3001 Client Notification Letter | PUBLIC-GUARDIANSHIP-5800-MANUAL
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Georgia Division of Aging Services |
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Chapter: |
3000 Case Management |
Effective Date: |
03/01/2022 |
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Section Title: |
Client Notification Letter |
Reviewed or Updated in: |
MT 2022-01 |
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Section Number: |
3001 |
Previous Update: |
MT 2019-02 |
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Summary Statement
Staff of the Public Guardianship Office (PGO) shall send each adult for whom the Georgia Department of Human Services (DHS) has newly been appointed guardian a letter of introduction.
Purpose
The purpose of the letter of introduction, called a “client notification letter”, is to ensure that the person under guardianship (herein “the person”) for whom DHS has newly been appointed has:
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Basic information about the guardianship
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Contact information for PGO staff assigned guardianship case management duties
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Notice that PGO will visit with the person each month
Procedures
Upon assignment of a new case, PGO staff shall follow these procedures for sending the client notification letter.
Timeliness Standard
No later than five business days after receiving a new case assignment, PGO staff shall mail the client notification letter and document the contact in the case record. See PGO Manual Section 3060 – Documentation Standards.
Letter Format
Obtain the template for the client notification letter from the Division of Aging Services’ data management system using the Word merge function. The text is also available in PGO Manual Appendix B, Forms and Templates, to copy and paste into the current DHS letterhead. PGO staff shall use only the designated client notification letter template.
Modify the template by inserting the person’s information into blank fields on the template.
Sign the letter.
Create a copy of the signed letter.
The image of the signed letter must be clear and the file type must be one that can be uploaded to DAS’ data management system. Any device may be used that produces a copy of the letter that meets these requirements.
Mail the letter.
Document the Case Record
Document sending the letter in the case record.
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Create a new note in the client’s record.
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Select “Guardianship Client Contact” as the note type.
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Select “Correspondence” as the note sub-type.
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In the description box, write “Client Notification Letter.”
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Attach the copy of the signed letter to the note.
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Mark the status of the note as “Complete.”
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Save and close the note.