Administrative Hearings Coordinator Procedures:

The AHC should be prepared to meet at least once, either in person or by telephone, with the client and/or the representative before the administrative hearing. Additional contacts should be scheduled as needed. 1. When conducting a pre-hearing meeting:

a. Attempt to identify and define the issues. b. Explain the facts on which the decision is based. c. Discuss the result the client expects from the administrative hearing. d. Explain the client's right to representation and the local contact for free legal services. e. Discuss the rules, which the department relied on when making the decision the client is appealing. Make copies of the cited rules available on request. f. Review the evidence that the department relied on and how it relates to the client's situation. g. Attempt to resolve areas of factual dispute by reviewing the case record, ACES record or other documentation. h. Allow the client an opportunity to provide additional information and/or documents that were not considered in the original decision. i. Correct any CSO errors that are identified. j. Coordinate with Regional staff for clarification of regulations, policies or procedures as needed. k. Review alternative methods for helping the client, including community resources and the possibility of an Exception to Rule. l. Review the hearing procedures, including testimony, swearing of witnesses and presentation of evidence. m. Answer any general questions the client has regarding the hearing process. n. Submit new or additional evidence provided by the appellant to the original decision maker or their supervisor for an amended decision, if appropriate. (See WAC 388-406-0060 (3) for application denials.)

2. If a resolution is reached and the client wishes to withdraw the hearing request: a. Have the client complete a DSHS 02-528(X) Withdrawal of Administrative Hearing which specifies the reason for the withdrawal and any agreements made by the AHC or other CSO staff which resulted in the withdrawal: b. For verbal withdrawals: 1) Have the client complete a DSHS 02-528(X) as in (a) above or send the form to the client with instructions to complete as in (a) above.

2) Notify the Office of Administrative Hearings (OAH) immediately if the written withdrawal will not be received by OAH before the hearing is scheduled.

3. Forward the original copy of the withdrawal to the OAH. Give one copy to the client and put one copy in the CSO hearing file.