4.3.3 Case and PIN Comments

Workers must record comments using CWW CARES Worker Web and WWP Wisconsin Work Programs by the end of the working day following the day the action or contact with a participant occurred to ensure chronological documentation.

When a FEP Financial and Employment Planner makes a change to a W-2 case that leaves eligibility unconfirmed for other programs, the FEP must notify the Income Maintenance (IM)/Child Care (CC) worker to confirm eligibility for the other programs. In addition to comments, whenever the FEP or IM/CC worker makes a change in a case, the worker must also notify the other worker via e-mail, fax, or phone contact to ensure timely processing of the W-2, CC, and IM cases.

There are two types of comment entries, case comments and PIN comments.

Case Comments

Case comments are entered into CWW and should be entered when the interaction is describing a case-level event that impacts eligibility issues, such as:

Case reviews;

Verification;

Adding or deleting household members, etc.

PIN Comments

PIN comments are entered in WWP and should be entered when the interaction is describing an individual level event, such as:

Good cause;

Informal assessment summary;

General notes recording individual contact as it relates to work program participation, etc.

PIN comments are required as a formal record of all Work Programs-related information for an individual.

W-2 agencies may not disclose confidential information in comments and must note that further details are in ECF and/or the WWP Participant Barrier page. Below are examples of appropriate language that can be used when cross-referencing this information:

“Participant has been referred for a formal assessment. See WWP Participant Barrier page for further details.”

“Participant is currently restricted per completed medical capacity form to no more than 30 minutes of continuous sitting or standing. ECF contains complete medical information and diagnosis provided by the doctor.”

See 4.2.2.1 for a listing of confidential information that must never be entered in comments.