Finding Number: 2025-003 Finding Title: Eligibility - MAXIS Program: Name of Contact Person Responsible for Corrective Action: Quinn Jaeger, Social Services Director Karen Amundson, Social Services Supervisor Corrective Action Planned: Clay County Social Services will provide targeted training addre...
Finding Number: 2025-003 Finding Title: Eligibility - MAXIS Program: Name of Contact Person Responsible for Corrective Action: Quinn Jaeger, Social Services Director Karen Amundson, Social Services Supervisor Corrective Action Planned: Clay County Social Services will provide targeted training addressing the areas identified in the 2025 audit, with particular emphasis on Social Security number documentation and the accurate verification, documentation, and entry of asset information in MAXIS. Policy updates and related documentation expectations will continue to be reviewed during monthly staff meetings. The lead eligibility worker will continue conducting random internal reviews of MAXIS cases. Review results will be discussed directly with each worker so identified errors can be corrected, expectations clarified, and individualized coaching or additional training provided. Results will also be monitored for recurring error patterns that may require broader training, procedural changes, or performance follow-up. Because the department experienced staff turnover during the audit period, training and quality control will remain ongoing. New employees will receive focused instruction on MAXIS documentation and data-entry requirements, while established staff will continue to receive refresher training and case-specific coaching. Supervisory and lead-worker review will be used to reinforce consistent expectations across the team. Clay County has also begun using Al-assisted policy guidance to help staff more quickly locate and reference relevant state and federal eligibility requirements, This resource supports policy research and staff learning but does not make eligibility determinations or replace required verification, supervisory consultation, human judgment, or employee accountability. In addition, Clay County is partnering with the State of Minnesota to pilot the Mn Benefits-to-MAXIS application process. The pilot is intended to streamline the transfer of application information into MAXIS and reduce duplicate manual data entry. Reducing unnecessary keystrokes should decrease opportunities for human data-entry errors and allow eligibility workers to focus more attention on verifying information and accurately applying program requirements. Clay County will evaluate the pilot's impact and incorporate effective practices into its internal workflow as the state rollout progresses. Anticipated Completion Date: The enhanced training, case-review, and policy-support procedures will be fully implemented by December 31, 2026. Case reviews, staff training, monitoring, coaching, and participation in the state's MnBenefits-to-MAXIS are already underway and will continue to be utilized.