About
When handling any case in the VaCMS, it is considered a best practice to document any actions taken using the Case Comments. As such, a set of standards have been developed to ensure consistent documentation.
Entering Case Comments
Case Comments are notes or documentation that the VaCMS users can add to any case in the VaCMS. Add Case Comments (via the Case Narrative) instead of page comments to ensure all comments are visible in the case narrative. For more details on entering Case Comments, refer to the Procedure Help, Record Case Narrative Comments or Record Page Level Comments.
Following standards for entering case comments is highly beneficial for a number of reasons:
Allows communication across entities (CoverVA, LDSS, QA, PERM, DMAS).
Provides a clear history of the case.
Communicates any necessary follow-up.
Increases efficiency in researching case information and answering customer inquiries.
Supports accurately taking corrective action or addressing appeals.
All local department staff should enter case comments upon taking any action on a MA case. As a best practice, follow the documentation standards below when entering comments.
Please Note: The following case comments standards have been outlined for MA only. Although these standards are not yet considered a requirement per policy, they have been developed and agreed upon by the MA Program and DMAS.
Using the Documentation Standards
Below outlines what information you should include when documenting an action taken on an MA case using Case Comments.
|
Item |
Description |
|
Tracking (T) # |
Tracking Number |
|
Agency |
County / City of LDSS or CoverVA CPU |
|
Action |
Application / Reapplication / Add a Person / Change / Redetermination / Other (could be a phone conversation or other notes not associated with a case action that still needs to be documented within VaCMS). |
|
Non-financial |
Only information that differs between the application and what was used to determine eligibility. |
|
Financial |
Only information that differs between the application and what was used to determine eligibility. |
|
Document Upload |
Yes / No |
|
Additional Information |
Only information that is pertinent to the ongoing management of the case. |
|
ABD Referral |
Yes / No – If Yes, Who? |
|
Claims Disability |
Yes / No – If Yes, Who? |
Template
To streamline the process for adding case comments following the above documentation standards, workers can use the below template to complete, copy, and paste their comments into the Case Narrative in the VaCMS.
Tracking (T) #:
Agency:
Action:
Nonfinancial:
Financial:
Document Upload:
Additional Information:
ABD Referral:
Claims Disability:
Updated 06/30/2015