MFAW Guidebook
Subpoenas and Legal Name Changes
Subpoenas
SHCN is required to respond to a subpoena for participant records and/or staff testimony but there are different processes to be followed for each situation.
- Subpoena of Participant Records: A subpoena for a record cannot be accepted by a Regional Office. The server of the subpoena should be directed to DHSS Office of General Counsel.
- Subpoena of SHCN Staff Person: The subpoena for a SHCN staff person shall only be accepted by the named staff person in the subpoena. Within the first 24 hours of being received, the SHCN staff person shall notify the RC and the RC will then notify the Bureau Chief. It is pertinent to note that the instructions in the subpoena must be followed.
Participant Legal Name Changes
- Program participants who change their name must provide written proof (legal document) of the change before the name can be officially changed in the participant record or in the SHCN Information System.
- A copy of the legal document will be obtained. A designated Regional Office staff person will update the name in the SHCN Information System and document the information (including effective date) in a progress note. A copy of the legal document must be kept in the participant’s file.
- If there are two Departmental Client Numbers (DCNs), the Central Office staff in charge of Information System changes should be notified.