Revised October 28, 2015
DSHS Hearing Rules are found in chapter 388-02 WAC.
The following is a summary of general duties assigned to an Administrative Hearing Coordinator (AHC).
To find out the name of the Administrative Hearing Coordinator (AHC) in Community Services Division (CSD) regions / offices, please contact:
Danielle LeMier, Administrative Hearings Program Coordinator
Operations, Community Services Division
360-338-5210
Email: Danielle.LeMier@dshs.wa.gov
Clarifying Information:
The Community Services Office (CSO) Administrative Hearing Coordinator (AHC) is usually a Financial Services Coordinator (FSS) who has responsibility for the Administrative Hearing operations in the CSO.
The AHC acts as the liaison, in cases involving Administrative Hearings, between the CSO and
- The appellant
- The appellant's representative
- The Office of Administrative Hearings (OAH)
- The DSHS Board of Appeals (BOA)
- The Health Care Authority (HCA)
- The Community Services Division (CSD)
- The Office of the Assistant Attorney General (AAG)
- Children's Administration (CA)
- The Office of Fraud and Accountability (OFA)
- Other agencies or individuals involved in specific hearings.
The AHC must maintain the appearance of fairness in the Administrative Hearing process. The following guidelines apply:
- Communication with Administrative Law Judge (ALJ), department witnesses, appellants their witnesses and representatives must be on a professional level.
- Any communication between the AHC and an ALJ regarding a specific hearing must include the appellant and/or their representative. Private conversations with an ALJ about an administrative hearing (ex-parte communications) are strictly prohibited, unless it involves a safety issue. See RCW 34.05.455.
Administrative Hearing Coordinator (AHC) Responsibilities:
- Maintain in BarCode Administrative Hearing Control System (AHCS) the following specific information:
- Name and client ID of appellant;
- Date of request for hearing;
- Hearing Issue;
- Name of appellant representative, if any;
- Pre-Hearing meeting (PHM) activities, if any;
- Scheduled date of hearing;
- Continuances requested;
- Date and result of hearing decision; and
- Date of request for review and/ or reconsideration.
- Document hearing actions on ACES narrative;
- Determine eligibility for continued benefits under WAC 388-458-0040;
- Give notice to Office of Financial Recovery (OFR) to stop recovery when an administrative hearing about an overpayment has been requested;
- Represent the Department at the voluntary Pre-Hearing Meeting, Pre-Hearing Conference, and the Administrative Hearing;
- Contact the local Assistant Attorney General (AAG) when necessary to determine whether an AAG should be present at an administrative hearing.
- Contact the division program manager for Administrative Hearings when a local AAG is not available;
- Notify the OAH of any accommodation needed due to client Equal Access (EA) status;
- Notify the OAH if interpreter services are requested for Limited English Proficient (LEP) clients;
- Prepare the DSHS 09-354(X), Administrative Hearing Report or similar document as an attachment to exhibits (Administrative Hearing Packet);
- Provide copies of the Administrative Hearing Packet to all parties;
- Coordinate and conduct pre-hearing meeting or pre-hearing conference activities;
- Arrange for subpoenas to be issued by the AAG, when necessary;
- Distribute copies of hearing decisions as necessary to:
a) Supervisor/Social Service Supervisor.
b) Coordinate implementation of hearing decisions;
c) Prepare petition for review or request for Board of Appeals (BOA) reconsideration of initial decision or response to appellant petition as appropriate;
Exception: The department cannot request BOA reconsideration for Basic Food hearing decisions. See 7 CFR (q)(2).
17. Notify the Office of Fraud and Accountability (OFA) of any hearing requests on cases that have been referred for prosecution.