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Printing Document Cover Sheets

Each bundle of documents that is scanned to the Document Processing Center (DPC) by DTA staff must be accompanied by a document cover sheet. The DTA Document Cover Sheet, used to organize documents for scanning to the DPC, is generated in BEACON. Pertinent client information as described below automatically populates on the form, enabling automatic indexing of scanned documents at the DPC.

If you are in the Client Search page or the Electronic Case Folder (ECF) and have selected the appropriate client:

  1. click the black Document Cover Sheet icon. The Document Cover Sheet popup page will open and be populated with the client’s name, SSN, birthdate, AP ID and Phone number if available
  2. enter the client’s phone number in the Phone field if available

If you are in the Registration page and have searched for and found the ECF for the appropriate client:

  1. click the Cover Sheet button. The following popup confirmation message will display: “Printing the cover sheet will complete the Notification and/or Action. Do you want to continue?” 

    1. Note: This is the only situation with the popup confirmation page.

  2. click Yes. The Document Cover Sheet popup page will open and be populated with the client’s name, SSN, birthdate, AP ID and Phone number if available

If you are in the BEACON Home Page, without selecting a client:

  1. on the My Office tab, click Scanned Documents, then Document Cover Sheet
  2. enter the client’s name, Social Security Number, date of birth, phone number, if applicable, and AP ID in the corresponding fields in the client section

    1. Note: This is the only page where staff have to manually enter client information.

The following steps are the same in every instance:

  1. select the appropriate document type from the drop-down list in the Document field

    1. Note: It is important that the correct document type be selected. The document type tells BEACON what type of Action or Notification to create and which DTA group is responsible for working on the document. For example, a Rest Home Document is directed to Central Eligibility Processing. It is not directed to the processing queue or to a cash case manager’s view. See the chart on Re-indexing Misidentified Documents, which shows the relationship between various document types and the DTA group responsible for processing them.

  2. enter the total number of pages in the bundle, including the cover sheet, in the Number of pages field
  3. indicate whether or not the document(s) have been entered by selecting either Yes or No from the drop-down list in the Entered field

    1. Important: Documents that are scanned to the DPC with a status of Entered will not result in Actions or Notifications to be processed. Only mark documents in an Entered status if they do not require further processing.

  4. the Received date will populate with today’s date. Update the date if the document(s) were not received today
  5. click print. The cover sheet will display on your screen. The following information will populate on the cover sheet for the selected client:
    1. name
    2. the last four digits of the client’s Social Security Number
    3. telephone number
    4. date of birth
    5. Agency ID (same as AP ID)

Additionally, the user defined number of pages in the bundle, document type, TAO location from which the cover sheet was printed, and whether or not the documents(s) have been entered will populate in the appropriate fields

  1. after reviewing the populated information for accuracy, click Print
  2. close the cover sheet page using the x in the upper right-hand corner of the page. You will be returned to the Document Cover Sheet popup page from where you must repeat the appropriate steps for each bundle of documents that must be scanned to the DPC. See Guidelines for Scanning Documents to the DPC
  3. when all cover sheets have been printed, close the Document Cover Sheet popup page

Note: If BEACON is down, you may print a DTA Document Cover Sheet from Policy Online –Online Forms (Cross-Programs section. However, you may do this only if directed by the DPC Liaison in Central Office if s/he feels circumstances warrant. This version of the DTA Document Cover Sheet will not include any case information stored in BEACON. Do not use a photocopy of a DTA Document Cover Sheet printed in this manner, as DPC will not be able to scan it properly. 

Last Update:  August 24, 2018

 

 

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