W-2Review Tip of the Week

Issue: 06-17 Date: 07/24/06

FEP Monitoring: Part 1 – Paper File

Overview:

A FEP is a case manager – and by nature is responsible for “managing” the caseload to ensure it remains in compliance with policy and procedures as well as ensuring there is effective case management occurring. The focus of this three-part Tip of the Week is how a FEP can monitor his/her caseload.

Part 1 focuses on the paper file and what should be reviewed by the FEP. Next week, specific CARES elements are identified that should be monitored, and the final segment focuses utilizing on-line and WebI reports.

Paper/ECF File Informal Reviews

File reviews by FEPs should occur at the time of receipt of a new file, at the eligibility review appointment, and when a significant change occurs in the case such as an adult moving in the home.

All required forms must be signed and dated by both the participant (and other adult if two parent household) and an agency representative. For a detailed listing of forms, see the W-2 Forms desk aid under the Desk aid section at

Key things to look for:

  • The current EP is signed by participant and FEP. If it isn’t, it is documented that it was mailed and the FEP signature is on it.
  • The last application/review (CAF) is in the file, signed by participant and FEP. The CAF must be less than six months old.
  • Verification items from the last review are in the file including verification of assets, address, and income.
  • Permanent verification items such as photocopies of a driver license, birth certificate, marriage license, and social security cards are stamped with the words “FOR ADMINISTRATIVE USE ONLY”.
  • Signed and dated Participation Agreement Form. Both parents in a two-parent household must have signed the form.
  • Child Support Notice of Assignment and Notice of Good Cause forms are signed (if there is an NCP attached to the case).
  • BST Agreement form – signed by the participant and FEP. If it was declined, it should still be signed. If the participant failed to attend the BST appointment twice and it was coded as declined, the form should still be in the file with written indication it was declined.
  • Activity Report forms that document completed activity are in the file.
  • Medical Examination and Capacity forms and other relevant medical information is in the file if referenced in CARES.
  • The Release of Information formhas a specific person or agency identified. A signed Release that does not identify to whom it is with is not legal or valid.
  • For paper files - there are no loose papers in file (all are attached) and are in the correct section.
  • For paper files - confidential information such as a treatment plan is in a sealed envelope in the file with the word “Confidential” stamped on it.

If any items are missing, be sure to have the items taken care of at the next appointment with the participant.