Transfer A Case: Intra-Office and Inter-Office

This function allows users to complete two types of case transfers: intra-office and inter-office. The intra-office transfer allows a single or multiple case transfers from one Primary Administrator to another within a District Office and associated Satellite Offices. The inter-office case transfer function allows a single case transfer from one District Office to another; the case may be in an Open or Closed Status. Only the Transfer Coordinator or staff at the Senior VRC level or above may do an inter-office transfer.

Intra-Office Transfer: Single Case Transfer

From open case:

Click: Case Process

Point: Transfer a Case

Click: Transfer a Case

A summary line of Case Information displays on the top half of the screen. Summary line includes:

  • Case ID
  • Consumer Name (Last Name, First Name)
  • Primary Administrator (Last Name, First Name)
  • Supervisory Team that Primary Administrator is Assigned
  • Operational Team that Primary Administrator is Assigned (Optional)

Transfer information displays on the bottom half of the screen. The type of transfer defaults to Intra-Office. To transfer case, enter the following information:

Enter: Office via drop down list (defaults to District Office/Satellite Office signed onto by user)

Enter: Primary Administrator via drop down list

Enter: Supervisory Team via drop down list (If Primary Administrator is assigned to one Supervisory Team, Supervisory Team will automatically be inserted in field when Primary Administrator is selected. If Primary Administrator is assigned to multiple Supervisory Teams, those supervisory teams will display in drop down list.)

Enter: Operational Team via drop down list. Only those Operational Teams that Primary Administrator is assigned will be available in drop down list. (Optional)

Execute Transfer

Click: OK Button

The following message displays: One case has been successfully transferred!

Click: OK Button

Note: System automatically closes case. All ticklers associated with the case are transferred to Primary Administrator now assigned to the case.

Cancel Transfer

Click: Cancel Button

Note: Returned to the open case.

Transfer Multiple Cases

Note: Multiple case transfers can only be completed from Case Load Listing result list.

Case Load Listing Result Screen:

To select (highlight) cases to be transferred:

Click: Cases to be transferred

Note: To deselect a highlighted case, click on highlighted case

Click: Case Load Listing on Menu bar

Click: Transfer Cases

Case Information summary lines (a summary line for each case) display on the top half of the screen. Each summary line includes:

  • Case ID
  • Consumer Name (Last Name, First Name)
  • Primary Administrator (Last Name, First Name)
  • Supervisory Team that Primary Administrator is Assigned
  • Operational Team that Primary Administrator is Assigned (Optional)

Transfer information displays on the bottom half of the screen. To transfer cases, enter the following information:

Enter: District Office/Satellite via drop down list (defaults to District Office/Satellite Office signed onto by user)

Enter: Primary Administrator via drop down list

Enter: Supervisory Team via drop down list (If Primary Administrator is assigned to one Supervisory Team, Supervisory Team will automatically be inserted in field when Primary Administrator is selected. If Primary Administrator is assigned to multiple Supervisory Teams, those supervisory teams will display in drop down list.)

Enter: Operational Team via drop down list. Only those Operational Teams that Primary Administrator is assigned will be available in drop down list. (Optional)

Execute Transfer

Click: OK Button

The following message displays: (#of cases) cases have been successfully transferred!

Click: OK Button

Note: System automatically returns to the Case Load Listing result list. All ticklers associated with the case are transferred to Primary Administrator now assigned to the case.

Cancel Transfer

Click: Cancel Button

Note: Returned to the Case Load Listing result list.

Inter-Office Transfer

To complete an inter-office transfer, a finalized Transfer Case Note must be documented in the case. A case in an Open or Closed Status may be transferred to another District Office.

From Open Case:

Click: Case Process

Click: Transfer A Case

Enter: Office from drop down list

Click: OK Button

The following message displays: One case has been successfully transferred!

Click: OK Button

Note: The case has been successfully transferred to the District Office Transfer Coordinator assigned at the receiving District Office and can no longer be accessed by the sending office. All ticklers associated with the case are transferred to the Transfer Coordinator now assigned to the case. The case is automatically closed from the screen.

Note: If a closed case is transferred to another Office, the closure remains with the statistics of the sending District Office and the closure cannot be reverted in the receiving District Office.

Cancel Transfer

Click: Cancel Button

Note: Returned to Open Case screen.

Error Message for Inter-Office Transfers

If the case has a service that is pending, the case cannot be transferred - an error message will be received. Must cancel the service line before the transfer can be completed.

If the Case Transfer Case Note has not been finalized, an error message will be received. Must finalize Case Transfer Case Note before an Inter-Office Transfer can be completed.