The VaCMS gives supervisors the ability to flag a percentage of a worker’s cases for review. For information about how to set a review percentage, please see the QRG Supervisor Review Settings.

Cases which are flagged for review follow a unique process. The worker completes data collection and runs eligibility as usual.  However, he / she will not be able to authorize the results and only the Submit button will be enabled. Upon clicking Submit, the VaCMS generates a task / reminder for the supervisor to conduct a review on the case.

The supervisor, in turn, must review the information entered by the worker, confirm it was entered properly and then authorize the eligibility results. If needed, the supervisor can select Return for Correction on the Certification page, which sends the case back to the worker for follow up and correction. The worker will receive an alert notifying them of this update.

Important Note: A supervisor’s authorization of the case needs to happen on the same date eligibility is run. If the supervisor cannot review and authorize the results on that day, the supervisor will need to run eligibility on the case and review the results with the worker.

This document will address how to identify cases that have been flagged for review, what actions need to be taken to review, and how to return a case for correction or to authorize results.

If a worker runs eligibility on a case that is flagged for supervisor review, a system generated task alert is sent to the worker’s supervisor. Also, on the Certification / Authorization page, the Supervisor Review check box will be checked.

Note: If the worker does not click Submit, the task / reminder is not generated. The alert states “Case <case number> is pending supervisor authorization.”

The alert will automatically clear once the supervisor authorizes results or, if applicable, once the supervisor returns for correction. As mentioned above, authorization of the case needs to happen on the same date eligibility is run. An alert is not generated for the worker once the supervisor authorizes results. This will need to be communicated outside of VaCMS or the worker will need to check for authorizations

When reviewing a case that has been flagged, you will need to use a combination of Case Action and Left Navigation to review all the information on the case.  

You can also click the View Driver Flow icon ( ) to view a table of the pages that have or have not been visited / completed by the worker when performing data collection.

To properly review a case flagged for review:

1. Access the case by going to the Data Collection -- Case Action page and selecting View Data Collection Read Only.
   Note: Do not try accessing the case by clicking the case number in the alert. If you do, you will be directed to the Case Summary page instead of the Case Action page.

2. Follow the driver flow until you reach the Client Information – Run Eligibility page.

3. Use the Left Navigation to proceed to the next page that must be reviewed. Depending on the case, you may need to continue reviewing Individual Information pages (for example, Pregnancy), which will force you to keep skipping eligibility, or you can skip to the Non-Financial pages.

4. Continue following the driver flow until you reach the Wrap-up – Run Eligibility page.

5. Using the Left Navigation, proceed to the Eligibility – Eligibility Summary page to review the eligibility results.

Once you have reviewed the case, you must determine whether the information and results are accurate or should be returned for correction. Supervisors are not required to click on every screen to complete the review.

If upon review of the case everything appears to be accurate, you can authorize the eligibility results. This requires leaving the View Data Collection Read Only case action so the Certification page can be edited.

To authorize the eligibility results:  

1. On the Data Collection – Case Action page, enter the case #, select the appropriate Case Action from the dropdown menu. Select Continue Previously Selected Action or other appropriate case action based on the supervisor’s review of the case. Click Next.

2. Using Left Navigation, select Eligibility then Eligibility Summary.

3. From the Eligibility Summary page, click Next.

4. On the Certification page, click the checkbox(es) in the Accept Results column for each EDG to be authorized, or click Select All to authorize all results.

5. Click the Supervisor Approved radio button.

6. Click Certify / Auth.

You will be marked by the VaCMS as the person who authorized the case, but the case is still assigned to the worker.

Important Note: Once you have authorized the results, notify the worker so he / she can take all necessary post-authorization steps, such as printing and mailing Notices of Eligibility, EBT Card Issuance and / or enrolling / updating MMIS. The VaCMS does not send a system-generated task / reminder to the worker that the results have been authorized so you’ll need to notify them directly.

If, however, upon review of the case, you notice something that was entered incorrectly or incompletely, return the case to the worker to correct the case details. You must first exit the View Data Collection Read Only case action and select the Intake / Screening case action so the Certification page can be edited.

Note: If the case is for EAP, the Supervisor must access the case through the EAP Inbox and navigate to the Certification page.

To return the case to the worker for correction:

1. On the Certification page, click the Return for Correction radio button.

2. You can enter a page level comment if you want to note any relevant details for the worker or yourself.  

3. Click Submit.

The worker receives an alert that the case has been returned to them for correction. The worker corrects the case. Upon rerunning eligibility, the case may or may not remain under supervisor review, which depends on the review percentage of the worker and random probability of selection. If the case is again flagged for review, the worker will resubmit the case to their supervisor for them to review the changes. If the case is no longer under review, the worker can authorize the results, and the supervisor review will be complete.

Updated 01/09/2017