IHSS101 PartII PDF

THE HOME VISIT CHECKLIST
Before the Visit:

o Set up appointment by letter or phone.
o Check for current Medi-Cal eligibility in Meds.
o Prepare paperwork packet - check if income eligible or status eligible. This will tell you what
kind of forms you will need.
o Make sure you have the Health Care Certification Form (SOC 873) for the consumer to
complete as it is a requirement for obtaining IHSS services.
o Arrange for an interpreter, if needed.
o Have forms semi-completed before you arrive at the appointment.
o Familiarize yourself with the person's illness or diagnosis - check for contagious diseases.
o Familiarize yourself with case. Review narrative notes from last home visit and any notes
documenting phone calls to identify any potential issues that will need to be addressed during the
home visit. Make notes to take with you or copy information, if necessary.
o Pay special attention to safety alelis, i.e., dogs, illegal activity expected, mental health issues.
o Make any contacts (i.e., APS, etc.) that you feel will help you do a thorough assessment or
answer questions that you may have.
o If indicated, get input or discuss concerns with supervisor or peers.
o Ifpossible, review time sheets or CMIPS screens to determine if the provider has been submitting
timesheets for all authorized hours.
o Prepare a map.
During the Visit:

o Introduce yourself, show your ID.
o On entry into the home, be sure to inquire as to who is currently present in the home.
o Ask for permission to be seated. This gives them control early on and helps with rapport
building.
o Explain the purpose of the visit.
o Observe consumer's abilities. This should begin with observing how the consumer greets you
and continue until the interview is concluded.
o Observe environmental safety issues (i.e., throw rugs, lack of handrails, availability of DME,
etc.).
o Conduct needs interview:
.:. Give civil rights pamphlet (pub 13) .
:. Complete Emergency Back-up plan .
:. Review medications .
:. Explain rights and responsibilities .
:. All other county and state forms, if applicable.
o If the consumer is new to IHSS, inform him/her regarding the steps required to hire a provider
and how they get paid. If this is a reassessment, check with the consumer about how well things
are going with the provider. Make appropriate referrals to the Public Authority if the provider
needs training or if the consumer wants to change the provider.
o Before leaving, tell the consumer what to expect next:
.:. S/he will receive a NOA .
:. Discuss significant changes in authorization, but do not commit to a new service plan
while at the home visit.
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Core: IHSS 101
Best Practices (not in regs):
o View all rooms in the home utilized by the consumer (if reassessing, check that assessed chores
are being completed).
o Note DMEs that will improve the safety of the client.
o Suggest/make referrals as needed.
o Assess the need to make referrals.
Cleanse your hands immediately following every visit.
Take precautions while transporting forms that contain consumer information per your county's policy.
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Core: IHSS 101
PERSONAL SAFETY TIPS FOR HOME VISITING
General Tips:
IPay attention to intuitive feelings.
Be alert to your surroundings.
Anticipate potential problems.
Keep a list of your credit card numbers in a safe place.
Carry only enough money to get through the day.
Maintain your car;. Make sure you have enough gas.
Carry a cell phone.
Obtain any history of clients to be visited (i.e., chemical abuse, history of violence, criminal
activity, non-compliance with medication, violent or criminal family members, etc.)
Appearance is Everything:
IDress practically. Wear clothing that allows you to move freely and wear comfortable walking
shoes.
Avoid wearing expensive jewelry or accessories.
Walk with confidence and purpose - head up, eyes forward.
Keep your purse or wallet out of sight or lock them in the trunk. Keep car keys handy at all
times.
Protect Your Health:

I Learn about any situations that might jeopardize your health.
Use universal health precautions.
Carry sanitary wipes or antibacterial lotion.
Know Where You Are Going:

I Plan your route and carry maps.
Learn about the neighborhood you will be visiting.
Go with assistance if you're concerned (law enforcement or another social worker).
Consider asking law enforcement to do a "Welfare Check".
Visit areas of high-risk early in the day.
Let people know where you are going: Give location, name of consumer, license plate of your
vehicle, and time you are expected to leave location with a supervisor or co worker.
Don't carry any weapons. (In case of emergency, pens, clipboards, keys, etc. could be used for
protection.)
Have supervisor or co-worker make a safety check phone call every 10-15 minutes.
Before You Get Out of the Car:

I Check out the neighborhood as you drive in.
I Drive around the block, try and see what is happening behind the house.
If you don't feel safe, don't get out of the car. Leave.
Park in a visible area as close to the consumer's residence as possible.
Think about an escape route.
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Core: IHSS 101
Getting to the Door:
I Lock your car.
Be prepared to drop items you are carrying.
Do not stop to speak to strangers. If you must respond, keep walking.
Before entering a fenced yard, make noise to see if any animals are present.
Don't enter the home if an animal threatens your safety (ask the consumer to secure the animal).
After knocking, stand away from the door and to one side if possible - hinge side is best for
providing protection.
In an elevator, stand near the control panel.
Leave the area if your instincts tell you to.
Entering the Consumer's Home:

I Fo11ow consumers up the stairs. Do not let them behind you.
Scan the inside of the consumer's home before entering.
Once in the home, look around for signs of dog. Ask if the dog is safe/friendly if it is locked up.
Don't enter the home if you suspect that the consumer is under a chemical influence.
Try to make eye contact with anyone present.
Sit near an exit door and be prepared to leave at any sign of danger. Do not allow anyone
between you and the door.
Acknowledge Anger if it Exists:

I People may escalate their anger if they aren't sure you know it exists.
I Remain calm, objective and in control.
Avoid interviewing hostile people in the kitchen (knives).
Use a problem-solving approach.
After the Visit:

I When returning to your car, have a co-worker or supervisor on the phone until you are in the car
and on the road.
Have your keys in your hand when returning to your car.
Check the inside of your car before getting in.
Document any unusual or unsafe conditions.
Discuss concerns with your supervisor.
Develop strategies to address concerns for future visits.
Vehicle Safety:
I Always check your tires and gas gauge before setting out on a visit.
Park in a well lit area.
Keep doors and windows locked.
Do not leave anything on the seat of the car. Put all items in a trunk prior to arriving at your
destination.
If a Crisis Arises:
I Talk softly.
Try to keep calm.
Tell the person you are expected elsewhere or a co-worker has been instructed to call for help if
you are not out at an agreed time.

Core: IHSS 101
SOME SUGGESTIONS ABOUT DOGS
What to do when approached by or you approach a strange dog:
.:. Treat all breeds the same - all dogs bite .

:. NEVER look the dog in the eye .
:. NEVER pat the dog on top of its head .
:. Don't give the dog undue attention .
:. Be aware of your body language and voice tone
(do/say nothing threatening) .
:. Older dogs are more likely to bite .
:. NEVER turn your back on a dog or run away (walk slowly).
What to do when approached by an apparently vicious dog:
.:. Don't get out of your car if you're already in it.

.:. Do nothing that seems threatening to the dog. This includes spraying with pepper spray .
:. Throw dog treats and/or tennis balls to distract the dog .
:. Protect your face and neck. Do not play dead .
:. Larger breeds have larger mouths .
:. Ifbitten, go to your doctor. Bites must be reported to the Humane Society.

Core: IHSS 101
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Core: IHSS 101
THE INTERVIEW
Interview Skills
Establishing Rapport - Warmth, Empathy and Genuineness

Warmth - conveys a feeling of interest, concern, well-being and affection to another individual. It
promotes a sense of comfort and well-being in the other person. Examples: "Hello. It's good to meet
you." "I'm glad we have the chance to talk about this." "It's pleasant talking with you."
Empathy being in tune with how a consumer feels, as well as conveying to that consumer that you
understand how she/he feels. Does not mean you agree. Helps consumer trust that you are on their
side and understand how they feel. It also is a good way to check to see if you are interpreting what
you observe correctly. Mirroring non-verbal can send empathetic messages. Example of leading
phrases: "My impression is that. .. " "It appears to me that. .. " "Is what you're saying that. .. " "You
seem to be .... " "I'm hearing you say that. .. "
Genuineness - means that you continue to be yourself, despite the fact that you are working to
accomplish goals in your professional role. Being yourself and not pretending to be something you
are not conveys honesty and makes consumers feel like you are someone they can trust.
General Interviewing Skills

Before the Interview - review the case and think about the possible things you will need to assess with
this consumer. Are there any cues from the initial information that help you to come up with an approach
to the interview? For example: Is the consumer a native English speaker, blind, mentally-impaired?
Pre-interview Planning - Be Prepared

Review case file and gather cues about consumer
Formulate questions based on cues
Plan interview approach
Meeting the Consumer - Establish Rapport

Introductions should be formal and cordial
Small talk to get the conversation going
Pay attention to verbal and non-verbal cues
Begin Assessment Interview - Explain Process

Explain purpose of interview
Explain your role to the consumer
Ask the consumer for feedback do they understand the process and purpose?
Concluding the Interview

Clarify - Next steps
Explain - Additional paperwork needed before authorization of services
Discuss Notification process of authorized hours
Answer Questions the consumer may have
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Core: IHSS 101
The Interview: Choosing the Right Questions
Direct or Closed-ended Questions-

Are questions that seek a simple "yes" or "no" answer.
Specifically ask for information. For example: "Are you coming tomorrow?" or "Do you eat three
times a day?"
These questions do not encourage or allow for an explanation of why the answer was chosen, or for
an elaboration of thought or feeling about the answer.
They can be leading -they ask a question in narrow terms such that they seem to be "hinting" at the
answer.
Open-ended Questions
Cannot be answered by yes or no.
These questions begin with 'who', 'what', 'where', 'when' or 'how.'
They give consumers more choice in how they answer and will encourage them to describe the issue
in their own words.
Open-ended questions seek out the consumer's thoughts, feelings, ideas and explanations for answers.
They encourage elaboration and specifics about a situation. For example: "How are you able to bath
yourself?"
Indirect Questions
Ask questions without seeming to.
They are not stated as a question.
In these the interviewer is asking a question without stating it in question format. For example: "You
seem like you are in a great deal of stress today."
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Core: IHSS 101
Open-ended Questions for Interviews
Open-ended questions cannot be answered by yes or no. These questions usually begin with "who",
"what", "why", "where", and "when."
1. How have you been managing at home since I saw you last/since you got home from the hospital?
2. What do you need in the way of help right now?
3. Let's talk about things you are able and not able to do.
4. Help me understand ....
5. What do you mean
6. Would you tell me more about. .. ?
7. What else can you tell me that might help me understand?
8. Could you tell me more about what you're thinking?
9. I'd be interested in knowing ...
10. Would you explain ... ?
11. Is there something specific about _____that you are asking for?
12. Would you explain that to me in more detail?
13. I'm not certain I understand ... Can you give me an example?
14. I'm not familiar ___________ , can you help me to understand?
15. What examples can you give me?
16. You say that you're not able to [cook/bathe/ ... ~ . How have you been managing [your
meals/bathing/. .. ]?
17. When you say _ _ --7 what do you mean?
18. I'd like to help you get the best possible service; what more can you tell me that will help me
understand your need?
Adapted from: Understanding Generalist Practice, Kirst-Ashman and Hull Nelson-Hall Publisher

Core: IHSS 101
The Interview: Other Assessment Cues
Non-verbal Assessment Cues:
Your Body Speaks Your Mind

Between 60-80% of our message is communicated through our body language, only 7-10% is
attributable to the actual words of a conversation.
Whenever there is a conflict between verbal and non-verbal, we almost always believe the non-verbal
messages without necessarily knowing why.
Eye Contact
It is important to look a consumer directly in the eye. Hold your head straight and face the consumer.
This establishes rapport and conveys that you are listening to the consumer. This is not staring, but being
attentive. However, be conscious of cultural differences and respect them.
Facial Expressions
These are the strongest non-verbal cues in face-to-face communication. Be aware of your own non-verbal
- what are my habits that could be interpreted wrongly. Make certain that your facial expressions are
congruent with your other non-verbal behavior. (Crossing arms, hands on hips, other ... not portraying
your interest) What do I see in the other person's face? If unclear, ask for interpretation.
Body Positioning
Posture, open arms versus crossed. When interviewing consumers look for cues in their body positioning,
and be aware of your own. Sitting in an attentive manner communicates you are interested.
Environmental Cues:
Discrepancies between the way the environment looks and what consumer reports as service needs.
Importance of observations (Le., house condition, cleanliness of consumer, tour house, etc.).
Sensory Cues:
Data obtained by smelling.
Tactile information sticky floors, surfaces.
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Core: IHSS 101
The Interview: Clarifying Information
It is important to probe for details and clarify information in order to get the best outcomes from the
interview. Look for:
1. Conflicting information.
What is observed is not consistent with information given
For example, consumer says she can't feed herself but she has been knitting, an activity that
demonstrates manual dexterity. Perhaps the consumer's difficulty is in lack of strength; probing
questions would be needed to tease out the basis of the statement that she cannot feed herself.
Also, consider good days versus bad days. You may be seeing the consumer whose condition and
abilities fluctuate.
What the consumer says is inconsistent

For example, he says that he has no trouble bathing himself and he tells you that he is unable to
walk without someone's constant assistance because he can't hold onto the handrails of a walker
or a cane and he's unsteady on his feet. Perhaps the consumer who is at risk of falling is
extremely modest and doesn't want anyone to see his naked body.
What the consumer says and the family says are in conflict.
For example, the consumer says that he needs no help in dressing. The daughter with whom he
lives and who is also his primary caretaker says that she dresses him every day. Probing
questions are needed to determine whether the daughter is dressing her father because it's faster
than to let him do it himself or if he is unable to dress himself. Issues to be considered would
include his ability to reach, balance when standing, and perform tasks that require manual
dexterity such as buttoning and zipping.
2. Unrealistic expectations of the program.

For example, the consumer had fallen and broken her hip. When she fell, she had lain on the floor for
7 hours until a neighbor heard her calling for help. The consumer just returned home from a rehab
facility for therapy following hip replacement. She wants round-the-clock care so that if she falls
again, she will get immediate help. Her concerns are understandable, but not within the Program
scope. An alternative would be to make referrals to organizations that can provide her with a panic
button so that she can summon assistance in the event of another fall.
3. Safety issues.
For example, a consumer says she is independent bathing. Thought she's unsteady on her feet, she
says that she holds onto the towel rack to aid in stability. You look in the bathroom and confirm that
what she's using to stabilize her is not a properly installed grab bar but a towel rack that is starting to
come loose from the wall behind the bathtub. She needs help getting into and out of the tub and a
grab bar and shower bench. If she discusses this with her physician and obtains a prescription for
these items, it's possible that Medi-Cal will pay for these safety devices. Without assistance into and
out of the tub, she's at risk of falling.
How to Probe to Clarify Information
When probing to clarify information the goal is to check that you have heard the consumer correctly, you
are clear on the details of the information, and you have a complete picture of the situation. The following
are a few methods that can be used to verify information and to decrease the risk of misunderstanding
what the consumer has said.
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Core: IHSS 101
1. Paraphrasing - Feedback the consumer's ideas in your own words. For example, the consumer says
that he doesn't go to church anymore because he can't be far from a toilet after taking his diuretic.
You say, "I see, you take a diuretic in the morning and have to be close to the toilet. How long does
that last?"
2. Stating your observations - Tell the consumer your observations about his behavior, actions and
environment to find out if they are on target. For example, if you see that he can't get out of the chair
without help, say so.
3. Demonstration - Rave the consumer to show you an activity. For example, you wonder how well the
consumer transfers. You ask the consumer to show you the apartment. That gives you the
opportunity to see the consumer transfer without specifically asking the consumer to demonstrate.
4. Asking clarifying questions - These questions are questions that get to details. For example:
"What do you mean by that? You said that you were tired a lot; tell me what the mean to you." If
the consumer doesn't explain what they mean it is open to interpretation.
"Could you explain that, tell me more about that?"
"I'm not sure I understand." The simply directs the consumer's comments by letting him know
you do not understand.
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Core: IHSS 101
The Interview: Handling Difficult Situations
Most of the time the interview will go smoothly, but there are times when things will come up that will
make getting good information more difficult. Here are some hints to help make each situation more
successful.
1. The angry consumer - It is best to try to handle the anger at the beginning of the interview. This
shows the consumer you care, and aren't there just to get your agenda accomplished. It never helps to
ignore the anger; it will be a constant barrier to getting useful information.
Acknowledge the anger by gently confronting the consumer by saying something like, "You seem
very upset and I am not sure why. Could we talk about what is upsetting you before we start?"
To get an angry person to open up explain (or re-explain) your purpose and that you need them to
help you so you can best understand their needs and how the program can help them.
2. The consumer who is very sad / grieving - If the consumer is overcome by sadness and starts to cry.
Don't ignore or pretend they are not upset, crying. In some cases, it may not be obvious about the
reasons for the sadness/grief, which may not become apparent until you ask a specific question
that triggers the grief/sadness. Be direct but polite and sensitive. Let them talk briefly about the
reason for the sadness/grief. You may say something like, "I'm sure that is very difficult for
you", or "I'm sorry."
Try to be reassuring and let them know it is safe to express their feelings. A comment like, "It is
OK to cry; we all cry," or, "I understand," can be effective.
Validate the situation by saying something like, "I have had other consumers who have the same
reaction. It is hard." or, "These are difficult issues you're are dealing with, it is very normal."
If the consumer is too distraught about a recent death or other stressful event to focus on the
issues you need to discuss for your assessment, it might be most appropriate to offer to reschedule
the interview.
3. The consumer who rambles without focus - These consumers often want to tell long stories and often
have a difficult time getting to 'the point'.
Remind the consumer of the goal of the interview. "That is very interesting Mrs. Jones, I really
need to find out the details of how you get along each day so that I can help you get the services
that you need. Can you tell me specifically how you prepare your meals?"
Rephrase the question in a more closed ended question, "I understand there have been many
issues with your personal care. Do you need help with bathing?", if so you can then probe for
specifics.
4. The consumer who answers with only a word or two This can be very difficult because without
information it is hard to get a good picture of the consumer's need.
Use open ended questions to try to get the consumer to give you a better picture.
Ask the consumer to paint you a picture of their day, "tell me what your day normally looks like."
It is difficult to answer a question like this with one or two words and may get them to open up,
or will allow you opportunities to probe for further information.
5. The consumer who is embarrassed Some of the questions asked during the interview may be
embarrassing to consumers. Especially those related to bowel and bladder care, and menstruation.
Reassure the consumer and acknowledge these may be embarrassing questions but that you need
the information so they can get the assistance they need. "I know this may be embarrassing for
you but I need to find out exactly what your needs are. Now you had said you have problems
getting around. I'm wondering if that makes if difficult for you to get to the bathroom in time and
causes you to have accidents."

Core: IHSS 101
6. Communication blocks:
Hearing difficulties -
a Ask the consumer if they have a hearing aide. If they do check to see if it is in and if it is on.
If the consumer cups his/her hand over the ear, the hearing aid will whistle if it is turned on.
a Talk slowly without jargon.
a If the person doesn't seem to understand, paraphrase yourself.
a Ask if one ear is better that another and position yourself on that side.
a You may need to follow up with a family member to get clarification of information.
Language barriers -
a If they understand and speak some English make sure you go slowly, give them plenty of
time to think of their answers and do not compound your questions.
a Follow State regulations (MPP 21-115) and county procedures to arrange for an interpreter if
the consumer does not speak English and you do not speak his/her language.
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Core: IHSS 101
COMMUNICATING IN DIFFICULT SITUATIONS
1. Listen for full understanding of the person's perspective. Allow them the opportunity to give you a
clear picture of what they are trying to say.
2. Put the person at ease using non-verbal cues that show interest and concern.
3. Take the time you need to really understand the situation. In the long run, spending a few more
minutes now will save time in avoiding conflict.
4. Respond to concerns the consumer may have in an affrrming manner. Restate their concerns in a way
that shows you have heard their issues.
5. Focus on the overall goal of the situation. Avoid personalization of the issues. Keep the conversation
professional.
6. Understand what you do Today will have an Effect on Tomorrow. The more effective you are in
dealing with the issue at hand, the less the issue will grow and consume your energies.

Core: IHSS 101
HANDLING HOSTILITY
The following are suggestions for handling consumer hostility:
1. Don't get angry or defensive. Recognize your own reactions. Remember that this is a professional,
not personal, issue.
2. Don't patronize or lecture. Saying things such as, "why don't you just calm down" will only
escalate the problem and is disrespectful to the consumer.
3. Allow the consumer to voice hislher concerns. Respond with acceptance and understanding. Be
empathetic. Listen to understand the situation from the consumer's perspective.
4. Be positive - don't attack them. Show them respect for their discomfort.
5. Greet anger with calmness - set the mood for calm discussion and resolution.
6. Understand the facts regarding the situation that is upsetting the consumer. If you don't have the
facts, state what you will need to find out and when you will get back to them.
7. Focus on present and future. Avoid allowing the consumer to get stuck in the past. Emphasize
what can be done positively in the future, not what has happened in the past.
8. Ask questions "How can I help?" Often the consumer knows what they want from you. If you
understand their wants you will be able to discuss future possibilities with that in mind.
9. Summarize for clarification and understanding.
10. Be honest about your next steps. If you can't fix the problem outright, don't make promises that
you cannot keep. If there are consequences to the behavior, let the consumer know.
Adapted from: Understanding Generalist Practice, Kirst-Ashman and Hull

Nelson-Hall Publishers and Connecting with self and others, Sherod Miller et.aL
Interpersonal Communications Programs, Inc.

Core: IHSS 101
THINGS TO CONSIDER WHEN DEALING WITH
SOMEONE WHO IS HOSTILE
1. Try to evaluate as honestly as you can by reasoning with yourself whether his/her anger is justified.
2. Put hostile people in perspective. You are probably nothing but an afterthought to them, so don't take
their antics personally. They're not concerned about you because they're too busy worrying about
themselves.
3. Take your pick - positive or negative. You cannot concentrate on constructive, creative alternatives
or solutions while you cling to negative feelings. Vent your emotions to a fellow worker or your
supervisor and cool off. Think about the result you really want, the consequences or outcome that
will benefit the consumer the most.
4. Don't expect hostile people to change. They will not, and in a way that is good because their
behavior is predictable. They may not change but by choosing a better approach you can change the
outcome.
5. Learn to respond as well as listen. Ask questions instead of making accusations. If you let others
save face, you give them room to change their minds.
6. Request feedback. Use open-ended questions to let emotional people vent their feelings before you
try to reason with them and explore options.
7. Be straightforward and unemotional. The more you remain calm and matter-of-fact, the sooner you
gain another's confidence. People want to feel you are leveling with them, that they can trust you.
Remember that respect from other begins with self-respect.
8. Be gracious. Someone else's rudeness does not give us the right to be rude. Treat the other with the
kindness you would like to be shown and allow them to feel important. When our own egos are
healthy, we are rich; we can afford to be generous.

Core: IHSS 101
SHARED LIVING PRORATION CHART
Not prorated - MPP 30-701(s)(2) provides that a shared living arrangement does not exist if consumer resides only with AlA Spouse
Follow Shared Living rules Follow Shared Living Follow Shared Living Follow Shared Living Follow Shared Living
Spouse and
Others, or
IMPP 30-763.31 rules
MPP 30-763.32
rules
MPP 30-763.32
rules
MPP 30-763.32
rules
MPP 30-763.32
not AlA
Shared Assess need in room(s) used exclusively by When need is met in When need is met in When need is met in When need is met in
I consumer. common, divide common, divide common, divide common, divide
No need assessed in rooms used exclusively household need by all household need by all household need by all household need by all
by others. housemates involved. housemates involved. housemates involved. housemates involved.
Determine consumer's share of rooms used MPP 30-763.32 MPP 30-763.32 MPP 30-763.32 MPP 30-763.32
mcommon.
MPP 30-763.31
Live-in Provider No need assessed in rooms used solely by Prorate if provider and Prorate if provider and Prorate if provider Prorate if provider
provider. consumer agree and need consumer agree and need and consumer agree and consumer agree
Assess need in rooms used by consumer. met in common. met in common. and need met in and need met in
Determine consumer's share of rooms used MPP 30-763.471 MPP 30-763.471 common. common.
in common. MPP 30-763.471 MPP 30-763.471
MPP 30-763.471
Consumer moves Need is assessed only in room used solely by Follow Shared Living Follow Shared Living I
Follow Shared Living Follow Shared Living
in with relative to consumer. rules rules rules rules
receive mss MPP 30-763.43 MPP 30-763.32 MPP 30-763.32 MPP 30-763.32 MPP 30-763.32
Landlord/Tenant Need is assessed only on the living area used Follow Shared Living rules taking into account any services landlord is obligated to perform under the
(Consumer is solely by the consumer. rental agreement
Te MPP 30-763.421 MPP 30-763.32: 30-763.421
Landlord/Tenant Need is assessed for all living areas not used Follow Shared Living rules taking into account any services tenant is obligated to perform under rental
(Consumer is solely by the tenant. agreement.
Landlord) MPP 30-763.422 MPP 30-763.32; 30-763.422
Note: When prorating services, the natural or adoptive children of the consumer who are under 14 are not considered (MPP 30-763.46). Other children in the
household (i.e., grandchildren, nieces, nephews, etc.) under 14 are considered.

Core: IHSS 101
SHARED LIVING PRORATION CHART
Not prorated - MPP 30-701 (s)(2) provides that a Shared living arrangement does not exist if consumer resides only with AlA Spouse
Lives with AlA Not prorated Not prorated Prorate, if feasible, if consumers Not assessed unless one or more of MPP 30-763.33
Spouse and MPP 30-763.351 MPP 30-763.351 live together and have a common following apply to all housemates:
Others, or need which is met in common. Other IHSS recipients unable
Spouse not AlA MPP 30-763.34 to provide
Other persons physically or
mentally unable
Children under age 14
MPP 30-763.34
Shared I Not prorated Not prorated Prorate, if feasible, if consumers Not assessed unless one or more of I MPP 30-763.33
MPP 30-763.351 MPP 30-763.351 live together and have a common following apply to all housemates:
need which is met in common. Other IHSS recipients unable
MPP 30-763.34 to provide
Other persons physically or
mentally unable
Children under age 14
MPP 30-763.34
Live-in Provider I Not prorated Not prorated Prorate, if feasible, if consumers Not prorated I MPP 30-763.33
MPP 30-763.351 MPP 30-763.351 live together and have a common MPP 30-763.471
need which is met in common.
MPP 30-763.34 & 30-763.471
Consumer moves
in with relative to
Not prorated
MPP 30-763.351
Not prorated
MPP 30-763.351
Prorate, if feasible, if consumers
live together and have a common
IMPP 30-763.43
No need assessed I MPP 30-763.33
receive mss need which is met in common.

MPP 30-763.34
Landlord/Tenant
(Consumer is
Not prorated
MPP 30-763.351
Not prorated
MPP 30-763.351
Prorate, if feasible, if consumers
live together and have a common
IMPP 30-763.421
No need assessed I MPP 30-763.33
Tenant) need which is met in common.

MPP 30-763.34
Landlord/Tenant Not prorated Not prorated Prorate, if feasible, if consumers Not prorated unless tenant agrees I MPP 30-763.33
(Consumer is MPP 30-763.351 MPP 30-763.351 live together and have a common to provide as part of rental
Landlord) need which is met in common. agreement.
MPP 30-763.34 MPP 30-763.422

Core: IHSS 101
SHARED LIVING SCENARIOS
MARIA AND JANICE
Maria, a 72-year-old woman with osteoporosis, high blood pressure, osteoarthritis and diabetes
lives with her best friend, Janice, age 69. Maria is applying for IHSS; Janice has been providing
the needed assistance. Maria is unable to perform Domestic, Laundry, and Shopping and
Errands. She could prepare her own breakfast and lunch, but her back and hand pain makes it
too difficult to cook dinner and wash dishes. However, Janice does all the cooking and dish
washing for the two of them because she's a better cook than Maria. Maria also needs help
getting into and out of the shower, shampooing and buttoning.
Maria and Janice live in a 2-bedroom, 1-bathroom apartment. Their apartment also has a kitchen
with a kitchenette and a living room. Maria and Janice have exclusive use of their own
bedrooms but share all other rooms of the apartment. They eat and wash their clothes together.
They have a stacked washer/dryer on the back porch.
Janice feels the relationship between her and Maria is becoming strained because of the burden
of caregiving. She is getting tired of doing all the housekeeping, cooking, laundry, shopping and
errands. She encouraged Maria to apply for IHSS in the hopes of restoring their prior
relationship.
As a group, discuss the proration applicable in this case. Assume that it takes 6 hours per month
to clean the house (1 hour per room) except the kitchen and bathroom which takes 1Y2 hours per
month each. Janice spends 5 minutes a day preparing breakfast, 10 minutes a day making lunch
and Y2 hour a day making dinner. It takes Y2 hour per day to wash dishes and cleanup the kitchen.
Domestic: Maria's share Shopping:

Maria's bedroom ............................. .
Janice's bedroom ............................. . Errands:
Bathroom......................................... .
Kitchen ............................................ . Meal Prep:
Living room ..................................... .
Maria's Share of Domestic ........ .. Meal Cleanup:
Laundry:

Core: IHSS 101
Note: Times used are for ease of exercises. There are no standard times assigned for tasks. Each
consumer's needs should be individualized.
MELISSA
Melissa, a single parent, is an IHSS consumer who has three children, ages 10, 12 and 14. In
addition to the personal care she needs, she needs Domestic, Meal Prep, Meal Cleanup, Shopping
and Errands, and Laundry. She lives in a three-bedroom house. The two younger children share
one of the bedrooms. She and her oldest each have their own bedroom. They also have a living
room, a kitchen, and one bathroom. You have determined that the household's need for
Domestic is 6 hours for month.
Domestic: Melissa's share

Melissa's bedroom........................... .
10 & 12-year-olds' bedroom ............ .
14-year-old's bedroom ..................... .
Bathroom......................................... .
Kitchen ............................................ .
Living room ..................................... .
Melissa's Share of Domestic ..... ..

Core: IHSS 101
RICK AND ANNE
Rick and Anne Strand are 87 and 83 years old, respectively, and have been married 22 years.
Rick had a stroke in 1999, leaving his left side partially paralyzed, and he is aphasic. Anne
recovered from rectal cancer that was diagnosed in 1983. She is able to irrigate her colostomy
herself. She has arthritis so bad in her knees that she uses a walker. She also has high blood
pressure and currently, she has a flare-up of gout. They both receive IHSS. They live in a one-
bedroom apartment in a senior housing complex.
You have assessed their needs and have determined that, in addition to the personal care they
each need, they have a shared need as follows:
Domestic - 6 hours per month

Meal preparation - 6 hours per week
Meal cleanup 3 hours per week
Laundry - 1 hour per week because there are laundry facilities in the building
Shopping - 1 hour per week
Errands Yz hour per week
Rick
Individual Alternative Auth to be
Total Need Adjustments Assessed Need Resources Purch
AA Domestic
BB Meal Prep
CC Meal Cleanup
DO Laundry
EE Shopping
FF Errands
Anne
AADomestic
BB Meal Prep
CC Meal Cleanup
DO Laundry
EE Shopping
FF Errands

Core: IHSS 101
Changes to the Scenario
How would authorization and co"'pletion of the SOC 293 grid change in the following
CirCU",stances? For each, specify the type of living arrangement you are considering, the
regulations that apply, and how you would complete lines AA through FF of the SOC 293
grid:
1. Same situation as originally written above except that Rick is bedbound and he only uses the
bedroom. The provider uses the bathroom on his behalf to empty the urinal and bedside
commode and for tasks related to his bed bath and grooming and the kitchen on his behalf to
prepare his meals. Assume that cleaning the apartment still takes 6 hours per month, and the
bedroom that he shares with his wife takes 1Yz hours per month of that time and the bathroom
(shared with his wife) takes 1 hour per month and the kitchen, also shared with his wife,
1Yz hour per month.
Rick
Total Need Ad.iustments Assessed Need Resources Purch
AADomestic
BB Meal Prep
CC Meal Cleanup
DD Laundry
EE Shopping
FF Errands
Anne
AADomestic
BB Meal Prep
CC Meal Cleanup
DD Laundry
EE Shopping
FF Errands

Core: IHSS 101
2. Same situation as originally written above except that Anne's colostomy bag she wears
between colostomy irrigation leaks an average of twice a week. About once a week, it leaks
when she is in bed, soiling the sheets and her nightgown. About once a week, it leaks when
she is up and dressed, soiling the clothing she is wearing. Assume one more load of laundry
per week for Anne and assume that the extra is not shared.
Rick
Total Need Ad.i ustments Assessed Need Resources Purch
AA Domestic
BB Meal Prep
CC Meal Cleanup
DD Laundry
EE Shopping
FF Errands
Anne
Total Need Ad.iustments Assessed Need Resources Purch
AA Domestic
BB Meal Prep
CC Meal Cleanup
DD Laundry
EE Shopping
FF Errands

Core: IHSS 101
3. Same situation as originally written above except that Anne is impaired but Rick is not. He
does not need IHSS and is feeling quite well. He participates in aerobics classes offered by
the housing complex 3 times a week which seems to keep him strong and healthy.
Assessed Need Resources Purch

Core: IHSS 101
4. Same situation as originally written above except that Anne's daughter is worried about her
mother and stepfather so they move in with her, her husband and her 10-year-old daughter so
she can care for them. Anne's daughter lives in a three-bedroom, two-bath house. The
Strands have exclusive use of their bedroom and bathroom and otherwise share the rest of the
house with Anne's daughter's family. They eat together as a family all meals on the
weekends. They all only share dinner during the week. Anne's daughter shares all meals
with her mother and stepfather. Let's assume that the share of Domestic for Rick and Anne's
bedroom and bath is 1 hour per month total. It is also important to realize that Meal Prep and
Related Services will not be increased substantially for extra household members. Let's
assume 7 hours per week for Meal Prep for the household. Let's assume breakfast takes
15 minutes to prepare, lunch 15 minutes and dinner 30 minutes.

Core: IHSS 101
Core: IHSS 101
~
CDSS
STATE OF CALIFORNIA-HEALTH AND HUMAN SERVICES AGENCY
DEPARTMENT OF SOCIAL SERVICES
744 P Street Sacramento, CA 95814 www.cdss.ca.gov
JOHN A. WAGNER ARNOLDSCHWARZENEGGER
DIRECTOR GOVERNOR
REASON FOR THIS TRANSMITIAL

June 30, 2009 [ ] State Law Change
[ ] Federal Law or Regulation
Change
[ ] Court Order
[Xl Clarification Requested by
ALL-COUNTY LETTER NO.: 09-30
One or More Counties
[ ] Initiated by CDSS
TO: ALL COUNTY WELFARE DIRECTORS

ALL COUNTY CAPI PROGRAM MANAGERS
SUBJECT: PHASE ONE IN-HOME SUPPORTIVE SERVICES (IHSS) SOCIAL

WORKER TRAINING QUESTIONS/COMMENTS AND ANSWERS
REFERENCE: ALL-COUNTY LETTER (ACL) NO. 08-18, ISSUED APRIL 23, 2008
The purpose of this All County Letter (ACL) is to clarify or correct some of the answers
provided in the referenced ACL. Since the release of ACL 08-18 in April of 2008, we have
received several questions concerning services, assessments, and the definition of
marriage. Some answers previously provided have been reexamined and are presented in
the attached pages, either clarified or corrected. For those responses that are corrected,
this current ACL is to be considered the current guideline. Please disregard any conflicting
answers provided in ACL 08-18.
These responses are an attempt to answer general questions in very broad terms; specific
situations will vary from case to case. For specific guidance on cases, or if you have any
questions concerning these answers, please contact the Adult Programs Branch, at
(916) 229-3494, or via e-mail atIHSS-QA@dss.ca.gov.
Sincerely,
Original Document Signed By:
EVA L. LOPEZ
Deputy Director
Adult Programs Division
Attachment
c: CWDA
\\
ATTACHMENT
Question 5: Are Common Law Spouses considered spouses for the purposes of
IHSS?
Clarified: The IHSS program has two parts to its definition for spouse found in the
California Department of Social Services (CDSS) Manual of Policies and Procedures
(MPP) Section 30-701 (s)(4). The second part of the definition, "legally married under
the laws of the state of the couple's permanent home at the time they lived together"
(legally married criteria), is intended only to determine whether or not services are
provided by a spouse. This determines which program is appropriate, the Personal
Care Services Program (PCSP), which prohibits a recipienfs spouse from acting as the
provider, or the IHSS Plus Waiver (IPW), which does not.
For al/ other purposes, including the assessment of hours for services, especially when
assessing hours for Domestic and Related services, all three sub-programs apply the
IHSS Residual (IHSS-R) definition. The IHSS-R definition is the first part of MPP
Section 30-701 (s) (4), and defines a spouse as a "member of a married couple, or
considered to be a member of a married couple for SSI/SSP purposes." The SSI/SSP
definition can be found in Title 20 of the Code of Federal Regulations (20 CFR)
416.1806. It includes the holding out criteria, which is created when two unrelated
people of the opposite sex are living together in the same household, and present
themselves to the community (hold themselves out) as a married couple. When
authorizing hours for services, an individual will be considered a spouse for the
purposes of MPP Section 30-763.41 (Able and Available Spouse) whether the couple is
legally married under the laws of the State, entitled to each other's Social Security
insurance benefits as spouses, or a hOlding-out spousal relationship exists according to
SSI/SSP rules.
This is based in part on Welfare and Institutions Code Sections 14132.95(f), (i) and
14132.951 (e), which indicate that determination of need and authorization for services
for PCSP and IPW cases shall be performed in accordance with IHSS-R rules.
Example:
A social worker is evaluating an IHSS application for an FFP Medi~Cal recipient who will
receive services from his "Common Law Spouse" who meets the holding out criteria.
The applicant does not meet the legally married definition, and thus is eligible for
services under PCSP instead of IPW. The social worker then begins assessing hours
for services. The assessment will show that the need for Domestic and Related
services is met by an alternative resource because the couple meets the holding out
criteria and the Able and Available Spouse exceptions listed in MPP Section 30-763.41
are applicable.
Question 10: Can Meal Preparation and Meal Clean-up be performed outside of
the recipient's home?
Corrected: To the extent feasible, services shall be provided in the recipient's home,
per MPP Sections 30-700.1, 30-701 (0) (2), 30-755.11, and 30-780.2 (b). There are
unusual circumstances which could occasionally arise, necessitating that Meal
Preparation and Meal Clean-Up services temporarily take place outside of the
recipient's home. Should such circumstances arise, measures should be adopted as
necessary to ensure that authorized services are provided without interruption. It is
assumed that Meal Preparation and Meal Clean-Up services provided outside the
recipient's home, if required at all, would be a temporary solution to a situation such as
a broken stove or clogged sink in the recipient's home, and not the regular means of
providing those services. No time can be added for delivering meals prepared
elsewhere.
Question 12: Is there a Rank 6 for Bowel and Bladder?
Clarified: No, rank 6 is not used for Bowel and Bladder. The recipient should be
ranked from one to five based on level of function, irrespective of any related
Paramedical services.
Question 20: Can the maintenance exercise of assistive walking (MPP 30-
757.14(g) (2) (A)) be performed outside of the recipient's home?
Corrected: Yes, assistive walking as part of a maintenance program can be

performed outside the home; however no time can be authorized for travel or assistance
into or out of a vehicle for this service.
Question 24: How do we assess people with seizures who are unable to do
anything after they have one?
Clarified: Time assessed in that scenario would be based on the frequency of

seizures; severity of seizures. as well as the need for IHSS covered services during the
seizures and seizure recovery periods. Thorough and accurate case documentation is
crucial. A recipient may experience seizures and have varying degrees of need for
IHSS covered services, and it is expected that, though hours are authorized based on a
realistic worst case scenario, the provider's timesheet will accurately reflect hours for
services actually provided.
Question 25: How do we assess stand-by time?
Clarified: We do not assess stand-by time. A recipient should be assessed and

authorized that amount of time which is needed to provide the level of assistance
required for authorized services.
Question 30: Can the provider provide services to the recipient while the
recipient is temporarily absent from the home?
Clarified: Under some circumstances, yes. There are services which are
necessarily provided outside the home, such as Accompany to Medical Appointments
and Alternative Resources, Laundry when no laundry facilities are available in the
home, Food Shopping, and Other Shopping and Errands. If, in the course of
accompaniment to a medical appointment, the recipient needs assistance with
Dressing, or Bowel and Bladder, it is conceivable that personal care services could be
performed outside the home. Common sense and clear case documentation will be
important in answering this question on a case by case basis.
Question 36: Can we accept a mental health diagnoses from other medical
professionals or should the diagnoses be provided by mental health
professionals only?
Corrected: We can accept a diagnosis from any medical professional who is acting
within the scope of his or her license. Service hours are authorized based on assessed
need never solely based on a diagnosis. Mental function shall be assessed in
I
accordance with MPP Section 30-756.37. While any diagnosis may be accepted and
considered in the course of the process, the diagnosis would only be considered as a
part of the whole, in conjunction with the social worker's observations.
IHSS/CMIPS User's Manual SOC 293 Field-by-Field Description
Fig. V-A- 1 - SOC 293 - Page 1
Revision Date - December 1, 2011 Page V-A-l

Fig. V-A- 2 - SOC 293 - Page 2 - Assessment Grid
Revision Date - December 1, 2011 Page V-A-2

In Home Supportive Services Assessment, SOC 293

The IHSS SOC 293 is used by the county staff to document recipient specific case details
regarding eligibility, need assessment and resources available to the recipient. The SOC 293 is
available for purchase by counties. See Section II-B - Ordering CMIPS Forms for order details
and costs.
Field-by-Field Description
The following fields appear on the SOC 293 and the RELA, RELB and RELC screens in CMIPS
unless otherwise indicated.
Page 1
Field: Untitled - CIN - System Generated, Alphanumeric
Length: 10
Description: CIN - Client Index number assigned to an IHSS Recipient by the Statewide
Client Index. This field is not titled on the SOC 293 document, but is printed
in the upper right comer above Field A 1. The RELA screen field name is CIN.
Field: REPRINT - Optional, Alpha - RELA Screen display only

Length: 1
Description: Reprint Allows the reprint of the most recent SOC 293 or NOA. The RELA
screen field name is REPRINT. Valid field entry:
N - System default
Y Print SOC 293
A - Print NOA
Refer to Section V-B - Special Instructions - Producing a Reprint of the Most
Recent SOC 293 or Producing a Reprint of the Most Recent Notice of Action
for detailed instruction requesting a reprint of an SOC 293 or NOA.
Field: MC CODE - Required, Alpha RELA Screen display only

Length: 1 Length:
Description: Medical Certification Code shows whether or not the Recipient has been
Certified by a Doctor.
blank
A - Alternate Documents Received
E - Exception Received
M - Medical Certification Received
P - Pending (Documentation requested - waiting to be received)
Field: MC DATE - Required, Date - RELA Screen display only

Length: 8 Format: MMDDYYYY
Description: Medical Certification Date is the date the Medical Certification was requested or
received.

Field AI: CNTY / RECIPIENT# / CD - Required, Numeric

Length: 10 2/7/1
Description: County/Recipient Number/Check Digit - A ten (10) digit number representing
a specific case. The first two digits identify the county, the next seven digits a
county-assigned case number, and the 10th digit is a system generated check
digit. This field does not appear on the RELA screen, but the case number will
appear on the NEXT line in CMIPS.
Field A2: SEQ # - System Generated, Numeric

Length: 3
Description: Sequence Number A system generated chronological number indicating the
most recent turnaround document. The RELA screen field name is SEQ#.
Field A3: AID CODE - Required, Numeric

Length: 2
Description: Aid Code The IHSS Aid Code applicable to the recipient. The RELA screen
field name is AID.
10 Aged, SSIISSP
18 Aged, IHSS Income Eligible
20 Blind, SSI/SSP
28 Blind, IHSS Income Eligible
60 Disabled, SSI/SSP
68 Disabled, IHSS Income Eligible
Aid Codes 10, 20, 60 U sed for status eligible recipients
Aid Codes 18, 28, or 68 - Used for income eligible recipients
Refer to Section V-B, Special Instructions CMIPSIMEDS Interface for
issuing and eligible recipient a Medi-Cal card.
Field A4: SOCIAL SECURITY NO. Required, Numeric

Length: 9
Description: Social Security Number (SSN) A nine (9) digit number assigned to the
recipient by the Social Security Administration. An SSN pattern match table,
created by the Social Security Administration, is loaded into CMIPS, then each
SSN entered validated against this table. This SSN Pattern Match table is
updated monthly. The RELA screen field name is SSN. Completion of fields
F7 and F8 generates the issuance of a Medi-Cal card. If either of these fields is
completed and the SSN entered in Field A4 is invalid, eligibility for the Medi-
Cal card may be denied or discontinued (Title 22, California Code of
Regulations, Section 50187).
Refer to Section V-B, Special Instructions, Person List Screen for detailed
information regarding the functionality associated with SSN and Name
matching in CMIPS.
Field AS: SEX - Required, Alpha

Length: 1
Description: Sex Circle the code that identifies the recipient's gender.
M-Male

F - Female
The RELA screen field name is SEX.
Field A6: BIRTHDATE, MONTHIDAY/YEAR Required, Numeric

Description: Birthdate - The month, day and year of the recipient's birth. The RELA screen
field name is BIRTH DATE.
Field Bl, B2 LAST NAME/FIRST NAME/MI Required, Alphanumeric/Special

B3: Characters (. , / - )
Length: 1711211
Description: Last Name - A specific recipient's family name (Required). Jr., II, etc.,
should be included as part of the last name. Enter the single name in this field
for those of Samoan descent who only have a single name. The RELA screen
field name is LAST NAME.
First Name - Name given at birth to identify an individual (Required). When
code M = Samoan, is entered in Field F4, Ethnic, entry in this field is Optional.
The RELA screen field name is FIRST.
MI - The middle initial of a recipient (Optional). The RELA screen field
name is MI.
Refer to Section V-B, Special Instructions, Person List Screen for detailed
information regarding the functionality associated with SSN and Name
matching in CMIPS.
Field Cl: STREET - Required, Alphanumeric

Length: 30
Description: Street - The street address of the recipient's place of residence. The RELA
screen field name is ST.
Disaster preparedness requires information about the residence location of
all recipients
If the recipient has a mailing address different from the residence address,
the mailing address is entered in Fields El through E4. Counties using
CMIPS for MEDS interface should note that the MEDS field length is only
26 characters.
Refer to Section V-B Special Instructions, Address Verification Screen, for
detailed explanation regarding the function of the screen.
Field C2: CITY Required, Alpha

Length: 20
Description: City - Recipient's city of residence. The RELA screen field name is CY.
Field C3: STATE - Optional, Alpha

Length: 2
Description: State - Recipient's state of residence. Defaults to "CA" if not entered. The
RELA screen field name is ST.

Field C4: ZIP CODE - Required, Numeric CT - Optional Numeric

Length: 9 Format: XXXXXXXXX
Description: Zip Code/CT - A nine-digit zip code assigned by USPS that relates to the
recipient's address of residence. The RELA screen field name is Z.
Field Dl: TELEPHONE # - Optional, Numeric

Length: 10 Format: XXX XXX XXXX
Description: Telephone Number The recipient's telephone number. The RELA screen
field name is PHONE #.
Field D2: DIS. PREP. - Optional, Alpha

Length: 3 Format: XXX
Description: Disaster Preparedness A three letter code that identifies IHS S recipients who
require contact by emergency personnel in the aftermath of a disaster.
Counties have the option to participate in the Disaster Preparedness program.
If they do participate, entry in this field is required. Refer to Section V-B,
Special Instructions, IHSS Disaster Preparedness Assessment Plan. The
RELA screen field is named DP.
The first letter indicates the degree of contact necessary:
A Critical E Urgent but consumer declines advance
B Urgent notification of emergency services
C Moderate
D Critical but consumer F Moderate but consumer declines advance
declines advance notification of emergency services
notification of emergency Z Contact by emergency staff not needed
services
The second letter indicates the predominant special impairment
A Deaf D Wheelchair bound
B Blind E Mental disability
C Bed-bound Z Recipient does not have any listed
special impairment
The third letter indicates the predominant life support supply need.
A Respirator E Dialysis
B Oxygen F Bowel and Bladder
C Insulin G Nasal/Gastrointestinal Tubes/Suctioning
D Life Support Medications Z Recipient does not have any listed supply
needs
Field D3: BLANK FIELD - System Generated, Alphanumeric

Length: 2
Description: This field was previously (prior to November 2005) used to reflect the
recipient's Medi-Cal categorically needy Aid Code. Currently, (October 2007)
some CMIPS cases retain previous indications, but this field is no longer
populated. For current Medi-Cal eligibility, see ~~=-=_

Field D4: GUARDIAN/CONSERVATOR - Optional, Alphanumeric/Special Characters

Length: 30
Description: Guardian/conservator - Individual legally responsible for a recipient.
Designated individual will receive any mail, warrant, or Notice of Action
issued to the recipient. If no guardian/conservator, leave blank. If an entry is
made for guardian/conservator, Fields EI through E4 must be completed. The
RELA screen field name is GUARDIAN.
Field El: STREET - Optional, Alphanumeric

Length: 30
Description: Street Guardian/conservator's street number and name, including apartment
and/or space number. If there is no guardian/conservator related to the case,
but the recipients mailing address differs from residence address, fields C I-C4,
enter the mailing address in fields EI-E4. The RELA screen field name is ST.
This address will be:
U sed as the address on any mail, warrant, or Notice of Action issued to a
recipient if a guardian/conservator is entered in Field D4.
Used as the mailing address of the recipient when there is no
guardian/conservator in Field D4 and residence address is present
Counties using CMIPS for MEDS interface should note the MEDS street
field length is 26 characters.
See Section V-B Special Instructions, Address Verification Screen.
Field E2: CITY - Optional, Alpha

Length: 20
Description: City - Guardian/conservator's city of residence or the city of the recipient's
mailing address. The RELA screen field name is CY.
Field E3: STATE - Optional, Alpha
Length: 2
Description: State Guardian/conservator's State of residence, or the State of the recipient's
mailing address. Defaults to "CA". The RELA screen field name is ST.
Field E4: ZIP CODE Optional, Numeric

Length: 9 Format: XXXXX XXXX
Description: Zip + 4 Code - Guardian/conservator's nine-digit zip code assigned by USPS
that relates to the address. The RELA screen field name is Z.
Field FI: STATUS Required, Alpha

Length: I
Description: Status - Code which indicates the current eligibility status of the recipient.
The RELA screen field name is STATUS. Enter one of the following:
R Record - Indicates an application has been taken. May be used for a
county's central index reporting purpose. Generate an alert message that a
recipient's eligibility status must be completed. If Status R is used, only
Fields Al through FI, PI and P2, and QI through Q4 are valid fields.
I Interim Eligible - Provisional approval pending a disability or blind
determination. Only Aid Codes 28 and 68 are valid in Field A3 when

using Status 1.
E Eligible - The recipient is approved for services under the IHSS program
L Leave of absence - Temporarily without need for IHSS services, e.g.,
hospitalized
D Deny Eligibility has been denied
T Tenninated - Eligibility has been tenninated
Field F2: PRIM. DIAG. - System Generated, Alphanumeric

Length: 5 F onnat : XXl2X
Description: Medi -Cal Primary and Secondary Aid Code CMIPS system generates the
Medi-Cal Primary and Secondary Aid Code. The Primary Aid Code is
displayed from the Medi-Cal Eligibility data received from MEDS. The
Secondary Aid Code is derived from Medi-Cal Eligibility data and IHSS
Recipient and Provider data. The RELA screen field name is MC AID.
Field F3: CITIZEN Optional, Alphanumeric

Length: 2
Description: Citizen Not currently in use. The RELA screen field name is CITIZEN.
Field F4: ETHNIC - Required, Alphanumeric

Length: 1
Description: Ethnic - Code designating the ethnicity of the recipient. The RELA screen
field name is ETHNIC.
1 White J Japanese
2 Hispanic K Korean
3 Black M Samoan
4 Other Asian or Pacific Islander N Asian Indian
5 American Indian or Alaskan Native P Hawaiian
7 Filipino R Guamanian
C Chinese T Laotian
H Cambodian V Vietnamese
Field F5: LANG - Required, Alphanumeric

Length: 1
Description: Language Code designating the primary language of the recipient. The
RELA screen field name is LANG.
0 American Sign Language (AMISLAN or ASL) F Ilocano
1 Spanish - NOA will be issued in Spanish G Mien
2 Cantonese H Hmong
3 Japanese I Lao
4 Korean J Turkish
5 Tagalog K Hebrew
6 Other non-English L French
7 English M Polish
8 Unassigned code N Russian
9 Spanish NOA will be issued in English P Portuguese
A Other Sign Language Q Italian

B Mandarin R Arabic
C Other Chinese Languages S Samoan
D Cambodian T Thai
E Armenian U Farsi
V Vietnamese
Field F6: OTH.lCOV. - Optional, Alphanumeric

Length: 5 Format: X,XXXX
Description: Other Coverage - The first digit indicates insurance coverage, if any, of the
recipient. Other digits are reserved for future use and may be used to indicate
Medi-Cal cost avoidance codes. The RELA screen field name is OTH/COV.
Only the following company codes are valid:
Any carrier other than Blue Shield or
A S Blue Shield
Blue Cross ( Partial Coverage
B Blue Cross T Travelers
C CHAMPUS U Connecticut General
D Prudential V Variable any other carrier
E Aetna W Great West Life Assurance Company
F Medicare HMO X Blue Shield (partial coverage)
G American General Y Blue Cross - North
H Mutual of Omaha Z Blue Cross South
I Metropolitan Life 2 Provident Life and Accident
1 10hn Hancock Mutual Life Ins. Co. 3 Principal Financial Group
K Kaiser 4 Pacific Mutual Life Insurance
M Two or more carriers (partial coverage) 5 Alta Health Strategies Inc.
N None 6 American Association of Retired Persons
Prepaid Health Plan or Health
P 7 Allstate Life Insurance
Maintenance Organization
Q Equicor/Equitable 8 New York Life Insurance
R Ross Loos 9 Crown Life Insurance Company
Field F7: SSNV - Optional, Numeric

Length: 1
Description: Social Security Number Verification Code indicating how the recipient SSN
was verified or why it was not verified. The RELA screen field name is
SSNV. For Medi-Cal card issuance, the SSN must be verified.
o SSA-VER previously submitted to MEDS
I SSN verified by SSA (MC 194 Completed)
2 Confirmed by county on SSA district office application
3 Sight verified by county welfare office
4 SSN not verified by SSA
5 SSN not sight verified, recipient sent to SSA office
6 No SSN, recipient sent to SSA office
7 No valid input from county
8 SSN not attainable, undocumented person
9 SSN not attainable, pre-adoptive person

Field F8: HIC./RR. # - Optional, Alphanumeric

Length: 12
Description: Health Insurance Coverage/Railroad Retirement Number - This is used for
Medi-Cal purposes. Do not leave spaces between numbers. The RELA screen
field name is HIC'/R.R #.
Field F9: FBU. # - Optional, Numeric

Length: 3
Description: Family Budget Unit Number - Designates who in the family will be included
in Medi-Cal eligibility. In addition, enter Person # in field as well. The RELA
screen field name is FBU #.
Family Budget Unit is a one-digit number assigned by the county to each
recipient as part of a unique recipient identifier
Person # is a two-digit number assigned by the county to each recipient as
part of a unique recipients identifier
Enter 101 if the county does not wish to use this field.
Field Gl: SPOUSE/PARENT - Required, Numeric

Length: 2
Description: Spouse/Parent - Indicates the status of the spouse or parent in terms of
providing services. The parent code is used only when the IHSS recipient is
under age 18. The RELA screen field is SPOUSE/PARENT.
Enter one of the following codes:
00 None
11 Spouse able and available
12 Spouse - able/partially available due to employment, other unavoidable
absence
13 Spouse - able/not available
14 Spouse available/not able
15 Spouse IHSS recipient
21 Parent - provides all services
22 Parent provides some services
23 Parent - provides no services
24 Parent IHSS recipient
Field G2: #HH - Required, Numeric

Length: 2
Description: Number in Household - The total number of people living in the recipient's
household, including other IHSS recipients. Exclude recipient's non-IHSS
children under 14 years of age. The RELA screen field name is # HH.
Field G3: # RCP - Required, Numeric

Length: 2
Description: Number of Recipients The number of IHSS recipients in the household.
The RELA screen field name is RCP.
Revision Date - December 1, 2011 Page V-A-I0

Field G4: RES - Required, Numeric

Length: 2
Description: Residence - Code indicating the recipient's type of residence. The RELA
screen field name is RES.
01 House 04 Hotel
02 Apartment 05 Other
03 Mobile Home
Field GS: LIA - Required, Numeric

Length: 2
Description: Living Arrangement Code indicating the recipient's living arrangement. The
RELA screen field name is LIA.
01 Independent (Living alone or with Able and Available spouse only)
02 Shared 04 Tenant/Landlord
03 Live-in provider 05 Board and room
Field G6: # ROOMS - Required, Numeric

Length: 2
Description: Number of Rooms - The number of rooms contained in the recipient's
residence, include bathrooms. The RELA screen field name is ROOMS.
Field G7: YARD - Required, Alpha

Length: 1
Description: Yard Circle Y (Yes) or N (NO) to indicate whether the recipient's residence
has a yard. The RELA screen field name is YARD.
Field G8: WASHERIDRYERISTOVE/REFRIG - Required, Alpha

Length: 8
Description: Washer/DryerlStove/Refrigerator Indicate the appliances in a recipient
residence. Circle Y (Yes) or N (No) for each item. There are four separate
fields on the RELA screen named WASH, DRY, STOVE, REFRIG. The
RELA screen field accepts a Y (Yes) or N (No).
Untitled: ICT TO, Optional, Numeric

Length: 2
Description: Inter County Transfer TO Allows the indication of the two digit county
number to which the recipient case is being transferred. The RELA screen
fields is ICT TO (B4).
Untitled: ICT FM, Optional, Numeric

Length: 10
Description: Inter County Transfer TO Allows the indication of the ten-digit IHSS case
number from which the recipient is being transferred. The RELA screen field
is FM (BS)
Revision Date - December 1, 2011 Page V-A-l1

Field HI: FUNCTIONAL LIMITATIONS - Required, Numeric

Length: 14
Description: Functional Limitations - Each listed item is to be given one numeric ranking
indicating the recipient's functional limitation. Refer to the Uniformity
Training Guide, Assessment Standards, for more guidance to apply rankings.
Description of Numeric Ranking
Rank 1 Independent Able to perform functions without human assistance
though client may have difficulty. However, completion of the task
with or without a device poses no risk to hislher safety
Rank 2 Able to perform but needs verbal assistance such as reminding,
guidance or encouragement
Rank 3 Can perform with some human help, i.e. direct physical assistance
from the provider
Rank 4 Can perform with a lot of human assistance
Rank 5 Cannot perform function at all without human assistance
Rank 6 Paramedical services needed
Valid Ranks for Functional Limitations

HOUSEWORK (RELA field name HOUSE) 1 2 3 4 5
LAUNDRY (RELA field name LNDRY) 1 4 5
SHOPPING & ERRANDS (RELA field name SHOP) 1 3 5
MEAL PREP & CLEANUP (RELA field name MEAL) 1 2 3 4 5 6
MOBILITY INSIDE (RELA field name MOBILITY) 1 2 3 4 5
BATHING & GROOMING (RELA field name BATH) 1 2 3 4 5
DRESSING (RELA field name DRESS) 1 2 3 4 5
BOWEL, BLADDER & MENSTRUAL (RELA field name BB/M) 1 2 3 4 5
TRANSFER (RELA field name TRANSFER) 1 2 3 4 5
EATING (RELA field name EAT) 1 2 3 4 5 6
RESPIRATION (RELA field name BREATH) 1 5 6
MEMORY (RELA field name MEMORY) 1 2 5
ORIENTATION (RELA field name ORIENT) 1 2 5
JUDGMENT (RELA field name JUDGE) 1 2 5
Field H2: FUNCTIONAL INDEX/FUNCTIONAL INDEX HOURS - System generated,

Numeric
Length: 8 X.XXlXXX.X
Description: Functional Index - System generated number between 1 and 5 which indicates
the relative need of a recipient for IHSS. Individual scores from Field HI,
Functional Limitations, are weighted to provide the functional index ranking
for each recipient.
Functional Index Hours - System generated sum of the Total Need Hours
(Page 2, Column 2) considered in the Functional Index tasks. These are
limited to the values indicated in the table below.
The RELA screen field names are INDEX and HOURS.
AA Domestic Services BB Preparation of Meals
CC Meal Cleanup DD Mending & Laundry

EE Shopping for Food FF Other Shopping

HH Respiration II Bowel & Bladder
JJ Feeding KK Routine Bed Baths
LL Dressing MM Menstrual Care
NN Ambulation 00 Moving In/Out of Bed
PP Bathing QQ Rubbing Skin/Range of Motion
RR Care & Assistance with Prosthesis/Medications
Field H3: W/O IHSS - Required, Numeric

Length: 1
Description: Without IHSS Rating of recipient's outcome with reduced services. The
RELA screen field name is W/O IHSS. Indicate one of the following codes:
1 Recipient not at risk with services reduction
2 Recipient at risk with services reduction
3 Recipient will require out of home community care
4 Recipient will require out of home medical care
5 Recipient will become unemployed
Field H4: NEED PROVIDER - Required, Numeric

Length: 2
Description: Need Provider Indicates whether IHSS recipient needs help to obtain a
service provider. The RELA screen field name is NEED.
00 Recipient has own resources to obtain a provider
11 Recipient does need help to obtain a provider
Field H
Untitled: Provider to Recipient Relationship - SOC 293 Display Only
Length: 3
Description: Indicates whether or not the Provider and Recipient have a one-to-one
Relationship. If the Recipient is services by a single provider, 1: 1 will print in
the field right of the NEED PROVIDER FIELD. This indication pulls from
the Provider Eligibility (PELG). If the field is blank, the recipient may be
served by multiple providers.
On the RELA screen, there are two dates at the bottom of the screen under the FUNCTIONAL
section. Format of the following fields is MMDDYYYY.
DATE LAST CHANGED - The date the last change was made to any of the information that
displays on the RELA screen.
DATE ADDED - The date the 293 was keyed.
Field I1: SHARE OF COST / INDICATOR Optional, Alphanumeric The word

INDICATOR is not printed in this field on the SOC 293.
Length: 8/1 Format: MMDDYYYY X
Description: Share of Cost Date - The effective date of a recipient's share of cost. The
date may be mid-month for intake cases, but must be the first of the month
thereafter. This date must be greater than or equal to the Share of Cost Benefit
Revision Date - December 1,2011 Page V-A-13

Level Date which coincides with the recipient eligibility segment. See
Section II-K - Share of Cost Benefit Level Updates for valid SOC dates. The
RELB screen field name is SOC DATE.
When a SOC COLA is processed the date will be updated if the case meets
all other update conditions.
Indicator - To the right of the date the SOC IND must be entered. As of
June 1, 2006 the only value allowed is D for any IHSS recipient case with an
Aid Code 18, 28 or 68. CMIPS processes an automated share of cost
computation when budget data is entered in the Source Income and Benefit
Level fields. The RELB screen field name is IND.
Refer to Section V-B, Special Instructions, Share of Cost Computations - SOC 293
Field 12: LINK - Optional, Numeric

Length: 1
Description: Link Enter the code indicating the recipient's income computation status and
spouse/parent(s) linkage to Supplemental Security Income/State Supplemental
Program (SSI/SSP) - Aged, Blind and Disabled. This field is required for an
automated share of cost computation. The RELB screen field name is LINK.
Refer to Section V-B, Special Instructions, Share of Cost Computations - SOC 293.
1 IHSS Individual
2 IHSS individual/linked spouse Both members of a couple are blind,
disabled, or over 65. Disabled means receiving Social Security, SSI/SSP
or Medi-Cal based on disability.
3 IHSS individual/non-linked spouse - Only one member of the couple is
aged, blind or disabled.
4 IHSS individual/non-linked parent
5 IHSS individual/non-linked parents
Field 13: DEP - Optional, Numeric

Length: 2
Description: Dependents The number of minor legal dependents with no income of their
own to be considered in the automatic computation of countable income for an
adult recipient with a non-linked spouse, or a child recipient whose parent(s)
income must be considered. This field is required for automated share of cost
computation. The RELB screen field name is #DEP.
The position of Fields II through L2 on the RELB screen differs from the SOC 293. However,
the field names are consistent.
Field 14, Jl,
J2, K1, K2: SOURCE/INCOME/DEDUCT - Optional, Numeric
Length: 1,8,8 Format: X, XXXXX.XX, XXXXX.XX
Description: Source/Income/Deduct - Source and amount of deductions from income of the
recipient, parent, or spouse. This field is required for automated share of cost
computation. The RELB screen field names are SOURCE / INCOME /
DEDUCT. Refer to Section V-B, Special Instructions, Share of Cost Computation
-SOC 293.
Source These codes indicate the source of the recipient's, spouse's, or

parente s) gross income.

1 Retirement, Survivors, Disability Insurance (RSDI) - Recipient
2 Veteran's administration - Recipient
4 Railroad Retirement - Recipient
5 Other pension Recipient
6 Other unearned - Recipient
7 Earned Recipient
8 Unearned - Spouse/parent
9 Earned - Spouse/parent
Income Amount of gross income available to the recipient, spouse or parent.
Deduct Dollar amount of total income deductions other than the income
exclusions. The allowable deductions in this category include:
Any amount that a recipient pays for services that are an
alternative to IHSS may be entered in the deduct field. This
deduction should not exceed the IHSS cost for the same
service(s).
Impairment related work expenses and expenses for a Plan for
Achieving Self-Support (PASS). These are work and training
related programs for recipients.
Standard income exclusions that are included in the automated
share of cost computation are:
$20.00 Standard exclusion
$65.00 Earned income exclusion
One half remainder of income - Earned income exclusion
$337.00 Needs of children/non-linked spouse
$674.00 or $1,011.00 Allowance for parent or parents
Field 15: COUNTABLE INCOME - Optional, Numeric

Length: 8 XXXXX.XX
Description: Countable Income - The sum of all net income available to recipient.
For those recipients whose share of cost is automated, this field and the
countable income will be system generated.
The amount that has been manually computed (for those recipients whose
countable income is not automated) must be entered in this field to enable
the correct share of cost information on an automated Notice of Action.
For a linked couple, both of whom are income eligible IHSS recipients,
either divide that countable income by 2 or allocate the countable income in
unequal portions, whichever is the most advantageous to the couple. Enter
the sum in 15.
The RELB screen field name is CNTBLE INCOME. Refer to Section V-B,
Special Instructions: Share of cost computation - SOC 293.
Field J3: BENEFIT CODE/LEVEL Optional, Numeric

Length: 2,8 Format: XX, XXXXX.XX
Description: Benefit Code/Level- This field indicates the SSI/SSP benefit code and level
used to determine the recipient's share of cost. The RELB screen field name is

BNFT LVL allowing entry of a specific Benefit Code from which the Benefit
Level will be auto-filled.
The field includes both recipients who have countable income that is either
automatically or manually computed
For those recipients whose share of cost is automated, this field must have
one of the following two digit codes entered.
Benefit Code Benefit Level
01 Individual aged or disabled, own home 830.40
02 Individual blind, own home 885.40
03 Individual disabled minor, own home 737.40
04 Individual aged or disabled, household of another 609.17
05 Individual blind, household of another 664.17
06 Individual disabled minor, household of another 516.17
07 Individual aged or disabled, independent, living without 914.40
cooking facilities
08 Couple aged or disabled, own home 1407.20
09 Couple both blind, own home 1554.20
10 Couple blind/aged or disabled, own home 1498.20
11 Couple aged or disabled, household of another 1075.33
12 Couple both blind, household of another 1222.33
13 Couple blind/aged or disabled, household of another 1166.33
14 Couple aged or disabled, independent, living without cooking 1575.20
facilities
Linked Couple - Both members of a couple are blind, disabled, or over age 65
If one member of the linked couple is income eligible and the other receives SSIISSP, is
PCSP eligible, or has no need for any services, then use the appropriate code above (08-14)
and the couple's income for the remaining member's share of cost computation.
For a linked couple, both of whom are income eligible and need IHSS, enter the appropriate
code below (15-21) for the partially automated share of cost computation, based on the
countable income entered in Field 15.
Benefit Code Benefit Level
15 Couple aged or disabled - own home, per person 703.60
16 Couple both blind own home, per person 777.10
17 Couple blind/aged or disabled - own home, per person 749.10
18 Couple aged or disabled - without cooking facilities, person 787.60
19 Couple aged or disabled - household of another, per person 537.67
20 Couple blind - household of another, per person 611.17
21 Couple blind, aged or disabled household of another, per 583.17
person
Field K3: SHARE OF COST System Generated, Numeric

Length: 8 XXXXX.:XX
Description: Share of Cost This field contains both the IHSS and MEDI-CAL Shares of
Cost.
The IHSS Share of Cost is the monthly amount of money to be paid by the
recipient before IHSS services are paid. The RELB screen field is IHSS

soc.
)- When a SOC IND of "D" is entered in Field 11 combine with the
entries in Fields IS - COUNTABLE INCOME, and J3 - BENEFIT
CODE/LEVEL, CMIPS will automatically calculate the IHSS SOC,
displaying the calculated Share of Cost into the eligibility segment,
fields M6, N6 or 06,
)- If a SOC IND of "E" is entered in the II, the IHS S SOC amount will
not populate to the eligibility segments, Fields M6, N6 or 06.
The MEDI-CAL Share of Cost is a display only field and is system filled
from the MEDS SOC amount indicated on the MEDS Daily Response and
Monthly Renewal. The amount shown may be updated each month as the
MEDS eligibility and SOC are applied to CMIPS. The RELB screen field is
MEDI-CAL SOC.
Field Ll, L2: MODE/RATE/HOURS - Required, Alphanumeric

Length: 2,4,4 Format: XX, XX.XX, XXX.X
Description: Mode/Rate/Hours Indicates service deliver mode, provider's pay rate, and
authorized hours of service(s) for the recipient. Refer to Section V-B, Special
Instructions: Changing Service Delivery Mode, Rate and Hours - SOC 293.
Delivery Mode - Code indicates the type of service delivery of IHSS. The
RELB screen field name is MODE.
IP Individual Provider
CC County contract, either private vendor or inter-agency agreement
HM County-employed homemaker
Hourly Rate of Pay The rate of pay per authorized service hour for the type
of delivery mode. The RELB screen field name is RATE.
If this amount is not entered for individual providers, the system will default
to the current county rate.
If this amount is not entered for contract or county homemaker providers,
the system will default to the contract or homemaker base rate.
Hours of Service by Delivery Mode The hours of authorized service will be
system generated unless there is a mixed mode service deliver. The RELB
screen field name is HOURS.
If there are two IP modes with different hourly rates, enter IP twice, the
hourly rate and the hours of authorized service for one of them. The balance
of the hours will be system generated.
If there is a mixed mode of service deliver, enter both modes, the hourly rate
for each (unless one or both are at the county base rate) and the hours of
authorized service for one of them. The balance of hours will be system
generated.
Field L3: RECOVERY System generated, Numeric

Length: 6 Format: $X,XXX.XX
Description: Recovery Indicates current, balance due by the recipient for prior
overpayment(s). This field is system generated from entries on the OVER
screen from the SOC 330 IHSS Overpayment Collection Transaction. The

field displays the sum of all A-Active Status OVER screen sequences. The
RELB screen field name is RECOVERY.
Field: R STATE HEARING HRS RELB Screen Display Only

Length:
Description: This field does not currently accept data entry.
The next three lines (M, N and 0) are monthly payment segments used when building or
updating a recipient's payment eligibility period. The following explanation (Ml through M8)
will cover all three eligibility segments. All fields in these segments are system-generated based
on entries from the SOC 293. Exceptions may include months that are prorated more than 5
times or recipients who have more than two service delivery modes.
Field:
Untitled SEGMENT SELECT RELB Screen Display Only
Length: I
Description: When an eligibility segment (M, N, or 0 line) displays prorated hours,
typically because the cases has been was on L-Leave Status for a period during
a month, the user may view the actual eligibility dates and hours by tabbing to
the SEGMENT SELECT field and keying one of the following, then press
<Enter> to process to the RELC which displays the grid hours and eligibility
dates associated to the designated eligibility segment.
1 M Line eligibility
2 - N Line eligibility
3 - 0 Line eligibility
If it is necessary to update a prorated segment, see Section V-B - Special
Instructions, Reason Code 999.
Fields Ml,
Nl, and 01: ACT - Optional, Alpha
Length: 1 Format: D
Description: Action - Field used by the service worker to indicate the eligibility segment to
be deleted. Circle D next to the eligibility segment to be deleted. The RELB
screen field name is ACT and always displays as blank.
Fields M2,
N2, and 02: BEGINNING DATE - System generated, Numeric
Description: Beginning Date Date on which recipient begins receiving IHSS. System
generated from entry in Field ZZ3. The RELB screen field is BEG DATE.
Fields M3,
N3 or 03: ENDING DATE - System generated, Numeric
Description: Ending Date - Date indicating the time-limited service, a reassessment is due,
leave status, or a termination of service. System generated from entry in field
ZZ4. The RELB screen field name is END DATE.

Fields M4,
N4 or 04: GROSS AMOUNT System Generated, Numeric
Length: 6 Format: X,XXX.XX
Description: Gross Amount - RATE x HOURS = GROSS. The monthly amount authorized
by the county to be paid for a recipient. This amount may be manually
changed by the county if there is documented cause in the case record. The
RELB screen field name is GROSS AMT.
Fields M5,
N5 or 05: MODE/RATE/HOURS - Optional or System generated, Alphanumeric
Length: 2/4/4 Format: XXIXX.XX1XXX.X
Description: Mode/Rate/Hours Two service delivery modes, pay rates, and monthly
service hours are applied to each segment. The system generated information
from fields L 1 and L2 may be manually overridden. The RELB screen field
name is MODE/RATE/HOURS.
Mode - Indicates the mode of service delivery. The following may be used:
IP - Individual Provider
CC County Contract
HM - Homemaker
Rate - The hourly rate of pay for the indicated delivery mode
Hours The monthly hours of service, purchased by the county, to be rendered
to the recipient. NOTE: The hours displaying on RELB screen are hours after
the 3.6 % reduction.
Fields M6,
N6 or 06: SHARE OF COST - Optional, Numeric
Length: 6 Format: XXXX.XX
Description: Share of Cost Monthly amount of money determined by the county to be paid
directly by the recipient. The RELB screen field name is SHRICOST. Two
different share of cost figures, based on the mode, may be identified:
Where the share of case is automated, these field will be system generated
Where the share of case cannot be automated, Share of Cost documents
must be completed and the results entered in fields M6, N6 or 06.
For cases with mixed modes of service delivery, or the share of cost is to be
paid to someone other than the Individual Provider (IP), Reason Codes 533
and 534 will prohibit Field K3, SHARE OF COST, from being system
generated into Field M6.
Refer to Section V-B, Special Instructions, Share of Cost Computations SOC 293.
Fields M7,
N7 or 07: TYPE - System Generated, Alpha
Length: 1
Description: Type - Designates the recipient's impairment level, determined from the
service assessment hours based upon the Individual Assessed Need column of
the IHSS needs assessment grid. The RELB screen field name is TYPE.
S A severely impaired recipient is one who has been assessed as

requiring 20 or more hours of (*) services on the Individual Assessed

Need column of the IHSS needs assessment grid
N A non-severely impaired recipient is one who has been assessed as
requiring less than 20 hours of starred (*) services on the Individual
Assessed Need column of the IHSS needs assessment grid
C A "C" prints beneath the S or N, in the TYPE field, on the SOC 293,
when a recipient is PCSP eligible. PCSP indication is system
generated when a "Y" is entered in "PCP?" field in the ZZ field on the
RELC Screen.
Blank PCSP eligible indicator default value "N"
Fields M8,
N8 or 08: PAY OPT - System Generated, Alpha
Length: 2
Description: Pay Option - Refers to the way payment is made to either the recipient or the
provider. The RELB screen field name is OPT.
P Payee is Provider (Arrears) System default occurs when no pay option
is indicted in fields ZZ5 or ZZ6 and IP Mode is entered in fields L 1 or L2
R Payee is Recipient (Advance) - Displays when a "Y" Yes is entered in
field ZZ5 on the RELC screen.
M Restaurant Meal Allowance to Recipient If Restaurant Meals have been
authorized. Field ZZ6 on RELC will indicate "Y".
F Direct Deposit (EFT) - When recipient is Advance Payment and case has
been authorized for Electronic Funds Transfer. Field ZZ5 on RELC will
indicate "Y".
Field PI: APPLICATION DATE - Required, Numeric

Description: Application Date - The day the recipient requested IHSS. This date also
indicates the date from which there has been continuous service activity. If a
termination has occurred due to an interruption in service activity, change the
application date to reflect the re-application date for IHSS. If a case is
terminated or denied in error, the original application date should be used with
an applicable 400 series NOA code(s). The RELB screen field name is
APPLICATION DATE.
Field P2: REF - Required, Numeric

Length: 2
Description: Referral Source - Indicates the identity of the person or agency which
contacted the county to begin a referral. The RELB screen field name is
REF.
01 Self 21 Senior Day Care Center
02 Linkage Program 22 Senior Center
03 Multipurpose Senior Services Center 23 Law Enforcement
04 Adult Day Health Care Center 24 Spouse
05 Early Hospital Discharge (Diagnostically
25 Adult Son
Related Group)

IHSSICMIPS User's Manual SOC 293 Field-by-Field Description
06 Preadmission Screening (Gatekeeper) 26 Adult Daughter

07 Reported Adult Abuse 27 Mother
08 County Social Service Worker 28 Father
09 County Eligibility Worker 29 Other Relative
10 Medi-Cal Review (AB 3398) 30 Friend
11 Physician 31 Neighbor
12 Mental Health Department 32 Conservator
13 Health Services Department 33 Guardian
14 Rehabilitation Department 34 Religious Organization
15 Regional Center 35 Nutrition Center
16 Hospital Discharge Planner 36 Social Security Administration
17 Skilled Nursing Facility Discharge Planner 37 Other Community Agency
18 Intermediate Care Facility Discharge Planner 38 Other
19 Community Care Facility 39 Unknown
20 Area Agency on Aging 40 Home Health Agency
Field P3: FACE TO FACE DATE Required, Numeric

Description: Face to Face Date - The date a county worker had face-to-face contact with the
recipient. The RELB screen field name is FACEIFACE DATE.
Field P4: COUNTY USE - Optional, Alphanumeric

Length: 25 Format: Free form entry
Description: County Use - For the county's individual use. The RELB screen field name is
COUNTY USE.
Field Ql: D/O - Optional, Alphanumeric

Length: 2
Description: District Office - Two digit code indicating the office within a county
responsible for the case. System defaults to 01. The RELB screen field name
is DO#.
Field Q2: SERVICE WORKER NAME - System generated, Alphanumeric

Length: 20
Description: Service Worker Name First name or Initial and Last name of service worker
responsible for the case. There are two corollary RELB screen fields, F NAME
and L NAME. System generated from entry in field Q3.
Field Q3: SW# - Required, Alphanumeric

Length: 4
Description: Service Worker Number - The number assigned, by the county, to the service
worker responsible for this case. The RELB screen field name is #.
Field Q4: SERVICE WORKER PHONE # - Required, Numeric

Length: 10
Description: Service Worker Phone # The telephone name of the service worker identified
in fields Q2 and Q3. The RELB screen field name is PH#.

Fields R through T do not display on the RELB screen.
Field R: ALERT MESSAGEINOA MESSAGE - System generated, Numeric

Length: 31
Description: Alert MessagelNotice of Action Message - Codes for messages to the service
worker and for messages on Notice of Action.
Alert Message Codes used to transmit messages to the service worker
about the recipient. Refer to Codes 001 through 299 for
the actual message that conveys an action that may need to
be taken by the service worker. Refer to Section V-E RELA,
RELB and RELC Alerts for alert descriptions.
Notice of Action Codes that reflect those messages printed on the recipient
Notice of Action. Codes 300 through 399 are automated
(system generate) messages; 400-599 are worker generated
messages. Refer to Section V-F Notice of Action Message for
code descriptions.
Field S: AUTHORIZATION/DATE/REMARKS, Optional, Alphanumeric

Description: AuthorizationlDatelRemarks - Optional field for use by county personnel.
Field T: VALIDATION/DATE/REMARKS, Optional, Alphanumeric

Description: ValidationiDate/Remarks - Optional field for use by county personnel.
Page 2 IHSS Service Assessment Grid
Top Row LAST NAME & #/SEQ #/Fixed Column Headings
Description: Top Row Includes both system generated identifiers: Last Name, Recipient
Number and Sequence Number, and the fixed column headings: Total Need,
Adjustments, Individual Assessed Need, Alternative Resources, Auth To Be
Purch, Unmet Need, and County Use. The RELC screen field names are SEQ#
and SEG#.
Left Column
Field AA
through YY: Row Headings
Description: Row Headings - The row headings in the column (AA - YY) include all In-
Home Supportive Services, which may be authorized for a recipient. Only
those services with asterisks (* or **) are included in the computation of those
20 hours of service needs which determine if a recipient is severely impaired
and eligible to receive benefits totaling the higher maximum payment and
advance payment. The double asterisk (* *) service is included in the 20 hours
only when assistance with Feeding, Preparation of Meals, and Meal Cleanup
are all required. The computation is based on the Individual Assessed Need
hours. The RELC screen field names are AA YY.
Shaded
Areas: System Generated
Description: Shaded Area - The shaded areas of the IHSS assessment grid will be system-
generated from those numbers entered in CMIPS. The service worker may

wish to complete preliminary computations by filling in the shaded areas;

however, the system-generated totals will be the accepted hours and dollars
from which the payment segments Fields M4 and M5, N4 and N5, and 04 and
05 will be computed. There are no corollary RELC fields.
The following descriptions of the top column headings apply to each of the services (AA - YY)
listed in the left column.
Heading: TOTAL NEED Optional, Numeric
Length: 5 Format: XXX.XX
Description: Total Need Total hours of service needed by the household, rounded to the
nearest hundredth. Service needs are weekly with the exception of the
following monthly services. The RELC screen header name is NEED.
AA Domestic Services UU Remove Grass, Weeds, Rubbish
GG Heavy Cleaning XX Teaching Demonstration
Heading: ADJUSTMENT Optional, Numeric

Description: Adjustments - Hours of service prorated between the recipient and other
members of the household, rounded to the nearest hundredth, to be subtracted
from Total Need because of a(n)
Shared living arrangement
Parent Provider
AblelAvailable spouse
Other IHSS recipient(s)
Other Protective Supervision Recipient(s) - WW Row only
The RELC screen header name is ADJS.
Heading: INDIVIDUAL ASSESSED NEED - System Generated, Numeric

Description: Individual Assess Need The recipient's total need for IHSS minus
adjustments equals the Individual Assessed Need. This is considered the
recipient's actual need that determines ifhe/she is severely impaired. The
RELC screen field name is IND ND.
Heading: ALTERNATIVE RESOURCES - Optional, Numeric

Description: Alternative Resources - Hours, rounded to the nearest hundredth, which are
not to be considered for purchase with IHSS funds because services are
available from another source. Refused services are indicated in this field by
preceding the hours with a negative (-) sign. The RELC screen field name is
ALT.
Refer to Section V-B, Special Instructions for Refused Services - SOC 293.
Heading: AUTH TO BE PURCH - System Generated, Numeric

Description: Authorization to be Purchased - The total need for IHSS minus any
adjustments, alternative resources, and refused services. The number ofIHSS

hours to be authorized to be purchased for the recipient. If the total hours

authorized to be purchased exceeds the allowable maximum, the excess hours
will be displayed in the unmet need column on the printed 293 document for
each service. On the RELC screen, the total excess hours will be displayed in
field aa7 UNMET NEED. The RELC screen field name is PURCH.
Heading: UNMET NEED - System Generated, Numeric

Description: Unmet Need - This field will be system-generated with the service needs
exceed the maximum authorized hours. The unmet need must be documented.
This number represents the total amount of unmet need, prorated equally for
each service authorized, except protective supervision that can have no unmet
need. There is no associated RELC screen field name.
Heading: COUNTY USE - Reserved

Description: County Use - This column is reserved for future use. The RELC screen field
name is CNTY USE.
Field ZZI: NOA - Optional, Alphanumeric

Length: 1
Description: Notice of Action - Circle one to indicate where Notice of Action is to be sent.
If an "M" is entered by the changes made are negative and the effective date is
not timely, the "M" will be changed to a "C". The system can monitor a timely
notice, so as to give the recipient a 13 day notice. Negative changes include a
denial or termination, increase in the share of cost amount, or a decrease in
total hours to be purchased. The RELC screen field name is NOA.
M - Mail to Recipient
C - Return to County
N - No Notice of Action
If a C is entered and a NOA code is also entered, the NOA will come back
to the service worker to enter added information such as the mailing date,
dollar amount, etc
If a Notice of Action is not timely (13 calendar days from date of entry) due
to adverse action and M is circled, the system will print a question mark (?)
under M and will print C - Return to County.
Occasionally an M or C may have been circled, but the system was unable
to complete a Notice of Action due to a change of birthdate, address or use
of mode. The system will print a question mark (?) under M or C and print
an N No Notice of Action because the action being taken does not meet
the criteria for production of a NOA.
Refer to Section V-B, Special Instructions, Notice ofAction Suppression - SOC
293.
Field ZZ2: RSN. CD. - Optional, Numeric

Length: 3/3/3/3 Format: XXX XXX XXX XXX
Description: Reason Codes( s) - Codes for actions described in Notice of Action that must

be generated by a service worker and cannot be automated. This field allows

the entry of up to four, three-character, codes. The RELC screen field name is
REASON CODE. Refer to Section V-F under Worker Generated Message for
specific codes 400 through 600.
Field ZZ3: BEGINNING DATE - Required, Numeric

Length: 8 MMDDYYYY
Description: Beginning Date Date on which recipient begins receiving IHSS services or
when there is a change. This date is system generated to the payment segment,
Fields M2, N2 or 02. The RELC screen field name is BEGIN DATE.
Field ZZ4: ENDING DATE - Required, Numeric

Length: 8 MMDDYYYY
Description: Ending Date Date indicating the last date of any of the following: a time
limited service, a reassessment is due, leave, or a termination. This date is
system generated to the payment segment fields M3, N3 or 03. The RELC
screen field name is END DATE.
Field ZZ5: ADVANCE - Optional, Alpha

Length: 1
Description: Advance Indicates the payee has requested and is eligible for advance
payment. Advance Pay recipients must be Severely Impaired and non-PCSP.
Circle Y (Yes) or N (No). If nothing is entered, the system defaults to "N. The
RELC screen field name is ADVANCE?
Field ZZ6: MEAL ALLOW Optional, Alpha

Length: 1
Description: Meal Allowance - Circle Y (Yes) if a restaurant meal allowance is to be paid
to the recipient. A "Yes" response will cause the system to deduct BB -
Preparation of Meals, CC - Meal Cleanup, and EE - Shopping for Food, and to
enter the M indicator in Pay Option fields M8, N8 or 08. Ifnothing is circled,
the system defaults to N (No). The RELC screen name is ALLOW?
Field ZZ: PCSP INDICATOR - Optional, Alpha - RELC field display only
Length: 1
Description: PCSP Indicator Designates whether or not the recipient has been flagged as
PCSP eligible. RELC field displays immediately to the right of Field ZZ6,
ALLOW? The RELC screen field name is PCP? Valid indicators are:
N - No - System Default - recipient is not indicated as PCSP eligible. An
"N" entry will override other entries on the SOC 293 to ensure the recipient
is classified as a Residual IHSS case.
Y - Yes - Indicates recipient as PCSP eligible. A "C" will print below the
TYPE, Field M7, N7 or 07, TYPE, on the SOC 293.

Fields aa1 through aa5, all part of MONTHLY HRS. AUTHORIZED, illustrate how hours of
service authorized are computed.
These fields may be completed by the service worker to determine the hours of service to be
authorized and to ascertain if maximums have been exceeded, unmet need exists, eligibility
continues, and/or share of cost will exceed needs assessment.
There will be a system-generated computation reflected in Fields M5, N5, OS, and aa5 or
aa6.
Field aa1: WKLY. HRS. - System generated, Numeric
Description: Weekly Hours - Sum of Authorized to be Purchased weekly hours. This
computation does not include AA- Domestic Services, GG Heavy Cleaning
or UU - Removal Grass, Weeds, Rubbish. The RELC screen field name is
WEEKLY.
Field aa2: MEAL HRS (BB+CC+EE) System Generated, Numeric

Description: Meal Hours (BB+CC+EE) - Sum of BB - Preparation of Meals, CC - Meal
Cleanup, and EE - Shopping for Food. This sum will be deducted from Field
aa1 if the recipient elects to receive Restaurant Meal Allowance. The RELC
screen field name is MEAL. For Field aa2, the total of BB, CC and EE can be
manually computed if the service worker wishes. However, there will be an
automatic computation to assure BB, CC and EE are subtracted from the total
if the recipient elects to receive a Restaurant Meal Allowance.
Field aa3: X 4.33= System Generated, Numeric

Length: 5
Description: X 4.33= - The system multiplies the total weekly hours by 4.33 to determine
the monthly service hours. The RELC screen field appears as *4.33.
Field aa4: MO. HRS. System Generated, Numeric

Length: 5 Format: XX.XX
Description: Monthly Hours - Total monthly hours including AA - Domestic Services, GG
- Heavy Cleaning, and UU - Remove Grass, Weeds, Rubbish. The RELC
screen field name is MONTHLY.
Field aa5: TOTAL - System generated, Numeric

Description: Total- Sum of the converted weekly hours and the monthly hours representing
the total IHSS hours for the recipient. The RELC screen field name is
TOTAL. NOTE: Assessed hours prior to 3.6% reduction.
Field aa6: AB 1612 System generated, Numeric - RELC field display only
Description: 3.6% Reduction Hours - The number of hours reduced for the mandated
reduction beginning February 1,2011.

Field aa7: NET HRS - System generated, Numeric - RELC field display only
Description: The total hours after the reduction but before the unmet need calculation.
Field aa8: PURCHASE - System generated, Numeric

Description: Purchase - Monthly IHS S hours minus the unmet need hours (if applicable)
authorized for a recipient. These hours display in Fields M5, N5 or 05
(rounded to the nearest tenth). The RELC screen field name is PURCHASE.
Field aa9: UNMET NEED - System Generated, Numeric

Description: Unmet need - Hours of services in excess of IHSS benefit maximums. The
RELC screen field name is UNMET NEED.


COMPLETING THE GRID PORTION OF THE SOC 293
OVERVIEW
All rows indicate hours per week except Domestic, Heavy Cleaning, Removal of Grass, Weeds and
Rubbish, and Teaching and Demonstration. Those four tasks are monthly entries.
Columns:
Total Need is the need for services. For tasks that might be prorated (Domestic, Related [Meal
Preparation, Meal Cleanup, Laundry, Shopping, Errands], Heavy Cleaning, Removal of Ice and
Snow, Teaching and Demonstration, and Protective Supervision), it is the household's need.
Adjustment is the portion of the household's need that is not the consumer's portion.
Individual Assessed Need is calculated by CMIPS. It is the balance when subtracting the
Adjustments from the Total Need. That makes it the consumer's share of the household need.
~~~~~~~~'D~~ is the portion of the Individual Assessed Need that is met by an agency or
volunteered by a friend or family member. This column is also where Refused Services are
recorded (services you've assessed as being needed for the consumer to live safely in his/her
home but s/he declines assistance).
Auth to be Purchased is also calculated by CMIPS. It is the difference between the Individual
Assessed Need and the Alternative Resources. The weekly time from this column is totaled,
multiplied by 4.33 weeks per month, and the monthly Auth to be Purchased is added to create the
consumer's actual authorization.
Dnmet Need is also calculated by CMIPS. If the total monthly authorization would exceed the
allowable maximum, CMIPS calculates the proportion of hours per task to the total hours and
applies that proportion to the overage for each task. Cases with Protective Supervision authorized
should never have an unmet need.

Core: IHSS 101
Core: IHSS 101
IHSS/CMIPS User's Manual SOC 293 - QIJ'...-vl.~llnstructions
IX. Refused Services

As part of the Uniformity Assessment process, eMIPS generates an alert message when a
need for service is indicated in Field HI, Functional Limitations, but no hours are entered
in the Total Need Field on the assessment grid because the IHSS recipient has refused
services. Take the following steps to document the need for service and the recipient's
refusa1 of all, or some of the service.
A. If a service need exists, enter that need on the assessment grid completing the Total
Need, Adjustments, and Alternative Resource Fields, as appropriate.
B. On the SOC 293 form, enter an "R" preceding the number of service hours in the
Alternative Resources Fields will indicate refused services. The Alternative
Resources Field is thereby a dual use field.
C. On the RELC screen, enter the hours NEED and ADJ as indicated on the SOC 293. In
the ALT Alternative Resources Field, enter a negative (-) sign followed by the
service hours that arc being refused.
D. eMIPS does not allow the entry of REFUSED hours greater than the individual
assessed need less alternative resources. If such an entry occurs the edit message
"REFUSED CANNOT BE> IH8S" displays. The user must correct the entry_
E. When there is an identified service need for protective supervision and the recipient
refuses services, Alert Message 224 "Effective MMJDDNY functioning rank
indicates necd for Protective Supervision'~ wi1I appear on the crv.UPS Warning Alert
Listing as a reminder that the recipient is potentially at risk.
Revision Date - June 1, 2007 Page V-8-26

IHSS/CMIPS User's Manual SOC 293 '-'1.".., ..... '..... Instructions
x. IHSS Disaster Preparedness Assessment Plan

The IHSS Program serves elderly, disabled, and blind persons who could not Jive safely
in their own homes without assistance. The Caseload Disaster Preparedness (DP)
Assessment Plan provides a safety check for thousands of elderly and disabled IHSS
recipients who might be unable to care for themselves, or even call for help, in the
atlennath of a disaster. Therefore, under ideal conditions, all recipients would receive
contact after a disaster.
The DP Plan involves some additional un-reimbursed workload for counties, therefore
participation is voluntary.
A. Purpose
1. The primary purpose of Disaster Preparedness coding is to provide responding
Emergency Personnel with the special conditions or needs of recipients
2. To provide counties with an assessment tool to identify recipients requiring contact
in the aftermath of a disaster
3. To provide Service Workers with suggested criteria for considerations when
assessing a recipient's post-disaster contact needs
4. To develop and maintain a CMIPS database identifying the need for contact,
special imparnnents, and medical supply needs of recipients in a disaster situation
5. To generate a monthly report listing recipient, by need, for contact in disaster
situations. The report indicates. the primary language of non-English speaking
recipients
B. Intent And Limitations
1. The following guidelines are provided for the use of Service Workers in the
assessment of IHSS recipients in their need for contact in a disaster situation.
2. This DP guide does not attempt. to cover all possible factors to be considered when
predicting a recipient's contact needs in the aftermath of a disaster.
3. Although some criteria refer to the Functional Index, this guide does not use the
same assessment approach or principles of the Uniformity Guide. Unlike the
lJnifonnity Guide, determining a recipient's response need after a disaster is not
entirely dependent upon functioning level. Instead, the recipient's support network
and environment are the primary factors. These include:
a. The quality and availability of the recipient's support systems
b. The recipient'S access to adequate transportation
c. \Vhether or not the recipient lives in a geographically isolated area
4. These factors and other applicable criteria, will detennine the recipient's level of
contact necessary.
5. Specialimpainncnts, such as blindness, deafness and medical supply needs, do not
by themselves detennine a recipient's DP coding. These are secondary factors the
Service Worker must consider with the recipient's environmental and other support
needs.
Revision Date June 1, 2007 Page V-B-27

IHSS/CMIPS User's Manual
6. A Service Worker's evaluation of a recipient relies heavily upon independent

judgment and unique knowledge of the recipient's circumstances. Consequcntly,
this guide docs not replace the Service Worker's expertise androle in decision-
making; it is merely an aid.
C. IHSS Caseload Disaster Preparedness (DP) Designations
The DP field, on the SOC 293 and in CMIPS, accepts one designation for each of the
positions indicated be1ow. All three positions must be filled. Indicate the appropriate
designations on the SOC 293 for entry in eMIPS.
]. FIRST POSITION - VULNERABILITY Indicates of the recipients' vulnerability
during or after a disaster.
Pl'l'l,''''rnr.>nr'u services.
2. SECOND POSITION - SPECIAl, IMPAIR1\'IENT(S) IDENTIFIERS Indicates

special impainnent of the recipient. Enter the letter corresponding to the dominant
impainncnt in Field D2 of the SOC 293.
3. THIRD POSITION - SUPPLIES Indicates the life support supplies used by the
recipient. Enter the letter corresponding to the most needed lifc support supply in
Field D2 of the SOC 293.
~~~-~""-
A Respirator B ~,.~.w,~,~,,~~~ __ ~~~ __
C Insulin D Medications
E f Dowel andlor Bladder
N asaliGastrointestinal Recipient does not have any listed
G Z
tubes/suctioning need
FIRST POSITION VULNERABILITY - EXAMPLES
The following are examples used to determine First Position, VULNERABiLiTY,
designations:
Recipient is vulnerable and needs contact in a major disaster, as adequate support
systems for emergencies are not in place (soci.alJy isolated, conflicts with family, ctc.).
Revision Date - June 1,2007 Page V-B-28

IHSS/CMIPS User~s Manual SOC 293 Instructions
_._._----------------------------_ ...
If any of the following situations apply indicate letter A - F in the first position of
Field D2 on the SOC 293 and RELA
Recipient is severely impaired or bedfast with a Uniformity Functional r.,dex (PI)
score of2.75 or higher (SOC 293 Field H2)
Recipient relies heavily or completely on IHSS for need. Close to or at maximum
hours/dollars (SOC 293 Field aa6)
Recipient has a Functional Limitation of 4 or above for M'eal Preparation,
Transfer, Eating, or Bowel & Bladder care. (SOC 293, Field H1)
Recipient is blind or significantly visually impaired. Aid Code 61\, 20, 24,26 or
28. (SOC 293 Field A3)
Recipient has a Functional Limitation of 5 or above for Respiration, Memory,
Orientation or Judgment. (SOC 293~ Field HI)
Recipient receives Protective Supervision (SOC 293 Field WW)
Recipient has a current or past Adult Protective Services (APS) case related to
abuse, neglect, or abandonment - Not indicated on SOC 293
Recipient is heavily medicated or a substrmce abuser Not indicated on SOC 293
Recipient is deaf or has a disability limiting communication (i.e., speech
impaimlcnt)
Recipient lives in a geographically isolated area inaccessible to community
emergency serv ices
Recipient lacks access to adequate transportation
Recipient's provider(s) or alternate resources are sometimes unreliable
Other
Recipient does not need contact in a major disaster, as strong, adequate, and reliable
support systems arc in place. Tfany of the following situations apply, indicate a "Z!!
in the first position ofField D2 on the SOC 293 and RELA
Recipient functions fairly independently a.nd needs minimal lJ-JSS (low hour
recipients)
Recipient's physical or mental functioning does not affect the ability to cope with a
disaster to a great degree (has no Functional Limitations greater than 5 for
Memory, Orientation or Judgment
Recipient is non-severely impaired with an FI below 2.75
Recipient FI is above 2.75, severely impaired, with shared living arrangement,
live in Provider, or dependable, accessible alternate resources.
Recipient resides in a geographical area accessible to community emergency
services.
Other
Revision Date June 1, 2007 Page V-B-29

IHSS/CMIPS User~s Manual SOg~~_3_Speciallnstru~t_io_n_s_ __
E. Situations
The following situations are guidelines for the assessment of Position One. These
criteria are not all inclusive. Determining a recipient's need for contact requircs the
Service Worker to use their independent judgment as they assess the recipient's
vulnerability, special impairment, and life support supply needs.
Code A - CriticaJ - Recipients designated under this category would receive first
priority for contact should a major disaster occur. Recipients receiving this priority
are bed bound~ severely mentally disabled, in need of speciallifc support supplies,
andlor have minimal or no social supports. This designation also includes recipients
in isolated locations or heavily dependent on IHSS and have problems with continuity
of services.
Example 1
Mrs. S is diagnosed with Organic Brain Syndrome with the following characteristics:
Fl score is 2.75 or higher, mentally impaired and bedfast, and has a Functional
Limitation of 4 or higher in Mobility.
Limited communication ability
Lives jn a geographically isolated area, inaccessible to community emcrgency
services, and lacks access to adequate transportation.
Lacks adequate support systems for emergencies.
Uses oxygen
Recipient indicates desire for contact
DP Coding = ARB
Example 2
Mr. H is a deaf: quadriplegic \\lith the f()llowing characteristics:
FI SCDre is 2.75 or higher, severely impaired
Functional Limitation of 4 or higher in Mobility
Lacks adequate transportation.
Support systems arc inadequate.
On oxygen and requires tube feeding and suetioning.
Provider(s) is sometimes unreliable
OP Coding = AAB
Code B Urgent Recipients placed in this second priority category are considered
less severe than critical cases and would receive contact after Code A recipients.
These recipients have some reliable social supports. Some Code B's may he bed
Revision Date 1une ], 2007 Page V-B-30

IHSS/CMIPS User's Manual SOC??3 - Special Instructions
bound or severely restricted, but not on criti.callife supports such as oxygen or

dialysis.
Example 3
Mr. D is a heart patient on medication and with the following characteristics:
Depends heavily upon IHSS, but his providcr(s) is fairly reliable.
Functional Limitation of 5 in Memory
Lacks adequate transportation
Support systems are somewhat reliable
DP Coding BED
Code C - Moderate - Recipients placed in this category would receive contact after
the Critical (A) and Urgent (B) recipients. Typical these recipients may have special
impairments (e.g. deafness) but do not have life support supply needs. They may have
partially reliable support systems and do not live in geographically isolated areas.
Example 4
Mr. D is a heart patient on medication and with the following characteristics:
Relies fairly heavily on TI1SS
Functional Limitation of 5 in Memory
Somewhat visually impaired.
Functional Limitation of4 in Mobility
Does not have access to transportation
Social supports are good, and he does not live in a geographically isolated area
DP Coding = CEZ
Code D Critical but consumer declines advance notification of emergency services
Example 5
Mrs. P is diagnosed with chronic obstructive pUlmonary disease, using oxygen with
the following characteristics:
PI score is 2.75 or higher, mentally impaired and bedfast, and has a Functional
Limitation of 4 or higher in Mobility
Lives in a geographically isolated area, inaccessible to community emergency
services, and lacks access to adequate transportation
Lacks adequate support systems for emergencies
Recipient declines contact
------ ,--------------------------------
Rev ision Date - June 1, 2007 Page V-B-3l
fHSS/CMIPS User's Manual _____s__o.c 2~~.=.~pecial Instructions
DP Coding = DDB
Code E Urgent but consumer declines advance notification of emergency services
Example 6
Mrs. E is an emphysema patient on oxygen and has the following characteristics:
Depends heavily upon IHSS, but her provider(s) is fairly reliable.
Visually impaired.
Lives in a geographically isolated area but has somewhat reliable support systems
DP Coding: EZB
Despite the apparent need for contact, Mrs. E has not given permission to the county
to release her name to designated agencies in advance of an emergency. Although
Mrs. E is considered vulnerable and in urgent need of contact, her case is coded using
an E because she ha.!;j not given her pennission to be contacted.
Code F Moderate but consumer declines advance notification of emergency service
Ex.ample 7
Mrs, Y is in the tirst stages of Alzheimer's and with the following characteristics:
FI score of2.75 or above, severely impaired, but not bedfast.
Functional Limitation ofS in Memory and Judgment.
Slightly visually impaired.
Social supports are basically reliable as several family members live with her.
She has access to transportation
DP Coding ::= FEZ
Despite the apparent need for contact, Mrs. Y has not given permission to the county
to release her name to designated agencies in advance of an emergency. Therefore,
although Mrs. Y is considered to be vulnerable and in moderate need of advance
notification, this field would be coded F because she has not given permission.
NOD-Critical Code "Z" - Recipients placed in this category would not require an
emergency contact should a major disaster occur, primarily because they have strong
or adequate support systems, have access to transportation or they do not live in a
geographically isolated area.
AIso~ these recipients do not have physical or mental conditions that would affect their
abilities to cope with a disaster. Their FI scores are low or moderate.
Example 8
Mr. T does not have a major medical impairmel1t~ or any medical supply needs, and
has the following characteristics:
Revision Date - June 1,2007 Page V-B-32

IHSS/CMIPS User's Manual SOC 293 Ulf""' .... ' ..... Instructions
----------------~--------- -------------~,
Functions fairly independently and requires minimallHSS (low hours).

Physical and mental functioning do not affect ability to cope with a disaster
Fl score is less than 2.75, non-severely impaired
Residence is not in a geographically isolated area.
DP Coding ZZZ
Example 9
Tom is a 12 year old child diabrtlosed with cerebral palsy from birth trauma with the
following characteristics:
Relies heavily on IHSS
FI scores are well over 2.75 and confined to a bed or wheelchair.
Functional Limitations of 5 in Judgment.
Nonverbal
Functional Limitations of 5 in Mobility
Uses oxygen periodically
Mother is the primary attendant, father is very helpful, and the family has other
supports.
The family has transportation and does not live in a geographically isolated area
DP Coding ZCB - Coding is Z because of the parental and other family support
F. Caseload J)jsaster Preparedness Assessment Profile
Each county has access to Case\oad Disaster Preparedness Assessment through the
CMIPS Online Reports website. Access is by County; or by County then Zip Code.
Counties may print and distribute these report as needed to Social Workers and other
authorized County Agencies who are responsible as Disaster Responders.
The report lists the recipient's name, address, telephone number, social service
worker, and I.anguage along with narrative comments about the recipient's degree of
risk and any special needs.
It is assumed recipient case files will not be available during an emergency. Counties
are urged to integrate the report into a larger countywide emergency response master
pJan.
G.1mplementation and Updates
Implementation for counties adopting the Disaster Preparedness plan will be
discretionary. Cases may be phased-in by completing a guide on all new approved
applications andlor when ongoing cases are reassessed. Counties may choose to
allocate staff resources to implement the plan as soon as possible on a high priority
basis. Thereafter, counties may wish to update the disaster preparedness assessment at
least annually.
,,- ----------------
Revision Date - June 1, 2007 Page V-B-33
IHSS/C1\flPS User's Manual SOC 293 Alert
SOC 293 Warning Alert Messages

Alert messages notify Social Workers that entries on the SOC 293 require review and/or action.
Most Alert messages may require some corrective action; however some may be informational
only. The following facts relate to Alert Messages:
1. An Alert Messages are assigned a three-character numeric Alert Code value from 001-299
2. Alert Codes print in Field R. Alert Messages on the SOC 293 TUlTIarOUlld Document
3. Some Alert Codes display on RHSD See Section IV-A - Recipient History Screen
4. Cases meeting the cliteria for an Alert Code will appear on the monthly CMIPS Warning
Alert Listing See Section XlV-.D - CMIPS JVaTlting Alert Listing.
Multiple Eligible Cases

Alert
Code Alert Message
001 Recipient {Recipient Case Number} in {Status} status in {County Name} County
with Worker {Social Worker Name} at {SW Phone Number}.
Time Limited
Alert
Code Alert Message
003 Application pending over days
004 Provisional approval over days
005 Leave status since MM/DD/CC'ry
006 Service (GG~ UU, XX) time limited month(s)
008 All services are time-limited. Discontinue case.
Adj ustments
Alert
Alert Message
Code
011 Shared Living, AA-GG, services not adjusted. Begin {MMIDDlYY} End
{MMlDDIYY} .
012 Review UtI, VV, WW, XX. Proration required?
Revision Date January], 2008 Page V-E-l

IHSS/CMIPS User's Manual SOC 293
Able & Available Spouse

Alert
Code Alert Message
013 A & A spse. AA, BB, ec, DD, EE, FF, GG, UU, VV, XX not allowed
014 A & A spsc. Confinn employment, other unavoidable absence status for auth ofBB,
SS,IT,WW
Parent
Alert
Code Alert Message
015 Parent AA not allowed
021 Recipient 18 or over, review Spouse/Parent code (Gl); Benefit Code (13).
Aid Code
Alert
Code Alert Message
023 Recipient becomes 18 during {Month}. Update Spouse/Parent (G 1) and SOC Benefit
Code (.13).
Electronic Funds Transfer

Alert
Code Alert Message
041 The electronic funds transfer (EFTS) is in Hold Status.
Address Change
I
Alert
Code Alert Message
052 Address change only. Review fields G 1 through G8, and AA through YY for changes
053 Guardian/conservator change. Review address
054 Recipient has an out-of-state address
Income Eligibility
Alert
Code Alert Message
060 Share of Cost Date is not current
Overpayment Adjustment
Alert
Code Alert Message
- -
072 Recovery amount, Field L3, generated from SOC 330. Issue manual NOA to recipient.
Revision Date - January 1, 2008 Page V-E-2

IHSS/CMIPS User's .Manual SOC 293
Functioning
~~~! Alert Message
108 Effective MMIDD/CCYY functioning ranks indicate Meal Preparation assessed as

Paramedical Service (tube feeding)
119 Effective MMJDD/CCYY functioning Tank indicates Feeding assessed as Paramedical
Service (tube feeding)
122 Effective M.M/DD/CCYY functioning rank indicates Respiration assessed
Paramedical Service (suctioning)
200 Did you overlook the need for Domestic and Related Services?
203 EffectiveMM/DD/CCYY functioning rank indicates need for Domestic Services
204 EffectiveM~1/DD/CCYY functioning rank indicates need tor Laundry Services
205 Effective MM/DD/CCYY functioning rank indicates need for Shopping and/or
En-ands
207 Effective rvrMIDD/CCY'Y functioning rank indicates need for Meal Preparation and/or
Cleanup
210 Effective MMIDD/CCYY functioning rank indicates Assistance with Ambulation
211 Effective MM/DD/CCYY functioning rank indicates need for Bathing, Oral, Hygiene
and Grooming
214 Effective MM/OD/CCYY functioning rank indicates need for assistance with
Dressing
215 Effective M.M/DD/CCYY functioning rank indicates need for Bowel and Bladder
Care
217 Effective MMJDD/CCYY functioning rank indicates need for assistance Moving
In/Out of Bcd or Other 'fransfers
218 Effective MM/DD/CCYY functioning rank indicates need for Feeding
221 Effective MMIDD/CCYY functioning rank indicates need for assistance with
Respiration
224 Effective MMIDD!CCYY functioning rank indicates need for Protective Supervision
Revision Date January 1, 2008 Page V-E-3

IHSS/CMIPS User's Manual SOC 293 Alert
Revision Date - January 1, 2008 Page V-E-4

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Revision Date - December 1, 2011 Page VI-B-l

Provider Eligibility Update Form (SOC 311)

Field-by-Field Description
The SOC 311 fonn and Provider Eligibility (PELG) screen are used to add new or update
existing records for In-Home Supportive Services (IHSS) providers. The PELG screen displays
IHS S provider infonnation previously keyed from an SOC 311. When a PELG is added or
updated a system generated turnaround document (TAD) is produced. This document should be
kept in the recipient case file.
Data Entry/Display Fields
On the SOC 311 TAD, the district office number (DO), service worker number (SW), and print
date are displayed in the top margin, above the A line.
Fields A2 and Bl through H8 are repeated on the SOC 311 for data entry purposes only. The
field duplication pennits the processing of two separate transactions with separate TADs for
either one provider, or individual transactions for two providers working for the same recipient.
The infonnation found on the SOC 311 is listed below. Sometimes the data elements are found
under a different name or in a different field on the PELG screen. Where there are differences,
the name/location is specified in the field.
Fields Al through A4 appear as numbered fields on only the SOC 311. The related PELG screen
fields are unnumbered fields above Line B.
Field AI: COUNTY/RECIPIENT #/CD - Required, Numeric
Length: 10 Fonnat: X(10)
Description: County/Recipient Number/Check Digit - The first two digits designate the
county, the next seven digits represent the recipient case number, and the 10th
digit is a system generated check digit. On the PELG screen, this number is
entered on the NEXT line and displays on the THIS line.
Field A2: PROVIDER NUMBER - Required, Numeric

Length: 6 Fonnat: 999999
Description: The provider number is a six-digit number used by the county to identify the
provider, usually the last six digits of the provider's social security number. On
the PELG screen, this number is entered on the NEXT Line and displayed on
the THIS Line after the recipient number.
Field A3: SEQ # - System generated, Numeric

Length: 3 Fonnat: 999
Description: Sequence Number - A chronological number generated by the system
indicating the most recent TAD. The PELG screen field name is SEQ#.
Field: REPRINT - Optional, Alpha - PELG Screell display ollly

Length: 1 Fonnat: X
Description: Reprint Allows the reprint of the most recent SOC 311. The PELG screen
Revision Date - December 1, 2011 Page VI-B-2

field name is REPRINT. Valid field entry:

Blank - System default
Y- Yes
See Section VI-C-III - Special Instructions - Producing a Reprint of the
most recent SOC 311.
Field A4: RECIPIENT NAME - System generated, Alphanumeric

Length: 30 FOlTIlat: X(30)
Description: Recipient Name - Identifies the IHSS recipient with whom the provider is
associated. The PELG screen field name is RECIP.
Field
Untitled: SW# - System generated, Alphanumeric - PELG Screen display only
Length: 4 FOlTIlat: XXXX
Description: Service Worker Number - The number of the service worker assigned to this
case. The PELG screen field name is SW#.
The infolTIlation found in fields B 1 through H8 appears on both the SOC 311 and the PELG
screen, but not necessarily in the same field order.
Field Bl: LAST NAME - Required, Alphanumeric
Length: 17 FOlTIlat: X( 17)
Description: Last Name - The provider's last name, or the single name for those of Samoan
descent where culturally only a single name is used. The PELG screen field
name is LAST NAME
Field B2: FIRST NAME - Required, Alpha

Length: 12 FOlmat: X(12)
Description: First Name - The provider's first name. When code M, Samoan, is entered in
Field B (5), a first name is not required because culturally those of Samoan
descent only have a single name. The PELG screen field name is FIRST.
Field B3: MI - Optional, Alpha

Length: 1 Format: X
Description: Middle Initial The provider's middle initial. The PELG screen field name is
MI.
Field B4: STATUS Required, Alpha

Length: 1 FOlTIlat: X
Description: Status - On the SOC 311, circle the code which indicates the provider's
eligibility to render services to a recipient. The PELG screen field name is
STAT.
E Eligible
L Leave of absence
P Pending - Provider Demographic Information only
D Discontinued - No longer a valid code. To discontinue a case enter a
"T" on the SOC 311 and key a "T" on the PELG.
X Delete - When a provider is to be deleted from the system, circle the X on

the SOC 311. Key a D on the PELG screen, followed by the 16 digit case
number and press <Enter>. The system will not allow a delete entry by
the county or the State Contractor if any payment activity occurred in the
previous 16 months prior to the delete entry. The State Contractor can
delete a provider ifhe/she was enrolled 30 days or more prior to the delete
entry, if there is no payment activity in the past 16 months.
T Terminated - May be manually entered on the SOC 311 and the PELG
screen to indicate the termination (discontinuance) of the provider's
eligibility.
Field B5: ETHNIC - Optional, Alphanumeric

Length: 1 Format: X
Description: Ethnic The codes listed below identify the provider's national origin or
ethnicity. The PELG screen field name is ETH.
1 White J Japanese
2 Hispanic K Korean
3 Black M Samoan
4 Other Asian or Pacific Islander N Asian Indian
5 American Indian or Alaskan Native P Hawaiian
7 Filipino R Guamanian
C Chinese T Laotian
H Cambodian V Vietnamese
Field B6: LANG Optional, Alphanumeric

Length: 1 Format: X
Description: Language - The codes listed below identify the primary language of the
provider. The PELG screen field name is LANG.
0 American Sign Language (AMISLAN or ASL) F Ilocano
1 Spanish NOA will be issued in Spanish G Mien
2 Cantonese H Hmong
3 Japanese I Lao
4 Korean J Turkish
5 Tagalog K Hebrew
6 Other non-English L French
7 English M Polish
8 Unassigned code N Russian
9 Spanish - NOA will be issued in English Q Italian
A Other Sign Language R Arabic
B Mandarin S Samoan
C Other Chinese Languages T Thai
D Cambodian U Farsi
E Armenian V Vietnamese

Address fields C 1 through C4 are reviewed by a United States Postal Service (USPS) approved
Coding Accuracy Support System (CASS) software. See Section VI-C Special Instructions,
Address Verification Screen, for detailed explanation regarding the function of the screen.
Field C1: STREET Required, Alphanumeric
Length: 28 Format: X(28)
Description: Street - Provider's residence street address or P.O. Box used for mail delivery.
Any mail to be delivered "in care of' must have the address preceded with the
entry of c/o and a space for an accurate address verification. All other "in care-
of' formats are read as part of the address and may result in erroneous address
verification. The PELG screen field name is STR.
Field C2: CITY - Required, Alphanumeric

Length: 17 Format: X(lO)
Description: City Provider's city of residence. The PELG screen field name is CY.
Field C3: STATE - Required, Alpha

Length: 2 Format: XX
Description: State - Provider's state of residence. The PELG screen field name is ST.
Field C4: ZIP CODE/CT - Required, Numeric

Length: 9 Format: 99999 9999
Description: Zip Code/Census Tract The nine-digit ZIP+4 code associated with the
providers mailing address. The PELG screen field name is Z.
Field D1: SOCIAL SECURITY # - Required, Numeric

Length: 9 Format: 999 99 9999
Description: Social Security Number - The number assigned by the federal Social Security
Administration (SSA) to identify an individual's account number. The PELG
screen field name is SSN. See Section VI-C - Special Instructions - Person List
Screen.
Field D2: DED/EXEMPT Required, Alpha

Length: 1 Format: X
Description: Deduction/Exempt - Indicates the provider's tax status, based on a familial
relationship to the recipient, for Social Security and State Disability Insurance
only. The PELG screen field name is DED.
Note - The code "B", although it still appears on the SOC 311 form, is no
longer a valid code. Do not mark B on the SOC 311. Valid Codes are:
P Parent
S Spouse
C Recipient's child, regardless of hislher age
o Other
Field D3: TELEPHONE # - Optional, Numeric
Length: 10 Format: 999 999 9999
Description: Telephone Number - The provider's area code and phone number. The PELG
screen field name is PH#.

Field D4: SEX - Optional, Alpha

Length: 1 Fonnat X
Description: Sex -The provider's gender. The PELG screen field name is SX.
M Male F Female
Field D5: BIRTHDATE - Required, Numeric

Length: 8 Fonnat: MMDDYYYY
Description: Birthdate The provider's birth date. The PELG screen field name is DOB.
Field D6: W -5 Optional, Alphanumeric State Contractor Access Only

Length: 5 Fonnat: X YY/YY
Description: W-5 - Earned Income Credit (EIC) Advance Payment Certificate.
On the SOC 311, when a W-5 has been processed for a provider, the
corresponding infonnation prints on the SOC 311 in the following fonnat, X
YY/YY.
First character (X) - Display the providers W5 Status
Blank System default W -5 not submitted
S - Single
M Married
Next four characters (YYIYY) - The first year (YY) provider submitted a
W5. The second year (YY) indicates the year that the current W-5 expires.
If the provider has not submitted a W5 the SOC 311 will print with 00/00.
On the PELG screen the field name is W5. When a W5 has been entered for a
provider the PELG displays in four sections: X CCYY MMDDCCYY X
First character (X) Marital Status - Displays the provider'S W5 marital
status.
Blank - System Default - W-5 not submitted
S Single
M Married
Next four characters (CCYY) - Displays the first year the provider submitted
a W5 (System Generated)
Next eight characters (MMDDCCYY) - Displays the date on which the EIC
expires (User Entered). Generally, the date is the end of the calendar year.
Example: 12312008
Last character (X) - Spouse Certification Flag - Displays an indicator to show
whether the provider's spouse has a Form W5 on file with their employer.
Blank Provider's spouse does not have a fonn W5 in effect for the year
with their employer (System Default)
N - Provider's spouse does not have a fonn W5 in effect for the year with
their employer.
Y - Provider's spouse does have a Form W5 in effect for the year with
their employer.
See Section XIII-E, W-5 Earned Income Credit.

Field D7: W-4 - System Generated, Alphanumeric

Length: 3 Format: X 99
Description: W-4 - The provider's federal withholding allowances from the Federal
Withholding Allowance Certificate form (W4). When a provider submits a
W-4 to the designations appear on Line HI of the PELG screen. Only the
Federal Withholding Allowance specified on the W-4 will be displayed in
Field D7 on the SOC 311. The following are valid indications
First Character - Marital Status
Blank - Exempt System Default
E Exempt Indicates a provider has submitted a W-4 claiming "Exempt"
status after having had taxes withheld under another status.
S - Single
M Married
See Section XIII-C, Employee's Withholding Allowance Certificate.
Field El: COUNTY USE - Optional, Alphanumeric

Length: 40
Description: County Use U sed by county for case notations. The PELG screen field name
is CNYUSE.
Field E2: REL. OF PROV - Optional, Numeric

Length: 2
Description: Relationship Of Provider - This code identifies the relationship of the provider
to the recipient. The PELG screen field name is REL. Values are:
01 Spouse 08 Neighbor
02 Parent of minor child 09 Landlord
03 Parent of adult child 10 Housemate
04 Minor child 11 Live-in Provider
05 Adult Child 12 Home Health Agency
06 Other relative 13 Other business
07 Friend 14 Other
Field E3: # OF PROV - Optional, Numeric

Length: 1 Format: 9
Description: Number Of Providers - The only code/entry allowed is a "1" indicating the
provider as the only "E" Eligible status provider for the recipient case.
Provider records indicated with a "1" are referred to as 1: 1 providers. When
entered, the system updates the provider's eligibility using the assessment data
from the recipient's SOC 293. The PELG screen field name is #PROV. See
Section VI-C Special Instructions, for detailed explanation of the "one-to-one"
provider entries.

Field E4: RECOVERY - System Generated, Numeric

Length: 6 Format: $9,999.99
Description: Recovery The existing balance to be recovered from the provider for prior
overpayments. The PELG screen field name is RCVY and is located on the HI
line Field 7 on the far right. See Section XII-C-III - Add an Arrears Pay Provider
for Recovery of an Overpayment.
Field
Untitled: WC Optional, Alphanumeric PELG Screen only
Length: 1 Format: X
Description: Worker Compensation Physician Indicator This indicator allows counties to
indicate the provider's intention to use their Personal Physician rather than a
Worker's Compensation Physician if an injury should occur on the job. Valid
values are:
Blank System Default Worker Compensation Physician
P - Provider's Personal Physician - Indicates provider has completed and
returned to the county SCIF Form 15036 or the county's approved version
of the form indicating his/her decision to use their personal physician.
W Indicates the provider has decided to change from their personal
physician to a Workers' Comp Physician.
Fields F 1 through F7, on both the SOC 311 form and the PELG screen, are monthly payment
segments which are used when building or updating a provider's payment eligibility period. The
same descriptions are repeated for fields 1 through 7 on lines F, G and H.
Field Fl, Gl
and HI: ACTION - Optional, Alpha
Length: 1 Format: X
Description: Action - Circle the DEL on the SOC 311 to indicate an eligibility segment to
be deleted. The PELG screen field name is ACTION. To delete the eligibility
segment, enter a "D" in the Action field of the corresponding eligibility
segment and press <Enter>.
Field F2, G2
and H2: BEGINNING DATE - Required, Numeric
Description: Beginning Date - The MonthiDay/Year on which a provider will begin
receiving payment according to the eligibility segment entered. The PELG
screen field name is BEG DATE.

Field F3, G3
and H3: ENDING DATE Required, Numeric
Description: Ending Date - The Month/Day/Year after which a provider will no longer be
eligible for payment for the corresponding recipient case. If no eligibility end
date is entered, the provider continues to be eligible and the ENDING DATE
of the most current eligibility segment, Field F3, must be blank (zeroes are not
accepted). An ending date is only required when:
The provider is to be placed in "L" (leave) or "T" (terminated) status
A rate change occurs
Hours are changed for a pay period
The PELG screen field name is END DATE.
Field F4, G4
and H4: HOURS - Required, Numeric
Length: 8 Format: 999.99
Description: Hours - The portion of the county authorized monthly hours for the recipient
that the provider may work. If the provider is a 1: 1 provider, the system will
automatically assign the hours from the recipient case. The PELG screen field
name is HOURS.
Field FS, GS
and HS: SHARE/COST - Optional, Numeric
Length: 6 Format: $9,999.99
Description: Share of Cost The monthly amount of money the county determines the
recipient must pay directly to the provider as their share-of-cost for services.
Amount displayed on PELG is data from associated recipient case. The PELG
screen field name is SHRICOST.
Field F6, G6
and H6: RATE - Optional, Numeric
Length: 5 Format: $99.99
Description: Rate The hourly wage rate paid to the provider. When no entry is made on a
new segment, the field defaults to the county's lowest hourly rate for the time
period entered. The PELG screen field name is RATE.
Field F7, G7
and H7: SPLIT SHIFT SOC 311 Only For Future Use
Length:
Description: Split Shift - This title only appears on the SOC 311 form. There is no corollary
PELG screen field.

Fields F8, G8, and H8 are untitled fields on the SOC 311.
Field F8: SDI IND/SDI BEG DATE Optional, Alpha PELG Screen Only
Length: 118 Format: X MMDDCCYY
Description: State Disability Insurance Beginning Date The recipient must complete and
submit to the county a SOC 409 - IHSS/CMIPS ELECTIVE STATE
DISABILITY INSURANCE (SDI) FORM to enroll the provider in elective
SDI. Valid field entries are:
Y Begin Elective SDI withholding.
When a "Y" has been entered, the date of entry will display in the SDI BEG
DATE field in MMDDCCYY format.
No SDI information prints on the SOC 311 TAD.
See Section XlII-G - State Disability Insurance for complete information
regarding Elective State Disability Insurance.
Field G8: SDI END DATE - Optional, Alpha - PELG Screen Only
Length: 8 Format: MMDDCCYY
Description: State Disability Insurance Ending Date - The date elective SDI contributions
will stop. If the provider is a minor child, the SDI END DATE will display as
the date of their 18th birthday in MMDDYYYY format.
No SDI information prints on the SOC 311 TAD.
Revision Date - December 1, 2011 Page VI-B-I0

Federal and State Tax indications

When added to CMIPS all provider records default to "EXEMPT" for Federal Income Tax (FIT)
and State Income Tax (SIT) withholding, therefore the PELG fields default to blank. When a
W-4 and/or DE-4 has been processed for a provider the results display as indicated.
Lines Hi, H2, H3 and H4 displays on PELG only. When indicated this information prints to
the SOC 311 in the designated area. These fields are accessible by State Contractor only. All
other users have inquiry access only.
Line HI:
Field 1 & 2 FIT W4 - Optional, Alphanumeric - PELG Screen Only
Length: 112 Format: X 99
Description: Federal Income Tax W-4 - The Federal withholding allowances claimed by the
provider. The following may display:
First Character - Marital Status claimed by provider
Blank Exempt System Default
E - Exempt Indicates a provider has submitted a W -4 claiming "Exempt"
S Single
M Married
Last two characters - The number of allowances claimed by the provider.
Valid entry is 00 to 99. See Section XIII-D - Employee's Withholding Allowance
Certificate for W-4 and DE-4 processing information.
Information from field prints in field D7 on the SOC 3 11.
Line HI:
Field 3 FIT WHOLD Optional, Numeric PELG Screen Only
Length: 5 Format: 999.99
Description: Federal Income Tax Withholding - The additional amount of tax dollars the
provider has indicated to withhold over that withheld based upon indications in
FITW4.
Line HI:
Field 4 & 5 SIT W4 - Optional, Alphanumeric PELG Screen Only
Length: 1/2 Format: X 99
Description: State Income Tax W4 or DE-4 - The State withholding allowances claimed by
the provider. If the provider submits a W 4, but no DE-4, the allowances
indicated on the W4 will be applied to State withholding. If a DE-4 is
submitted with a different status or withholding allowances than the W4, then
the FIT and SIT withholding fields may be different. The following
information may display:
First Character - Marital Status claimed by provider
Blank Exempt System Default
E - Exempt Indicates a provider has submitted a W -4 claiming "Exempt"
S Single
M Married
Revision Date - December 1, 2011 Page VI-B-ll

Last two characters - The number of allowances claimed by the provider.

Valid entry is 00 to 99.
Line HI:
Field 6: SIT WHOLD - Optional, Numeric - PELG Screen Only
Description: State Income Tax Withholding W-4 or DE-4 - The State withholding claimed
by the provider. If the provider submits a W4, but no DE-4, the withholding
indicated on the W4 will be applied to the State. If a DE-4 is submitted,
Federal and State withholdings fields may be different.
Line HI:
Field 7: RCVY System Generated, Numeric PELG Screen Only
Length: 6 Format: $X,XXX.XX
Description: Recovery - The amount being recovered from the provider for prior
overpayments. This field displays the remaining outstanding balance due of all
SOC 330 processed. This information prints in Field E4 on the SOC 311.
Line HI:
Field 8: FIT W4 ENTRY DATE - System generated, Numeric -PELG Screen Only
Description: Indicates the date the W-4 information was entered.
Line HI:
Field 9: SIT W 4 ENTRY DATE - System generated, Numeric - PELG Screen Only
Description: Indicates the date the DE-4 information was entered.
Line H2:
Field 1: TIMESHEET - Optional, Alpha - PELG Screen Only
Length: 1
Description: Timesheet Request the pre-printed time sheet for the provider. This
information prints below the H Fields in the TIMESHEET field on the SOC
311 TAD. Valid values are:
Blank
N - No - System Default
Y - Yes
Up to four time sheets may be requested. The requested pay period and three pay
periods in the future. See Section VII-B - Initial and Replacement Timesheet
instructions.
Line H2:
Field 2: START DT Optional, Numeric PELG Screen Only
Length: 8 MMDDYYYY
Description: Start Date The first date of the pay period for the timesheet being requested.
This date will appear on the timesheet.

Line H2:
Field 3: STOP DT - Optional, Numeric - PELG Screen Only
Length: 8 MMDDYYYY
Description: Stop Date The last date of the pay period for the time sheet being requested.
This date will appear on the timesheet.
Line H2:
Field 4: RECIP AIDE # - Optional, Alphanumeric - Future Use
Length: 4
Description: Recipient Aide Number Currently not used
Line H2:
Field 5: PCSP ELIG - Required, Alpha - PELG Screen Only
Length: 1 Format: X
Description: Personal Care Services Program (PCSP) Eligibility Indicates if the provider
is enrolled as Personal Care Services Program provider. Valid entry values are:
N - No - System Default - Provider is not PCSP eligible
Y Yes Provider is PCSP eligible
This information prints below the H Fields in the PCP ELG field on the SOC
311. The PELG screen field name is PCSP.
Line H3:
Field 1: UPDATE ALL PELG Optional, Alpha PELG Screen Only
Length: 1 Format: X
Description: Update All PELG - Allows the automatic update of all PELG associated with
current provider, regardless of status, within the initiating county. Action
updates the address and/or phone number on all SOC 311 forms and PELG
screens with the same social security number. Valid field entry is:
N No - Do not update other PELG screens
Y Yes System Default
This information prints below the H Fields in the UPDATE ALL PELG field
on the SOC 311 TAD.
Line H3:
Field 2: SSNV - System Generated, Alphanumeric - PELG Screen Only
Length: 1 Format: X
Description: Social Security Number Verification - This field, on the far right side, displays
one of the following indications reflecting the status of the Provider SSN as
confirmed by the Social Security Administration (SSA).
Blank Social Security Number has not yet been sent for verification.
Once verified this field will be reset to blank if changes are keyed to
PELG fields NAME (BI-B3), SSN (Dl) , SX (D3), or DOB (D4)
Provider records with verification indications other than S or V will
be written to the SSN VERIFICATION REPORT. See Section
XlV-Y -SSN VERIFICATION REPORT for information
regarding processing.

S Submitted for verification, no response yet received

V Verified - SSA confirms Name, SSN, DOB and Gender
D Person indicate by SSA to be deceased
1 SSN submitted is not on file with the SSA
2 Name and DOB match; Gender code does not match SSA records
3 Name and Gender code match; DOB does not match SSA records
4 Name match; Gender code and DOB do not match SSA records
5 DOB and Gender code match; Name does not match SSA records
6 Contact SSA
Line H4:
Field 1: EFT System Generated, Alpha PELG Screen Only
Length: 1 Format: X
Description: Electronic Funds Transfer indicator for Direct Deposit:
N - No Active Direct Deposit
Y - Active Direct Deposit
Line H4: PO EXEMPT Override Required if using PO Box in Address- PELG Screen
Field 2: Only
Length: 1 Format: X
Description: This field allows counties to continue using PO Box in the Provider Address
field when the Provider meets the exception criteria provided by the CDSS
Policy Group.
X - Override PO Box edit.
Fields I and J appear at the bottom of the SOC 311 form only. The PELG screen does not display
these fields.
Field I: AUTHORIZATION/DATE/REMARKS Optional SOC 311 On(v
Description: Authorization/Date/Remarks - Enter the county authorization signature, the
date of the signature and any remarks pertinent to the case provider in the
designated fields.
Field J: VALIDATION/DATE/REMARKS Optional-SOC 311 On(v

Description: Validation/DatelRemarks - Enter the county validation signature, the date of
the signature and any remarks which pertinent to the case provider in the
designated fields.

How to Become an IHSSProvider
An In-Honle Supportive Services (IHSS) provider is someone who provides services to a
pcrson(s) who receives in-home supportive services in the IHSS Progratn. The following is
infoflnation about the new IHSS Provider Enrolltnent and Orientation Process, please be sure to
read all the inf()nnation below very carefully. The process includes important infonnation that
must be completed by all II-ISS providers, both new and current.
I(ISS Provider Enrollment and Orientation Process
STEP 1. Complete and sign the IHSS Progranl Provider Enrollment Form (SOC 426), and
return it IN PERSON to the location desi.gnated by the county IHSS Office or IHSS Public
Authority.
IHSS Progran1 Provider Enrollment Fonn (SOC 426) (pdt)

Translation: Spanish (pdf)
Please Note: When you tU111 this tCH111 into the county IHSS office or IHSS Public
to
Authority, you must also bring the Howing: 1. Unexpired govermnent-issued photo
ID, and 2. Original Social Security Card.
STEP 2. Be fingerprinted and go through a crinlinal background check by the California

Depalinlent of Justice.
The background check will show whether you have been convicted of any crimes that
make you ineligibl.e to be an IHSS provider.
Under State law (\iVelfare and Institutions Code Section 12305.81), if you have been
convicted of OR incarcerated following a conviction f()r one of the following crinles
WITHIN THE PAST 10 YEARS, you arc NOT eligible to be enrolled as a provider or to
receive payment from the IHSS progratn for providing supportive services:
Fraud against a government health care or supportive services progranl~
Abuse of a child under circUll1stances or conditions likely to produce great bodily
hann or death (a violation of subdivision (a) of Section 273a of the Penal Code);
or
Abuse of an elder or dependent adult (a violation of Section 368 of the Penal
Code).
The county I HSS Office or IHSS Public Authority will give you instructions on how to
get fingerprinted when you tum in the completed and signed SOC 426. Do JIot try to be
fingerprinted until you have received instructions from the county.
You can get fingerprinted at Sotne local law enforcenlcnt agencies (Police or Sheriff
Department) or at businesses that offer digitally scanned fingerprinting (Live Scan)
services. The county IHSS Office or II-ISS Public Authority can give you a list of nearby
locations.
State law requires that you pay the costs for fingerprinting and the criminal
background check. Fees vary depending on where you choose to get fingerprinted;
however, the cost is about $70.
STEP 3. Complete an IHSSProvider Orientation.
New IUSS Providers: A ncw provider is anyone who was not enrolled as a provider
before Novenlher 1, 2009. New providers must attend an in-person orientation given by
the co unty.
Current IHSS Providers: A current provider is any provider who was enrolled as a
provider any tilne between January 1, 2009 and October 31, 2009. Current providers have
the option of receiving the orient at iot1 materials to review rather than attending an in-
person orientation.
The county IHSS Office or THSS Public Authority will tell you when and where you can
attend an orientation session or get orientation nlaterials.
The orientation will prcsent inlportant inf()rmation about the IHSS Progranl and the rules
and requirClncnts i(Yr being a provider.
STEP 4. Sign an IHSS Progranl Provider Enrollment Agreement (SOC 846), and return it
to the county IHSS Office or IHSS Public Authority.
HISS Program Provider Enrolhnent Agreenlcnt (SOC 846)

Translations: Annenian (pdf), Chinese (pdt), and Spanish (pdf)
By signing the SOC 846, you are saying that you understand and agree to the rules and
requirements of being a provider in the I HSS Prof,rranl.
Once you have completed these steps and you have been approved by the county IHSS Office or
IHSS Public Authority to be an HISS pr()vider~ as long as you are an active provider and your
crinlinaI background check remains clear, you will continue to be eligible to provide services fbr
any IHSS recipient.
lfyou have any questions about the provider enrollment requirelIlents, contact your county IHSS
Office or IHSS Public Authority.
STATE OF CALIFORNIA" HEALTH AND HUMAN SERVICES AGENCY CALIFORNIA DEPARTMENT OF SOCIAL SERVICES
IN-HOME SUPPORTIVE SERVICES (IHSS) PROGRAM

PROVIDER ENROLLMENT FORM
READ THE INFORMATION BELOW CAREFULLY BEFORE
yOU BEGIN TO COMPLETE THIS FORM
Under state laVII, if you have been convicted of, or incarcerated following a conviction, for certain
exClusionary crimes within the past 10.years,you are not eligible to be enrolled aSH provider or to
receivepaym.ent fromthelHSSprogram for providing supportive services except as specified below.
There are twpcategoriesof exclusionary crimes.
Tier 1 crimes, as $et forth in Welfare.andlnstitutions Code (W&IC) section 12305.81 ,

are:
1. Specified abuse of a child (PenarCodeJPClsection 273a[a]*),

2. Abuse of anelderor dependent adult (PC section 368*),and
3. Fraud against a government health care or supportive services program.
Tier2crimes,as set forth in W&ICsection12305.87,are:
1.t\viol.ent or serious felony, as speifiedinPCsection 667.5(c)*,and

PC section 1192.7(c)*,
2. A felony offense for which a person isrequire(fto register as a sex offender
pursuant tope section 290(c)*, and
3.A felony offense forfra.ud against apublic social servicesprogram, as defined
in W&IC sections 10980(c)(2)* and (g)(2)*.
A complete listing of Tier 2 crimes is available upon request from the CountylHSS Office or
IHSS Public Authority.
*See attached form SOC 426C forthetext oftMesePC and W&IC sections.
- As part ()fthe IHSSproviderenrollmenfprocess, you must submit fingerprints and undergo a

criminal background check conducted by the <California Department of Justice.
- If your re~po~ses onthis formortheresults of the criminal background check show that you have
been convicted of, 0rincarcer~ted following ~ convictionfor,eitheraTier1 orTier 2 crime within
thelast10years, youwiH not beeligibletobe enrolled as an IHSSprovider or to receive payment
from the IHSSprogram for providing supportive services.
- For Tier 2 crimes, if you have obtained a certificate of rehabilitation or an expungement

(dismissal pursuant to PC section 1203.4)., the convictionwill not disqualify you from working
as anlHSS provider.
- If yourconvictionisfOra Tier2crime, you may qual ify fOJ an individual waiver or a general
exceptionundercertain circumstances which are described below.
- There are no. waivers or exceptions allowed for Tier 1 crimes.
GO ONTOTHE NEXT PAGE \II

SOC 426 (4/12) PAGE 1 OF 4
CONTINUEREADINGTH E INFORMATIONBElOWCAREFU IIYBEFOR E

YOU BEGIN TO COMPLETE THIS FORM
Individual Waiver 019n Exclusion for Conviction for 9 Tier 2 Crime
If you are found ineligibl.ebasedon. a conviction fora Tier<2exclusionary crime but an IHSS
recipient (orhis/her authorized representative) wishes to hire you as.his/her provider in spite of
your criminalbackgrounq, you mayobtain awaiver as follows~
The. r~9~recipientWh0Wishesto hire yoLJ (orhis/heYauthorizedrepresentative) will be
inforrned. of your conviction and will be directed to keep the rnformationconfidentiaf.
Thereqipient WhoWiphes tOhireyouasnj'~/her provider (or his/her authorized representative)
must spbmit anlH$SRecipientRequestforProviderWaiver (SOC 862) tothe CountylHSS
Officeorl HSS Puplie Authority:
The vvaiv~r will allow you to bEr~nrolied to provide serVicesonly.for the recipient who requested
the waiver.
If you, asthe provider, are arso therecipients'authorizedrepresentative, you are NOTaliowed
to sign the waiver on. behalf of the recipienttowaivecrimes forwhich you have been convicted.
Inthisc~se,thewai\ferrnusteither b.esi~nyddirectly by the recipient Of, if that is not possible,
another individual must be declared an authorized representative for purposes of signing this
For mOf9informatfonaboutrequesting Ci YIf?tiver,.lhelriSSrecipientwho wishes to hire you as

his/herprovidershould contactthe County,IHSSOfficeor IHSS Public Authority.
If you are found ineligible based on a GonvicUonfor a Tier.2 exclusionary crime and you want to be
listed on aprovider registry or want to provide services for a reCipient who has not requested an
individual waiver-
You may apply forageneral exception of the exclusion by completing the fHSS Applicant
Provider Request for General Exception(SOC 863).
YOLJ wm~.e requitedt?proviq!.packu p d09Wllentatioo,(e.g.,emp.l()yment hi$tory, personal
references, etc.), tps.uppgrtyourrequestfOf agenerqJexception.
For moreinformationaboutrequE;lstingagenera! exception, contact the CountylHSS Office or
IHSS PubJicAuthority.
CompletIon of this form satisfJesONEof the IHSS provider enrollment reqUirements.
- You mustcomplete ALL of the providerenroHmentrequirementsBEFORE you can be enrolled

as an IHSS provider or get paid from the IHSS program for providing authorized services for an
eligible JHSS recipient
GO ON TO THE NEXT PAGE )It
soc 426 (4/12) PAGE;2 OF 4
IN-HOME SUPPORTIVE SERVICES (lHSS) PROGRAM
INSTRUCTIONS:
Use black or blue ink to fill out. Print information clearly.

Fill out, sign and return this form in person to the office or location designated by the county. Bring original federal or
state government-issued identification and your original Social Security card when returning this form.
Complete ali items in PART A, answer the questions in PART B, and read and sign the declaration in PART C.
The county will: 1) Review the form to make sure it is complete; 2) Make photocopies of your
identification and Social Security card; and 3) Provide you with a copy of the completed form for your records.
You must let the county know if anything you report on this form changes within ten (10) calendar days of the change.
PARTA:PROVIDER INFORMATION
1. Full Name (First Name, Middle Initial, Last Name): ! 2. Date of Birth: 3. Gender:
I
lit you are under 18 years of ago, you must submit a M F

valid Work Permit with this form.
4. Home Address (Must be physical address, not a Post Office box): City: State: ZIP:
i.
5. Mailing Address(if different from home address): City: State: ZIP:
6. Telephone Number (with Area Code): "- '7. Social Security Number*:
8. a. Driver's License # or Government Issued 10 #: Expiration Date:
: c. issuing State:
-.-,+.. -~.,.-
; b. -Primary -Written Language:
NOTES:
The collection of the Social Security Number is required pursuant to W&!C 12305.81 (a), and the Immigration Reform and Control Act
of 1986, Public Law 99603 (8 USC 1324a). for the purposes of verifying the individual's identity and authorization to work in the
United States.
PART B: PROVIDER DISCLOSURE
ANSWER THE FOLLOWING QUESTIONS BY CHECKING THE APPROPRIATE BOX:
1. WITHIN THE PAST 10YEARS, HAVE YOU BEEN-

a. Convicted of or incarcerated following a conviction for a Tier 1* crime? ................................... .. YES NO
b. Convicted of or incarcerated following a conviction for a Tier 2* crime? .................................... . YES NO
"See Page 1 of this form for a definition of Tier 1 and Tier 2 crimes.
2. IFYOU ANSWERED "YES"TO QUESTION 1.b. ABOVE, have you obtained a certificate of rehabilitation
or expungement (dismissal pursuant to PC section 1203.4) of the Tier 2 crime? ............................ YES ~.~ NO
If YES, you must provide the county with a copy of the certificate of rehabilitation or documentation of the
expungement along with this completed form.
SOC 426 (4/12) PAGE;3 OF 4

~.-""~~.-, ..,"
I
PROVIDER'S NAME: i
PART C: PROVIDER DECLARATION

I UNDERSTAND AND AGREE THAT -
I cannot receive IHSS program funds as payment for authorized services I provide to any eligible
recipient of IHSS until I have completed the entire provider enrollment process and I have been officially
enrolled as a provider by the county.
As a part of the provider enrollment process, I must provide fingerprints and undergo a criminal
background check. I am responsible for paying the costs of fingerprinting and the background check.
If it is found, either through my responses on this form, the results of the criminal background check. or
some other means, that within the past 10 years, I have been convicted of or incarcerated following a
conviction for a Tier 1 exclusionary crime, I will not be eligible to be an IHSS provider, and the recipient
who wished to hire me will be informed that I am ineligible to be a provider because of a disqualifying
criminal conviction which will not be specified.
If it is found, either through my responses on this form, the results of the criminal background check, or
some other means, that within the past 10 years, I have been convicted of or incarcerated following a
conviction for a Tier 2 exclusionary crime, and I have not received a certificate of rehabilitation or had the
conviction expunged -
I will not be eligible to be an IHSS provider, unless an IHSS recipient who wishes to hire me to
provide his/her services, requests an individual waiver, or I apply for and I am granted a general
exception; and
The IHSS recipient who wishes to hire me as his/her provider will be informed of my conviction
and the types of crimes for which I was convicted, and he/she will be directed to keep the
information confidential.
IF I AM ENROLLED BY THE COUNTY AS AN IHSS PROVIDER, I UNDERSTAND AND AGREE THAT-
If the person I provide services for receives IHSS through the Medi~Cal program, I will be considered to
be a Medi~Cal provider of personal care services. Therefore, I will be required to comply with all
Medi~Cal program rules relating to the provision of services.
Payment for the authorized services I provide to an IHSS recipient will be from federal, state and/or
county IHSS funds. Any false statement I provide, including false entries on the timesheet or
withholding of information, may be prosecuted under federal and/or state laws.
I will reimburse the IHSS program for any overpayments paid to me and any overpayment, individually
or collectively, may be deducted from a future paycheck for services I provide to any recipient of IHSS.
I will provide all services without discrimination based on race, religion, color, national or ethnic origin,
gender, age, sexual orientation, or physical or mental disability.
I declare, UNDER PENALTY OF PERJURY, that all of the information I have provided on this form
is true and correct to the best of my knowledge, and that I agree to all of the statements listed
above.
FOR COUNTY USE ONLY
PAGE; 4 OF 4
STATE OF CALIFORNIA-HEALTH AND HUMAN SERVICES AGENCY
DEPARTMENT OF SOCIAL SERVICES
744 P Street Sacramento, CA 95814 WIN\IV.cdss.ca.gov
CDSS
JOHN A. WAGNER ARNOLD SCHWARZENEGGER
DIRECTOR GOVERNOR
REASON FOR THIS TRANSMITTAL
[ XJ State Law Change

October 28, 2009 [ J Federal Law or Regulation
Change
[ ] Court Order
ALL-COUNTY LETTER NO.: 09-54 [ JClarification Requested by
One or More Counties
[ J Initiated by CDSS
TO: ALL COUNTY WELFARE DIRECTORS
ALL IN-HOME SUPPORTIVE SERVICE (lHSS) PROGRAM MANAGERS
SUBJECT: IN-HOME SUPPORTIVE SERVICES (IHSS) PROVIDER ORIENTATION
REFERENCE: ASSEMBLY BILL X4 NO. 19
This A"-County Letter (ACL) provides information regarding the new requirement for all
providers to complete In-Home Supportive Services (IHSS) Provider Orientation, which
resulted from passage of Assembly Bi" (AB) X4 19 (Chapter 17, Statutes of 2009).
ABX4 19 added Section 12301.24 to the Welfare and Institutions Code (WIC).
BACKGROUND
This legislation requires that effective November 1, 2009; all prospective providers must
complete a Provider Orientation at the time of enrollment. All current IHSS providers
shall receive the same Provider Orientation information before June 30, 2010. It further
directs the California Department of Social Services (CDSS) to develop the Provider
Orientation in consultation with the counties and include, but not be limited to, the
following:
The requirements to be an IHSS provider;

A description of the IHSS program;
The rules, regulations, and provider-related processes and procedures, including
timesheets.
The consequences of committing fraud in the IHSS program; and
The Medi-Cal toll-free telephone fraud hotline and internet web site for reporting
suspected fraud or abuse in the provision or receipt of supportive services.
All County Letter No.: 09-54
Page Two
ORIENTATION CURRICULUM
The orientation curriculum was developed by CDSS in consultation with California State
University Sacramento (CSUS). Two meetings were held to obtain stakeholder input
during early development. Representatives included:
County representatives, through the California Welfare Directors Association

(CWDA),
Public Authority representatives, through the California Association of Public
Authorities (CAPA),
Representatives from Service Employees International Union (SEIU),
Representatives from the United Domestic Workers (UDW),
Representatives from the IHSS Coalition, and
Public representatives.
In addition, CDSS solicited input from Select counties on their existing provider training
programs and received materials that were used in the development of the Provider
Orientation, such as a fraud prevention video developed by the County of Fresno.
CSUS will serve as the clearinghouse for all Provider Orientation materials and
distribute copies at no cost to the counties. In the Initial release, which occurred on
October 19, 2009, CSUS distributed the following Materials:
A master copy of the Provider Orientation Training on CD-Rom and instructions

for viewing (Estimated viewing time: 40 minutes).
Handouts (100 copies) that included:
1. Services Covered by IHSS, including a time conversion chart for
completing the timesheet
2. Mandated Reporter
3. Medi-Cal Fraud and Abuse
4. Tips for Avoiding Fraud
Translated copies of an Orientation Guide consisting of the information covered in the

CD-Rom have been developed and will be distributed to the counties within the week.
The Orientation Guide was designed for distribution to existing providers who do not
attend the on-site Provider Orientation training and do not have access to a computer.
CSUS is currently completing the translation of the Orientation materials in Armenian,

Chinese and Spanish. These materials will also be distributed to the counties within the
week.
Page Three
New providers must attend the Orientation Training on-site at the county or Public
Authority and receive the handouts. Current providers may attend the on-site training
or receive a copy of the CD-Rom for viewing at home or if they cannot view the CD at
home, a copy of the Provider Guide when available. Current providers also must
receive the required handouts.
RELATED ACLS
An ACL addressing the criminal background investigations and the list of criminal
offenses that would bar an individual's enrollment as a provider was released for
stakeholder comment on October 23, 2009. Once the final ACL is released, the list of
criminal offenses will be added to the Provider Orientation hand outs and distributed by
CSUS.
ACL 95-02, New In-Home Supportive Services Provider Enrollment Requirements and
Revised Provider Enrollment Form (SOC 426), was released on October 1, 2009. The
ACL and the Provider Enrollment form are available on the CDSS website. The
Provider Agreement form (SOC 846) will be released on October 26, 2009, for
stakeholder review and, once finalized, will be posted on the CDSS web site.
COUNTY RESPONSIBILITIES
Beginning November 1, 2009, counties are required to ensure that all prospective
providers attend a Provider Orientation before they are enrolled and become a paid
provider.
Prior to June 30, 2010, counties must ensure that all current IHSS providers either
attend an on-site orientation or receive the Provider Orientation materials.
Counties are required to use the materials developed by CDSS, but may supplement
the Orientation with county-specific information and/or directions.
Following receipt of the Provider Orientation materials, counties must obtain a
signed agreement from each provider stating that they understand and agree to the
rules and requirements to be a provider under the IHSS program. This form will be
available on-line.
The county shall indefinitely retain the signed agreement in provider's file.
Counties must inform providers that their refusal to sign the agreement shall result in
their ineligibility as an IHSS provider.
Page Four
Counties must document that all providers have received the Orientation. If counties
elect to have the Public Authority (PA) conduct the Provider Orientations, they must
ensure the PA uses the required materials and provide the same documentation.
Each county shall provide needed bilingual/interpretive services and translations to
non-English or limited English proficient populations as required by the Dymally
Alatorre Bilingual Services Act (Government Code section 7290 et seq.) and by
State regulation (MPP Division 21, Civil Rights Nondiscrimination, section 115).
PROVIDER RE-ENROLLMENT
Provided there are no changes in the information that was reported, once an individual
has been enrolled as a provider, it remains valid for a period of one year beyond the
time that the individual stops providing services, provided that the county/PA has
continued to receive the subsequent notices from the Department of Justice (DOJ),
If an enrolled provider stops providing services for a period longer than one year or DOJ
was directed to discontinue sending subsequent notices during the one year break in
service, the person will be required to complete the Provider Orientation and enrollment
forms and go through the standard county review process before he/she can be begin
providing services again.
FISCAL INFORMATION
A County Fiscal Letter (CFL) outlining the allocation of the funds relating to the
expenses for this mandatory Provider Orientation training will be forthcoming.
If you have any questions regarding the Provider Orientation, please contact
Michele Loftin, Manager, Program Integrity and Training Unit, at (916) 229-4005.
Sincerely,
Original Document Signed By
EVA L. LOPEZ
Deputy Director
Adult Programs Division

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THE HOME VISIT CHECKLIST

Before the Visit:

During the Visit:

IHS S Training Academy 1 9110/12

Cleanse your hands immediately following every visit.

IllS S Training Academy 2 9/1 0112

Protect Your Health:

Know Where You Are Going:

Before You Get Out of the Car:

IHS S Training Academy 3

Entering the Consumer's Home:

Acknowledge Anger if it Exists:

After the Visit:

IHS S Training Academy 4

What to do when approached by or you approach a strange dog:

.:. Treat all breeds the same - all dogs bite .

What to do when approached by an apparently vicious dog:

.:. Don't get out of your car if you're already in it.

IHS S Training Academy 5

Establishing Rapport - Warmth, Empathy and Genuineness

General Interviewing Skills

Pre-interview Planning - Be Prepared

Meeting the Consumer - Establish Rapport

Begin Assessment Interview - Explain Process

Concluding the Interview

IHS S Training Academy 7 9110112

Direct or Closed-ended Questions-

IHS S Training Academy 8 9/10/12

2. What do you need in the way of help right now?

4. Help me understand ....

5. What do you mean

6. Would you tell me more about. .. ?

7. What else can you tell me that might help me understand?

8. Could you tell me more about what you're thinking?

9. I'd be interested in knowing ...

10. Would you explain ... ?

12. Would you explain that to me in more detail?

14. I'm not familiar ___________ , can you help me to understand?

15. What examples can you give me?

17. When you say _ _ --7 what do you mean?

IHS S Training Academy 9 9/10/12

Non-verbal Assessment Cues:

Your Body Speaks Your Mind

IHS S Training Academy 10 9110112

What the consumer says is inconsistent

2. Unrealistic expectations of the program.

How to Probe to Clarify Information

IllS S Training Academy 11 9110112

IRS S Training Academy 12 9/10/12

IHS S Training Academy 13 9/10/12

IllS S Training Academy 14 9/10/12

IllS S Training Academy 15

The following are suggestions for handling consumer hostility:

9. Summarize for clarification and understanding.

Adapted from: Understanding Generalist Practice, Kirst-Ashman and Hull

IHS S Training Academy 16

IllS S Training Academy 17

IHS S Training Academy 1

receive mss need which is met in common.