1321.3 Documentation
Case files must contain documentation to support the determination to approve or deny program benefits. Documentation means that a written statement regarding the type of verification and a summary of the information obtained has been entered in the case record. Such statements must be in sufficient detail so that a reviewer would be able to determine the reasonableness of the determination. For example, when income is verified by the presentation of pay stubs, the gross amount of income on each pay stub, and the frequency of receipt of income is included on a copy of the pay stub in the case record or is recorded by the worker elsewhere in the case file.
Where verification was required to resolve questionable information, the worker shall document why the information was considered questionable and how the questionable information was resolved. The worker shall also document why any alternate sources of verification were needed and, if a collateral contact was rejected, the case file shall contain documentation of why the collateral contact was rejected and an alternate chosen.
The physical address of a participant in the Safe at Home, see 1723 , program shall be obtained for the purposes of determining eligibility and benefit level but will not be recorded or documented in the case log or within the agency. To ensure the address is protected, only the Safe at Home mailing address will be entered on KEES. The county of residence will be placed on KEES to issue correct benefits and for a proper managed care assignment. Staff will note in the case file that the client is a Safe at Home participant.