Applying for Assistance

WAC 388-406-0010How do I apply for Benefits?• Complete an Online Application

• Submit one In person at a local CSO

• By Fax

• By Mail

Washington Connection

• See if you qualify• Apply For Benefits• Renew Benefits• Report a Change of Circumstance• Report Newborn Information• Help Find Services

Drop off your info at your local CSO

• Monday – Friday 8:00am-5:00pm• Same Day Applications - M-F 8:00am-2:00pm• EBT Issuance – M-F 10:00am-2:00pm• Apply for Benefits or Submit Documents

Via Fax• The Statewide Fax Line is 1-888-338-7410

Via Postal MailDSHS – CSD

PO BOX 11699Tacoma, WA 98411-6699

A Day in the Life of a Document

Types of Mail in the HIU

Hot Mail• 24 Hour Turnaround– Business Reply Mail

(BRM)– Other Envelope Mail– Campus Mail– Faxes– Returned Mail with

Forwarding Address

Cold Mail• 5 Working Days– AKA “File-Only”– Typically Campus Mail

Only

What is Hotmail?

HOT•Hotmail are documents received from the client that have not yet been worked by a Financial Worker, Social Worker or other DSHS Employee•After imaging the document is assigned to be processed by the correct group

Warm•Warm Mail are “HOT” documents when a Social Service related appointment is scheduled within the next 10 days so they are available in the ECR at the time of the interview•Helps prevent unwanted “File-Only”

What is Coldmail?

COLD•Coldmail (AKA File-Only) are documents that have already been used to make an eligibility determination and require no further action other than to file in the client’s ECR•Do not create document assignments

3 Main HIU Functions1. Sorting

2. Scanning

3. Indexing

Step #1 – Sorting• Type of Mail• Dates– Received in the HIU– Received in the CSO

• Date Stamps

• CSO #/Office

Step #1 – Sorting • Creating the “Batch”• Workers create the

batch by organizing the documents the client supplied by:– Individual Households– People and Documents

within Households

Once the batch has been created it is ready to

move to the next step…Scanning

Step #2 – Scanning • After the batch has

been created it is then scanned to create a digital image of those documents

• At this time documents are modified to improve image quality (whenever possible)

• Certain Items cannot remain together but come together on one sheet. The sorter will indicate to the scanner that the documents need to be split.

• Example: Wage Stub and Photo ID on same single page

After the batch is scanned…

• The batch/documents are placed in a RRC Box with a specific TAG # with a specific Batch #

• This allows us to track and isolate a particular box/batch/document if needed

• The Box with original documents are stored for 30 days in a secure Record Retention area

• Select originals are returned to the client. (Will discuss a little later on)

Once the image is cleaned up it is ready for

the last step…Indexing

Step #3 - Indexing• Determine the correct

Document Code– Glossary is available

that “houses” all of our document codes

– Evolving Document

• Identify the correct Client ID# that the document belongs to

• Assignment Matrix• “Mystery Mail”• “New Client

Applications”

Faxes•Faxes are always being received•24 from date of DSHS Receipt•After 5:00PM it is date stamped the following Working Day•WAC 388-406-0012

Special Documents•Some documents require special handling•Select Original documents are returned to the client – Examples:•Birth/Marriage•Vehicle•SSN Cards

Special Documents

• Handling of Negotiable– Warrants (Checks)– Checks, Money Orders– Cash– EBT Cards– Provider One Cards

• Administrative Mail– Delivered to Supervisors,

Administrators or other members of management

How can you help us?• Complete forms using

Black or Dark Blue Pens• Never use Pencil or Gel

Pens• Never send original

documents, when possible

• Never copy more than one clients info on same page

• Make sure the Client ID or SSN# are clear

• Make sure Client ID or SSN# are on top of each page of info

• We have little or no power to improve poor quality copies, please provide us with clear copies of documents

Any Questions?