WISCONSIN DEPARTMENT OF HEALTH AND FAMILY SERVICES 1 W. Wilson St.

WISCONSIN DEPARTMENT OF HEALTH AND FAMILY SERVICES
Division of Health Care Financing
1 W. Wilson St.
Madison WI 53703
To:
Electronic Case File (ECF) Handbook Users
From:
Joanne Simpson, Interim Director
Bureau of Eligibility Management
Re:
Electronic Case File (ECF) Release 07-03
Release Date:
Effective Date:
May 31, 2007
May 31, 2007
EFFECTIVE DATE
The following process additions or changes are effective 05/31/07 unless
otherwise noted. Bold text in the new process section denotes new
text. Text with a strike through it in the old process section denotes
deleted text.
Changes
Advanced Functions
Reminder
Each agency should have one or two people with update access (or
advanced functions) to the ECF Viewer, or Eclient. Update access allows
you to move or delete documents within the ECF. See section 1.3 for more
information on this. Each person scanning should know who these people
are within your agency. If your agency has not requested advanced
functions for anyone, please send a request immediately by clicking on the
“Contact Us” link in the handbook in the toolbar or at the bottom of each
page. Include the name of the persons and their CARES IDs.
Software Updates
Agency IT staff were instructed to install Ascent Capture 7, Service Pack 3
by May 25, 2007. If it wasn’t installed, your scanners may not work properly
after that date. To verify if the upgrade was done, from Ascent Capture’s
Scan module, go to Help> About Ascent Capture. You should see a
reference to Service Pack 3.
1.1.2 Viewing the ECF> ECF
Access> Search Screen
New Process:
A new screenshot was added to this section to reflect the two new fields
added to the Eclient (ECF viewer): The ACCESS Tracking Number field and
the Comments field.
The 10 digit ACCESS Tracking Number for applications or changes sent in
via ACCESS will display automatically in the ACCESS Tracking Number
Field. The Comments field is being added now in anticipation of future
changes. It will remain blank until those changes are made at a later date.
1.5 Viewing the ECF> ECF
Document List – sorted by
Document Type
1.6 Viewing the ECF> ECF
Document List – sorted by
Doc Code Abbreviation
1.8 Viewing the ECF> ECF
New Process:
Sections 1.6 and 1.8 were deleted from the handbook. They were the same
information as 1.5, in different formats. To reduce errors, only one section in
the ECF Handbook will contain these document codes and definitions. A
link will remain to an updated spreadsheet with the updated document codes
and definitions in case you want to print, sort, or analyze document codes.
Section 1.7 ECF Definitions was renamed “1.6 ECF Defintions.”
Non-state forms were deleted from these sections. Also, descriptions were
ECH Handbook 07-03
Page 2
Alphabetical Document Key
clarified for the following document codes:
APP- Scan any RFAs or Applications. Includes the HCF16019A and its
translations. Previously RFAs used the RFA code. Do not use the RFA
Doc code anymore.
If it's a mail-in CAF, or the client brought a completed CAF to the office,
scan the whole thing, excluding instructions. Include Combined
Application forms, blue fold-outs, white mail-ins. (MP101C).
CARES generated ACCESS applications (Apply For Benefits) are
automatically stored in the ECF with the APP code.
Include RFAs and applications for Medicaid, FoodShare, W-2 and
Related Programs Application (DWSW-2471), W-2 and Related
Programs Registration (DWSP-14880), Child Care, Emergency
Assistance Application (DWSW-2010), Job Access Loan Application
(DWSP-2482), refugee application paper work and applications for
other programs such as W-2 emergency payments, county issued
programs, etc.
CHG- HCF 16006 (FoodShare Wisconsin Change Report), HCF 10137
(Medicaid Change Report), HCF 16066 (FoodShare Wisconsin Income
Change Report), DWSP-2001 (Change Report), ACCESS Report My
Changes Change Reports are stored in the ECF with the CHG code.
NOD- Notices NOT generated in CARES. Notice of Disqualification
(HCF 16024) and Notice of Program Violation (HCF 16014). Negative
Notice (HCF 16001) and Positive Notice (HCF 16015).
OP- Overpayments, underpayment and benefit recovery documents
used for over payment or under payment calculation, AFDC and/or W-2
Services Repayment Agreement DES-10790 Wisconsin Works (W2),
Overpayment Recoupment Notice (DES-10787) Wisconsin Works (W2)
Overpayment Worksheet (DES- 10785), BV worksheets, associated
letters. Sheriff's reports and manual wage verification used to
calculate overpayments. Request for Write Off or Adjustment DWSD11439. State Letter of 'Acknowledgment of Receipt'. For overpayments
related to fraud, refer to FRAUD.
EI- Paychecks, check stubs, paystubs, etc. (treat as a multi-page
document if more than one per job), employer statements.
SEI- Includes SEIRF's, other self employment info, tax forms for the
most current tax year, and Self-Employment Income Report (DWSP2131), room and board documents/ forms.
DAF- Voluntarily Declining Aid (DWSW-2233)
LEGAL- Includes guardianship papers, power of attorney, divorce,
separation, Marriage certificates. Bankruptcy papers. Notice of Intent
to File a Lien, MA-113. Affadavits of Lost, Destroyed, or Stolen
Benefits (FIS-12768). For all Child Support legal documents, refer to
CS.
CS- All Child Support (non-expense related documents) including
initial or subsequent paternity orders, court orders regarding support
payments, referrals to child support including Good Cause Claim
(DWSP-2019), Good Cause Notice (DWSP-2018), Notice of Assignment-
ECH Handbook 07-03
Page 3
Child Support, Family Support, Maintenance and Medical Support
(DWSP-2477), Any legal documents regarding Child Support should
use the CS code and not LEGAL. For specific CS expenses, use CSE.
CSE- All Child Support expense related documents, including
documents related to child support payments.
SCHL- School related documents used for all programs except
Learnfare. For Learnfare, refer to WLCM. Includes school schedules
used for Child Care authorizations, Financial Aid Information.
ROI- Any release of information form, including Authorization for
Disclosure of Confidential Information (DWDS-10779) form, School
Enrollment and Attendance Information Release (DES-11297).
CONF- Effective 05-31-07, this code is obsolete. Instead, use ROI,
Release of Information.
WDR- This is used for referrals to outside agencies such as the DVR
and CAP programs, assessment referral forms, etc. This includes
work program referrals, supportive services referrals, etc. For referrals
within an agency, refer to OCNTY.
REP- FoodShare Authorized Buyer FS-108. Legal guardian form. MP110, the Authorized Representative section of ACCESS' Apply For
Benefits, if completed.
2.14 Ascent Capture /
Scanning> Importing
Documents
New Process:
3.6 Technical
Documentation> Agency
Offices Remote Installation
Procedures
This section was entirely rewritten to include updated instructions and links
to the latest versions of the software required when installing or reinstalling
Ascent Capture, Kofax Virtual ReScan, or any of the DHFS custom
components.
5.1.2 FAQs> Basic Scanning
Questions> B19
New Process:
This new section was added. ECF users are now able to import digital
versions of documents into the ECF without scanning them. In situtations
where you have digital documents, you will not need to print documents just
to scan them. Instead, you can choose to import emails, Word Documents,
PDFs, or serveral other file types. This section gives details on how and
when to import documents.
Q: Why are there sometimes straight vertical lines on the scanned
documents? Sometimes it only appears on one side of a document.
A: There is either a scratch or dirt on the glass part of the scanner.
Most likely it’s dirt. Lift up the scanner document feeder and use a
alcohol pad to clean the upper and lower glass. These are the very
narrow stretches of glass and not the flatbed glass. If only one side
has dirt on it, that would explain why only one side of a document has
the vertical line. In effect, your’re scanning a stationary piece of dirt as
the paper is pulled through and scanned. The result is a vertical line.
If it’s a scratch, you may need to replace the glass. Scanning a
document with a staple or paper clip on it is the likely culprit.