Assisting Person

 

An assisting person is an individual/organization designated by the client to help with DTA requirements. A client may be helped by anyone s/he chooses, including a family member, friend, neighbor, or an agency staff member. The functions that an assisting person may help with are dependent upon the role authorized by the client. The following roles are available on the Assisting Person page.

 

 

A client may request someone to serve in the role of Helper through the Accommodation/Special Assistance Screening page. A Helper is a different role from an assisting person, although clients may authorize someone to serve in both roles.

Clients may designate the same person for more than one role or ask multiple people to serve in multiple roles. The exception to this rule is as follows:

Effective July 1, 2018 the Department of Developmental Services (DDS) adopted new standard operating procedures for clients residing in DDS state operated group homes. DDS must identify at least two staff members for the role of Authorized Rep/Agency – Certification and two more for the role of Authorized Rep/Agency – EBT Transactions. The same person may not serve in more than one role.

These procedures do not apply to clients residing in DDS vendor operated group homes.

 

 

When the Client Does Not Use a DTA Form

If a client submits a note or other document requesting to authorize an individual or agency to fulfill an assisting person role, you must accept it if the authorization:

 

Important

The client must be the one to authorize a request for any of the assisting person roles. Unless verification of guardianship or power of attorney is provided, an assisting person cannot be authorized by signing for him/herself. You must review the validity of a signature on any request for an assisting person by comparing it to signature(s) previously submitted by the client.

 

If the request does not specify a role, you must treat this request as the client’s authorization allowing DTA to speak to the person or organization named on the form. This is equivalent to treating this vague note or other document as a Voluntary Consent to Release Information or VARI-OI.

 

If the expectation is that s/he will conduct interviews, make changes, or transact EBT benefits on behalf of the client, you must inform the person or organization that the authorization does not allow for that level of involvement. You must advise the client to complete an applicable DTA Assisting Person form or write another note specifying the role the person or organization is authorized to play. 

 

Example 1: A client submits a handwritten note to DTA that states: “I give Sally Sample permission to help with my case.  This note allows DTA to speak to Sally. This role would be identified as a Release of Information role.

 

Example 2: The Greater Boston Food Bank submits a Voluntary Consent to Release Information to DTA that is signed by the client. This document names Dora Dollis/the Greater Boston Food Bank. This means that any other representative from the Greater Boston Food Bank may call DTA and reference that release and it would be valid not only for Dora Dollis but for other staff.  

 

Adding an Assisting Person Role

The Assisting Person page defaults to having the No assisting person check box selected. If there is no assisting person, click Next, this will save your data. 

To add an Assisting Person, you must:

  1. access the Assisting Person page

  2. deselect the No assisting person check box (if applicable)

  3. select the Role from the drop-down box. If the Role type is Authorized Rep/Agency - Certification or Authorized Rep/Agency – EBT Transactions, enter the agency name in the Agency field and enter the FEIN

  4. select relationship from the Relationship drop-down box. If the relationship is unrelated, go to the Unrelated drop-down box and make the appropriate selection.  If the selection is Other, type a description in the Other field below on the page

  5. click the pop-up icon next to the Name field. The Household Member/Basic Person list will display

  6. if the Assisting Person is displayed here, highlight and open the person. If the Assisting Person is not displayed, click New in the Household Member/Basic Person List page

  7. enter basic information for the assisting person in the Basic Person popup.

Note

Gender, relationship, and social security number are not captured on any DTA Assisting Person forms. As these are BEACON required fields, the information may be verbally provided by the client or the assisting person.  

 

  1. click the pop-up box next to the Address field. Enter the Assisting Person’s address

  2. click Validate and Save in the Address Detail popup

  3. click the pop-up box next to the Contact information field in the Basic Person page

  4. enter the Phone Number and Email address, if available

  5. click Save in the Basic Person Contact Information popup

  6. click Save. The name of the Assisting Person will be visible on the Household Member/Basic Person List page

  7. click the check box on the Household Member/Basic Person list

  8. click Select and the information will display on the Assisting Person page

  9. click Next. The confirmation popup box displays and asks: “Do you wish to save the changes?” Select the appropriate response and continue through the BEACON workf

 

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Request for Assistance Policy and Procedures

 

 

 Last Update:  December 17, 2018