Volume I OMTL-419 General Administration R. 6/1/12 MS 0060 CASE TRANSFER PROCEDURES (1) [Hard copy case files will continue to be mailed to the recipient’s county of residence. The following procedures are used to transfer an active or pending case on KAMES between counties: A. When a household reports moving to another county, the sending county: 1. Enters the new address and county code and previous verification code. Do not pend the change for verification. Residence will be verified at the next recertification. 2. Documents case comments regarding any outstanding issues relating to the case. 3. The designated staff transfers the case to the appropriate county caseload code. This code is located by entering “?” in the new caseload field on the case reassignment field. Online help displays the designated caseload codes for county transfers. 4. Enters “N” to “Send Notice”. 5. Prepares form PAFS-25, Transfer of Case Record or Material. 6. Mails the archival case material to the appropriate county office. Addresses for all DCBS offices are located at https://apps.chfs.ky.gov/Office_Phone/index.aspx. 7. Annotates form PAFS-116, Case History Folder, that ongoing documentation is available in ECF.] B. In the receiving county of residence: 1. Designated caseload staff person receives a spot check “Case Transferred in-Do Reassign” the first work day after the sending county makes the caseload change. 2. The case is reassigned to the appropriate worker and “Y” is entered to “Send Notice?” 3. The DCSR of the new worker will display all spot checks and other messages relating to the case. C. If a recipient reports the change of address to the new county of residence or the worker otherwise becomes aware that an active case exists in another county: 1. Advise the recipient to notify the post office in the old county of residence so mail can be forwarded. MS 0060 (2) 2. Contact the worker in the old county and request the case be transferred. 3. Conduct or reschedule a recertification interview if it is the final month of the certification period and no recertification interview has been completed. D. Accept applications, changes, and verification from a recipient or representative regardless of the individual’s county of residence. DCBS staff is responsible for providing the information to the appropriate office. E. Designated staff in a county reassigns a case on KAMES from one caseworker to another in the same county by selecting function “R – Case Reassignment” on the KAMES Main Menu. Complete the screen, from left to right.
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