If eligibility has already been certified, proceed to Add a Household Member to add a new client to the case.
You can only add a new client to a case after all the individual information for clients entered during Registration have been recorded.
Use this procedure to add a new client to a case when eligibility results have not been certified.
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If eligibility has already been certified, proceed to Add a Household Member to add a new client to the case. You can only add a new client to a case after all the individual information for clients entered during Registration have been recorded. |
If you are not currently working on the case:
From the Left Navigation menu, select Data Collection, then Case Action.
The Case Action page displays.
Enter the Case or Application or Screening Number or click the search icon and proceed to Search for Client to search for the case, application, or waiting list screening number (required).
Select Intake from the What action do you want to perform? dropdown menu.
Click Next.
The Household Information page displays.
From the Left Navigation menu, select Client, then the HH Status tab.
The Client Household Status page displays.
Follow steps 2. through 25. below.
If you are currently working on the case:
From the Left Navigation menu, select Client, then the HH Status tab.
The Client Household Status page displays.
Click Save + Add Client.
The Client Information page displays.
In the Search Client Information section:
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Use the Search Client Information section to search for an existing client by their SSN or Client #. If a match is found the client’s information will auto-populate in the Demographic Information section. |
Enter the client’s individual Input SSN.
Enter the Client #.
Click Search.
In the Client Name section:
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In the Client Name, Demographic Information, and Other Information sections, client information entered during the Registration process displays. Review and update accordingly. |
Enter the client’s First name.
Enter the client’s Last name.
In the Demographic Information section:
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For converted cases, verify the correct Gender and DOB is selected. The DOB defaults to 01/01/1900 for some converted cases. Do not assume the correct Gender or DOB is selected for the client. |
Select the client’s Gender (required).
Enter the client’s DOB or select the Calendar icon and select the date (required).
Select the client’s DOB Verification from the dropdown menu.
Enter the client’s SSN.
Select the client’s Verification Source for their social security number.
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The Primary Race dropdown menu does not have to be the client’s primary race; the VaCMS considers the secondary race the same as the primary race. It does not matter what race is entered in either field as long as there is a race selected from the Primary Race dropdown menu. For converted cases, the Race and Ethnicity default to Unknown and must be updated. |
Select the client’s Primary Race (required).
Select the client’s Ethnicity (required).
Select the client’s Secondary Race, press and hold the CTRL key to select multiple races.
Select the client’s Primary Spoken Language (required).
Select the client’s Secondary Spoken Language (s), press and hold the CTRL key to select multiple languages.
In the Other Information section:
Select Yes or No to Does the Client have alias names?
Click Next.
The Client Household Status page displays.
In the Client Information section:
Review the client’s Name.
In the Client Status Dates section:
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During the Intake process the Effective Begin Date defaults to the Application / Screening Date. |
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When entering information for the first time the Reported On, Date Change Occurred, and Verification Received On dates default to the current date. |
Enter the Effective Begin Date of the client’s status (required).
Enter the Reported On date for when the client’s status was reported to the local department (required).
Enter the date the actual change occurred in the Date Change Occurred field (required).
Enter the date the verification was received in the Verification Received On field (required).
In the Client Status section:
Select the Household Status of the client (required).
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The Intend to return? field is disabled unless Left Household in the Household Status field is selected. |
Select if the client intends to return to the household in the Intend to return? field, if appropriate.
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The If temporarily absent, reason? field is disabled unless Yes in the Intend to return? field is selected. |
Select the reason for the temporary client absence from the house in the If temporarily absent reason? field, if appropriate.
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The Estimated Date of Return field is disabled unless Yes in the Intend to return? field is selected. |
Enter the Estimated Date of Return, if appropriate.
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The Number of days in a month the child sleeps in the caretaker’s home (average over the next 12 months) field is disabled unless the client is less than 19 years old. |
Click Save + Continue.
The File Clearance - Results page displays.
Review the File Clearance results:
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File Clearance compares individual information recorded to existing individuals in the VaCMS and SPIDeR to prevent one individual from being assigned two client identification numbers and to inform the worker of the other systems in which the client is registered. |
Client records from the VaCMS or SPIDeR having similar information to the client are displayed.
Review the potential matches to determine if the client has an existing record.
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The File Clearance Results page displays the system source of each potentially matching record. Always select the record with the system source of VaCMS if the page displays matching records from multiple systems. |
If no VaCMS matches are found:
The File Clearance Results page displays with no VaCMS records found.
The question Do you wish to establish as a new client? is defaulted to Yes.
Click Next.
The Program Request – Summary page displays, proceed to Add Program Request.
If potential VaCMS matches are found:
Select the radio button next to the potential VaCMS match.
The question Do you wish to view associated cases? is disabled and defaulted to No.
The question Do you wish to establish as a new client? is defaulted to No.
Click Next.
The Program Request – Summary page displays, proceed to Add Program Request.
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The Data Collection driver flow is queued for all required pages when adding a new client to the case. The pages that are queued will vary depending on what information has been previously recorded. Enter all the required information for an individual. |
Proceed to Relationship Details.
Proceed to Education Details, if appropriate.
Proceed to Client Demographics.
Proceed to Alien Details, if appropriate.
Proceed to Household Client Questions.
Proceed to Other In-state Benefits Services.
Proceed to Immunization Details.
Proceed to Earned Income Details, if appropriate.
Proceed to Self Employment Details, if appropriate.
Proceed to Unearned Income Details, if appropriate.
Proceed to Other Deductions Details, if appropriate.
Proceed to Run Eligibility.
After comparing the client's demographic information against the existing information in the VaCMS and SPIDeR, a new client identification number is assigned to the client or an existing client identification number is used and the worker can proceed to the next step in Data Collection.
Updated 05/02/2014