Interview

Created on: 
Nov 04 2019

Online Processing

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

What is Interview?

Interview is the process of gathering data about a client and their household when a new application is submitted.

Online Processing

How do I access Interview?

Interview can be accessed in different ways from within ACES.online.

From the Welcome Back page:

  1. Select Client from the Select a Type of ID drop down box.
  2. Enter the [Client ID] in the Enter an ID field.
  3. Select Case Actions from the Select a Page drop down box.
  4. Click Go.
  5. Click the Start Interview link in the Pending Applications section on the Case Actions page.

From the Welcome Back page:

  1. Select Assistance Unit from the Select a Type of ID drop down box.
  2. Enter the [Assistance Unit ID] in the Enter an ID field.
  3. Select Case Actions from the Select a Page drop down box.
  4. Click Go.
  5. Click the Start Interview link in the Pending Applications section on the Case Actions page.

From the Client >> Summary page:

  1. Select Case Maintenance on the ACES Access toolbar.
  2. Click Case Actions.
  3. Click the Start Interview link in the Pending Applications section on the Case Actions page.

From the Assistance Unit >> Summary page:

  1. Select Case Maintenance on the ACES Access toolbar.
  2. Click Case Actions.
  3. Click the Start Interview link in the Pending Applications section on the Case Actions page.

After screening a new Assistance Unit, select the Interview button from the Commit Status page.

Client data is entered into ACES for the ongoing month using Start Interview for a new application or when an existing client applies for a type of assistance they are not currently receiving.

Data entered through the Start Interview option is copied back to all months in the application period unless a client is active in another Assistance Unit. In this situation, all information for that client must be entered in each of the application months, see Process Application Month, How do I complete Process Application Months?

It is important to check alerts prior to starting an interview with the client as some alerts provide information that may change eligibility factors. For more information, see Alerts.

How do I initiate and complete an intake interview?

To initiate and complete an interview take the following steps:

  1. Go to the Case Actions page. See Case Actions (ACES 3G), How do I access the Case Actions page in ACES 3G?
  2. Click the Start Interview link in the Pending Applications section.
  3. Check Begin Intake on the Pending Applications page to initiate the interview on all the pending Assistance Units (AUs).
  • To initiate the interview on a specific AU, check the Begin Intake box for that specific AU only.
  1. Continue through the interview process by using the Navigation tree. For more information on navigating, see Navigation, How do I navigate in ACES 3G?
  2. When all interview questions are complete, click Review on the Navigation tree.
  3. If there are no errors on the Review summary, click Eligibility on the Navigation tree.
  4. On the Eligibility summary page, a Details link displays to the right of any AU that is currently active.  Click the Details link.
  5. Review the Eligibility Details for each AU.  If all looks correct, click Confirm Benefits.
  6. Click Commit Changes on the Eligibility summary page.

How are verification and valid value codes used?

To complete an interview, eligibility factors must be verified. Select the valid value from the Verification drop down box located to the right of the eligibility factor that is being verified.

Some valid values, such as Federally Verified (FV) for Social Security number verification and Bendex (BX) for Social Security amount verification, are system generated. Workers are not allowed to enter a system generated code for the verification valid value.

NOTE: Certain valid values may have a negative impact on eligibility.

For example: 

  • Client Statement (CS)
  • Failed (FA)
  • Refused (RE)

Some valid values, such as Collateral Contact (CC) and Other (OT), may require the worker to give more details on how the eligibility factor was verified. The worker should document the details of the verification on the Remarks page. For more information, see Narrative/Remarks, How do I enter a remark in ACES 3G?

How does ACES 3G determine the screen flow during an interview?

The screen flow depends on the type of information received from the applicant during the interview process.

Navigate to a specific page by doing one of the following:

  • Clicking the desired page on the Navigation tree.
  • Clicking Next Topic on the top left of the ACES 3G window.
  • Typing Alt+right arrow.
  • Right clicking anywhere in the ACES 3G window and clicking Next Topic 

How do I print an Interactive Interview Declaration (IID)?

Letter 001-02 (Interactive Interview Declaration) or IID can be printed when the client has not completed and signed a pre-printed application form or eligibility review.  See Letters, How do I print an Interactive Interview Declaration (IID)?

 

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