If the Intake case action for an application or waiting list screening has not been initiated and needs to be closed, proceed to Deny an Application / Waiting List Screening.
Use this procedure to manually change a case status from approved to closed.
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If the Intake case action for an application or waiting list screening has not been initiated and needs to be closed, proceed to Deny an Application / Waiting List Screening. |
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The status of a case is changed from approved to closed, through three different processes: Eligibility, Age of Child, and Manually. An eligibility case closure occurs when a family does not meet eligibility requirements after updates are made to the case information, and the VaCMS changes the case status to closed after a worker certifies an ineligible result. An age of child case closure occurs when the only eligible child turns 13, or 18 for special needs children. The VaCMS automatically changes the case status to closed the night of the child’s birthday. A manual case closure occurs when a worker manually changes the case status to closed. To manually close a case, follow the steps below. |
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There are two different types of manual case closures based on the reason for the case closure selected from the Withdraw / Deny / Closure Reason dropdown menu. The two types both change the case status to closed but there is a difference when the authorization status is changed to discontinued. The first Withdraw / Deny / Closure Reason type is a case closure that changes the authorization status to discontinued immediately. The VaCMS changes the case status to closed and the authorization status to discontinued the night the manual request is made. The second Withdraw / Deny / Closure Reason type is a case closure that does not immediately change the authorization status to discontinued. The effective begin date for the discontinued authorization status is 14 days in the future, which allows the worker to inform the client before the case’s authorization status is officially changed to discontinued. If circumstances change and you want to change the case status to open within that 14 day period, proceed to Reinstate a Case. |
If eligibility has been run:
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 a Client to search for the case, application, or waiting list screening number (required).
Select Case Change from the What action do you want to perform? dropdown menu.
Click Next.
The Household Information page displays.
From the Left Navigation menu, select Data Collection, then Individual Information, then Program Request.
The Program Request - Summary page displays.
Click the appropriate program request edit icon.
The Program Request – Details page displays.
Select Yes from the Withdraw/Deny/Closure Program? dropdown menu.
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The Withdraw / Deny / Closure Date cannot be in the future. |
Enter the Withdraw / Deny / Closure Date (required).
Select the appropriate reason for closure from the Withdraw / Deny / Closure Reason dropdown menu.
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The reason selected from the Withdraw / Deny / Closure Reason dropdown menu determines whether or not the case’s authorizations are closed immediately or in 14 days. |
Enter any required information in the Required Information Details field.
Click Next.
The Program Request - Clients page displays.
Click Save + Continue.
The Relationship Summary page displays.
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Remember that the case status is different from the authorization status. After closing a case, update the authorization status to discontinued with either an Effective Begin Date, the next day or 14 days in the future depending on the reason for the case closure. |
Proceed to Update Authorization Status to update the authorization status to discontinued.
If eligibility has not been run:
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 / Screening from the What action do you want to perform? dropdown menu.
Click Next.
The Household Information page displays.
From the Left Navigation menu, select Miscellaneous, then Program Denial.
The Program Denial page displays.
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The Program is disabled and defaulted to Child Care. |
Select the denial reason from the Denial Reason dropdown menu (required).
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The Denial Date is disabled and defaulted to the current day’s date. |
Click Add.
The denied program information displays in the Denied Programs Summary section.
Click Submit.
If the denial is successful the message "Submit Successful" displays.
If the denial was not successful because eligibility had been run the message "Submit Unsuccessful – Eligibility has already been run" displays.
Proceed to Close a Case and follow the steps to successfully close the case.
The case is closed and the request for child care services is denied. A Notice of Action (NOA) is added to the worker’s pending forms list.
Updated 05/02/2014