Entering Dates for Ongoing Cases in Bridges

Think About the Timeline of Events in the Life of Client Dates Presentation-Ongoing-Instructor Updated January 29, 2009 Think About the Timeline of Events in the Life of Client January 2010 December 2010 Starts earning income March 2010 Gets a promotion and pay raise June 2010 Starts receiving unemployment December 2010 Client Is laid off October 2010 Applies for assistance January 2010 CSCD = Mar 2010 CSCD = June 2010 CSCD = Oct 2010 CSCD = Dec 2010 Speaker Notes: Let’s take a look at why dates are important when changing ongoing cases. Consider how your clients’ circumstances may change over the course of a year. Let’s say a new client applies for assistance in January – at that time, they have no income. Next, let’s say they start a new job in March, and get a promotion in June. In August, they get their first pay raise. You need attach a date – the CSCD – to each of these events when you record them on the client’s case record. This is how Bridges builds the client’s online case history. Every time you change the CSCD, a historical record is created. For example…when you recorded the client’s new income in March…if you didn’t’ tell Bridges that it started in March, it would assume that the client had income since they first applied, back in January. Bridges would try to create a claim to recoup the overpayment the client had received in January and February. The same applies for the pay raise, and all subsequent events in the client’s life – if you don’t tell Bridges when information begins, Bridges assumes it was always true. Go to next slide Every time you change the CSCD, a historical record is added to your case!

Dates Presentation-Ongoing-Instructor Updated January 29, 2009 The CSCD on the Individual Household Status Page is the Most Important Date You Enter The CSCD on the Individual Household Status page indicates when a client left or joined the household. CSCD = 04/01/2009 CSCD = 08/15/2013 If a new individual joins the household, enter the date they joined the household as the CSCD on the Individual Household Status page. Speaker Notes: There’s one more important concept to keep in mind about dates, and the CSCD in particular. The CSCD you enter for a client on their Individual Household Status page is very important – it determines when a person’s information will be used for eligibility purposes. Let’s say we have a single mother and two kids who have had an open case since 2005. If the mother remarries and the new husband moves into the home on August 15, 2008, you’d enter August 15th as the CSCD – Bridges won’t count his information such as income, assets, or expenses before this date – he won’t impact the case’s eligibility from April 2005 through August 14, 2008. Go to next slide Bridges doesn’t use any of their information prior to this date for eligibility purposes.

Dates Presentation-Ongoing-Instructor Updated January 29, 2009 Entering Dates for Ongoing Cases Scenario: Client Reports Case Changes On 07/18/2013, the client is in the office to report changes to her circumstances. You need to update her case record in Data Collection to reflect these changes. Speaker Notes: The definitions of the dates in Data Collection are the same as they were for intake. The difference is that Bridges uses different default values (and in some cases, doesn’t default the dates at all - you have to enter them). Pages 2 and 4 of your Bridges Dates Job Aid – Ongoing Case Changes explain how to work with these dates when making ongoing case changes. INSTRUCTORS: Review these rules with the class. CSCD – Never defaults. Enter date that reflects when information started/changed. Reported On – Never defaults. You must enter the date DHS acquired the information. Date Client Became Aware – Defaults to the CSCD you enter if you are entering new information to an ongoing case. Update if necessary. If you change an existing CSCD (to update case information, set the Date Client Became Aware to the same date (unless the client became aware of the information on a different date). Verification Received On – Never defaults. Enter date verification was received by DHS. INSTRUCTORS: Begin activity with the class. Walk through one example together, and then allow them 5 minutes to complete the remaining examples on their own. Let’s revisit the scenario we worked with when learning how to enter dates at intake. The client applied for assistance on August 10, 2008. Let’s assume that it’s now July 18th, 2009, and she has contacted her office to report changes to her circumstances. Once again, she’s brought all required verifications with her. Go to next slide 4

Update Information: Shelter Expense Dates Presentation-Ongoing-Instructor Updated January 29, 2009 Update Information: Shelter Expense On 07/18/2013: The client reports that her rent increased on 6/01/2013. Her landlord notified her of the increase on 5/01/2013. She brought her new lease agreement with her to the appointment. Expense Dates Original Date What should you change it to? Circumstances Start/ Change Date End Date Reported On Date Client Became Aware Verification Received On 11/01/2010 06/01/2013 mm/dd/yyyy mm/dd/yyyy 11/10/2010 07/18/2013 Speaker Notes: Let’s take a look at how to complete this activity. Just like our first activity – we’ve listed the client’s circumstances at the top of the page. On this page, we’ve said that the client reported a rent increase. Her rent increased on June 1st, and her landlord told her about the increase on May 1st. She brought her new lease agreement with her to the appointment. In the left column of the table, we’ve listed the 5 key dates that are listed on the page where you’d record the change in Bridges – in this example, the Shelter Expenses page. In the middle column, we’ve listed the existing dates that you’d see on the page – these would be the same dates the Specialist entered at intake. In this example, it looks like the client reported that her rent expense started on 11/15/2007. The last column is blank – use this column to write down the date that you’d enter on the page to update her information, based on the change she’s reporting. You can write down a new date, or you can write down the date that’s already listed, if you don’t think a change is required. ASK: Are there any questions before we get started? IF NO QUESTIONS: Take 5 minutes to complete this activity. You can work in pairs or groups, if you’d like. Go to next slide 11/01/2010 * 05/01/2013 11/10/2010 07/18/2013 * Although the Date Client Became Aware is typically the same as the CSCD, there are situations (like this one) where it may be a different date.

Update Information: Liquid Asset – Checking Account Dates Presentation-Ongoing-Instructor Updated January 29, 2009 Update Information: Liquid Asset – Checking Account On 07/18/2013: The client’s low checking account balance is currently $32.64, according to her last bank statement, dated 06/30/2013 (this is also the low balance date). When she originally applied on 08/10/2010, her low account balance was $150.00 as of 07/31/2010 (verified with a bank statement). Asset Dates Original Date What should you change it to? Circumstances Start/ Change Date End Date Reported On Date Client Became Aware Verification Received On 07/01/2012 07/01/2013 mm/dd/yyyy mm/dd/yyyy Speaker Notes: KEY LEARNING POINT: All information has changed, so all dates should be updated. CSCD – Date when new account balance started/changed – information is accurate as of the bank statement date. Go to next slide 08/10/2012 07/18/2013 07/01/2012 06/01/2013 08/10/2012 07/18/2013

Ending Information: Asset – Vehicle Dates Presentation-Ongoing-Instructor Updated January 29, 2009 Ending Information: Asset – Vehicle On 07/18/2013 client reports: She sold her car on 7/8/2013. At intake, the car’s value was verified to be $2,000 as of 8/1/2012 (original CSCD for the vehicle record). Asset Dates Original Date What should you change it to? Circumstances Start/ Change Date End Date Reported On Date Client Became Aware Verification Received On 08/01/2012 No Change mm/dd/yyyy 07/08/2013 08/10/2012 No Change Speaker Notes: KEY LEARNING POINT: Because the asset has ended (the client no longer has it), we can enter an End Date. When ending assets and expenses, you can enter an End Date instead of updating the CSCD. You will still update the other dates to let Bridges know when the client reported the end in information to DHS and when it was verified. Bridges stop using the information after the End Date when determining new eligibility results and calculating new benefits. Go to next slide 08/01/2012 No Change 08/10/2012 No Change

New Information for an Ongoing Case: Add a Member Dates Presentation-Ongoing-Instructor Updated January 29, 2009 New Information for an Ongoing Case: Add a Member On 07/18/2013, client reports: She remarried, and her new husband joined the home on 7/7/2013. Individual Household Status Dates Default Date Correct Date Circumstances Start/ Change Date End Date Reported On Date Client Became Aware Verification Received On mm/dd/yyyy 07/07/2013 mm/dd/yyyy mm/dd/yyyy Speaker Notes: KEY LEARNING POINT: The Household Status Date CSCD will drive how all of the husband’s information will be used. Bridges won’t consider any of his information prior to the date when he joined the household. Go to next slide mm/dd/yyyy 07/18/2013 mm/dd/yyyy 07/07/2013 mm/dd/yyyy 07/18/2013

New Information for an Ongoing Case: New Member’s Income Dates Presentation-Ongoing-Instructor Updated January 29, 2009 New Information for an Ongoing Case: New Member’s Income The client’s new husband received his first paycheck from Best Buy 0n 02/04/2008. Income Dates Default Date Correct Date Circumstances Start/ Change Date End Date Reported On Date Client Became Aware Verification Received On mm/dd/yyyy 02/04/2008 mm/dd/yyyy mm/dd/yyyy mm/dd/yyyy 07/18/2013 Speaker Notes: KEY LEARNING POINT: As we learned from the Bridges Income Job Aid, the CSCD for a brand new employment record you are entering into Bridges is always the employment start date. When we enter the husband’s record into Bridges, we’ll enter the date when his job began – 2/4/2006. However, Bridges won’t start considering his income for eligibility purposes before he moved into the home on 7/7/2009 – the CSCD entered on his Individual Household Status page. FAQ: Are we referring to the date the husband or his wife, the HOH, became aware of the income? ANSWER: We’re referring to the husband. Remember, when you enter income, an asset, or expense, into Bridges, you have to select the name of the person associated with the information, right? This information always remains with that individual (for example, if the husband moved out the home and applied on his own, we’d already have his income attached to his record). Every date that you enter for that record – an income, asset, or expense – is referring to the person associated with the income, asset, or expense. In this example, we’re asking when the husband was aware of the income. Go to next slide mm/dd/yyyy 02/04/2008 mm/dd/yyyy 07/18/2013 Note: None of the husband’s information (including income) will be used in eligibility determinations before his Household Status CSCD of 7/7/2013.

Important Things to Remember About Dates Dates Presentation-Ongoing-Instructor Updated January 29, 2009 Important Things to Remember About Dates Wrong Dates = Wrong Benefit Amounts The five dates you enter for a Logical Unit of Work (LUW) in Data Collection are very important. If you do not enter these dates correctly, Bridges may determine the wrong benefits for an EDG or may incorrectly issue an over issuance claim or supplement. Speaker Notes: In summary, wrong dates equal wrong benefit amounts and eligibility determinations for clients. Incorrect claims and supplements can also be issued. As a result, learning how to enter dates correctly into Bridges is one of the most important things you’ll learn in this training session. Remember – Bridgesthe rules for entering dates are different at intake and for ongoing cases. Use the two dates reference guides to get familiar with these rules when you start using Bridges back in your office. Close presentation

Dates Confirmation Pop-Up Window Dates Presentation-Ongoing-Instructor Updated January 29, 2009 Dates Confirmation Pop-Up Window If you change information without updating the CSCD and the existing CSCD is more than 90 days old, OR… If you enter a CSCD that is more than 90 days old… A pop-up window displays. It’s not an error! Bridges is asking you to re-enter the dates to make sure they are correct. Speaker Notes: When you modify information on a page in Data Collection, and try to save the information, Bridges will check the CSCD. If the CSCD is more than 90 days old, Bridges displays a pop-up window to require you to confirm those are the dates you really want. You will have to re-enter each of the key five dates on the page – Bridges displays the current values….if they are correct, you can simply retype them in…if they aren’t correct, you’ll be able to change them from this window. This is a measure to help prevent inaccurate claims and supplements from being generated – a reminder to update the CSCD, if necessary. If you leave the CSCD at a past date, eligibility will run for all months from the provided CSCD date onward. Go to next slide

Good Dates Gone Bad. The Impact of an Incorrectly Entered CSCD Dates Presentation-Ongoing-Instructor Updated January 29, 2009 Good Dates Gone Bad. The Impact of an Incorrectly Entered CSCD A client applied for assistance on 7/15. He had a child with a girlfriend, but paternity wasn’t established. He has been paying her $10 a month in voluntary child support since 7/2. On 10/14, paternity was established for the client’s child. He received a child support order of $300 per month from the Office of Child Support. Let’s take a look at the impact of forgetting to update the CSCD date for his support expense record in Bridges. Speaker Notes: Let’s take a look at what this really means. Let’s say a client applies on July 15th – he has a child with a girlfriend, and was paying $10/month in voluntary child support since July 2nd. You’d enter this information in Bridges (and Bridges would know not to count the expense, because voluntary child support isn’t countable). Now let’s say that paternity was established on October 14th, and the client received a child support order for $300 per month. Let’s look at the impact of updating the expense amount without updating the CSCD – remember, the original CSCD would be July 2nd, when the client started paying the expense. Go to next slide His Original CSCD for Support Expense: 7/2

Good Dates Gone Bad….Unnecessary Supplement Dates Presentation-Ongoing-Instructor Updated January 29, 2009 Good Dates Gone Bad….Unnecessary Supplement The client began incurring an allowable expenses on 10/14. He now pays a mandatory $300 per month instead of a voluntary $10 (an unallowable expense). You update his expenses to reflect these changes, but forget to change the CSCD. INCORRECT: Leave the CSCD as 7/2 When you don’t update this date, Bridges assumes that the client had been paying $300 since that time. $300 $300 $300 $300 CORRECT: Change the CSCD to 10/14 When you update this date, Bridges will only start counting the higher expense from 10/14 forward. Speaker Notes: Your first step to update the income would be to access the expense record. You’d record that the expense is now $300. If you didn’t change the CSCD…Bridges will assume that the client was always paying $300. It will assume that the client had been underpaid for prior months, and will generate a supplement. However, if you had changed the CSCD, Bridges would have left the client’s original $10 expense untouched, and would only apply the $300 allowing child support expense from October 14th onward. This is one example of how you could generate an unnecessary supplement by forgetting to update a CSCD. Go to next slide $10 $300

Good Dates Gone Bad… The Impact of Incorrectly Entering the CSCD Dates Presentation-Ongoing-Instructor Updated January 29, 2009 Good Dates Gone Bad… The Impact of Incorrectly Entering the CSCD Let’s change the scenario…a client’s income increased. A client applied for assistance on 7/15. She was working 20 hours a week at $7.50/hour. ($150/week OR $645 for 4.3 weeks) On 10/14 the client received a check with a raise to $8.00/hour and reflecting her new hours of 30 a week. Let’s take a look at the impact of forgetting to update the CSCD date for her income record in Bridges. Speaker Notes: Let’s take a look at the opposite scenario. Assume a new client applied for assistance on July 15th. At the time, she had $50 in a savings account that she opened on July 2nd. On October 14th, the client received a $15,000 inheritance from her grandmother. Once again, let’s see what would happen if we changed the client’s asset value without updating the CSCD…again, the original CSCD was July 2nd. Go to next slide Her Original Income CSCD: 7/2

Good Dates Gone Bad….Unnecessary Recoupment Dates Presentation-Ongoing-Instructor Updated January 29, 2009 Good Dates Gone Bad….Unnecessary Recoupment The client’s income increased on 10/14. She now makes $240 weekly ($1032 monthly for FAP) You update her income record to reflect these changes, but forget to change the CSCD. INCORRECT: Leave the CSCD as 7/2 When you don’t update this date, Bridges assumes that the income was true since the earlier date. $1032 $1032 $1032 $1032 CORRECT: Change the CSCD to 10/14 When you update this date, Bridges will only start counting the new income amount from 10/14 forward. Speaker Notes: The first thing you would do would be to update the client’s asset value to $15,050 (the inheritance plus the original $50). If you didn’t change the CSCD…Bridges will assume that the client always had $15,050 in her savings account. It will assume that the client had been overpaid or inaccurately authorized for benefits, and will generate a claim and begin the recoupment process. However, if you had changed the CSCD, Bridges would have left the client’s original $50 asset value untouched, and would only apply the $15,050 value to her eligibility determinations for October 14th forward. This is one example of how you could generate an unnecessary claim by forgetting to update a CSCD. Close presentation. $645 $1032

Dates Presentation-Ongoing-Instructor Updated January 29, 2009 Any Questions Speaker Notes: Let’s take a look at the opposite scenario. Assume a new client applied for assistance on July 15th. At the time, she had $50 in a savings account that she opened on July 2nd. On October 14th, the client received a $15,000 inheritance from her grandmother. Once again, let’s see what would happen if we changed the client’s asset value without updating the CSCD…again, the original CSCD was July 2nd. Go to next slide