File Clearing

In a case management system, it is important for client and case records to be organized logically. For instance, over the course of a lifetime, a client may apply for and receive benefits multiple times. Ideally, if you looked up that client, you would see all his / her application and eligibility details organized together under a single client number, giving you the opportunity to quickly see into the client’s benefits history.

File clearing supports this goal. When file clearing, you check to see if the client already has records and / or a case (past or current) with VDSS. If no client or case records are found during file clearance, you create a new client ID. If client or case records do exist, you have the opportunity to associate the new application with those records.

Be careful when file clearing! If file clearing is not handled correctly, the VaCMS may end up with multiple client IDs for a single individual, may allow a single client with different client IDs to be part of multiple cases for the same program, or may incorrectly attach one person’s application to another person’s records. All of these situations create confusion, lead to inaccurate recordkeeping and make case management difficult.

Please note: This Quick reference Guide speaks mainly to the initial process of applying for assistance. However, if new individuals are added to an existing case during a Renewal or Change Report, the system will require that they go through the File Clearance process at that time. Those already existing on the case (have been file cleared previously), will not be file cleared again during Renewals or Change Reports.

Before an application is registered, it is assigned a unique, temporary tracking number. This number is called a “T number” (because it starts with a letter T). The application lists the name of individuals in the household.

One at a time, the VaCMS steps you through a process to file clear each individual in the application. The VaCMS invokes a system called SPIDeR (Systems Partnering In a Demographic Repository) to complete a search across other Virginia systems including MMIS, VaCMS, and SDX to see if the client you are processing is known to any of them.

Please Note: You may only select a potential match from the VaCMS file clearance results referencing the scenarios below. You will not be able to select a potential match from any of the other systems.

The VaCMS displays the SPIDeR results. The steps you will take depend upon what results SPIDeR returns. There are 3 result possibilities:

1. No potential matches.

2. Multiple matches from the VaCMS.

3. Inaccurate file clearance results.

The following table details the steps to take to choose the correct file clearance result in each scenario. Scenarios 1-2 assume that file clearance is returning accurate and complete results from SPIDeR. Scenario 3 covers the possibility of connection problems between the VaCMS and SPIDeR or inaccurate file clearance results.

File clearance is virtually the same in My Workspace, Application Registration and Data Collection. The key difference is that file clearance can be deferred in My Workspace, but in Application Registration and Data Collection of the VaCMS it cannot.

If an application comes in via CommonHelp (the customer portal), or entered using the Rapid Data Entry (RDE) module by the Call Center or local agencies, it arrives in My Workspace where it can be registered and file cleared.

While performing file clearance in My Workspace, you may encounter a situation when you want to select the Unable to File Clear Now option. This is known as deferring file clearance. You can proceed with file clearing for any other applicants, but you will not be able to move out of My Workspace until everyone else has been file cleared or deferred.

If an application is entered using Application Registration or if a new individual is added during Data Collection, there will be no opportunity to defer file clearance.

If a new individual is added to an existing case during a Renewal or Change Report submitted through RDE or CommonHelp, you will not be able to defer file clearance.

For more information about deferring file clearance, please see the Quick Reference Guide titled Deferring File Clearance in My Workspace.

The file clearance process is case specific and there are a number of scenarios you may encounter. It is important to remember that this is the final check before client IDs are created in the VaCMS, so in order to avoid creating duplicate IDs, take your time to be sure you are making the correct selections. You want to avoid duplicate client IDs at all costs.

If you have any doubts, including what to do in unique or guidance / policy related situations you may not find in this document, check with your Supervisor or Regional Consultant before proceeding.

Updated 05/30/2017