The CAO collects information:
To determine if an individual qualifies for assistance programs.
To determine if an individual continues to qualify for assistance programs.
To establish benefit amount, and
To provide related services.
Contact the Area Manager with questions about specific case situations and the amount of information needed. The Area Manager will refer to the Privacy Officer.
When the CAO is seeking or verifying information about an individual from another source, the CAO must provide the source only the data necessary to get the information it needs.
The CAO releases the following information only if it does not identify (or could be used to identify) a specific individual:
Statistical or social data in general studies.
Reports.
Surveys.
Payment information.
Number and category of recipients, and
Other information.
Provide information to another individual and/or agency on behalf of the individual only when:
It is necessary to give the information so the individual can get services that he or his representative requests, and
The requested service is related to the type of assistance he receives.
Example: The CAO may provide information for a specific individual to an MA provider so the provider can bill DHS for services.
Only those employees who need the individuals' information to perform their jobs or who must handle the records in performing their jobs will have access to records and files. This rule applies to CAO board members as well as employees. Access and use of PHI is restricted to the minimum necessary for the job function.
Revised October 24, 2023, replacing September 27, 2012