DEPARTMENT OF SOCIAL Final
Integrated Services Delivery
Docking State Office Building
Room 681 - West
Topeka, Kansas 66612
Economic and Employment
Economic and Employment
Social Service Chiefs
of Changes for Kansas Economic and Employment Support Manual (KEESM)
Revision No. 15 effective July 1, 2003.
and REASON FOR CHANGE
The changes outlined
in this revision of the KEESM are being made for a variety of reasons.
The change on where an application may be filed is being made as a
result of the concept of "universal access", i.e., being
able to apply for and have benefits managed in the county where a
person does most of his/her business as opposed to being mandated
to do business with SRS through the office in the county of residence.
The changes in the ES-3151
(Statement of Medical Condition) form are being made to enhance cooperation
between EES and Vocational Rehabilitation for those consumers who
are eligible for General Assistance and may be benefitted by a referral
implements a new change reporting system, simplified reporting,
for all food stamp households except those in which all adults are
elderly or disabled. This revision also implements change reporting
for all TAF and RE recipients, and increases to $50 the amount of
change in unearned income which must be reported by change reporters.
Formerly, any change of $25 or more had to be reported. The change
in the $50 reporting threshold is mandated by Federal Food Stamp Program
regulations published in the Federal Register, April 29, 2003.
Simplified reporting, (formerly known as six-month reporting), was
originally planned to be implemented in 2001. Several reasons prevented
implementation, but the agency moved forward with the elimination
of monthly reporting for most food stamp households effective October
1, 2001. Since that time, changes have occurred in Kansas and across
the nation that make the implementation of simplified reporting viable
and necessary for Kansas. First, the Farm Bill of 2002 changed the
six-month reporting option to apply to all food stamp households not
exempt by law, instead of just to households with earned income. With
that change, the name of the option was also changed to simplified
reporting. Second, the state's error rate continues to climb while
the national average error rate continues to drop. Simplified reporting
will help reduce the number of consumer errors and have an immediate
impact on the overall error rate as described below. At this time,
some 23 states have implemented simplified reporting and more are
planning to implement. The overall affect of this will be a continued
drop in the national average error rate.
A number of combined
field and central office groups have been involved in the development
of this change. The adoption of simplified reporting was originally
based on the recommendation of the EES Rethinking Workgroup, the Policy
Development Team and the EES Chiefs. This second iteration was recommended
by the Today's Opportunities. . . .Tomorrow's Organization (TOTO)
Food Assistance Team which met from August to October of 2002 and
made recommendations on implementation of provisions from the 2002
Farm Bill. This recommendation was then approved for implementation
by the SRS Leadership Team.
is a new and innovative process for affected food stamp households
to report changes. Households are certified for
a 12 month time period with an interim report due 6 months from the
time the household is certified. Between the time of initial certification
and when the interim report is due, the household is only required
to report two types of changes; one, if its income rises above 130%
of poverty (130% of poverty is the Food Stamp Program's gross income
limit); and two, if the household contains an able-bodied adult without
dependent (ABAWD) working 20 hours a week, the household must report
if the ABAWD's work hours go below 20 hours a week averaged monthly.
(Since a very small number of households will have ABAWDs working
20 hours a week, most affected households will have only one change
they are required to report in a six month period of time.) For example,
for households whose income fluctuates and does not go above 130%
of poverty, no changes will be required to be reported and if not
reported, the benefit established at certification can remain at this
"fixed" level until the time the interim report form is
due at 6 months. At the end of the 5th month of the review period,
an interim report will be sent which gathers current information.
This information will be used to determine the benefit level for the
remainder of the review period.
There are many
benefits to the implementation of simplified reporting. For affected
food stamp households, reporting requirements are drastically reduced.
The household may report other changes to the agency, but is not required
to do so. If the household chooses to report changes they are
not required to report, the state agency must however, act on all
changes. Since the reporting requirements are reduced, simplified
reporting households will have fewer client caused overpayments that
occur and that have to be collected from current and future benefits.
For staff, simplified
reporting is far less administratively cumbersome than the current
reporting processes of monthly reporting and change reporting. This
is especially important in times of reduced staff resources across
the state. For example, most fluctuations in income of $100 or more
that are currently not being reported as required by change reporting
households will no longer be required to be reported. Thus an error
and any resulting overpayment (or underpayment) of benefits will not
occur. Overall, simplified reporting will reduce the number of overpayments
caused by client error, which will result in less overpayments being
established and collected by agency staff. In addition, processing
problems that staff currently face associated with switching from
a retrospectively budgeted monthly reporting household to a prospectively
budgeted change reporting household and vice versa, will be eliminated.
It is recognized that simplified reporting, as a new and different
policy, will initially be more cumbersome for staff. But once the
new policies are understood and assimilated by staff, simplified reporting
will result in more efficient and effective administration of the
Food Stamp Program for staff and consumers alike.
For the state, implementation of simplified reporting is necessary
to help the state achieve and maintain a lower food stamp error rate.
For the past two years, the state agency has been faced with a fiscal
sanction due to an error rate above the national average. A fiscal
sanction for FY 2002 is also projected. The preliminary error rate
of 11.2% for Federal Fiscal Year (FFY) 2002 (10-01 through 9-02) is
anticipated to result in a substantial fiscal sanction. Kansas had
the 5th highest error rate in the Nation in FFY 2002. It is imperative
that corrective action be taken that would have an immediate impact
on the state's error rate. Simplified reporting will result in that
needed immediate impact on the error rate. For example, if simplified
reporting had been in place for the sample month of November 2002,
the estimated payment error rate would have been 8.6% instead of 11.1%.
It is important
to note that although simplified reporting will make an immediate
impact on the percentage of errors that are client caused, it will
not make an impact on agency caused errors. Issuing the correct amount
of benefits to consumers at initial certification and when the interim
report is processed will become even more important when simplified
reporting is fully operational since there will be less opportunity
to review a case between initial certification, the interim report
and review. Determining the correct amount of benefits for consumers
is providing good customer service. Households
that are underpaid suffer when we do not issue the correct amount
of benefits for their household circumstances. Households may not
have enough food to feed their family. Households that are overpaid
suffer later when we determine overpayments and
collect the overpayment from future benefits or through other means
that reduces the benefits or income available for their current needs.
It is also important
to note that consumers who receive multiple benefits will have different
reporting requirements for the different programs. This could be viewed
as confusing for the consumer. However, it is believed that adequate
notification to the consumer of their reporting requirements will
alleviate this confusion. For example, for child care and food stamp
households, notification of the change reporting requirements in addition
to the simplified reporting requirements will be necessary. The consumer
who receives multiple benefits need not make a distinction about which
change reporting requirements are for which programs. That distinction
will be made by the agency in determining what action needs to be
taken on the change that is reported.
reporting is being eliminated for persons receiving Temporary Assistance
for Families (TAF) and Refugee Assistance (RE). Rather than completing
a monthly report form each month, TAF and RE recipients will be responsible
for reporting changes, such as address, household composition, unearned
income of more than $50, and earnings of more than $100, within 10
days of the change. General Assistance (GA) recipients are already
change reporters. This change consolidates reporting requirements
for cash, medical, and child care recipients as well as elderly and
disabled food assistance recipients.
This will be a positive change for clients who will be relieved of
the burden of completing and returning report forms in months when
they have no changes to report. The elimination of monthly reporting
complements local service delivery redesign by allowing clients the
choice of using e-mail or a toll free number to report changes rather
than mailing or personally delivering a report form each month. Monthly
reporting is also work intensive for staff. With its elimination,
staff will have more time to provide direct client services.
With the elimination of monthly reporting, retrospective budgeting
is also being eliminated. Cash assistance cases will all be budgeted
prospectively, using income conversion or income averaging, as appropriate,
which is the same budgeting method used by all other assistance programs.
Food stamp cases with a corresponding TAF case will no longer shift
back and forth between retrospective and prospective budgeting in
response to changes in the status of the TAF case. This change will
simplify the programs for staff and reduce agency errors.
On February 1, 2003, the income eligibility threshold for child care
subsidy was changed to 150% of the federal poverty level. This was
done to assist in addressing the state fiscal year 2003 shortfall.
As a result of legislative action, effective July 1, 2003, state fiscal
year 2004, the child care subsidy is being restored to 185% of the
federal poverty level.
Medical Assistance: The legislature restored, effective 7-1-03,
the protected income limit of $716 for HCBS programs. This figure
had been reduced effective 2-1-03 as part of the allotment reductions
used to balance the states fiscal 2003 budget.
Adult Protective Services: Revisions to Adult Protective Services
reflect the statutory changes of H.B. 2254 as well as other changes
including: 1) a new section incorporating information regarding law
enforcement officers who now have the duty to receive and investigate
reports of abuse, neglect, exploitation or fiduciary abuse; 2) instructions
under which joint investigations between SRS and law enforcement will
occur; 3) coordination of investigations by county or district attorney
if a dispute develops between SRS and law enforcement; 4) cooperation
between agencies; 5) expansion of mandatory reporters; 6) additional
wording in the definitions of adult caretaker and neglect; 7) expansion
of the definition of Notification to Reporter; 8) inclusion of information
related to HIPAA; and 9) inclusion of clarification of several items
in sections described below at the request of APS staff for ease in
implementation of policies.
I. ALL PROGRAMS
Access - Effective with this revision, applicants will be
able to chose which office they wish to work with for EES related
programs. As announced by the Governor of Kansas in late 2002,
up to 23 county offices will be closing in the near future with
the potential of additional closings in the next 2 years. As offices
close, the work will be channeled to surrounding Service Centers
(offices) within the SRS Management Areas. Unfortunately this
will result in some consumers having to do business through offices
that are no longer convenient for them.
Access, consumers may chose to work with an alternate office for
a variety of valid reasons which would include:
or if applying for a family member who lives in another Area.
(E.G., a customer who lives in Johnson County applies in Overland
Park for Nursing Facility coverage for a parent who lives in
services are available in the Area chosen and not in the Area
where the customer lives. (E.G., a FS consumer in Jackson County
may chose to receive benefits through Nemaha County because
Jackson County does not have FS Employment & Training services
center of business is in another county (E.G., lives in Kingman
County but works in Sedgwick County.)
MAY NOT chose an alternate county for invalid reasons, which would
for better services or a different worker.
negative consequences such as a work penalty or fraud prosecution.
- Court jurisdiction
does not allow the case to be handled at that service center.
A new subsection
1411.5 is being added as a
result of this change. In addition, changes are being made in
sections 10036, 10240
and 10270 to support this change.
II. ADULT PROTECTIVE
- Legal Base
- The passage of HB 2254 redefines the legal base for APS investigations.
- Joint investigations
- With law enforcement are allowed. It is recommended that SRS and
local law enforcement agencies execute a Memorandum of Understanding
describing when joint investigations will be used. Copies of the
law enforcement investigation are required to be forwarded to SRS.
When SRS is unable to to interview the alleged perpetrator, SRS
is allowed to use the law enforcement report to make a finding.
In situations where a joint investigation is used, the ES-1019,
Report to Law Enforcement from Adult Protective Services Regarding
Alleged Criminal Activity is mandated. If a dispute develops between
the law enforcement agency and SRS, the county or district attorney
is required to take charge of the investigation and coordinate between
the agencies. In addition, if APS believes a crime has occurred,
law enforcement must be notified. The following sections are being
modified to reflect these changes: 12110;
12330; and 12340.
As a result of the new sections 12330
and 12340 , the existing sections
12330, 12340 and 12350 are being renumbered as 12350,
12360 and 12370.
- HIPAA Issues
- Several sections are being modified to reflect changes in procedures
that are resulting from HIPAA Privacy requirements. Information
regarding federal regulations for HIPAA and regulatory cites are
being included in this revision. Copies of these regulations were
sent to APS supervisors to distributed with all APS staff. The Notice
of Privacy Practice (NOPP) is being referenced as well. (See additional
information on the NOPP in the Medical Assistance section below.)
A copy of the NOPP is required to be left with the involved adult
each time the ES-1003 is signed. Sections 12123
and 12311 are being modified
and a new section 12124 is being
added to reflect these changes.
Reporters -H.B. 2254 expanded and revised the list of mandated
reporters and definitions. These include: adult, caretaker, financial
institution and governmental assistance provider. In addition, if
the caretaker or legal representative refuses to allow protective
services to be involved with an adult who consents to such services
and legal representation, an injunction may be obtained. Mandatory
reporters who knowingly fail to report are subject to a Class B
misdemeanor and mandatory reporters can be confirmed as having failed
to report and their names placed on the register for failure to
report. Section 12150 is being
modified to reflect these changes.
Action - Instructions are being included that "corrective
action measures" will be taken upon completion of the investigation
or sooner, if such measures do not jeopardize the investigation.
In addition, the criteria to determine a corrective action plan
is being amended to exclude fiduciary abuse. These changes are reflected
in sections 12140 and 12441.
Minor Perpetrators - New procedures are being added to section
12313 regarding interviewing
alleged perpetrators under who are minors. The parent/guardian-conservator
must sign written permission for the interview and may request to
be present for the interview.
Time - Since the SRS Report Center has been discontinued and
those reports are received by an answering service, the response
time does not begin until the caller has been called back and all
information needed to begin the investigation has been received
from the reporter. Section 12220
is being changed to reflect this change.
- Investigation Reports/Data Base - Effective July 1, the
current ES-1004, Adult Abuse, Neglect or Exploitation Investigation
Report, is being abolished. The information formerly gathered on
the ES-1004 is being revised and APS social workers shall complete
and input all data into the APS Data Base. APS social workers will
no longer have to submit paper reports to Central Office. Section
12420(1) and 12430
are being changed to reflect these changes. In addition, section
12512 is being revised to delete
the requirement to send an amended ES-1004 to Central Office if
the confirmation is reversed. Wording discrepancies between sections
12430 and 12512
are being corrected.
- Clarifications are being made regarding the use of the ES-1008,
Notice of Agency Decision. The ES-1008 cannot be sent to the alleged
perpetrator if he/she was not interviewed. In addition, said report
shall be sent within five (5) working days. Previously, this was
a three working day requirement. Also, the alleged perpetrator must
receive a copy of this report when interviewed. In addition, the
SRS fraud investigator or central office Chief of Investigations
should be notified if APS staff cannot obtain information required
for the placement of names on the registry. Sections
12420 (2), 12420
(3) and 12430 support these changes.
- Clarification is being added that the ES-1016, Memo Notification
to Facility Regarding APS Finding, must be sent to the Chief Executive
Officer where the abuse, neglect or exploitation occurred. Section
12420 is being changed to reflect
July 1, 2003, the income eligibility threshold for child care
subsidy is being changed from 150% to 185% of the federal poverty
level. Households with income above 185% of FPL will not qualify
for child care subsidy.
manual sections are being revised to reflect this change - 2835,
Appendix #78 Definition
of Common Terms, and Appendix #48
Family Income and Share Schedule for Child Care Services.
IV. FOOD STAMPS
AND CASH ASSISTANCE
Budgeting Requirements - To implement change reporting
and prospective budgeting for all cash assistance cases, Section
7000 of the KEESM is being
reformatted and rewritten where appropriate to remove all
references to monthly reporting and to retrospective budgeting.
Section 7100 - Budgeting
of Income - is being modified to remove all references
to monthly reporting and retrospective budgeting and now
reflects that a prospective (income estimate or conversion)
or income average method of budgeting shall be used in
determining eligibility and amount of benefits/family
share for all programs, including food stamp cases subject
to simplified reporting.
7200 - Deductions From
Income - is being modified to remove all references
to retrospective budgeting. All expenses, such as child
care and medical, will be budgeted prospectively.
7400 - Standards for
Budgetary Requirements - is being modified to state
that proration is not applicable when persons are reinstated
when an interim report is provided in the month following
the effective date of closure. Reference to proration
when persons are reinstated after providing a monthly
report form are being removed.
changes are being made to this section other than renumbering
and cross references.
Requirements - To implement Simplified Reporting for Food
Stamps and Change Reporting for all cash assistance cases,
Section 9000 of the KEESM
is being totally reformatted and rewritten where appropriate.
The title of Section 9000
is now REPORTING CHANGES, TRANSFER OF ASSISTANCE AND REVIEWS.
Section 9100 describes households
responsibility to report changes, 9200
describes transfer of assistance and 9300
9100 - Household Responsibility
to Report Changes - is being modified to remove all
references to monthly reporting, as follows:
9121 - formerly
contained the policies for households subject to monthly
reporting. This section has been modified to reflect
that cash, child care, medical (excluding Family Medical),
and food stamp cases in which all adults are elderly
or disabled must report changes within 10 days of
the date the change becomes known to the household.
The agency must then act upon the change within 10
days of report. A new chart is being included in this
section to define when changes "become known
to the household". For example, for a new source
of income, the change becomes known to the household
upon receipt of the first pay check, and must be reported
to the agency within 10 days.
The chart on Change Reporting Requirements which is
included in Section 9121
is being modified to reflect that changes to unearned
income must be reported by change reporters when the
amount increases or decreases by more than $50. Formerly,
any change of more than $25 had to be reported.
Other than renumbering and correcting cross references,
no other changes are included in this subsection of
9122 - which
formerly contained policies regarding change reporting
(moved to 9121),
now contains all new policies for simplified
reporting. Simplified reporting applies to all food
stamp households except those required to change report
as stated in the paragraph above. These households
have only two reporting requirements for purposes
of the Food Stamp Program between the date of certification
and the completion of the interim report form (or
next review). First, they must report changes in the
amount of gross monthly income (earned and unearned)
that result in the household's gross monthly income
exceeding 130% of the monthly poverty guideline for
their household size. As previously stated, 130% of
poverty is the Food Stamp Program's gross income limit.
Second, for households containing ABAWDs meeting the
20 hour week work requirement of 2520
(1), the household must report any changes in work
hours that bring the ABAWD individual below 20 hours
per week averaged monthly. These policies are contained
in section 9122.1.
Eligibility and benefit amount for simplified reporting
households will be determined using the prospective
budgeting methodologies that are currently described
in 7110. See 9122.3.
One of the requirements for adopting simplified
reporting is that households must be certified for
a minimum of 6 months. Those certified for longer
than 6 months, which will be the great majority,
will be required to also complete and submit an
interim report 6 months from the time the household
is certified. Eligibility and benefits for the remainder
of the review period will be based on information
reported on the interim report. Failure to return
the interim report will result in food stamp case
closure. These policies are explained in 9122.2.
Certain households, specifically migrant and seasonal
farm workers and homeless households, cannot be
required to submit an interim report, thus they
cannot be certified for longer than 6 months. These
households will still be considered subject to simplified
reporting. These policies are explained in 9122.4.
To determine the 130% monthly poverty income guideline,
staff will consider all persons in the household
including persons coded DI, and DF . For example
a household consists of mom (DF), dad (IN), and
three children who are all coded IN. The household
will be told their 130% limit is $2,295, the gross
income limit for a family of 5. All
households must be informed of their reporting requirements
and the appropriate 130% income reporting threshold.
Special KAECSES notices have been developed for
this purpose. In addition, once the limit is determined
for the household, it will remain the same, even
if the household size changes, until the time the
interim report or next review is processed, whichever
comes first. These policies are outlined in 9122.5.
As previously stated, households certified for longer
than 6 months will be required to complete and submit
an interim report 6 months from the time the household
is certified as a simplified reporter. The interim
report will gather information necessary to determine
continued eligibility for the remainder of the review
period. The interim report is mailed on the 20th
day of the 5th month of the review period. The household
must complete and return the form by the 5th day
of the following month. The mailing of the interim
report (KAECSES notice X843) is automated based
on the IR due date on FSAD. If the form is not registered
on RERE by the appropriate deadline, the food stamp
case is automatically closed and a closure notice
sent. System details about the implementation of
this policy change will be provided at a later date.
contains all policies and procedures related to
the interim report including processing the interim
report, verification required at the time the report
is processed, action required if verification is
not received, termination of benefits if the interim
report is not received, and reinstatement of assistance
if the form is received after case closure. These
policies are based on policies used for processing
the monthly report form.
The next section, 9122.7,
describes the procedures for processing changes
not required to be reported. These are changes reported
by the household, or learned of by agency staff,
outside of the interim reporting process. Appropriate
action shall be taken on all such changes. Timely
and adequate notice of action is required.
provides the procedures for acting on reported changes
that are required to be reported. Basically if a
household reports that their income has exceeded
130% of poverty for the household size, the agency
must determine if continued eligibility for benefits
exists. If not, the food stamp case is closed. However,
because the gross income limit does not apply to
special and categorically eligible households, special
provisions apply to those type of households. These
provisions are described in this section. For the
few households who will also contain an ABAWD working
20 hours a week and who report a reduction in these
hours to less than 20 hours a week averaged monthly,
procedures require determining first if the person
has become exempt from the ABAWD provisions or if
they have good cause for the reduction in work hours.
If not, and they have not received three months
of benefits as an ABAWD, assistance will continue
until the three month time limit is reached. If
the person has already received their three ABAWD
months, then action should be taken to remove the
person from the case.
The remainder of the changes to section 9100
are renumbering existing material and correcting
cross references and a few minor technical corrections.
9200 - Transfer of Assistance
Section 9200 contains the policies for transfer of assistance.
No changes have been made to this section other than
renumbering and changing of cross references and changing
references to the IM-3161 form to the ES-3161 form.
9300 - Reviews
Section 9300 contains policies for reviews. The section
has been renumbered and cross references changed. In
9372, item (1) is being
modified to clarify that 3 month review periods can
only be used for change reporting households. Item (2)
is being modified to provide that in addition to households
containing an ABAWD, simplified reporting households
consisting of migrant and seasonal farm workers and
homeless households are to be certified for 6 months.
Item (4) has been modified to provide current system
information about the SSI mid-review contact. More details
about the process that were previously provided to staff
in memo form are now being included in the manual. In
9373, references to
family medical policies have been removed from the manual,
as all family medical policies are now contained in
Family Medical Assistance Manual (KFMAM).
Changes - Many sections in the KEESM referenced sections
in 7000 and 9000.
These references have been identified and are being changed
as needed. They are not being individually identified for
purposes of the Summary of Change, but they can be seen on
the accompanying manual pages. Sections incorporating additional
substantive changes are noted below.
1212.5 - Responsibility
to Report Changes is being modified to include simplified
reporting and remove monthly reporting.
1412.3 - Agency's Responsibilities
for the Interview, item (7) is being modified to remove
monthly reporting and include simplified reporting as
reporting responsibilities which require an oral and written
explanation at the time of the interview.
1423 - Reinstatement
of Assistance, item (1) is being modified to include
completion of an interim report form for food stamp simplified
reporters as a reason for reinstatement of assistance
in the month following the month of closure or suspension.
In addition, failure to return a complete monthly report
form has been removed as a reason for reinstatement.
1432 - Adequate Notice
Only, item (10) is being modified to provide that
adequate notice only is required for changes resulting
from information reported on the interim report form.
1612 - Continuation of
Benefits is being modified to indicate that households
subject to simplified reporting who fail to submit a complete
interim report form are not entitled to continued benefits
pending the outcome of a fair hearing when the reason
for the fair hearing is to contest the imposed reporting
requirement. Reference to failure to submit a monthly
report form has been removed from this section.
2513 - Households Not
to be Considered Categorically Eligible has been removed
and marked "Reserved" due to the elimination
of monthly reporting.
2520 - Able-Bodied Adults
Without Dependents (ABAWD) has been modified to include
a cross reference to 9122.8
which describes the reporting requirement for ABAWDs working
20 hours a week.
2552 - Treatment of Income
and Resources and Special Procedures is being modified
to remove references to changing food stamp cases whose
TAF cases do not reopen within a month following closure
for a penalty to non-monthly reporting status. This is
a moot issue with the implementation of change reporting
2560 - Special Provisions
for Food Stamp Programs When There Is a TAF Failure to
Cooperate with CSE is being modified to eliminate
references to changing cases to non-monthly reporting
status as this is a moot issue with the implementation
of change reporting for TAF.
6220 - Types of Countable
Unearned Income, Item (4) is being revised to eliminate
reference to budgeting assigned child support for monthly
reporting households. Item (9) regarding gambling winnings
is being modified to remove reference to gambling payoffs
for monthly reporting households.
7110 is being modified to remove references changing food stamp cases whose TAF do not reopen within a month following closure for penalty non-monthly reporting status. This is moot issue with the implementation of change TAF.>7110
- Prospective Budgeting for Cash and Food Stamp Change
Reporters, Food Stamp Simplified Reporters and for Medical
Assistance and Child Care, has been modified to state
that the prospective budgeting methodology is to be used
to determine eligibility and amount of benefits for households
subject to simplified reporting.
11124 - Computing the
Overpayment is being revised to include instructions
for computing overpayments for cases subject to simplified
reporting. Instructions for computing overpayments that
occurred when a household was subject to monthly reporting/
retrospective have been retained.
July 1, 2003, the ES-3151,
Statement of Disability, is being revised. This revision is
being made to better gather information regarding that person's
medical condition and help to determine if a Vocational Rehabilitation
(VR) referral would be justified.
revision removes all disability terminology from the form
and adds a series of questions intended to elicit more detailed
information. In keeping with the removal of disability terminology
from the form, the form is also being retitled "Statement
of Medical Condition". The policies in section 2313
have not been changed (other than the renaming of the form)
and this form will still be mandatory for determining GA eligibility.
of Privacy Practice - The security requirements of the
Health Insurance Portability and Accountability Act (HIPAA)
went into effect April 14, 2003. Beginning on that date,
all persons determined eligible for a healthcare benefit
program are to be sent a Notice of Privacy Practice (NOPP)
to provide an outline of the agency's use of protected health
information. The notice was developed in a standardized
format as specified by the Act.
HIPAA requires the agency to provide each household
participating in a healthcare coverage program on the
above date a copy of the NOPP. The medical fiscal agent,
EDS, produced and mailed all initial notices to participating
consumers. All households newly approved for health benefit
coverage must also receive a copy of the NOPP. This can
generally be accomplished by including a copy of the NOPP
with the initial medical ID card. A notice must also be
sent to all households when a medical card is not sent
(such as an unmet spenddown case). A NOPP must also be
sent to the household when a new member is added to the
assistance plan. Households with a break in healthcare
coverage of a year of more must be sent a NOPP regardless
of whether one has been sent in the past.
A copy of the NOPP is available at the following SRS
Internet address: http://www.srskansas.org/hipaa_nop.html.
A new section, KEESM 2930,
is being added to support this new requirement. Additional
SRS policy material is found in the HIPAA Policy as published
HCBS and PACE Monthly Income Standard -The monthly
income standard for participants in these programs is
increasing from $645.00 to $716.00. This change is effective
for benefit months beginning 07-03. For the benefit months
02-03 through 06-03, a standard of $645 applies. A standard
of $716.00 is applicable for benefit months prior to 02-03.
This change is based on action taken by the 2003 Kansas
Legislature and is included in the SRS budget.
KEESM 8260 is being
revised to reflect this change. Appendix Item #55
- Medicaid and HealthWave Standards is also being revised
to reflect this change as well as a change in the HealthWave
premium amounts (see the KFMAM).
A separate implementation memo will be issued.
Services Specific to TAF Work Program Participation - A new
support service, Work Transition Allowance, is being added in
3411.2 (4). This payment, funded
from the TAF Employment Service Allocation, is available on a
case-by-case basis in situations where the budgeting of earned
income creates a hardship for the family.
(Not previously identified)
An Important Reminder From SRS! and the IM-3105.4,
Acknowledgment of Reporting Responsibilities are being
revised due to the elimination of monthly reporting. Both forms
have also been renumbered as an ES form. Please note that these
forms are only to be used for change reporting households. They
are not to be used for simplified reporting food stamp households.
following forms to support monthly reporting are being obsoleted:
ES-3114 - Monthly Report Form (mailed version), ES-3114.1
- Monthly Report Form (field version) and IM-3114.2 -
Instructions for Completion of the Monthly Report Form.
Computation of Food Stamp Benefit (10-98) is being revised
and renumbered to an ES form.
Change Report Form, is being revised effective 7/1/03
due to the reporting changes described in this manual revision.
FORMS SECTION (Not Previously Identified)
(Not previously identified)
of monthly reporting and retrospective budgeting and the implementation
of simplified reporting is effective August 1, 2003. Training and
detailed implementation instructions for these changes will be provided
prior to implementation. Revised forms, new notices and other implementation
materials are in development and will be provided prior to implementation.
The other changes
in this revision are effective July 1, 2003 for all applications and
reviews received or processed after that date.
BY THIS REVISION
EFFECT ON LOCAL
Universal Access will have an impact on all parts of EES. Staff will
need to be cognizant of the fact that they will be receiving applications
from outside their respective counties and these applications will
will be required on the simplified reporting requirements. That training
is being prepared by central office and is currently scheduled for
delivery in the latter part of July and first week of August, 2003.
The changes in
General Assistance require only that the existing supplies of the
ES-3151 be destroyed and the new form to be used for all applications
to be processed on or after July 1.
The material in
this letter and manual revision have been coordinated with staff in
the Economic and Employment Support Section, Child Support Enforcement,
Health Care Policy - Medical Policy, Rehabilitation Services, the
EES Chiefs, the Policy Development Team, the Implementation Planning
Team, EES Program Training Unit, the EES Rethinking Workgroup, the
Today's Opportunities. . . Tomorrow's Organization (TOTO) Food Assistance
Team and other EES field staff. Changes were also coordinated
with the Kansas Department on Aging.
Economic and Employment Support