Closure 08 Case Note

A case can be closed from Status 02 (Applicant), 06 (Trial Work Experience/Extended Evaluation) or 07 (Pending Eligibility) to Status 08 (Closure from Applicant) for reasons of Ineligibility or for Intervening Reasons. This topic deals with 08 Closure for Intervening Reasons.

A case should be closed when an individual becomes unavailable for an extended period of time for an interview, evaluation and diagnostic studies, or other services essential for making Eligibility determinations.

Reasons for Closures for Intervening Reasons are:

  • Unable to locate or contact (Code 01)
  • Refused services or further services (Code 03)
  • Death (Code 04)
  • Individual in an institution (Code 05)
  • Transferred to another agency (Code 06)
  • Failure to cooperate (Code 07)
  • Transportation not feasible or available (Code 10)
  • All Other Reasons (13)
  • Moved (Code 91)

For more information on Closure 08, see Procedure 200.00P; Referral and Application Procedures.

In order to do a Closure 08 for Intervening Reasons, the case must be in Status 02 (Applicant) or 07 (Pending Eligibility) or Status 06 (Trial Work Experience/Extended Evaluation).

With the case open:

1. On the Menu Bar

Click: Case Process

Point: Closure (08, 28, 30, 38)

Click: Closure 08 Case Note

Alternately:

Click: Case Process

Point: Create Case Note - A Create Case Note Drop Down Box will appear

Click: Down Arrowhead

Click: Closure 08

2. The Closure 08 Case Note window displays

The Closure 08 Case Note screen includes:

Date

Enter: Closure 08 Date

Required

Final Check Box Disabled. Automatically checked when the case note is finalized.
Tabs

One horizontal tab appears across the top: Closure Summary (Summary).

The tab highlighted in blue (Closure Summary) is required in order to finalize a Closure 08.

When a tab is selected (Click), the full name appears immediately below the tab.

Below that, a prompt or cue card appears to identify the documentation requirements (Document reason for closure, including closure discussion, if appropriate. (For an 08 Closure due to Ineligibility, see "Information for Ineligibility Case Note."))

The information that is entered in the Tab fields will be entered onto the Case Note and saved as Header text.

Tool Bar The Tool Bar has drop down lists to change the font and point size. It also has buttons for Bold, Italics, Underline, Strikethrough, Left Align, Center, Right Align, and Justify.
Text Area Click identified tab to enter information.
Required Data Missing The message Required Data Missing may appear in the lower left corner. This indicates that information is still needed in the Data Folder to go into Status 08. Later, when you attempt to Finalize the Closure 08 Case Note, you will be prompted to enter identified data.
Authored by Defaults to the Primary Administrator (this can be changed from a drop-down list of authors).

3. Enter Case Note Text

Click: Summary Tab

Enter: Documentation, as per cue card

Enter free text, and/or

Apply Standard Language Phrases via the Push Pin in the Tool Bar

4. Saving

The Closure 08 Case Note can be saved as a Draft document at any time:

Save as a Draft:

Click: Save icon or File, Save or

Press: Ctrl-S

The Draft will be entered, with Closure 08 Case Note Date, in the Tree View.

At any time you wish to re-enter the Closure 08 Case Note to edit the draft:

Click: Plus (+) sign to the left of Case Note Category in the Tree View

The plus will change to a minus sign. A list of all Case Note categories will display

Click: Plus (+) sign to the left of Closure 08 Case Note

The plus will change to a minus sign. A list of any draft or finalized Case Notes will display

Click: Draft date you wish to open

The identified draft Closure 08 Case Note will display for review/editing.

5. Prior to finalizing the Closure 08 Case Note, complete required information:

  • Data items required
    • Status 08 (Intervening Closure) from Status 02 or Status 07:
      (In addition to Status 02/07 data requirements.)
      • Personal Demographics Tab
        • Race and Ethnicity
      • Closure Tab
        • Closure Reason
    • Status 08 (Intervening Closure) from Status 06
      (In addition to Status 06 data requirements.)
      • Personal Demographics Tab
        • Race and Ethnicity
      • Disability Tab
        • Secondary Impairment
      • Closure Tab
        • Closure Reason
        • Medical Insurance
        • Primary Source of Support
        • Highest Education

If these items are not completed, you will be prompted to complete missing data.

6. To Finalize the Closure 08 Case Note

Click: File (while in Closure 08 Case Note)

Click: Finalize or click Finalize icon.

Get Status Change Window

  • Current Status: 02 (or 06 or 07)
    • Effective Date: The date of 02 was made effective.
    • Description of 02: Applicant
    • Description of 06: Trial Work Experience/Extended Evaluation
    • Description of 07: Pending Eligibility
  • Next Status: 08
    • Effective Date: The Status 08 Effective Date will default to the Case Note date. It can be edited, but must be on or after the Status 02 date and on or before today's date.
      (If the Effective Date is edited, the Closure 08 Case Note date will be changed to comply with the Status 08 Effective Date)
      Description of 08: Closed Ineligible or Intervening Reasons
  • Reason for Closure: Shows the reason for closure that was entered in the Data Folder:
    Closure: Reason for Closure.
  • Reminders: Reminders appear only if appropriate

Click: OK to go into Status 08; or

Click: Cancel to cancel the status change

(If a message comes up, see Errors/Messages, number 7.)

When finalized, the Case Status will change from 02 (or 06 or 07) to 08 in the Title Bar.

The Print Documents screen appears; the Closure 08 Case Note (CN08) and the Closure 08 Notification to Consumer (C08LTR) will automatically be assembled for print.

The finalized Closure 08 Case Note will appear in the Tree View, under Case Note Category/Closure 08 Case Note, as Final.

7. Errors/Messages

If required items or documents are missing, a message will appear:

Blank Headers

Blank Headers may or may not be mandatory. Messages appear depending on the type of header that is not completed:

004053: Case Note Detail Text is blank for mandatory headers. This error message indicates that information has not been entered into one or more of the mandatory headers (highlighted in blue). The Case Note cannot be finalized until information is entered.
004250: There are blank headers - continuing will delete them.

This message reminds you that there is no information in an optional header (not highlighted in blue).

Click: OK to continue without completing the optional header.

Click: Cancel to return to the Closure 08 Case Note screen.

Required Data Missing

Required Data Missing If the message: Required Data Missing appears in the lower left corner of the Closure 08 Case Note, you are being advised that data is needed for Status 08. When you attempt to Finalize the Case Note, you will be prompted to enter identified data.

004220: Prompt for Required Missing Data

 

 

If you attempt to Finalize a Closure 08 Case Note, and required data for Status 08 is missing (as noted in the lower left corner of the Case Note - above), you will receive this error message.

Click: No to cancel out of Finalize and return to the Case Note screen.

Click: Yes to identify missing data in the Data Folder.

Once missing data is completed, the Status Change Form will appear when you Finalize. If there is a missing document, you will be prompted at this time.