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LassenWORKS converts to new system for more efficient service

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With the addition of the new Consortium IV system, LassenWORKS will be going paperless with its cases and should allow staff to provide more efficient services to its customers.

Rather than having information in the computer and in paper files, staff can access all client information by logging into the C-IV program. When new clients come in, a caseworker will build his or her case in C-IV and information can be updated, which will provide staff with client history.

C-IV will work for all the services provided by LassenWORKS -- CalWORKS, food stamps and county Medi-Cal services program.

LassenWORKS and Community Social Services Director Mel Brawley said the department went live on the new system on June 1, and staff had to convert its 2, 285 cash aid, food stamp and/or medical program cases.

By the end of July, Brawley said only 192 cases remained to be converted and the majority were pending the completion of routine eligibility work prior to conversion.

According to Eric Nielson, System Technician for Social Services, C-IV in essence is an automated welfare system. It is a Web application but not a public Internet that runs between the county central IT and Sacramento along with a back-up system.

C-IV will have all of the client and case information and will provide staff the capability of scheduling appointments.

Although it is not yet available, clients will be able to utilize an interactive voice response system where they can call and check the status of their case or benefits, as well as receive reminders about appointments.

Eventually, Nielson said C-IV will allow staff to focus on case management and getting clients into activities that will help them find jobs or getting

them referrals.

Brawley said C-IV will also provide faster and accurate services for the customers and there will be no more lost paperwork. Sometimes a person might drop off some paperwork and it would get put into the wrong box or become lost, she said.

"We're really happy to have it, "Brawley said of the system.

Before converting to C-IV, Brawley said LassenWORKS was been using the Interim Statewide Automated Welfare System since 1994.

She said the program was created in the 1980s and did not support certain elements of program eligibility, creating more paperwork and data entry. In addition, C-IV allows staff to prepare statistical management reports required by the state and federal governments.

Nielson said in the past, reports made up stacks of paper that could cover a desk.

If the state program Medi-Cal Eligibility Data System detected a problem, Nielson said it would send reams and reams of paperwork, which a clerk would read through, and a note would be sent to the correct staff member for correction or verification.

Until the state received the updated information, Nielson said it would continue sending notices. Now, the item will remain marked in the C-IV system until the issue is resolved.

Staff will also be able to send notices to customers through the C-IV central office reducing local mailing costs and staff time.

Nielson said the system will allow staff to make changes if a person has received more or less than what they should have or are not qualified for services anymore.

Those on Medi-Cal services are required to send reports and Nielson said C-IV will keep track of reports that have or haven't been received.

C-IV also interfaces with different systems including the Lassen County auditor's

office.

Brawley said converting to C-IV was primarily automated, but staff was required to review each case and confirm converted data, correct any errors and add data that wasn't available to be converted from ISAWS.

Staff also had to run the eligibility determination/benefits calculation to complete conversion.

According to Brawley, there are 39 counties using C-IV including Plumas, Sierra, Shasta and Modoc counties.

Now, Brawley said staff is working on imaging the same 2, 285 cases and attaching those images to the electronic cases. At the current rate of imaging conversion, Brawley estimates the all cases will be imaged and paper cases will be eliminated by the end of January.

Nielson said staff imaged 13, 000 documents two weeks ago.

"The process requires a huge team effort, "Brawley said.

Caseworkers are assigned a number of cases to be prepared for imaging each week. Support staff images the prepared cases and stores the data in an electronic queue and then caseworkers index each imaged case.

"Indexing requires staff to identify each individual document and assign it to a logical specified section of the electronic case so it can be found later, "Brawley said.

After a case worker has gathered the client information, entered it into the C-IV system and services have been approved, the case is then transferred to the fiscal staff.

Nielson said each department only has access to certain capabilities on C-IV. A fiscal staff member couldn't create a new case and a case worker could not authorize checks.

Brawley said this provides checks and balances.

Nielson said C-IV also shows who performed what action at any point.

C4yourself

By converting to C-IV, LassenWORKS clients can also utilize the Web site C4Yourself where they can fill out an application for food stamps, Medi-Cal and CSMP.

C4Yourself will then send a notification to LassenWORKS and a caseworker will be assigned to the case.

To provide more convenient services for the outlying areas, the plan is to eventually provide a portal with a computer and scanner in Bieber, Herlong and West-wood allowing people to stop in a local place to apply for services online.

About CIV

In 1996, San Bernardino, Stansislaus, Riverside and Merced counties came together and crated a Joint Powers Authority. The C-IV provides a single legal entity for purposes of procurement and contracting for the automated system

In 2001, C-IV contracted with Accenture to provide an integrated, user-friendly, automated system to manage the increasing complexity of public assistance and employment programs. Accenture provided project management, design, development, testing, infrastructure, user-training, implementation and maintenance services.

The C-IV system was successfully implemented in October 2004.

Nielson said Lassen-WORKS staff have been preparing and training for the new system for the last year.

According to Brawley, C-IV has been implemented in Idaho and has gained attention from New Mexico and Washington.

There is also national interest as Brawley said Hong Kong is also looking at C-IV.



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© 2011 Lassen County Times Susanville, California. All Rights Reserved. This content, including derivations, may not be stored or distributed in any manner, disseminated, published, broadcast, rewritten or reproduced without express, written consent from DAS.

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