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#Post#: 5--------------------------------------------------
Case Transfer Process(s)
DIR By: HHSMNAdmin
Date: September 13, 2013, 1:15 pm
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Inter County Case Transfer scenarios and processes
Inter County Case Transfer Out
Within the Agency (Bank to Bank)
- Transfer in Maxis (spec-xfer) from the current Maxis ID to the
Maxis ID of the new Case Bank in Maxis.
- Screen Scrape (Ctrl+ALT+S - from Member or Address panel)
- Case Reassignment Form (OnBase Form)
OnBase will move all documents in workflow from the
original bank (Current Case Manager) to the new Case Bank (New
Case Manager)
Outside of Your Agency (Sending)
Outside of your Agency, within R3. (SLC, Carlton, Lake, Aitkin,
Koochiching, Cook, Itasca)
- Complete/Submit DHS 3195 (Compass Forms)
Onbase will put the form in the clerical queue in workflow
the same as to start the process of creating a cd and sending it
out but, there will be no casefile to send because they are all
on the same system !
OSS/Clerical staff can just remove these forms from
workflow because there is nothing to do.
- Transfer the case, from the current Maxis ID to the XxxICT of
the recieving county in Maxis (spec-xfer).
- Screen Scrape (Ctrl+ALT+S - from Member or Address panel) to
update the SMI/DHS indexing database.
- Complete/Submit Case Reassignment Form (OnBase Form) Send to
XxxxICT of recieving County.
OnBase will move all documents in workflow from the
original bank (Current Case Manager) to the Recieving County ICT
Case Bank (New Case Manager)
Outside of Your Agency, Outside of R3
- Complete/Submit DHS 3195 (Compass Forms)
- Transfer in Maxis (spec-xfer)
- Screen Scrape (Ctrl+ALT+S - from Member or Address panel)
- The DHS 3195 is routed to your Clerical/FD staff and can be
found in OnBase workflow under IM-2-Clerical/Case Transfer Out.
- The Clerical/FD Staff will copy all documents to a CD and send
it out to the Recieving County and update the 3195 with a note
stating so.
Inter County Case Transfers In (Recieving)
Recieving Case transfers in (from an agency within R3)
Once you have recieved your Dail Notice.
- Transfer the case from your XxxxICT to the appropriate case
bank in Maxis (spec-xfer)
- Screen Scrape (Ctrl+ALT+S - from Member or Address panel)
- Complete/Submit Case Reassignment Form (OnBase Form) to move
the casefile documents from the Recieving County XxxxICT to
appropriate Case Bank (of Recieving) County.
OnBase will move all documents in workflow from the Recieving
County ICT Case Bank (Current Case Manager) to the Recieving
County appropriate Case Bank (New Case Manager).
Recieving Case transfers in (from an agency outside of R3)
Once you have recieved your Dail Notice.
- Transfer the case from your XxxxICT to the appropriate case
bank in Maxis (spec-xfer)
- Screen Scrape (Ctrl+ALT+S - from Member or Address panel)
When you recieve the case file from the sending agancy:
Case File is Paper:
Best Practice is to "downsize" the case file if the
sending county has not already done so.
- Scan in remaining documents to an IM Archive Document
Type.
Case File is CD:
- Import Documents from the cd to an IM Archive Document
Type.
- Notify the bank that the case file is in Onbase.
Depending on agancy this part of the process will
differ.
Some send an e-mail some physically forward the 3195
to workers mailbox
#Post#: 6--------------------------------------------------
Re: Case Transfer Process(s)
DIR By: Farleight
Date: September 13, 2013, 2:16 pm
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This is all well and good in the utopian world of Case
Management. It does not address the very real scenario in which
a client, currently active in County A, drops off an application
in County B. (Both being OnBase Counties) It is not possible for
the front-desk worker to transfer that active case in MAXIS, so
anything that is scanned at the time will not route correctly,
and in fact in practice we have had many documents go into
WorkFlow as "Unassigned," needing to be found and directed
properly by a processing worker.
This possibly calls for the need to develop a Regional business
plan outside of OnBase to make sure that counties keep tabs on
their individual Transfers-In, so that the Unassigned ID doesn't
become flush with lost cases.
#Post#: 7--------------------------------------------------
Re: Case Transfer Process(s)
DIR By: HHSMNAdmin
Date: September 13, 2013, 3:06 pm
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If we are talking about a scenario where the client just merely
wants to drop off a document at County B that is supposed to go
to County A that has his case?
or
are we talking about the scanario where the client has moved to
County B and the case has not yet transferred?
#Post#: 8--------------------------------------------------
Re: Case Transfer Process(s)
DIR By: Farleight
Date: September 16, 2013, 1:18 pm
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The latter of the two. Client moved to County B, and hasn't yet
mentioned it to County A. County B then requests through SIR
that the case be transferred over, but in the meantime, County B
also must take the documents that client brought in with them.
#Post#: 9--------------------------------------------------
Re: Case Transfer Process(s)
DIR By: HHSMNAdmin
Date: September 19, 2013, 1:22 pm
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--- Quote from: Farleight link ---
>
> The latter of the two. Client moved to County B, and hasn't
yet mentioned it to County A. County B then requests through SIR
that the case be transferred over, but in the meantime, County B
also must take the documents that client brought in with them.
>
--- End Quote ---
Gotcha,
So in this case what I recommend is this:
Since the case still technically belongs to County A and County
A may (or may not) have documents in workflow and may (or may
not) still be working on a particular part of the case then
County B should simply scan in the documents using Compass
capture.
This way County A gets the documents routed to workflow (some of
which they may be waiting for).
I have an answer for the other part of your statement "anything
that is scanned at the time will not route correctly, and in
fact in practice we have had many documents go into WorkFlow as
"Unassigned," needing to be found and directed properly by a
processing worker."
But I need to check with Kendra to confirm my thinking first.
#Post#: 17--------------------------------------------------
Re: Case Transfer Process(s)
DIR By: kfaughnan
Date: October 11, 2013, 9:37 am
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Is the reassign form working, and if so where is it located
again? last we heard there were some glitzes and not to use it.
In our county the caseworker does the reassignment form and the
transfer form but has not been doing the screen scrape part.
This is the first i have heard of that. Why are they doing the
screen scrape on the transfer out part exactly? Wouldnt that
just be done by the county receiving it?
Your instructions say both sending and receiving to the
reassigment form, is that correct? I see that you send to XICT.
So if our clerical does the xfer from ICT to the correct bank,
but does not have access to the reassignment form, they can't do
this. Are the FWs just going to have to do in just in case
there are any files in workflow or can we get our OSS staff to
be able to do it?
Also for "Outside of your Agency (sending ) within R3: it talks
about sending a CD. i thought we did not have to do that if it
is R3 as they can see all the files.
thanks,
#Post#: 21--------------------------------------------------
Re: Case Transfer Process(s)
DIR By: HHSMNAdmin
Date: October 15, 2013, 12:16 pm
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--- Quote from: kfaughnan link ---
>
> Is the reassign form working, and if so where is it located
again? last we heard there were some glitzes and not to use it.
>
--- End Quote ---
it is working !
In the OnBase Client:
1. Select the drop down arrow next to Document Retrival/Custom
Queries
2. Select New Form
3. Select Case Reassignment
Note: the case reassignment form transfers documents from one
bank to another in OnBase only !
Make sure you are doing your Maxis transfers and screen scrapes
(when appropriate) as well or documents coming into OnBase may
not route as desired.
--- Quote from: kfaughnan link ---
>
> In our county the caseworker does the reassignment form and
the transfer form but has not been doing the screen scrape part.
This is the first i have heard of that.
--- End Quote ---
Your caseworkers (Lake Co. I believe?) Should be following the
Exact process as above.
--- Quote from: kfaughnan link ---
>
> Why are they doing the screen scrape on the transfer out part
exactly? Wouldnt that just be done by the county receiving it?
>
--- End Quote ---
There are 2 scenarios that play out here:
1.
we screen scrape so then any new documents scanned in while the
case is in transfer go to that transfer Maxis ID and are held
there until that case gets reassigned to the correct bank when
the receiving county does the transfer in process.
2.
we screen scrape so that any documents that are scanned in to
that case from that point (mistakenly) get routed to the
Improper Co Scan Queue and can be dealt with by the OSS staff.
The Receiving County does it to transfer out of the XICT to the
appropriate bank within their agency.
--- Quote from: kfaughnan link ---
>
> Your instructions say both sending and receiving to the
reassigment form, is that correct?
>
--- End Quote ---
Yes.
--- Quote from: kfaughnan link ---
>
> I see that you send to XICT. So if our clerical does the xfer
from ICT to the correct bank, but does not have access to the
reassignment form, they can't do this. Are the FWs just going to
have to do in just in case there are any files in workflow or
can we get our OSS staff to be able to do it?
--- End Quote ---
The Clerical/OSS staff should absolutely have access to the Case
Reassignment form if they do not let me know.
--- Quote from: kfaughnan link ---
>
>
> Also for "Outside of your Agency (sending ) within R3: it
talks about sending a CD. i thought we did not have to do that
if it is R3 as they can see all the files.
>
> thanks,
>
--- End Quote ---
You are right! Thanks for catching that one, it would have been
very confusing. I changed the verbage.
#Post#: 29--------------------------------------------------
Re: Case Transfer Process(s)
DIR By: kfaughnan
Date: October 23, 2013, 10:13 am
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Please email me directly about getting access for OS staff for
this. kelly.faughnan@co.lake.mn.us
Jeni and i have a couple of questions.
thanks!
kelly
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