3068 Case Transfer | 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: |
Case Transfer |
Reviewed or Updated in: |
MT 2022-01 |
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Section Number: |
3068 |
Previous Update: |
N/A |
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Policy Statement
A client file may be transferred from one case manager to another to facilitate services, prevent service monitoring disruption, or to satisfy administrative needs.
Legal Basis and Requirements
The Department of Human Services (DHS), as guardian of last resort shall become or remain personally acquainted with the ward and maintain sufficient contact with the ward to know of the ward’s capacities, limitations, needs, opportunities, and physical and mental health; pursuant to O.C.G.A §29-4-22(b.2).
Basic Considerations
The Department of Human Services (DHS), as guardian is committed to ensuring that the transfer of case manager responsibilities is conducted in a timely, orderly and efficient manner that focuses on the best interest of the person and continued services to meet the person’s needs and preferences.
There are circumstances that require the transfer of a case to meet administrative or programmatic needs (e.g., when a conflict of interest arises, or a case manager leaves the caseload).
Procedures
Transferring Case Manager
Prior to the transfer of a case, the current case manager must:
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Enter a summary note in Division of Aging Services Data System (DDS) that details the client’s current health condition, services received along with provider names and additional services needed
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Ensure client contact information is current in DDS, as well as contact information for known family members, providers, and interested parties. If there are extenuating circumstances or complex relationships with any such collaterals, that information must be detailed in the notes.
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Discuss and document the case transfer with the client and advise them of who their new case manager will be and when they can expect to be contacted by the new case manager
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Document any case transfer consults with internal and/or external staff. At case transfer, a case conference must take place and be documented in the case file.
| Whenever possible the transferring case manager and receiving case manager will conduct a joint visit to the person’s residence for the purpose of introduction; to reduce the feelings of abandonment and stress on the part of the person under guardianship; and ensure a smooth transition. When a joint visit is not feasible the transferring case manager will call the person informing them that the case is being transferred; provide the name and contact information of the receiving case manager and inform the person that they will receive a call from the new case manager. |
If the transferring case manager is unavailable, the supervisor will make the call to the person under guardianship.
Receiving Case Manager
Upon receiving a transferred case, the receiving case manager must review the Case Relations tabs and the case note history in order to become familiar with the client and the case. This review must be documented in the case file.
The receiving case manager must contact the person within 48 hours of the case transfer and introduce themselves to the client. Providers, caregivers, and collaterals must be made aware of the change within 48 hours.
Supervisor
Prior to the transfer of a case, the case shall be reviewed by the supervisor of the transferring case manager to ensure it is up to date, in good order and prepared for transfer.
District and Section Manager
If the case involves a conflict of interest, the District Manager must be consulted. As appropriate, the District Manager shall consult the Section Manager.
A case in litigation should not be transferred without the Section Manager’s approval and after consultation with the Associate General Counsel (AGC).