Associate a New Application to a Closed Case or Associate a New Application with an Ongoing Case of a Different Program

Use this procedure to view associated cases and associate new applications with closed cases. Associated cases are cases previously recorded in the VaCMS in which the client has been included.

You can associate new Medical Assistance and/or Child Care applications to closed cases in the VaCMS. You can also associate new applications to ongoing cases in the VaCMS, but only if the new application is for a program different than the ongoing case. You cannot associate an application for a program to an ongoing case with the same program. The steps are the same whether associating to a closed case or an ongoing case of a different program.

You can convert a CommonHelp or RDE application to a change or renewal if the application meets certain criteria (see Converting Applications to Change Reports or Renewals QRG for more information about what application types qualify for association). The steps for converting applications to change reports or renewals are listed below.

Process Steps:

To associate an application or waiting list screening being registered with a closed case or an ongoing case of a different program:

The File Clearance Associated Cases page displays.

1. In the Cases Linked to section:

   • Select the radio button for the case to associate it with the current application or waiting list screening.

2. In the Clients section:

   • Select the checkbox next to an individual’s name to add that individual to the current application or waiting list screening.

   • To choose all individuals for associated case, click Select All, if appropriate.

   • Click Add

   • • Selected individuals are automatically added to the application, using their original client identification number.

   • The message "Selected Individual(s) added to the application" displays at the top of the page.

3. In the Cases Linked to section:

   • Select the radio button for the case to associate it with the current application or waiting list screening.

   • Select Yes in the Associate dropdown menu to link the case to the current application or waiting list screening. This field defaults to Yes if the radio button is selected for a case.

    

4. Click Next

   • The clients File Clearance Associated Cases page from the case displays on the Register Client Summary page.

   • A message displays confirming the case number is associated with the new application.

   • Proceed to Register Client.

To convert an application to a Change Report or Renewal:

If potential VaCMS matches are found:

1. • Select the radio button next to the appropriate VaCMS match.
   • Select Yes from the Do you wish to view associated cases? dropdown menu.
   • Select the radio button next to the case you wish to associate the application to listed under Cases Linked to.
   • Select the appropriate option (Change/Add a Person or Renewal) from the Convert Application To dropdown menu.
   • Select Yes from the Associate dropdown menu to associate the application to the selected case.
   • Click Next.

Results of the Procedure:

The selected case number is linked to the new application or waiting list screening. The selected clients are added to the new application or waiting list screening. When you complete the Registration process, proceed to the Case Action page, and select Intake / Screening. When you confirm your selection, the new application will assume the original Case ID.

Updated 09/12/2014