Caseload Transfer Tip Sheet

15.0Caseload-to-Caseload Transfer (Tips)
A shortcut for drop-down lists in HCSIS is to type the first letter of the item you want in the drop-down list and use the arrow keys to select the appropriate item.
Remember to use the HCSIS menu links (not [Back] in your web browser) for navigation in HCSIS. Some screenswill “expire” automatically whenthe user navigates away from the screen. If you use [Back] in Internet Explorer (IE), you may encounter a Page has Expired message in HCSIS. If the web page displaysan error that it cannot display a secured page, click [Refresh] in the toolbar or use menu path View > Refresh to resume navigation in HCSIS. Click [Retry] in the next window that appears. HCSIS will refresh the screen to the state it was before the screenexpired. If [Refresh] does not work, contact your supervisor or HCSIS Administrator.
This tip sheet is organized with each major step listed in a separate box.
The Headings of each tip box list some or all of the following information:
Tip Number Tip Sheet Name (Step Name)
HCSIS Menu Path needed to complete step
(Scope needed to complete step)
All tip boxes have a Black heading. These tips represent the steps to be completed to assign a caseload or consumer to an SC.
Logging in and out of HCSIS: When you log into HCSIS, follow the appropriate menu path on the tip sheet. You will be prompted to perform a search so HCSIS knows which consumer’s information you want to update. Search by Last Name and click [Search]. If more than one consumer has that last name, select the consumer you want by clicking the hyperlink Last Name, First Name for the consumer.The screen will appear with the consumer’s name in the blue header at the top of the screen.
If you experience difficulties or have questions about HCSIS, the HCSIS Help Desk is available to answer and troubleshoot your questions.Please contact the HCSIS Help Desk at 1-866-444-1264.
Note: This Tip Sheet should be used when:
a)One or more consumers are being assigned to a different Service Coordinator (SC).
b)An entire caseload has to be reassigned to another SC.
Note:Caseload transfers will be a single step process. An SC Entity (SC Unit Management OMAP or SC SupervisionOMAP role) will transfer the caseload or consumer to another SC.
15.1 Transfer an Entire Caseload
SC > Caseload Management > Case Management Wizard
(SC Unit ManagementOMAP, SC Supervision OMAP)
Follow the menu path to theCase Management Wizard screen.
Select the View Transfer Options from the Case Management Wizard Menu option list.
From the Transfer Options menu, select Transfer a Caseload and then select Transfer an Entire Caseload.
Select the Source SC to transfer the caseload from, and the DestinationSC to transfer the caseload to.
Click [Continue].
Confirm the caseload transfer by reviewing the information on the Confirm Caseload Transfer screen.
If you do not want to complete the transfer, click [Previous].
If you dowant to complete the transfer, click [Transfer].
You will receive an “Operation successful” message upon completion of the transfer. From this screen, select the next desired activity from the Options menu.
Initiating an entire caseload transfer to an SC is complete!
15.2Transfer One or More Cases between Caseloads
SC Caseload Management > Case Management Wizard
(SC Unit ManagementOMAP, SC Supervision OMAP)
Follow the menu path to theCase Management Wizard screen.
Select the View Transfer Optionsfrom the Case Management Wizard Menu option list.
From the Transfer Options screen, select Transfera Caseload and then select Transfer One or More Cases between Caseloads.
Search for consumers to transfer from one SC to another SC by using the following fields:
  • Last Name: Enter the last name of the consumer whose record you want to transfer. The search will not work if the name is spelled incorrectly.
  • First Name: Enter the first name of the consumer whose record you want to transfer. When searching by First Name, the Last Name field is mandatory. The search will not work if the name is spelled incorrectly.
  • Identifier Type: To search by a consumer’s social security number, select SSN from the drop-down list. To search by master client index number, select MCI #. If this field is used, the Identifier field will require an entry.
  • Identifier: Enter the social security number or master client index number as indicated in the IdentifierType field.
  • SC/Caseload: Narrows the search to one SC’s Caseload.
Click [Search]
Select the consumer(s)that you would like to transfer to another SC by clicking the check box to the left of the consumer’s name. One or more consumers may be selected.
Click [Continue]
Select the Destination SC Namefrom the drop-down list on the Transfer Individuals Between SCs screen.
Click [Continue]
Confirm the transfer by verifying the information on the Confirm SC Assignmentscreen.
If you do not want to complete the transfer, click [Previous].
If you dowant to complete the transfer, click [Transfer].
You will receive an “Operation successful” message upon completion of the transfer. From this screen, select the next desired activity from the Options menu.
Initiating a transfer of one or more individualsto an SC is complete!

Caseload TransferVersion 1.0 1/19/2019 Page 1