~Application - Case File Organization
Use the following information when creating a new paper case file.
Filing Instructions
Ensure file dividers are in the following order:
- Case Recording
- Correspondence
- Reports
- Social Security Transmittal & Related Materials
- Plans and Amendments
- Authorizations
- Certification/Medical Data
Hole punch each document at top of page. Place most recent documents on top.
Definitions
Case Recording: Place printed case notes after this divider. Case notes should be in chronological order with most recent on top.
Correspondence: Place all correspondence (letters, e-mails, etc.) to and from client after this divider. NOTE: Do NOT file Authorization Letters in the Correspondence section. They go in the Authorizations section.
Reports: All reports from training centers, independent living centers, etc.
Social Security Transmittal & Related Materials: Place all documents related to social security in this section.
Plans: Place ILRP (Independent Living Rehabilitation Plan) or Waiver plans and client response form here.
Authorizations: Place a copy of all authorization documents (letters, purchase orders, equipment receipts, packing slips) here.
Certification / Medical: File all Releases and Exchange of Information documents and medical information here. The Certificate of Eligibility should ALWAYS be on top in this section.
Procedure For Printed Copies
Print out ONLY the following items to be included in the IL case file:
Note: Print a copy of the Teacher’s log every time a change or addition has been made.
1. Application and case note
2. Rights and Responsibilities
3. Medical Releases
4. Medical Reports
5. Certificate of Eligibility
6. Equipment Receipts (product serial numbers are always required)
7. Authorizations/Purchase Orders/Memo and Case note
8. Waiver or ILRP and case note and client response form
9. ILRP Reviews, and a signed client response form if ILRP amended.
10. Any IL status change case note
11. Any other hard copy correspondence or reports
12. Closure Amendment, letter, case note, and completed client response form
No Paper Copies are Required for the following:
1. Initial Contact Case note
2. Attempt to Contact Case note
3. Training/Service Visits Case notes
4. Referral to Pending Interview Case notes
5. Pending Case notes
6. Email (including progress reports) � put into eFORCE
7. Old Health Assessment form