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406.

CASE NUMBER (Client File Number)/Applicant Number

Each DEAP case must have a unique case number assigned and entered on the application form. The case number must be issued on all cases whether or not the application is approved or denied. The case number remains the same in subsequent years of application.

The number must appear on every document relevant to the case, including the computer database file. (The number for the case may be, in fact, generated by the database software, in which instance it must be manually added to the sub grantee’s hard copy case file documents). Documents related to the client include; the Application form, the Eligibility Notice, case correspondence, referral forms, income calculation worksheet, Vendor Declaration Form, Zero Documentation Form; Denial Notice and Request for Additional Information (when applicable).

All payment documents made on behalf of the recipient must also have a case number, including; vendor credit to recipient, energy bill, vendor invoice to sub grantee, sub grantee payment to vendor, sub grantee claim to DSSC/OCS and the DSSC/OCS payment to sub grantee.

407.

MCI

In addition to a case number or client file number, each household member must have a Master Client Index (MCI) number. This number is assigned via Family Support whenever an applicant first applies for assistance. The FSS worker checks to see if each of the household members has an MCI number. Any member without an MCI number is assigned a number via FSS and then the numbers are electronically submitted to the sub grantee.

408.

OFFICE INTERVIEW PROCEDURES

408.1 CONFIDENTIALITY

The sub grantee must maintain an agency confidentiality policy which protects the information provided by the DEAP applicant. The policy will be monitored as a part of the annual administrative review by OCS.

A standard policy will include interviewing in a manner and setting that will protect the clients’ privacy when providing personal information. Client file processing and storage procedures should limit access to information by agency staff on a “need to know” basis. Database access should be password protected and software should have a