County Responsibilities 448-01-15-10

(Revised 3/1/12 ML #3304)

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The county social service agencies are responsible for the administration of Economic Assistance and Health Care Coverage programs within the guidelines established by the Department. The county social service agencies are responsible for submitting accurate and timely financial and program reports as required by the Department for its direction and supervision of the programs. Counties must also provide information to the public regarding specific programs.

County social service staff are responsible for effective case management consisting of:

1. Ensuring contact with applicants or recipients is pleasant and courteous;

2. Provide assistance to applicants and recipients in completing necessary forms and obtaining required information to determine initial and ongoing eligibility.

3. Determining initial and continued eligibility for assistance programs timely, conduct interviews and verify appropriate information applying program policy and the prudent person concept. Only factual information relevant to the determination of eligibility will be requested and entered into the case file;

4. Providing the applicant or recipient with program information, benefit information and program requirements using the Application for Assistance Guidebook, program brochures and other available information;

5. Provide information and referral services necessary for applicants and recipients to become fully or partially self-sufficient or to resolve other issues;

6. Establishing easy access for applicants or recipient to provide information and report changes;

7. Ensuring that all reports of changes, complaints, and inquiries are responded to and acted upon promptly and accurately;

8. Maintaining and using computer systems for determining eligibility; and

9. Utilizing reports generated from eligibility systems to manage caseloads.

County social service staff who have access to Internal Revenue Service (IRS) and Social Security Administration (SSA) information received through a computer match are required to receive initial and annual safeguard training. The training includes IRS and SSA requirements, confidentiality requirements, and the Privacy Act. The training addresses statutes governing the release of such data and penalties for unauthorized access to, or unauthorized disclosure of such data.

The county social service office is responsible to ensure staff complete the training. Staff must take the training upon start of employment and annually thereafter. TECS access will be revoked for failure to complete the annual training in the allotted timeframe. The Department makes this training available through E-Learning. The training includes information regarding:

• Internal Revenue Service (IRS) requirements

• Social Security Administration (SSA) requirements

• Confidentiality and safeguarding requirements

• The Privacy Act

• Statutes governing the release of such data

• Penalties for unauthorized access to or unauthorized disclosure of such data