Shared Cases

Created on: 
Nov 20 2017

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

What is a shared case?

A case shared between at least two of the following offices:

  • Community Service Division (CSD)
  • Home and Community Services (HCS) 
  • Developmental Disability Administration (DDA)/Long Term Care Specialty Unit (LTC) 017
  • Health Care Authority (HCA) - Medical Eligibility Determination Services (MEDS) 076

For more information about shared cases see Apple Health eligibility manual - Overview - Long-term Services and Supports chart.

 When are cases shared?

ACES links Assistance Units (AUs) together into a shared case when multiple AUs contain clients in common.

A case becomes shared when one office has an AU that is active or pending and another office screens in an application for assistance for a member of the existing AU.

Some cases are shared on a short term basis and other cases are shared on a long term basis.  A case may be shared until:

  • One office transfers the case to the other office
  • One office terminates assistance for the common member(s) 
  • AUTO transfers the AUs to the other office

 When are shared cases AUTO transferred?

During nightly batch AUTO transfers Assistance Units (AUs) to the correct office corresponding to the type of AU and the Head of Household's (HOH) geographical region and CSO of residence.

Here are some examples:

  • A CSC or CSO user screens in a new medical-only AU(s). The AU(s) transfers to the CSC corresponding with the client’s geographical region.
  • A CSC user screens in a medical and an associated non-medical program. The AU(s) auto transfers to the head of household’s (HOH’s) CSO of residence.
  • A CSC user adds a non-medical program to an existing medical-only AU assigned to a CSC. The AU(s) auto transfers to the HOH’s CSO of residence.
  • A CSO user adds a non-medical program to an existing medical-only AU assigned to a CSC. The AU(s) transfers to the HOH’s CSO of residence.

See the Apple Health eligibility manual - Overview - Long-term Services and Supports chart for more information.

NOTE: Workers must manually transfer AUs if a non-medical program is reinstated and there is an existing medical only AU.

 When are shared cases NOT AUTO transferred?

Shared cases are NOT AUTO transferred if the user marks the Auto Reassign Override button on the AU Details page in ACES 3G.

 What alerts are generated on shared cases?

 Some examples of alerts on shared cases are: 

Alert 404 – ANOTHER CSO UPDATED SHARED AU

  • This alert generates when a shared case is updated, unless the worker taking the action is a Customer Service Center (CSC) worker.   

Alert 405 – CSO USER UPDATED BHP PLUS AU

  • This alert generates to the MEDS user of record when a BHP Plus AU is updated by a worker, unless the worker taking the action is a Customer Service Center (CSC) worker.   

 

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