Applying for Assistance - PowerPoint PPT Presentation

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Applying for Assistance

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  1. Applying for Assistance

  2. WAC 388-406-0010How do I apply for Benefits? • Complete an Online Application • Submit one In person at a local CSO • By Fax • By Mail

  3. Washington Connection • See if you qualify • Apply For Benefits • Renew Benefits • Report a Change of Circumstance • Report Newborn Information • Help Find Services

  4. Drop off your info at your local CSO • Monday – Friday 8:00am-5:00pm • Same Day Applications - M-F 8:00am-2:00pm • EBT Issuance – M-F 10:00am-2:00pm • Apply for Benefits or Submit Documents

  5. Via Fax • The Statewide Fax Line is 1-888-338-7410


  6. Via Postal Mail DSHS – CSD PO BOX 11699 Tacoma, WA 98411-6699

  7. A Day in the Life of a Document

  8. Types of Mail in the HIU Hot Mail • 24 Hour Turnaround • Business Reply Mail (BRM) • Other Envelope Mail • Campus Mail • Faxes • Returned Mail with Forwarding Address Cold Mail • 5 Working Days • AKA “File-Only” • Typically Campus Mail Only

  9. What is Hotmail?

  10. HOT Hotmail are documents received from the client that have not yet been worked by a Financial Worker, Social Worker or other DSHS Employee After imaging the document is assigned to be processed by the correct group

  11. Warm Warm Mail are “HOT” documents when a Social Service related appointment is scheduled within the next 10 days so they are available in the ECR at the time of the interview Helps prevent unwanted “File-Only”

  12. What is Coldmail?

  13. COLD Coldmail (AKA File-Only) are documents that have already been used to make an eligibility determination and require no further action other than to file in the client’s ECR Do not create document assignments

  14. 3 Main HIU Functions • Sorting • Scanning • Indexing

  15. Step #1 – Sorting • Type of Mail • Dates • Received in the HIU • Received in the CSO • Date Stamps • CSO #/Office

  16. Step #1 – Sorting • Creating the “Batch” • Workers create the batch by organizing the documents the client supplied by: • Individual Households • People and Documents within Households

  17. Once the batch has been created it is ready to move to the next step…Scanning

  18. Step #2 – Scanning • After the batch has been created it is then scanned to create a digital image of those documents • At this time documents are modified to improve image quality (whenever possible) • Certain Items cannot remain together but come together on one sheet. The sorter will indicate to the scanner that the documents need to be split. • Example: Wage Stub and Photo ID on same single page

  19. After the batch is scanned… • The batch/documents are placed in a RRC Box with a specific TAG # with a specific Batch # • This allows us to track and isolate a particular box/batch/document if needed • The Box with original documents are stored for 30 days in a secure Record Retention area • Select originals are returned to the client. (Will discuss a little later on)

  20. Once the image is cleaned up it is ready for the last step…Indexing

  21. Step #3 - Indexing • Determine the correct Document Code • Glossary is available that “houses” all of our document codes • Evolving Document • Identify the correct Client ID# that the document belongs to • Assignment Matrix • “Mystery Mail” • “New Client Applications”

  22. Faxes Faxes are always being received 24 from date of DSHS Receipt After 5:00PM it is date stamped the following Working Day WAC 388-406-0012

  23. Special Documents Some documents require special handling Select Original documents are returned to the client – Examples: Birth/Marriage Vehicle SSN Cards

  24. Special Documents • Handling of Negotiable • Warrants (Checks) • Checks, Money Orders • Cash • EBT Cards • Provider One Cards • Administrative Mail • Delivered to Supervisors, Administrators or other members of management

  25. How can you help us? • Complete forms using Black or Dark Blue Pens • Never use Pencil or Gel Pens • Never send original documents, when possible • Never copy more than one clients info on same page • Make sure the Client ID or SSN# are clear • Make sure Client ID or SSN# are on top of each page of info • We have little or no power to improve poor quality copies, please provide us with clear copies of documents

  26. Any Questions?