.02 DCS Fast Pass – FAA Responsibilities
 
(01/01/21 - 12/31/21)
When a DCS or licensed agency specialist calls the DCS Fast Pass Line (a telephone number to be used by DCS or licensed agency specialists only), FAA worker completes the following:
 
Assists the participant in completing the application in HEAplus.
Registers the case in AZTECS using site code 171C when CA or NA is requested.
When beginning the keying process in AZTECS, key the RESE screen with one of the following codes to indicate the case is a Preservation or Reunification case:
Code for Preservation Case: PV
Code for Reunification Case: RU
Code for Kinship Foster Care Case KF
 
NOTE Continue the keying process as normal. Upload any documents provided to OnBase.
 
Completes an eligibility interview.
Determines eligibility when all required verification has been provided.
Transfers the case (when not already transferred) on the CARC screen in AZTECS to site code 171C when CA or NA is requested, and keys the following in the UNIT and CASELOAD fields on CARC based on the status of the case:
Kinship Foster Care Case Pending/No Show: UNIT K CASELOAD 01 (K-01)
Pending Interview: P-01
Pending Verification: V-01
Expedite: X-01
Authorized (Inform DCS or licensed agency specialist): 5-55
Denied/Closed: 7-77
 
NOTE Once the case is complete, CARC the case to the site code that serves the participant’s residential zip Code. To ensure these cases are completed only by DCS Fast Pass workers and not pulled from the statewide queue, document the case file(g) with the following: DCS FP Unit Case.
 
Informs the participant of all missing information needed and sends a Request for Information (RFI) letter upon completion of the CA or NA interview where verification is required.
 
NOTE For CA, suppress the RFI letter in HEAplus and send the Information Needed (C011) notice from AZTECS. (See Suppressing the HEAplus RFI Desk Aid in SharePoint (Internal Use Only))
 
The DCS Fast Pass specialized unit completes the following:
 
Checks the [email protected] (internal group DCSFastPass) email box twice a day.
When a paper application is sent via email, data enters the application into HEAplus.
 
NOTE For CA, suppress the RFI letter in HEAplus and send the notice from AZTECS. (See Suppressing the HEAplus RFI Desk Aid in SharePoint (Internal Use Only))
 
Makes outbound calls using the DCS Fast Pass Call Back process stated below to complete an interview, when needed. The interview must be completed within one workday of receiving an application notification email from the DCS or licensed agency specialist.
For approvals, completes the eligibility determination within two workdays of receiving all required verification to complete the determination.
For denials, normal processing timeframes apply.
 
NOTE The FAA worker must document the DCS case worker's contact information for all DCS applications in the case file(g). (See DCS Kinship Foster Care Child Only case and Kinship Foster Care -FAA Responsibilities)
 
During the DCS Fast Pass Call Back Process, a member of the DCS Fast Pass specialized unit completes all of the following:
 
When the participant is available, completes the interview. When verification is needed, provides a verbal list of the verification required to make a benefit determination and sends a Request for Information notice.
When the participant is not available for the first call, leaves a message indicating they will receive another call in 2 to 3 minutes.
When the participant does not answer the 2nd call, the FAA worker completes the following:
Leaves a message and request the participant contact the DCS Fast Pass specialized unit to complete their interview.
After leaving a message, sends a [secure] email to the DCS or licensed agency specialist stating the DCS Fast Pass specialized unit was unable to contact the budgetary unit for an interview.
Documents all phone interview attempts in HEAplus Case Notes.
 
NOTE When the case is registered in AZTECS by a worker, the Appt Notice (X902) goes out at the end of the day. The notice identifies the due date for the interview. Do not issue a second Appointment Notice in AZTECS for the same application.
 
Ensures all information is keyed in HEAplus and AZTECS for the application.
Ensures all documents have been uploaded into OnBase or HEAplus.
When CA or NA is requested, transfers the case on the CARC screen in AZTECS to site code 171C and keys the following in the UNIT and CASELOAD fields on CARC based on the status of the case:
Kinship Foster Care Case Pending/No Show: UNIT K CASELOAD 01 (K-01)
Pending Interview: P-01
Pending Verification: V-01
Expedite: X-01
Authorized (Inform DCS or licensed agency specialist): 5-55
Denied/Closed: 7-77
 
NOTE Once the case is complete, CARC the case to the site code that serves the participant’s residential zip code. To ensure these cases are completed only by DCS Fast Pass workers and accidentally not pulled from the statewide queue, document the case file(g) with the following: DCS FP Unit Case.