Perform Applicant File Review

Perform Applicant File Review PDF

This user guide is for the following MyJobCorps user role: Health and Wellness Reviewer (HWR) 

Overview

The Applicant File Review (AFR) process in MyJobCorps starts when admissions assign an applicant case to a center, notifying the center staff that a case is in their queue. 

The applicant’s case will appear on the Home view for Center Records Managers (CRM) and Health and Wellness Reviewer (HWR) user roles to review the case. These users will also receive an Alert and email notifying them of the new case assignment. 

Both user roles can work simultaneously; however, the Health & Wellness recommendation must be completed before CRMs can review the case and plan arrival activities.

High-level AFR Activities

The following high-level activities occur during AFR by the Health and Wellness Reviewer (HWR).

Assign the Case

Step 1: Assign the Case to yourself, or another HWR user at your center if applicable. 

  1. Go to your Home view's Pending Center Review tab and select the Applicant Tracking Number (ATN) to open the case. You will arrive on the Wellness tab. 
HWR Home view showing Pending Center Review
Figure 1: Pending Center Review on Home view
  1. Select the Assign Reviewer button at the top of the page. 
    • If you are assigning the case to yourself, select the Assign to Self button. 
    • If you are assigning the case to another named user at your center, continue to the next screen by selecting Next 
      1. Select a named HWR user
      2. Select Submit
Assign Health Reviewer popup
Figure 2: Assign Reviewer
  1. Select Yes to complete the assignment. The assigned user’s name will appear in the Health and Wellness Reviewer field in the Case Details section.

If you don’t automatically see the assignment, refresh your webpage for the assignment to refresh.

Conduct Health and Wellness Review

Step 2: Review the applicant’s health information. 

Review the applicant’s documents under the Health Documents section, at the bottom of the screen. 

Step 3: Engage with the applicant, if applicable. 

  1. If you engage with the applicant, log your interaction in the Communications Log, selecting Applicant File Review as the Communications Category.
  2. If you collect any health documents from the applicant, upload the document by selecting on Add Health Document button on the Wellness tab.  
    • The document category will pre-set to Health so it syncs to the Health E-Folder when the case is sent to CIS. 
Upload Health Document for HWR
Figure 3: Add Health Document popup

Step 4: Select an Action based on your review.

  1. In the Health and Wellness Review box on the right-side panel of the Wellness tab, select the appropriate action.
    • Select Clear for Enrollment if there are no documented health concerns.
      • Upload Form 1-06 by selecting on the Add Health Document button. You can download a blank version of Form 1-06 from the Forms tab.
    • Select Return to Admissions if the applicant cannot be contacted or additional information is needed.
      • Select a Reason from the dropdown: No Show, No Longer Interested, Unable to Contact, Missing Information, or Other.
    • Select Initiate Health and Wellness Review if a detailed heath review is needed to be completed by your Qualified Health Professional (QHP).
      • Enter any applicable notes associated with your selected action in the Comments box. Do not provide any sensitive health information like PII in this field.
      • Notify your center’s clinicians or Qualified Health Professional (QHP) who needs to perform the detailed review. 
        • This is a manual activity, completed outside of MyJobCorps. These reviewers will access the applicant’s files in the Health E-Folder.
Wellness tab for AFR
Figure 4: Health and Wellness Review dropdown
  1. Select Submit. 
  2. Select Confirm on the pop-up prompt.

Make a Health and Wellness Recommendation, if applicable

Step 5: If you initiated a Health and Wellness Review in Step 4, upload results of the review 

  1. When your center’s clinician or Qualified Health Professional (QHP) have completed their detailed review and provided their results, upload the QHP's review to Gateway by selecting on the Add Health Document button. 
  2. Upload Form 1-06 by selecting on the Add Health Document button. You can download a blank version of Form 1-06 from the Forms tab.

Step 6: Select an Action based on the review. 

  1. In the Health and Wellness Recommendation box in the right-side panel of the Wellness tab, select the appropriate action 
    • Clear for Enrollment: If the center can accommodate the applicant based on the review. 
      • The case will now be available for the Center Records Manager (CRM) to complete enrollment activities. 
    • Request Regional Review: If the center is making a Recommendation for Denial based on the review. 
    • Return to Admissions: If the applicant cannot be contacted or additional information is needed. 
      • Select a Reason from the dropdown: No Show, No Longer Interested, Unable to Contact, Missing Information, or Other. 
      • Enter any applicable notes associated with your selected action and the names of all clinical staff involved in the review in the Comments box. Do not provide any sensitive health information.
  2. Select Submit.  

 

 

 

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