Module 7: Completing the Screen

7.1 Screen completion date

Indicate the date (mm/dd/yyyy) on which all sections of the screen were complete. It may take more than one day to complete all sections, especially if a screener must wait for information from health care providers. It is acceptable for one person to enter the demographic information (module 2) and for the certified screener to complete the clinical entries (modules 3–6). The screen completion date is the date when all sections were completed by the certified screener, not the date information is entered into the screen application.

When correcting information on a screen, do not change the screen completion date. You must re-calculate eligibility after making screen corrections. Note: If you add a note to any section, you will not need to re-calculate eligibility.

7.2 Notes

Use this space to include any information missed in other sections of the screen.

7.3 Calculating eligibility and level of need

The act of calculating eligibility and level of need is the final step that makes a screen complete. This applies to an initial screen, an edit to an existing screen, or a rescreen.

• When you enter a new screen, the screen is considered incomplete until eligibility is calculated. The screen is incomplete if there is no green check mark next to eligibility on the left navigation bar.
• When making a change to an existing screen, re-calculating eligibility is required. The only instance where editing a screen will not require you to re-calculate is if you are adding a note to any section.

Eligibility must be re-calculated, even though the level of need results may not have changed. In addition, anytime there is a change to the applicant’s name, Social Security Number, or a birth date, eligibility must be re-calculated, even though these data items won’t have any effect on the level of need.

How can you tell when you need to re-calculate eligibility? Always check for the green check mark next to eligibility on the left navigation bar. If there is a green check mark, the screen is considered complete. If there is not a green check mark next to eligibility, check each domain. If there is an arrow to the left of the domain, that domain has not been completed. Each domain must have a green check mark before you will be able to calculate eligibility. Once eligibility has been calculated or re-calculated, a green check mark will appear next to eligibility in the navigation bar, and the eligibility page will show the results.

7.4 Unexpected outcomes

Unexpected outcomes are results that do not appear to the screener to be congruent with the needs of the applicant. The results may be different from prior screens, but if that change appears appropriate, then the results are not unexpected.

Whenever the results of a screen are unexpected by the screener, the screen is not considered complete and accurate. If the screen outcome results in an individual’s ineligibility to enroll in a program or may result in a potential disenrollment of the individual from a program, the results are not complete until the screener agrees that the results are appropriate based on a complete and accurate screen.

The screener should ask the agency screen lead to review the screen in cases of an unexpected outcome. If, after that review, the results continue to be unexpected, the agency screen lead should contact the screen lead at DHS who will perform a full review of the screen and consult with the screen lead until the screen results are considered complete and accurate.

Once the screen is considered complete and accurate, the screener takes the action the screening agency requires based on the results of the screen.

Note: When a screener believes the screen results accurately reflect the individual’s needs, the screener does not need to request a follow-up review, even if the results have changed from the previous screen.

Refer all questions about outcomes to the agency screen lead. The agency screen lead will refer unresolved questions to DHS. This process assures that interpretations are consistent and communicated to all agencies using the screen.