RMS Activity Codes - May 2023

400 - Intake/Eligibility Determination/Redetermination

This activity code is used whenever the worker is performing any activity that contributes to making the determination of client eligibility. Following are some examples of activities related to Intake/Eligibility Determination/ Redetermination:

Providing potential applicant with information/documents and orienting potential applicant to the process;
Collecting and verifying information from applicant or others which is used in the determination (i.e. social security number, birth certificates, resources, income, etc.);
Completing and processing associated eligibility forms;
Preparation of notice of decision;
Reviewing and updating file each time the client’s circumstances change;
Screening all individuals who meet the Health Insurance Premium Payment Program (HIPP) non-financial eligibility criteria to DMAS;
Redetermining eligibility; or
All planning, assessments and paperwork which contributes to the above activities.

FOR ALL WORKERS: This includes all efforts and research related to determining the amount of assistance for which the client is eligible.

FOR FOSTER CARE WORKERS: In addition, this includes verifying that the foster home placement is approved/licensed and that the placement is an IV-E reimbursable placement.

FOR ELIGIBILITY WORKERS: Select Activity Code 400 when the benefiting program can be identified. If the activity at the specific moment is not unique to one benefiting program, select Program Code 810 Benefits Activities – Common to Several and Activity Code 920 Processing Application/Verifying Data. This includes maintaining records of actions taken with respect to the applicant’s/recipient’s application and making the determination of continuing eligibility.

401 - Benefits Issuance

This activity code includes client service and support tasks, data entry, data processing, and other activities related to the readiness, preparation, printing, issuance/reissuance, replacement, distribution/redistribution, delivery, recovery or recoupment other than fraud related, validation/voiding, accounting and reconciliation, reporting, storage, control/auditing and payment of benefit checks or coupons or Electronic Benefits Transfer (EBT) transactions.

402 - Review of Guardian Report

This administrative activity code should be used when the worker reviews the initial or subsequent annual report submitted by guardians for incapacitated persons. The following activities are within the scope of the guardian report review:

Ensuring the report that the guardian has submitted is complete and legible;
Identifying any concerns on the report necessitating referral to other programs or entities;
Preparing letters to the guardian including confirmation of receipt of the report or following-up with the guardian if the report has not been submitted in a timely manner;
Submitting documentation to the appropriate circuit court;
Documentation and processing of guardianship fee submitted with the annual report; or

Documentation regarding these activities in the case management system of record.

403 - Fraud Investigation/Prevention

This activity code includes all activities directly related to the investigation of a fraud case. This activity includes “up front” activities to prevent fraud. This activity also includes the recovery or recoupment of payments resulting from fraud investigation.

404 - Develop, Review and Revise the Case Plan

This administrative activity code should be used when a worker spends time assessing the placement needs of a client, obtaining diagnostic information, when appropriate, and developing and revising the case plan as required by departmental regulations. Following are some examples of activities related to Develop, Review and Revise the Case Plan:

Home visits with the client and the client’s family to discuss and explore their needs, strengths, resources and existing support systems;
Contact with mental health, education or other professionals involved with the client/client’s family to obtain information related to the psychological, developmental, behavioral and educational needs and goals;
Compiling case assessment reports that might consider information regarding psychological, developmental, behavioral and educational factors;
Time spent analyzing specialized assessments (psychiatric evaluations, medical or educational evaluations) to inform the case plan;
Coding/Reviewing client-specific provider invoices; or
Travel allowable to the program on behalf of the client (not transportation of client).

405 - Casework/Case Management/Supervision

This administrative activity code should be used when a worker spends time arranging for the services and monitoring the implementation of case plans assuring services are provided as required by the plans, scheduling and conducting reviews of clients in placement and revising case plans as required by reviews. Arranging for services and assuring services are provided excludes participation in service delivery or providing a service directly to the client. Following are some examples of activities related to Casework/Case Management/Supervision:

Routine contacts, home visits, monitoring and/or communicating with others in relation to the status of the client, the case plan, goals for the client and family;
Developing goals, case plans, service agreements and routine supervisory activities;
Updating case file to document client’s progress with meeting goals of the case plan;
Preparing for and attending case conferences and consultation meetings (including administrative panel reviews) where client progress is discussed with involved service providers and/or other agency staff;
Supervisory Case Conferences;
Contract negotiation, monitoring or voucher processing
Arranging for and monitoring the provision of services identified in case plans;
Arranging for any counseling necessary to prepare the client and family for placement;
Arranging for the provision of pre- and post-adoption services;
Completing the annual affidavit process for kinship subsidy or guardianship assistance programs
Arranging for permanency planning and pre-placement activities;
Other employment-related activities for TANF/VIEW or SNAPET clients; or
Travel allowable to the program on behalf of the client and transportation of the client.

406 - Placement of Client

This administrative activity code should be used when a worker spends time identifying appropriate placement resources, providing information to the client and his/her family, as appropriate as well as to the placement resource and arranging for the placement of the client. Following are some examples of activities related to the Placement of Client:

Working with foster parents to prepare them to receive a child;
Developing and maintaining contacts with placement providers on any issues related to the care of a specific client;
Client specific recruitment;
Selection of an approved adoptive family appropriate for the needs of the child;
Adoptive home studies for a specific child; or
Transporting client for pre-placement visits and for client placement.

For activities relating to Interstate Compact on Placement of Children activity related to a specific child select Activity Code 451 State-to-State Home Studies.

407 - Prepare/Participate in Court Proceedings

This administrative activity code should be used when the worker is spending time preparing or reviewing reports to the court/fair hearing panel, appearing at hearings and providing testimony. Following are some examples of Prepare/Participate in Court Proceedings:

Participation in all fair hearings and appeals stemming from eligibility determinations;
Participation in all fair hearings and appeals on closed or denied service cases;
Participation in any court appearance where the local agency seeks custody of a child;
Preparation of guardianship petitions and participation in guardianship hearings;
Participation in any court activity necessary for the adoptive placement of a child, other than independent adoptions;
Participation in any court appearance related to obtaining child support for a child in placement or under the supervision of county agency; or
Preparation of reports to the court/fair hearings panel for any of the judicial proceeding, subsequent follow up with court and all travel to and from.

409 - Medicaid Long-term Services and Supports (LTSS) Screenings

This code includes the required pre-admission screening processes for both community-based (e.g. CCC Plus waiver, Programs for All-Inclusive Care for the Elderly (PACE)) and nursing facility services, including completing the Virginia Uniform Assessment Instrument (UAI) to determine if the individual meets nursing facility level of care. This includes entering screening information into DMAS electronic preadmission screening system called (ePAS).

410 - Assisted Living Facility (ALF) Assessments/Reassessments

This code includes completion of the Virginia Uniform Assessment Instrument (UAI) to determine if the individual meets residential or assisted living level of care. For individuals who receive Auxiliary Grants (AG), this code also includes the required annual reassessment and changes in level of care assessments.

411 - EPSDT Activities

This administrative activity code should be used when promoting Early and Periodic Screenings, Diagnosis, and Treatment (EPSDT) component of Medicaid to inform potential and actual Medicaid applicants and clients of the nature of the EPSDT program, advising them how to access EPSDT services, assisting them to participate in the EPSDT program and following up to make sure that needed services are secured.

412 - Referral to Services

This administrative activity code should be used when the worker is providing information about needed or requested services. Following are some examples of Referral to Services:

Referrals to community resources for additional supports such as referral to food banks, counseling and support groups;
Referrals to services intended to enhance the possibility of child’s or adult’s return home;
Providing information about local home-based service providers and long-term care facilities;
Referrals to needed medical, behavioral health or health services; or
Referrals to care-giving classes.

413 - Activities for a Candidate for Foster Care (Title IV-E Prevention Services Program)

This activity code should be selected when the worker is performing an activity for a child who has been determined to be a Candidate for Foster Care. A Candidate for Foster Care is a child who is at imminent risk of foster care and who is receiving, or their caregiver, is receiving, a Title IV-E prevention program or service. Title IV-E prevention programs or services are mental health prevention and treatment services, substance abuse prevention and treatment services, and in-home parent skill-based programs that are intended to prevent the removal of the child from their home. Authorized service must be included in Virginia’s approved federal Prevention Plan. To be recognized as a Candidate for Foster Care, the child’s status of imminent risk must be documented in the child’s service plan and the specific Title IV-E prevention services that will be provided must be defined in the service plan. The specific Title IV-E prevention services must be available in the child’s service area. This code can also be selected for a child in foster care who is pregnant and receiving Title IV-E Prevention Services.

Note: If a child is determined to be at imminent risk of being placed in foster care and a Title IV-E prevention service is not appropriate for their need or is not available in the service area, the child should be evaluated for reasonable candidacy (activity code 420).

414 - Family Reunification Services

This activity code should be used when the worker is providing or coordinating a service or activities for a child that has been removed from the child’s home and placed in a foster family home or a child care institution and to the parents or primary caregiver of such a child, in order to facilitate the reunification of the child safely and appropriately within a timely fashion. In the case of a child who has returned home, the services and activities shall only be provided during the 15-month period that begins on the date that the child is placed back in the home. Following are some examples of Time-Limited Family Reunification Services:

Individual, group and family counseling;
Inpatient, residential or outpatient substance abuse treatment services;
Mental health services;
Assistance to address domestic violence;
Services designed to provide temporary child care and therapeutic services for families, including crisis nurseries;
Peer-to-peer mentoring and support groups for parents and primary caregivers
Services and activities designed to facilitate access to and visitation of children by parents and siblings; or
Transportation of child and or family to or from a reunification service.

415 - Direct Provision of Treatment/Services

This activity code should be used when the worker is providing direct services such as treatment and counseling to a client, the client’s family, or the client’s substitute care provider to ameliorate or remedy personal problems, behaviors or home conditions. Following are some examples of Direct Provision of Treatment/Services:

Individual, group and family counseling;
Inpatient, residential or outpatient substance abuse treatment services;
Assistance to address domestic violence;
Services to provide temporary child care and therapeutic services for families;
Services to ameliorate or remedy personal problems, behaviors or home conditions;
Writing educational or psychiatric evaluation reports;
Services designed to improve parenting skills;
Mentoring services; or
Parent support groups designed to improve parenting skills, family budgeting, coping with stress, health, and nutrition.

For transportation to or from any of the services and activities described above select Activity Code 405 Casework/Case Management/Supervision.

417 - Court Ordered Custody Evaluations for Non-LDSS Clients

This activity code is used for court-ordered custody evaluations, home studies, or supervised visits when the family is not known to the LDSS.

418 - Preparation for Independent Living (14-18 year olds)

This activity code is used when working with a child up to the age of 18 (or up to age 19 if likely to complete high school or equivalent) that participates in the Independent Living program or lives independently upon leaving foster care, including enabling participant to seek a high school diploma or equivalent or to take part in vocational training, providing training in daily living skills, budgeting, locating and maintaining housing, and career planning, coordinating individual and group counseling; integrating and coordinating services otherwise unavailable to participants; and writing independent living plans. If services are rendered on behalf of this client, use Activity Code 419.

419 - Preparation for Independent Living (Young Adults)

This activity code is to be used to help young adults between the ages of 18 to 21 participate in the Independent Living program or to otherwise live independently upon leaving foster care, including enabling participant to seek a high school diploma or equivalent or to take part in appropriate vocational training, providing training in daily living skills, budgeting, locating and maintaining housing, and career planning, coordinating individual and group counseling; integrating and coordinating services otherwise unavailable to participants; and writing transitional independent living plans. This activity code should also be used for all independent living services such as mentoring, substance abuse services, teen pregnancy prevention and financial management services.

420 - Activities for a Reasonable Candidate of Foster Care

This activity code should be selected when the worker is performing an activity for a child who is at imminent risk of foster care. The two acceptable methods of documentation indicating that a child is a reasonable candidate for foster care are:

A defined case plan which clearly indicates that absent effective preventive services, foster care is the planned arrangement, or
Evidence of court proceedings in relation to the removal of the child from the home, in the form of a petition to the court, a court order or a transcript of the court’s proceedings which indicates that absent effective preventative services, foster care is the planned arrangement for the child.

Documentation sources dated more than six months prior to or dated after the sample moment, do not support a documentation of candidacy. All activities for non-candidates should be categorized as Activities for a Child Not Deemed a Reasonable Candidate (Activity Code 421).

421 - Activities for a Child Not Deemed a Reasonable Candidate

This activity code is to be used when the worker is working with a child that is not currently in foster care and the child’s case plan or the family service plan does not document the child is a candidate for foster care.

424 - CPS Family Assessments

This activity code should be selected for the formal information gathering process utilized by the local department in determining for child protective services (CPS) whether or not services are needed to ensure child safety and/or to prevent recurrence of child abuse or neglect. It does not include case management and other ongoing activities related to the client that occur after the Assessment process. If client is at risk of foster care, select Activity Code 420 (Activities for a Reasonable Candidate of Foster Care); otherwise if client is not at risk of foster care, select Activity Code 421 (Activities for a Child Not Deemed a Reasonable Candidate).

425 - Investigations/Specialized Investigative Training (CPS/APS Only)

This activity code is selected for CPS and APS Investigation, which includes the formal information gathering process utilized by the local department in determining: for child protective services (CPS) whether or not abuse or neglect has occurred; for adult protective services (APS) also whether or not the adult needs protective services. It does not include case management and other ongoing activities related to the client that occur after the investigation process, if client is at risk of foster care, select Activity Code 420 (Activities for a Reasonable Candidate of Foster Care); otherwise if client is not at risk of foster care, select Activity Code 421 (Activities for a Child Not Deemed a Reasonable Candidate).

This activity code also includes training relating to specialized skills such as conducting child abuse/neglect investigations or addressing/treating child or family problems or behaviors. Use this code when training supports the delivery of services rather than the administration of the title IV-E state plan.

426 - CPS Intake

This activity code should be selected when the intake worker is gathering information, evaluating and requesting additional information regarding the specifics of the complaint/concern. This activity begins with the referral for services and ends with the decision that the request will be assigned to a worker for assessment or other actions or that no action will be taken. This activity includes screening and prioritizing valid complaints.

450 - Independent Adoptive Home Studies

This activity code includes home studies when the birth parents and the adoptive parents make an agreement that the adoption should go forward and no Department of Social Services is involved. This is a non-allowable IV-E activity. This activity does not include state-to-state home studies (see Activity Code 451), or when the child is known to LDSS, select Activity Code 406 (Placement of the Client) or select Activity Code 455 (Parent Recruitment/ Assessment) for home studies where the child has not been identified and matched with foster/adoptive parents.

451 - State-to-State Home Studies

This activity code should be selected when the child welfare worker is compiling an out-of-state home study that has been requested by another state. When the child is known to LDSS, select Activity Code 406 (Placement of the Client) or select Activity Code 455 (Parent Recruitment/Assessment) for home studies where the child has not been identified and matched with foster/adoptive parents.

452 - Training-Program Related

This activity code should be selected when the worker is preparing for, attending, and/or delivering training directly related to the worker’s job function. Travel related to this training activity should be coded here as well. Following are some examples of activities related to Training-Program Related:

Training on referrals to services;
From Welfare to Work: A Framework for Practice;
TANF New Worker Training Phase I;
Medicaid Aged, Blind and Disabled New Worker Training Phase II;
In-service training; or
Contract negotiation, monitoring or voucher processing training.

Any training that is not directly related to the workers job function such as Motivational Training, CPR Training and Time Management should be captured under Program Code 800 Non-Program Specific/Non-Case Specific with an Activity Code of 900 General Admin/Staff Development.

453 - Training-Program Related; Non Investigations

This activity code should be selected when the child welfare worker is attending and/or delivering training on any topic areas that are necessary for the proper and efficient administration of our title IV-E state plan. Following are some examples of allowable training:

Social work practice, such as family centered practice and social work methods including interviewing and assessment;
Child abuse and neglect issues, such as the impact of child abuse and neglect on a child, and general overviews of the issues involved in child abuse and neglect investigations, as long as the training is not related to how to conduct an investigation of child abuse and neglect;
Cultural competency related to children and families;
In-service training;
Casework Process and Case Planning in Child Welfare;
Activities designed to preserve, strengthen, and reunify the family, if the training is not related to providing treatment or services;
Communication skills required to work with children and families; or
General substance abuse, domestic violence and mental health issues related to children and families in the child welfare system as long as training is not related to providing treatment or services.

455 - Parent Recruitment/Assessment

This activity code should be selected when speaking to prospective foster and adoptive home applicants; participating in local forums or public service programs to inform the public of need and assessing the potential foster or adoptive parent through a home study. Following are some examples of allowable Parent Recruitment/Assessment activities:

Promotion of the program;
Composing and distributing promotional brochures or flyers;
Criminal background checks for prospective foster parents/kinship foster homes;
General recruitment of potential adoptive and/or foster parents (notifying by websites, newspapers, flyers, etc.); or
Home studies, preparation for site visits, travel to and from home, preparing written reports for prospective resource (foster and/or adoptive) parents when foster/adoptive child has not been identified

457 - Family Partnership Meetings/Family Engagement

This activity code should be selected when the worker is planning for, driving to/from, attending/participating, or documenting in OASIS Family Partnership Meetings (FPMs). This activity code may also be used for search activities to locate and include family members in FPMs.

503 - Quality Initiatives

This activity code includes improving the quality or availability of child care services, consumer education, and parental choice. This includes improving the monitoring of compliance with, and enforcement of applicable State and Local requirements.

NOTE: Activity Codes 900, 910, and 920 should be use only when another activity code cannot be selected. Also, as these are non-case specific activities, you must describe the activity on Comments screen of the response webpage.

900 - General Administration

This activity code is selected when the worker is engaged in an activity directed at advancing the local agency program goals. Following are some examples of General Administration:

Conduct/Participate in non-client related staff meetings;
Public information activities and outreach;
First aid, CPR, or facility security training;
General administrative training (such as copier, computers and stress management);
Reviewing payroll and leave activity;
Organizing work area;
Emergency preparedness; or
Any training that is not directly related to the worker’s job function (such as Motivational Training and Time Management Training).

910 - Initial/Non-Program Specific Intake

This activity code should be selected when a worker is serving as the initial point of contact for applicants; provides information regarding various programs and benefits; general eligibility requirements for all programs; schedules and coordinates appointments for clients to meet with benefit, employment or services staff.

920 - Processing Application/Verifying Data

This activity code should be selected when a worker is gathering information that is integral to determine eligibility for SNAP, TANF and Families and Children’s Medicaid programs. These common activities occur most frequently in the initial eligibility determination; however it is not limited to only initial determinations. Following are some examples of Processing Application/Verifying Data:

Recording client’s name, address changes and occupational information;
Verifying income, assets, addresses and birthdates; or
Attending Benefits Fraud Training.

950 - On Breaks/Personal Business

This activity code includes scheduled break time and time spent on activities of a personal nature. If your locality pays for the time it takes to consume lunch, record what the RMS Participant is doing while eating. Only select Activity Code 950 Employee on Break / Personal Business if your locality pays your workers for the time it takes to eat lunch and are not required to perform any other activity while eating (i.e. attending a meeting, providing case management, etc.).

995 - On Leave

This activity code is used for all paid scheduled and unscheduled leave. Examples of paid On Leave are: vacation, sick, holidays, military and emergency closings.

998 - Not Scheduled to Work

This activity code is used when a worker is not scheduled to work during the RMS observation time designated for sampling or the worker is at lunch (and lunch is not a break that is paid for by the locality). This also includes Flex Days and furloughs.

999 - Position Vacant/Invalid Response

This activity code is used when a position has become vacant during the quarter - unless the position is filled by another worker. When a new worker fills a vacant position during the active quarter, the Facilitator for the incumbent worker should interview the worker to identify their effort at the time of the moment and then complete the RmsPLUS response pages on their behalf. A worker should not complete the RMS Observation if he/she has been promoted or fills a different position than the sampled position identified in the Header of the response screens. Remember RMS is position driven, not person driven. If the position is vacant at the specified moment, the Facilitator should key the moment and indicate when this position became vacant and when the change was entered into Local HR Connect (formerly LETS) in the text box on the designated RmsPLUS response page.

All questions with regard to the appropriate use of the Random Moment Sampling system should be directed to the VDSS Division of Finance at DSS.RMSTeam@dss.virginia.gov.

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