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Child Care Assistance Program Policy Manual Issued 05/2023 Case reviews 16.18 CCAP agency reviews The department strongly encourages CCAP agencies to conduct their own case management reviews. Case management reviews can help to determine root cause(s) of errors and therefore identify specific areas needing corrective action, such as policy clarification, refresher training, changes in office procedures, improved case record documentation, etc. Three options for conducting case reviews are below. Completing CCAP case review forms CCAP agencies can use the following forms for their review process: • DHS-5312D-ENG (PDF) Family Review Form • DHS-5312E-ENG (PDF) Provider Review Form Completing case accuracy review forms Case accuracy review forms remain available on eDocs for CCAP Agency use once department review of a policy is complete. Current case accuracy review forms can be found on eDocs by searching form number 7356. Case accuracy review forms include DHS-7356 and forms with the same number followed by a letter. Agency-created process and forms CCAP agencies may create their own process and forms customized to reflect their administrative practices and optional policies. Forms developed by CCAP agencies must be submitted and approved by the department as part of or an amendment to their County or Tribal Child Care Fund Plan. Common errors found in DHS CCAP case reviews Listed below are common errors found in DHS CCAP case reviews. Copayment calculation Common copayment errors occur when: • Income and expense calculations are not consistent with verifications on file. Examples include wrong timeframe used to annualize income and unemployment calculated incorrectly. • Self-employment income calculated incorrectly. • Data is entered incorrectly into MEC2. Examples include incorrect wage information, entering incorrect payment frequency and not determining income using the last 30 days of income or the last six months of child support income. • Case notes do not identify the method used to determine income when something other than the most current 30 days or the last six months of child support are used. Carefully code all income and deduction sources identified on the application or redetermination so MEC² can accurately calculate the copayment. Explain in case notes how the income and deduction amounts were determined. It is important to review Case Data windows and eligibility results in MEC2 before approving.