Part 354 - CASE RECORDING

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Statutory Authority: 
Social Services Law, Sections 20, 34

Section 354.1 - General.

Section 354.1 General. (a) Definition of case record. Case record means all written material concerning an applicant or recipient, including the application form, the case history, budget and authorization forms, medical, resource and financial records.

(b) Maintenance of case record. A case record shall be maintained for each application and for each case of public assistance in order to provide a systematic record of interviews with the applicant or recipient and with other sources of information. The information obtained through social investigation shall be entered promptly on required forms

(or approved local equivalents) and/or recorded in the social case history.

 

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Section 354.2 - Content of case records purpose and use.

354.2 Content of case records purpose and use. The case record shall present a clear and accurate account of the district's provision of assistance and care, and of the services provided either directly or by referral to other community programs. The evidence in the case record shall be used to:

(a) substantiate the determination of initial and continuing eligibility, or ineligibility, for assistance or care;

(b) document compliance with requirements pertaining to the fiscal and accounting aspects of the use of public funds;

(c) validate the supervisory review and written approval of case action by the social services official or by his authorized representative;

(d) insure continuity and consistency of service and planning in accordance with individual need regardless of changes in district staff;

(e) evaluate the situation in connection with appeals or reapplication.

 

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Section 354.3 - Case activity control.

354.3 Case activity control. Each district shall establish and maintain supervisory control of required interviews with recipients, periodic redetermination of eligibility, periodic reauthorizations of assistance, issuance of notices to recipients, and shall record the completion of such action. There shall be maintained, easily available to the social service staff, a current, cumulative record of assistance authorized.

 

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