Screening

Created on: 
Nov 06 2019

Online Processing

Mainframe Processing

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

What is screening?

Screening is the first step in processing a new application, adding a person, adding a program or re-opening a closed or denied Assistance Unit.

What is a Request for Benefits (RFB)?

The information entered during screening is compiled on a RFB that can be printed for the client’s signature when required.

The RFB can be printed when the client has not completed and signed an Application for Cash or Food Assistance (Form 14-001) or completed an Online Services Application (OSA).

Online Processing

Where is screening completed?

Processes for Screening an Application, Add a Person, Add a Program and Re-Open reside in ACES.online.

What do I need to know before screening?

Before screening, determine if the client is known to the system by completing a Name Search or SSN Search from the Welcome Back page in ACES.online. For information on how to search by a name or Social Security Number, see:

NOTE: During screening ACES requires users to enter a client's first and last name. For mononymous clients (an individual who is known and addressed by a mononym, or "single name"), users need to determine how the client wants the names to display.

How can I ensure the correct program displays during screening?

Information selected on the Programs page in the Programs, Program Determination Criteria and Expedited Food Assistance Determination Criteria sections provides information that assists the system in recommending the appropriate program.

EXAMPLE: A household with no income or resources applies for Basic Food. In the Programs section, select Food Assistance. Answer the questions regarding the household’s income in the Expedited Food Assistance Determination Criteria section. As the household has no income or resources, the Finalize page displays the program as Food Assistance with the question Expedited Food Assistance? defaulted to Yes.

What happens during screening?

The system compares the name, date of birth and Social Security Number of an applying client against existing clients in the database and the Add Member - Client Matches page displays.

  • If the client is known to the system, select the correct client from the Primary Name matches section.
  • If the client is not known to the system, select Assign new Client ID in the No match found section.
NOTE: When matching clients in the Primary Name matches section, it is extremely important to verify the name, date of birth and social security number before matching to an existing client in the database. This process prevents two individuals from being assigned the same client ID or on individual receiving duplicate client IDs.

When a client has a previously closed or denied case and is applying for benefits the closed or denied Assistance Unit (AU) should be reopened instead of screening a new AU. Otherwise the system assigns a new AU number. For more information on re-opening an AU, see Re-Open.

The system begins tracking for Standard of Promptness (SOP) based on the date of application entered during screening. For additional information on SOP, see:

How do I print a Request for Benefits (RFB) during screening?

To print an RFB form, see Forms, How do I print a Request for Benefits (RFB)?

NOTE: The outdated Application for Benefits (AFB) Form has been replaced by Letter 001-02 (Interactive Interview Declaration) or IID.  The IID is a traditional ACES letter that appears in the Electronic Case Record (ECR) in Barcode indexed as RFB (Request for Benefits) with a SubType of IID.  The IID is also available in ACES Letter History.  See Letters, How do I print an Interactive Interview Declaration (IID)?

Mainframe Processing

What do I need to know before screening?

Before screening, determine if the client is known to the system by completing a name or Social Security Number (SSN) search in ACES Mainframe through Option [A] - Name Inquiry. For information on how to search by a name or SSN, see How do I inquire on a name or Social Security Number?

NOTE: During screening ACES requires users to enter a client's first and last name. For mononymous clients (an individual who is known and addressed by a mononym, or "single name"), users need to determine how the client wants the names to display.

 

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

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