Important Steps (WHAT?)

Key Points

(HOW?)

A logical segment of the operations that advances the work

Important actions in the steps that will: Make or break the job Make the job easier

Task Code Received

1. From the AZCARES homepage, navigate to My Open Tasks and click the ‘More’ button.
1. Using a filterable Task List from the Task Title dropdown menu, Filter for the following 3 filters to populate your list of Tasks;
1. Filter 1. Filter by Owner = My Tasks
2. Filter 2. Field=Status, Operator=Equals, Value=‘Not Started’
3. Filter 3. Field=Task Code, Operator=Equals, Value=T_0080.
2. In the Task list displayed, Click on the Participant’s Full name/Hyperlink in a Task to be navigated to the Contact Detail screen.

Role and Case Status

Some AZCARES tasks have been found to be system-generated on 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
1. Check for open cases for the participant:
1. If there are no open cases for the Contact, continue with Step 4.
2. If there is at least one open IV-D case, continue with Step 3.

Open Case(s) found

1. If the Contact/participant is either the Support Recipient or a minor Dependent:
1. Attempt to obtain verification and scan the case file (obituary or Death Certificate).
2. Review the case for Termination of Support if Currently accruing, inactivation of SR debt if TANF is owed, and/or Case Closure.
2. If Contact/participant is the Support Payor:
1. Attempt to obtain verification and scan to case file (obituary or Death Certificate)
2. Navigate to Locate Need>Locate Response(s) to determine/note the source of the interfaced information in the top banner
1. If the source of the Locate response is OVR (Office of Vital Records) or SSA, the system-automated 60-day 901 Closure will be initiated and the 901 Closure Notice should will generate to the Support Recipient.
2. If the Deceased date did not interface from OVR or SSA, a 6-month waiting period and a Probate check with AG Consult will be required before Closure can take place; the case will need to be taken out of pending closure:
1. Navigate to Case Details Add Activity M9814 CASE SHOULD NOT BE CLOSED>Save
2. Navigate to Case Closure and check the ‘Reopen Case’ box>Save
3. Navigate back to Case Closure again and check the ‘Disable Batch Evaluation’ box>Save (this will prevent the Closure Batch from putting the case back into closure when a Deceased Date is populated for the Participant and when the case is not ready to be closed).
4. Add a FREE task/reminder for 6 months from the Date of Death and review the case for Probate for AG Consult/referral
5. After 6 months has lapsed, send the AG Legal Advice Referral for Probate and restart the 901 Closure, being sure to un-select the Disable Batch box.

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 code and provide details of the call.

Update Associated Locate Need and Complete Task

1. After reviewing Locate Response and taking the associated follow up actions, update the status of the Locate Need and Complete the Task:
1. 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>Save
2. Manually update Task status to ‘Completed’ on the Open Task List; Save.