If a family must be transferred to another program, you can manage this within the family’s individual case files.

1. From the Home module, enter the Working Queues tab.
   
   

   

   

   
   Expand the Working Queues folder within the column to the left to show the Payment, Family, and Provider subfolders. Expand the Family folder to view all the families set to transfer to another case. One example queue is the Stage 2-3 Transfers.
   
   

   

    

   Click on any Family ID within this list that is set to transfer cases.

2. Once in the family record, enter the “Case” tab. Enter the current case, then change its status to Terminated or Pending Term based on Effective Date.
   
   
   

   
   
   

3. Update the family details to reflect the Cash Aid Status, and remove the parents and children from the old funding program case.
   
   

   

4. Add a new case, and update all of the eligibility details in the case details.

5. Update the care schedules within the family record.

   1. Edit all current active cares' end dates to match the old program case’s Termination Date. Void any payments as necessary.

      

      
      

   2. Create a new care schedule with the new funding program.

      1. Generate new payments and print out timesheets to send to the provider.

6. Generate forms such as the Notice of Action and the Certificate of Enrollment to send to the parent.

7. Do a Self Review in order to ensure that everything was adjusted correctly.

Utilizing the Program Transfer Wizard

Alternatively, you may prefer CareControl 4’s Program Transfer Wizard, which walks you through each step for ease of use. Please note that this wizard will make permanent changes to the Family record and can not be canceled once started, so only use it once you have confirmed all of the information for their transfer process.

1. Navigate to the Cases tab in the family record you need changed. Select the relevant case and scroll to the bottom to find an Action menu. Select Program Transfer Wizard.
   
   

   

2. Follow the steps of the wizard to update case, care, family fee, family fee assignment, and payments as necessary.
   
   

   

3. Generate forms such as the Notice of Action and the Certificate of Enrollment to send to the parent.

4. Do a Self Review in order to ensure that everything was adjusted correctly.