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● Emailed applications are uploaded directly into ECM (MyMDThink/myDHR).

● Categorical Eligibility applications are downloaded from the staging area with standardized file names.

● Telephonic applications and signature pages are downloaded and scanned into ECMS.

B. Document Handling ● Original documents (e.g., driver’s licenses, Social Security cards, utility bills) are returned to customers promptly after scanning.

● Original documents must not be retained.

● All disposal follows FIA Document Disposal guidelines

C. Application Assignment ● Applications are logged into the shared Google Application Tracking Sheet or Excel sheet.

● Assignments are rotated equitably among caseworkers.

● Local maximum daily assignment limits for each application type (paper, telephonic, MyMDThink) are established.

● Categorical Eligibility applications are assigned with specific daily limits.

● Staff on full-day leave should not receive new assignments.

● Data entry is performed from the digital file in ECMS by either clerical staff or case managers.

● Each case assignment must be narrated in the Notes tab within the data management system.

Updated May 2025