Search for an Application

Use this procedure to search for an application received from CommonHelp, from Rapid Data Entry (RDE), or from the Federally Facilitated Marketplace (FFM).

Process Steps:

From the Left Navigation menu, select My Workspace, then select Locality Inbox.
- The Search Inbox page displays.

Enter at least one search criteria. If no search criterion is entered the message “Please enter at least one search criteria before executing the search” displays.

In the Application Inbox Search Criteria section, you can:

- Enter the Tracking #.
- Select the Source.
- Enter the SSN of the primary applicant.
- Enter the date of birth of the primary applicant in the DOB field.
- Enter a date range in the Application Received Date fields.
- Select a Program..
- Select a response from the Processing Unit dropdown menu.
- 1. For LDSS workers, the Processing Unit dropdown menu is defaulted to Local Agency.
  2. For CoverVA CPU workers, the Processing Unit dropdown menu is defaulted to Cover Virginia CPU.
  3. For Hospital Based Workers, the Processing Unit dropdown menu is defaulted to HBW.
  4. You can also search by selecting All.
- Select a response from the Processing Status dropdown menu.
- Select a response from the Locality dropdown menu.
- Select a response from the Potential Expedited. Potential Pregnancy, Resource Assessment, and Minimal Indicator dropdown menus.
- Select a response for the Processing Status, Acknowledged by EA, Locality, Potential Expedited and Potential Pregnancy dropdown menus.

Processing Statuses for Search Results:

New - File Clearance process has not been started in My Workspace. This status can display depending on the point at which the Self Direct process fails.
Started - File Clearance process has been started in My Workspace but not completed. This status can display depending on the point at which the Self Direct process fails.
Process - My Workspace process has been completed, including being assigned to a worker, but Case Action has not been initiated. Clicking the link takes you to the Case Action page (only for cases that have programs administered in the VaCMS). This status can display depending on the point at which the Self Direct process fails.
Submitted - My Workspace process has been completed for the Application, including being assigned to a worker, and the Case Action has been initiated for Applications in the VaCMS. This status can display depending on the point at which the Self Direct process fails.
Continue Registration - This status displays if the Self Direct process failed at Application Registration. Clicking the link takes you to the point at which the Self Direct process stopped.
Continue Case Assignment - This status displays if the Self Direct process failed at Case Assignment. Clicking the link takes you to the case assignment page.
Known to VaCMS - Any client referred from the FFM who is known in the VaCMS, the application will have ‘Known to VaCMS’ status in My Workspace. This status is based on first name, last name, DOB combination or with SSN. If you see this status, investigate to see if denying the duplicate application is appropriate.
FFM - Incomplete Information – When required data is missing in the FFM application, the application will have a status of ‘FFM Incomplete’ in My Workspace. If you see this status, you may not need to process the application as it could be corrected by a daily FFM batch.
FFM - Different State - An application that is received from a state other than Virginia will have a status of “FFM- Different State” in My Workspace. If you see this status, investigate to see if denying the application is appropriate for residency reasons.
Duplicate Request - Renewal or report changes submitted through Rapid Data Entry or CommonHelp where the application received date is prior to the EDBC run date on the case.

You must enter at least one value for the search criteria to conduct a search.
Click Search.
- The search results display in the Search Results section.
- For Applications that have self directed, the Assigned To column will display SYSTEM.
To initiate the registration process for an Application with a processing status of New:
- Click the radio button next to the application you want to register
- Click the Start Application button
- Proceed to Initiate Registration section, step 5
To continue the registration process for an application with a processing status of Started:
- Click the Started hyperlink

Results of the Procedure:

The Application search is successfully completed.

Updated 02/01/2016