps:

  • Enter Option [B] – Update Daily Schedule, in the Selection field.
  • Sched Date field - Enter the [date].
  • <TRANSMIT> and the SCHD displays.

3. On the SCHD screen update the following fields:

  • S – Select field - Enter [R] – Recurring.
  • Enter a [C] – Copy in each subsequent 30 minute time slot to indicate how long the recurring appointment will last.
  • Appt field - Enter the [appointment type].
  • Only ADM, PAP, PER, OT, STF, EXP, LUN,WF and SCR can be used for appointment type.
  • <TRANSMIT> and the SCHR displays.

4. On the SCHR screen, take the following steps:

  • Appt Freq field - Enter the [appropriate code]. See <F1> Help.
  • Appt Remark field - Enter [any helpful remarks].
  • <TRANSMIT> and one of the following message displays:
    • Edit Message 1790 – RESUMING (PF4) WILL UPDATE THE SCHEDULE; BYPASSING ANY CONFLICTS.
    • If there is no scheduling conflicts press <F4> to update or press <F3> to cancel and return to the SCHD screen and make any necessary changes.

How do I delete recurring appointments?

Recurring appointment times must be deleted individually day by day. To delete recurring appointments take the following steps:

1. On the WMEN screen, enter Option [C]Scheduling, <TRANSMIT> and the CMEN screen displays.

2. On the CMEN screen, take the following steps:

  • In the Selection field - Enter [B] – Update Daily Schedule.
  • In the Sched Date field - Enter [the date].
  • <TRANSMIT> and the SCHD displays.

3. On the SCHD screen, take the following steps:

  • Place the cursor in the Appt field at the beginning of the time slot to be deleted and remove the data. This must be done for the fields that contain C (copy) as well.
  • <TRANSMIT> returns to CMEN.

 

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

Scheduling Intake Application Appointments

Created on: 
Nov 08 2019

Online processing

Mainframe processing

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

What are the intake scheduling options?

Intake appointments can be scheduled:

  • with a specific date and time slot, or
  • within a block of time.
    • Expedited food appointments can be scheduled within a block of time by the 7th calendar day after the date of application. 
    • All other non-expedited appointments can be scheduled within a block of time by the 15th calendar day after the date of application.
Note: When scheduling an appointment for a non-food program the same day an appointment was already scheduled for the same Head of Hold on a related pending food AU, the system prevents change the appointment already scheduled for the food AU.

Online Processing

How do I schedule an intake appointment during screening?

To schedule an appointment during screening, see Screening - How do I schedule an appointment during screening?

How do I schedule a date and time specific intake appointment?

To schedule a date and time specific intake appointment, see Screening - How do I schedule an appointment during screening?

How do I schedule a block of time intake appointment?

To schedule a block of time intake appointment, see Screening - How do I schedule an appointment during screening?

Mainframe Processing

How do I schedule or reschedule a date and time specific intake appointment?

To schedule or reschedule an appointment (doesn't matter if it's specific or pool), take the following steps:

  1.  From the AMEN screen, complete the following fields:
  • Selection field - Enter [Y] – Reschedule Appointments.
  • AU ID field - Enter the [AU ID].
  1.  <TRANSMIT> and the MISC screen displays.
  2.  On the MISC screen complete the following fields in the Sched Interview section:
  • User field - Enter the [User ID (if needed)] of the person who is scheduled to complete the interview.
  • Appt Date field - Enter the [appointment date].
  • Appt Type field - Enter the [appointment type].
  • Appt Bgn Tm (HH:MM) field - Enter the [appointment start time].
  • (AM/PM) field - Enter [AM] or [PM].
  • Appt End Tm (HH:MM) field - Enter the [appointment end time].
  • (AM/PM) field – Enter [AM] or [PM].
  • L Name/Appt Remarks field - Enter the [client’s last name and appropriate remarks].

Edit 0207 - SCHEDULE NOT ALLOWED FOR SUNDAY OR HOLIDAY DATE displays when the appointment date entered is a Sunday or Holiday.

Edit 0463 - THERE IS ALREADY AN APPT SCHEDULED FOR THIS DATE/TIME, RESCHEDULE APPT displays if the appointment time that is being scheduled conflicts with something already scheduled for that same time slot.

Edit 2398 - APPOINTMENT DATE CANNOT BE MORE THAN 30 DAYS FROM APPLICATION DATE displays when an appointment date is entered for a pending food AU beyond the 30th day of application.

Edit 2399 - APPOINTMENT DATE CANNOT BE MORE THAN 60 DAYS FROM APPLICATION DATE displays if the 30th day of application has passed and an appointment is scheduled beyond the 60th day.

  1. <Transmit> to create the appointment and Edit 0019 - UPDATED COMPLETED SUCCESSFULLY displays.
NOTE: If you receive Edit 0463 - THERE IS ALREADY AN APPT SCHEDULED FOR THIS DATE/TIME, RESCHEDULE APPT, but you know there is no other appointment scheduled at that time, you may change the appointment by deleting all the fields and re-entering the new appointment information.

If an appointment is scheduled or rescheduled beyond the Standard of Promptness (SOP) date displayed on the PEND screen, the system generates [AS] – Appointment Scheduled Beyond the SOP in the Delay Reason Code field on the MISC screen and prevents the assistance unit (AU) from closing on the SOP date.  Scheduling an appointment date on one AU applies the same appointment to every related AU for that Head of Household, regardless of what CSO the AU is assigned to.

EXAMPLE: A Basic Food and Long-Term Care (LTC) application is received on 09/25/17. The SOP date on the PEND screen displays 10/25/17. Client’s appointment is rescheduled to 10/27/17. On 10/25/17 in overnight batch AUTO populates [AS] – Appointment Scheduled Beyond the SOP in the Delay Reason Code field on the MISC screen for both AUs.

Letter 011-01 (Interview Appointment for Applicant) is system generated.

Appointments changed prior to system generated Letter 013-01 (Office Appointment for ER) or 013-02 (Phone Appointment for ER), are sent with the updated appointment times and dates.

How do I schedule or reschedule a block of time intake appointment?

To schedule or reschedule a block of time appointment, take the following steps:

  1. From the AMEN screen, complete the following field:
  •  Selection Field Enter [Y] Reschedule Appointments.
  • AU ID field - Enter the [AU ID]
  1. <TRANSMIT> and the MISC screen displays.
  2.  On the MISC screen complete the following fields in the Sched Interview section:
  • Appt Date field - Enter the [appointment date].
  • L Name/Appt Remarks field - Enter the [client last name and appropriate remarks].

 Edit 0260 – THIS COMBINATION IS INVALID, VERIFY THAT INFO WAS ENTERED CORRECTLY  displays when the date entered is a Saturday, Sunday or Holiday. If this edit displays, re-enter a date that is not a Saturday, Sunday or Holiday.

  1. <Transmit> and Edit 0019 – UPDATED COMPLETED SUCCESSFULLY  displays.

How do I change an intake appointment from a date and time specific to a block of time intake appointment?

To change an appointment from a specific date and time to a block of time appointment take the following steps:

  1. From the AMEN screen, complete the following fields:
  • Selection field - Enter [Y] – Reschedule Appointments.
  • AU ID field - Enter the [AU ID].
  1. <TRANSMIT> and the MISC screen displays.
  2. On the MISC screen complete the following fields in the Sched Interview section:
  • User field - Delete the [User ID].
  • Appt Date field - Enter [the desired date].
  • Appt Bgn Tm (HH:MM) and AM/PM fields - Delete the [time].
  • Appt End Tm (HH:MM) and AM/PM field - Delete the [time].
  1. <TRANSMIT> and the Sched Interview field displays: INTAKE APPOINTMENT POOL

Edit 0019 – UPDATE COMPLETED SUCCESSFULLY displays.

How do I change an intake appointment from a block of time to a date and time specific intake appointment?

To change an appointment from a block of time to a date and time specific appointment take the following steps:

  1. From the AMEN screen, complete the following fields:
  • Selection field - Enter [Y] – Reschedule Appointments.
  • AU ID field - Enter the [AU ID].
  1.  <TRANSMIT> and the MISC screen displays.
  2. On the MISC screen complete the following fields in the Sched Interview section:
  • User field - Enter a [User ID (if needed)].
  • Appt Date field - Enter [the desired date].
  • Appt Bgn Tm (HH:MM) field - Enter [the begin****time].
  • (AM/PM) field – Enter [AM] or [PM].
  • Appt End Tm (HH:MM) field - Enter [the end**** time].
  • (AM/PM) field – Enter [AM] or [PM].
  1.  <TRANSMIT> and Edit 0019 – UPDATE COMPLETED SUCCESSFULLY  displays.

 

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

Scheduling Recertification/Review Appointments

Created on: 
Nov 08 2019

Online Processing

Mainframe Processing

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

What is the weekly scheduling method for recertification/review appointments?

The weekly block of time scheduling method is an alternative to the date/time specific scheduling method. Recertification/eligibility review appointments are scheduled for a weekly block of time within a 3-week period anytime between the hours listed on the CSOs scheduling parameters (SPAR screen) rather than specific time slots.

How does ACES auto-schedule appointments?

ACES tentatively auto-schedules appointments the last three working days of the month prior to the month in which the review is due, then skips the first three work days of the month in which the review is due and then continues to schedule appointments for approximately 12 more working days.

ACES tentatively schedules review appointments in time slots that have not been filled with appointments or blocked for other reasons.

Example:  Review due October 2017, ACES schedules appointments beginning September 27-29, 2017.  No appointments are scheduled for October 1st, 2nd, and 3rd, 2017 of the month in which the review is due.  Remaining appointments are scheduled from October 5th through the 20th.  The day after the appointment is tentatively scheduled; user receive Alert 219 - ER / RECERT TENTATIVELY SCHEDULED FOR AU, CHECK SCHD STATUS

Users have from the day the appointment is scheduled through the end of the day in which the appointment letters are sent to make changes to their schedule.  The date letters are mailed each month is on the ACES 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.

Interview times are half-hour or one-hour time segments that fall within the interview hours established by the CSO.  See Parameters - Other Parameters Submenu 1 to see your CSO appointment parameters.

How does ACES auto schedule weekly review appointments?

For Assistance Units (AUs) needing in person or telephone interviews, ACES divides the number of AUs into three equal groups. The system schedules the weekly appointments as follows:

  • Week 1 starts the first business day after ACES deadline/monthly issuance. For more information on monthly issuance, See ACES Production Calendar.
  • Week 2 starts the first business day following Week 1.
  • Week 3 starts the first business day following Week 2.

Reviews Due In:

Week 1

Group 1

Week 2

Group 2

Week 3

Group 3

June 2016

May 23, 2016 –

May 27, 2016

May 30, 2016 –

June 3, 2016

June 6, 2016 –

June 10, 2016

November  2016

October 24, 2016 -

October 28, 2016

October 31, 2016 –

November 4, 2016

November 7, 2016 –

November 11, 2016

January 2017

December 27, 2016 –

December 30, 2016

January 3, 2017 –

January 6, 2017

January 9, 2017 –

January 13, 2017

The weekly block of time is Monday through Friday 8am-2pm.

ACES sends Letter 013-03 (Weekly Appointment for Eligibility Review) with an Eligibility Review 14-078X attached to the letter. The date the letters are mailed each month is on the ACES Production Calendar.

The Letter 013-03 displays the first business day of the week and the last business day of the week as the date the client is scheduled for their recertification/review.
NOTE: If a Holiday falls on Monday, the first business day of the week would be Tuesday. If a Holiday falls on Friday, the last business day of the week would be Thursday.

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.

When are recertification / review appointments not auto scheduled?

When there are not enough available time slots, ACES generates Alert 210 – ER / RECERT NOT AUTO SCHEDULED-SCHEDULE IS FULL. Users must schedule these appointments manually.

Online Processing

How can I tell if a client has a weekly review appointment scheduled?

This option is not available in online processing, see  Mainframe Processing - How can I tell if a client has a weekly review appointment scheduled?

This information can also be found by reviewing the Letter 013-03 (Weekly Appointment for Eligibility Review) on the Letters page in ACES.online

Mainframe Processing

How can I tell if a client has a weekly review appointment scheduled?

Once an assistance unit is auto-scheduled a weekly review appointment, the MISC screen displays the following in the Sched Interview section:

  • Appt Date field - Displays the last business day of the week.
  • Appt Type field - Defaults to [REV] – Review.
  • L Name/Appt Remarks field - Displays [REDET AUTO SCHEDULED ON XX/XX/XX].

How do I make changes to auto scheduled weekly review appointments?

A weekly block of time scheduled appointment can be manually changed to a date/time specific appointment. For more information, see How do I manually schedule walk-in/phone Recertification/Review Appointment?

How do I manually schedule a walk-in/phone Recertification/Review Appointment?

To change an appointment from a block of time to date and time specific appointment take the following steps:

  1. From the AMEN screen, complete the following fields:
  • Selection field - Enter [Y] – Rescheduled Appointments.
  •  ID field - Enter the [AU ID].
  1. <TRANSMIT> and the MISC screen displays.
  2. On the MISC screen in the Sched Interview section, complete the following:
  • User field - Enter a [User ID (if needed)].
  • Appt Date field - Enter [the desired date].
  • Appt Type field - Enter the [AU Interview Type Code].
  • Appt Bgn Tm (HH:MM) field - Enter the [begin time].
  • (AM/PM) field – Enter [am] or [pm].
  • Appt End Tm (HH:MM) field - Enter the [appointment end time].
  • (AM/PM) field – Enter [am] or [pm].  
  1. <TRANSMIT> and Edit 0019 – UPDATE COMPLETED SUCCESSFULLY displays.

Appointments changed prior to system generated Letter 013-01 (Office Appointment for ER) or 013-02 (Phone Appointment for ER), are sent with the updated appointment times and dates with an Eligibility Review form enclosed.

How do I block my schedule to prevent auto scheduled review appointments?

To block a schedule to prevent auto scheduled review appointments use the following steps:

1. From the WMEN, enter Option C – Scheduling.

  •  <TRANSMIT> and the CMEN screen displays.

2. On the CMEN screen:

  • Enter Option [B] – Update Daily Schedule, in the Selection field and update the following:.
  • Sched Date field - Enter the [date] in the Sched Date field.
  •  <TRANSMIT> and the SCHD screen displays.

3. On the SCHD screen:

  • Enter the [appointment type] in the Appt field. See <F1> help.
  • To extend the appointment time enter a [C] – Copy in each subsequent 30 minute time slot.
Note: Users must block their schedules before the first work day of the month prior to the month in which reviews are due. This prevents the system from scheduling review appointments in unwanted time slots.

Blocking appointment time slots allows the user to control the date and times that AUTO schedules tentative review appointments on their daily schedule.

 

See ACES Screens and Online Pages for an example of pages or screens used in this chapter.

Weekly Scheduling Recertification/Review Appointments

Created on: 
Nov 08 2019

Mainframe Processing

See ACES Screens and Online Pages for an example of pages or screens used in this Chapter.

What is the weekly scheduling method for recertification/review appointments?

The weekly block of time scheduling method is an alternative to the date/time specific scheduling method.

The recertification/eligibility review appointments are scheduled for a weekly block of time within a 3-week period anytime between the hours listed on the CSOs scheduling parameters (SPAR screen) rather than specific time slots.

How does ACES auto schedule weekly review appointments?

For Assistance Units (AUs) needing face-to-face or telephone interviews, ACES divides the number of AUs due reviews into three equal groups.

The system schedules the first group of AUs due for Week 1 appointments, the second group of AUs due for Week 2 appointments, and the third group of AUs due for Week 3 appointments:

  • Week 1 starts the first business day after ACES deadline/monthly issuance. See ACES Production Calendar.
  • Week 2 starts the first business day following Week 1. 
  • Week 3 starts the first business day following Week 2.

ACES schedules the first group of AUs due for Week 1 appointments, the second group of AUs due for Week 2 appointments and the third group of AUs due for Week 3 appointments.

Reviews Due In:

Week 1

Group 1

Week 2

Group 2

Week 3

Group 3

August 2017

July 24, 2017 -

July 28, 2017

July 31, 2017 -

August 4, 2017

August 7, 2017 -

August 11, 2017

September 2017

August 28, 2017 -

September 1, 2017

September 5, 2017 -

September 8, 2017

September 11, 2017 -

September 15, 2017

February 2018

January 29, 2018 -

February 2, 2018

February 5, 2018 -

February 9, 2018

February 12, 2017 -

February 16, 2017

The weekly block of time includes Monday through Friday and includes the hours listed on the CSOs scheduling parameters (SPAR screen).

ACES sends Letter 013-03 (Weekly Appointment for Eligibility Review) with an Eligibility Review 14-078X attached to the letter. The date the letters are mailed each month is titled ER Appt Tentatively Schedule on the ACES Production Calendar.

Letter 013-03 displays the first business day of the week and the last business day of the week as the date the client is scheduled for their recertification/review.

NOTE: If a Holiday falls on Monday, the first business day of the week would be Tuesday. If a Holiday falls on Friday, the last business day of the week would be Thursday.

When are recertification / review appointments not auto scheduled?

When there are not enough available time slots, ACES generates Alert 210 - ER / RECERT NOT AUTO SCHEDULED-SCHEDULE IS FULL. Users must schedule these appointment manually.

Mainframe Processing

How can I tell if a client has a weekly review appointment scheduled?

Once an Assistance Unit is scheduled a weekly review appointment, the MISC screen displays the following:

  • Appt Type field - defaults to REV – Review.
  • Appt Date field - displays the last business day of the week that they are scheduled for.
  • APPT Bgn Tm (Appointment Begin Time) and APPT End Tm (Appointment End Time) fields - does not populate and is not required for this type of appointment.

How do I make changes to auto scheduled weekly review appointments?

A weekly block of time scheduled appointment can be manually changed to a date/time specific appointment. See Scheduling Intake Application Appointments - How do I schedule or reschedule a date and time specific intake appointment?

An individual week(s) can also be changed.

How do I manually schedule a walk-in/phone Recertification/Review Appointment?

To change an appointment from a block of time to date and time specific appointment take the following steps:

  1. From the AMEN screen, complete the following fields:
  • Selection field - Enter [Y] – Rescheduled Appointments.
  •  ID field - Enter the [AU ID].
  1. <TRANSMIT> and the MISC screen displays.
  2. On the MISC screen in the Sched Interview section, complete the following:
  • User field - Enter a [User ID (if needed)].
  • Appt Date field - Enter [the desired date].
  • Appt Type field - Enter the [AU Interview Type Code].
  • Appt Bgn Tm (HH:MM) field - Enter the [begin time].
  • (AM/PM) field – Enter [am] or [pm].
  • Appt End Tm (HH:MM) field - Enter the [appointment end time].
  • (AM/PM) field – Enter [am] or [pm].  
  1. <TRANSMIT> and Edit 0019 – UPDATE COMPLETED SUCCESSFULLY displays.

Appointments changed prior to system generated Letter 013-01 (Office Appointment for ER) or 013-02 (Phone Appointment for ER), are sent with the updated appointment times and dates with an Eligibility Review form enclosed.

 

See ACES Screens and Online Pages for an example of pages or screens used in this Chapter.