Job Instruction: Automated Locate Tasks

Employment Information Received for a Participant Via Interface.

 Date/Version: 08/08/2025 - v.1

Process Owner: Compliance Team

Review Cadence: Annually

Process/Purpose: Actions taken to review and complete Task Code T_0081 REVIEW EMPLOYMENT INFO FROM FCR (Federal Case Registry), generated when employment information is received in AZCares for a case participant. These tasks are generated when an Automated Locate Response is received for a case participant, in response to a manual or automated Locate Need (info request via interface). They are generated based on person, not case, and are the result of new information interfacing to AZCARES.

 

*Not Completing these Tasks timely can lead to OCSS 157 Federal and DES/OIG Quality Control Audit Errors - Case Managers should follow up on all new interfaced Locate information timely.

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Important Steps (WHAT?)

Key Points

(HOW?)

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1

Task Received

  1. From the AZCARES homepage, navigate to My Open Tasks and click the ‘More’ button.
  2. Using a filterable Task List from the Title dropdown menu, Filter for the following 3 filters to populate your list of cases with Task T_0081:
  3. Filter 1. Filter by Owner = My Tasks
  4. Filter 2. Field=Status, Operator=Equals, Value=‘Not Started’
  5. Filter 3. Field=Task Code, Operator=Equals, Value=T_0081
  6. In the Task list displayed, Click on the Participant’s Full name/Hyperlink to navigate to the Contact Detail screen.

 
2

Role and Case Status

 

Some AZCARES tasks are found to be system-generated for 1. participants who have only ever had the role of child/dependent on a case, and 2. participants with no open IVD cases.

* In this case, further Locate activity is not required, nor recommended
  1. Navigate to Related>Related Cases in left navigation to display a list of associated cases for the Participant:
  2. Check the role of the Contact/participant, and whether any other cases are open.
  3. If the Contact/participants role is Child/dependent on the (open) case(s) and/or
  4. there are no open cases for the Contact, continue with Step 5.
  5. If the Contact/participant is either the Support Payor or the Support Recipient on at least one open IVD case:
  6. Navigate to the Contact/participant’s Deceased Information screen to confirm the participant is not deceased; continue with Step 3.
  7. If the participant is deceased, do not update the interfaced information, review for the appropriate next action for the case and continue with Step 5.
  

3

Review Interfaced Information
  1. From the Contact Details screen, navigate to Financials>Locate Need at the bottom of the left navigation panel, to display the Locate Need list.
  2. Click on the Eyeball of the desired Locate Need (LN record) on the list and review the Locate Response(s) (LR record) information received via interface, using the tabs in left navigation to move from one screen to the next.
  3. Review and note the Source of the information in the top banner.
  4. Review and note the participant Address and Employer information.
  5. Review the Locate Response History tab and note the date information was received.

 

4

Review Employment screens
  1. Navigate to Related List>Employment screen to display a list of employers for the Contact/participant.
  2. Compare the employment information received via Locate Response with the participants' Employer list.
  3. If the employer was interfaced, and is already displayed on the Member Employment List, review the list for any other open employers.
  4. If other open employers are listed, please take the actions needed to confirm current primary employment and update the list appropriately, i.e., issuing an Employment Verification request or calling the Payor and/or Employer for status.
  5. Review the information interfaced to determine if more information is needed to complete the record, and send an Employment Verification request.
  6. If no other employers are open on the list, review the Support Payor Case Balance Summary, Case Payment and Income Withholding Order screens to see if an Income Withholding Order should be amended, or issued, to the newly interfaced employer.
  7. If the employer information didn’t interface onto the employer List screen,
  8. Follow the correct Process for Adding an Employer to the Contact Employment screen.
  9. If the Employer does not have an open Account in AZCARES, follow the process for Adding an Employer to AZCARES Accounts.

 

5

Document Actions Taken
  1. Navigate to the Activity Log of each open case associated with the participant, and add Activity Code M0005 to Activity History with the Comment: ‘Task reviewed’ and include any findings and/or details of the actions taken.
  2. If a phone call is made to confirm information, add the appropriate Phone Call Activity and provide details of the call.

 

6

Update Associated Locate Need and Complete Task
  1. After reviewing the Locate Response and taking the associated follow up actions, update the status of the Locate Need and Complete the Task:
  2. Navigate to Locate Need at the bottom of left navigation on Contact Details screen and select the desired LN record> click eyeball to open and update Status>Fullfilled>Sav
  3. Manually update Task status to ‘Completed’ on the Open Task List; Save.

 

7

Helpful Links
  1. Locate Desk Aid (General Locate steps)
  2. Acceptable Locate Resources Policy
  3. Single Source Locate list