Complete a Person Search and Usable Case Number/Usable Program Block, if applicable, prior to completing these steps. This process should be followed if the consumer does not have a Usable Case Number or is not known to KEES. Use Existing Case Manual Registration prior to using the steps below to link the e-application if the consumer has a usable case number and/or usable program block.
Select Case Info from Global Navigation and New Application from Local Navigation. The Registration Person Search page displays.
Enter all of the consumer’s known information in the search criteria (e.g. First and Last Name, SSN, DOB, Aliases). Click the Search button. The Registration Person Search Results page displays with a list of potential consumer matches.
If the appropriate consumer is found, click the radio button for the person’s name then click the Use Selected Person button.
If the appropriate consumer is not found, click the Create New Person button.
The Registration Person Detail page displays.
Add the consumer’s address if the person was not previously known to KEES (follow the bullet points below). If the consumer is known to KEES and an address exists, Skip to STEP 4. The consumer address must be added on the Contact Summary page.
Click the Add Address button. The Address Detail page displays.
Enter the appropriate Begin Date, Address Type(s) and Address. Click the Submit button. The Select Address page displays. This page normalizes the address, meaning the address has been put into a standardized format.
Click the radio button for the address to use. Click the Select button.
Click the Save and Continue button.
If the consumer is known to an existing case number the Previous Case List page displays. If the Previous Case List page does not display, proceed to STEP 6.
Since a usable case number was not found during the Person Search, click the Create New Case button.
The Case Member List page displays.
If additional applicants need registered, click the Add Person button to continue registration until all applicants have been included.
NOTE: To remove a person from the application, while on the Case Member List page select the check box for the person’s name and click the Remove button. This removes the person from the case only, not from the KEES database. The person has already been added to KEES and assigned a Client ID number.
When all applicants are registered, click the Save and Continue button.
The New Programs Detail page displays.
Using the Primary drop-down menu select a person to be the Primary Applicant for the program(s).
NOTE: Once the programs are added and the New Program Detail page is saved, the chosen Primary Applicant displays as the Case Head.
Enter the Date of Application using the <mm/dd/yyyy> format or the calendar icon.
NOTE: If the application date is 6 months old or greater the following error message will display:
Error! application – The application date cannot be more than six months prior to the current date.
A Help Desk ticket will be needed to register the application.
Using the Spoken Language drop-down menu select the language.
Select the applicable value from the Source drop-down menu.
Click the Add button for the corresponding person in the Program Information block to navigate to the Select Programs page.
NOTE: Do not click the Cancel button on the New Programs Detail page. At this point, a case has been created. Clicking the Cancel button navigates the user to the Case Summary page without adding any programs or completing the worker assignment. See Troubleshooting Registration if this occurs.
The Select Programs page is used to select the program for which the person is applying.
Select the check box for the program being applied for.
Click the Select button. The New Program Detail page displays.
Repeat this process for each person applying for benefits.
If the case requires more than one program block to be opened (for instance LTC cases where each recipient is required to have their own program block) the user can create one at this point and the Eligibility Worker will need to add another program block after initial registration. See Add New Program for more instruction on adding another program block for this scenario.
NOTE: If the wrong application date is entered during the Registration process, complete Registration and edit the application date from the Program Detail page. From the Case Summary page, click the View Details button on the Program Block. The Program Detail page displays. Click the Edit button on the Program Detail page and click the Edit button next to the Application Date. Complete the Application Detail page and click the Save and Return button until back to the Case Summary page.
After all persons applying for assistance have been added to the program, click the Save and Continue button on the New Programs Detail page.
The Selected Requested Medicaid Type page displays.
NOTE: Use the following guidance when selecting a Requested Medical Type:
If MAGI, select MAGI.
If Inmate, select Inmate.
If Long Term Care, select LTC.
If Medicare Savings Plans only is requested, select MSP.
If Qualified Disabled Working Individual only is requested, select Qualified Disabled Working Individual.
If requesting a Resource Assessment only and not applying for Medical, select Resource Assessment Only.
If Working Healthy is requested, select Working Healthy and select the Pays FICA or SECA Taxes check box if applicable.
All other requests, select Medical.
Click Save and Return.
The Pending Assignment List page displays.
Select the check box for the program needing to be assigned.
Click the radio button for Automatic Assignment or complete Manual Assignment.
The Automatically Reassign When Activated drop-down menu displays Yes.
Click the Assign button.
The Case Summary page displays.