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tracking feature to record access by all users. Each employee should be required to sign a confidentiality agreement which also specifies penalties for violation of the policy.

HIPPA: DEAP does not require any medical information (outside of the doctor’s authorization for receipt of air conditioners for that program), when determining eligibility for benefits. In the course of an interview the applicant may volunteer medical information. In no instance should the interviewer pursue such information nor should any notations of medical information be entered in case notes or the case file. (Copies of the doctor’s note verifying breathing related conditions for eligibility for air conditioners are the only medical document that should be kept in the clients’ file).

If in reviewing household expenses, medical costs are declared by the household, the intake worker may verify and record those expenses, but the detail of the medical condition must not be pursued by the worker.

408.2 PROCEDURES

A general format followed by caseworkers when processing an application follows: 1) Each intake worker receives the next scheduled client, initials next to the client’s name on the sign-in sheet and escorts the client to their workstation. A case record is pulled from the file if available. 2) A new Application or Recertification Form is completed depending on whether the client is new to the system or a repeat applicant from the prior year. 3) During the interview, all required documentation is reviewed. Intake workers serve a dual role as interviewer and data entry; Applications are input directly into the computer database during the interview, unless the application is received by mail. This diminishes the potential for error in recording. All documents are photocopied for the file. 4) The “Income Calculation Worksheet” is key to the process. It is here that all information must be recorded to substantiate all household income. It is important that the caseworker review the calculation with the client to assure there have been no miscommunications. Information such as the length of employment, part-time vs. full-time, frequency of pay (i.e. weekly, biweekly or monthly), wages and calculations must appear. Intake workers are trained to fully explain their calculations if the income situation is complex. Intake workers should be alerted at this point if monthly income does not cover monthly rent/mortgage payment and question client about discrepancy. This is needed during spot certification and for audit purposes. 5) There are several other supportive forms which may have to be completed depending on the case situation. Of these, the “Vendor Declaration” (which records name of heating vendor and account number) is required for new applicants. It is imperative to record the correct vendor and account number to prevent time consuming problem solving once the benefit is committed. This form also records client’s explanation if the heating bill is in someone else’s name. The form notifies the client that if heat is included in rent payment then secondary heating source, most often electric, will be paid. 6) Upon completion of the application process, the application is printed and signed by the applicant and intake worker. General information regarding