Appointments

Appointments A. The process by which appointments are given shall be determined by the subgrantee (i.e. mornings, days of the week, caseworker to be assigned to this population, etc). If a client is physically disabled and cannot come to the subgrantee, a caseworker can conduct a home visit to take the application, or the client can authorize someone to make an application on their behalf. B. Appointments for a new client should be made on a first-come, first-served basis. Existing client appointments should be made 30 days after their current case in waiting on approval or according to case plan or when a non-availability of funds waitlist opens up. C. Applicants arriving within 15 minutes of appointment time shall be seen according to scheduled appointment. Applicants who arrive later than 15 minutes for a scheduled appointment may have to wait to be seen depending on the time of the caseworkers next scheduled appointment; or be rescheduled for the next available appointment if the applicant cannot be worked into schedule for that day. The Subgrantee should make every effort to see the applicant that day if possible. D. If the subgrantee has a no-show or a cancellation after the 15-minute grace period, applicants waiting for a appointment shall be seen immediately. The Subgrantee may then re-arrange their schedule to accommodate other applicants. E. If the client misses the appointment, no further benefits can be given until the client comes in for another appointment to have eligibility determined. F. The client should be advised at the time of appointment of the responsibility to report household changes within ten (10) days. Changes can be reported by mail, phone call, email, or office visit. G. All contact with the client must be documented in Virtual ROMA. Changes may include, but are not limited to: 1) Increase or decrease in household members, 2) Increase or decrease in household income, 3) Household moved, or 4) Changes to case plan. H. Significant changes in staffing that may impact a client’s appointment for services (i.e. office closure due to staff being sick, on vacation or not having a person to cover county) must be communicated via a signed letter by the Board Chair to DCS.