Validate newly scanned, emailed, or faxed document, or an application submitted online, and associate the document to a Work Item, case, or provider for processing.

Begin at your Dashboard and to view the current outstanding Validate Document Work Items for your organization/agency. Select a number hyperlink in the Overdue, Upcoming, Current, or Total column next to Validate Document in the Work Item Type column. The Tasks page displays with outstanding Validate Document Work Items. Click on the Validate Document hyperlink in the Work Item Type column. The Validate Document page displays.

Another way to access this page is to click on the Documents tab. From the Left Navigation menu, select Validate Documents. The Validate Documents page displays. However, to validate a document you must be in the context of a Validate Document Work Item.

Validate a Document - Process Steps:

When a new document is scanned into CCMS, a "Validate Document" Work Item is created and a task is sent to the Validate Document team(s) according to the routing rules for the CCR&R or Site. The Document Validator will review the document in CCMS, confirm the information is correct, and associate the document to a Work Item, Case, or Provider. A document must be validated before any other activities can be completed in CCMS.

Example: When an application is scanned into CCMS, it is first validated before the application is routed to the case worker for processing.

  1. On the Tasks page displays with outstanding Validate Document Work Items. Click on the Validate Document hyperlink in the Work Item Type column. The Validate Document page displays.
  2. The Document you are validating pops-up in as a PDF in new window when you view the Validate Document page.
  3. Review the information on the Validate Documents page.
  4. When you click on the Validate Document task, the document you are validating pops up in a PDF window.
  5. Scroll to the Document Related Info section of the page.
  6. The following fields will pre-populate with information selected by the (1) the Document Scanner when the document was scanned into CCMS or (2) was read by CCMS using the barcode when the document was added to CCMS. If the fields are not accurate, update the below fields:
    • Source field will pre-populate with the avenue the document was added to CCMS. If incorrect, select the correct Source from the drop-down list.
    • If the Document Type is incorrect, select the correct option from the drop-down list.
  7. Complete as many of the following fields as possible to properly associate the document to the correct case, provider, or Work Item:
    • Case #: The CCMS generated number assigned to the case listed on the document or associated with the client listed on the document
    • Provider Name: The name of the provider listed on the document
    • County: The county listed on the document
    • RIN: The Recipient Identification Number of the client or provider associated with the document
    • First Name: The first name of the client
    • Last Name: The last name of the client
  8. Navigate to the Previous/Next Work Item Information section of the page. Complete the fields once the document and work item type is determined as outlined below:
  9. If the document is associated with an existing work item:
    • Work Item ID field displays the work item ID and cannot be edited
    • Assigned Org field displays the assigned organization of the existing work item
    • Assigned Team field displays the assigned team of the existing work item. The ability to update this field is dependent on your security role
  10. If the document is a new application:
    • Work Item ID field is blank and cannot be edited
    • Assigned Org displays the organization assigned to validate the document
    • Assigned Team is blank. The ability to update this field is dependent on your security role
  11. If the document is an unknown (for example, a pay stub with no RAI):
    • Work Item ID field is blank
    • Assigned Org displays the organization assigned to validate the document
    • Assigned Team is blank. The ability to update this field is dependent on your security role
    • Next to the Work Item ID, Provider Name, and Case # field there is a icon. Click on the icon to access a search page to search for the correct provider, Work Item, or case to associate the document with.
  12. Navigate to the Work Item Information section of the page.
  13. Select your name from the Assigned Worker field. This must be done to record the user responsible for completing the Validate Doc Task.
  14. Click [Save] to complete validating the document. The below success message displays saying "Validate Document Succeed":
  15. Click [Reset] to remove any changes made the page.
  16. BCCD Super Users Only: Click [Delete] to delete the document from CCMS, if the document was added to CCMS by mistake.
    • If you are unable to record case, provider, or work item information, click the magnifying glass icon next to these fields to search for a case, provider, or work item to link the document to.

Results of the Procedure:

The document is validated and can be processed as need in CCMS.

Frequently Asked Questions

  1. Can I print the document I am validating?
    1. Yes, when you navigate to the Validate Document page, the document you are validating pops up as a PDF in a separate window. You can print the document if needed.
    2. Remember! This document is stored electronically in CCMS, so no printing is necessary. It can be viewed at any time by conducting a Document Search.