The Dispatch was published on the following dates in July 2015:
07/30/2015
Staff can now trigger a request for Medicare Data for consumers in “Pending” status. Changes to the Medicare Expense Detail page will send a request. The user can add a “Free” part A to trigger the request.
E&D programs only use a run reason for Reviews (RE) and resetting a Community Spouse Resource Allowance (CSRA) done in an incorrect month (CSRA Reassessment). “No Touch” or “CE Reset” reasons should never be used for Elderly and Disabled Medicare Programs. A Spenddown Run Reason is not needed and should only be used in the first month of a base. If a Spenddown Run Reason is used, it resets the base from that month and if used in multiple months causes overlapping SD base periods. Please do not use the Spenddown Run Reason, it is not necessary.
PPS supervisors will receive the weekly ‘Add Baby” Task Report and distribute to eligibility specialists for processing.
To access the task in KEES:
After claiming the task:
If a KDHE or PPS medical case has not been opened for the baby follow the steps below:
Staff were previously notified of a problem with processing reviews on cases when an RE Run Reasons was not available. This was happening on reviews that were initiated out of KAECSES. . . meaning reviews that expired 07-31-15 or earlier. A fix has been implemented and these cases can now be processed. This does not involve reviews that expire 08-31-15 that were part of the recent Review Batch.
Policy sent out the instructions for processing above reviews to the DCF field and Clearinghouse earlier this afternoon. Please be looking for the report and instructions to come from your supervisor.
The KEES Help Desk Help Desk hours is changing to standard business hours on Monday, August 3rd.
KEES Help Desk Help Desk
1-844-723-5337 (option 2)
8:00 am – 5:00 PM
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
The MMIS Daily batch is run Monday through Friday. If staff work on the weekend the eligibility and updates is sent to the MMIS on the Monday night MMIS batch file. The updated information is viewable in the MMIS Tuesday.
The MMIS Medical Alerts batch is producing an “Add Baby” task. The batch is designed to create tasks for PPS and the CH. The batch is creating these tasks with some defects. Some of the issues we are seeing are: duplicate tasks for the same case, creating a task when a child is already active, creating a task for a baby, task being created with a DCF location but no queue, creating two tasks for the same child (one intended for PPS but the PPS program block is inactive and one for the Eligibility queue when there truly is an active CH program block). A defect has been created and the batch team is aware of the issues and is working with Accenture to remediate the concerns.
PPS will receive additional instructions on how to process the “Add Baby” tasks.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
If a SOBRA mom has an unmet spenddown a Customer Options record needs to be created to prevent the newborn from being Deemed T19 Newborn.
An error in the telephone number has been found in a fragment used on NOAs for unmet spenddowns. Please review the NOA to identify if an incorrect phone number is referenced and use the following phrase in the Append box of the NOA:
“The correct phone number to call to get the most current information on your spenddown is 1-800-766-9012.”
The KEES Standard Text for Copy and Paste spreadsheet is updated in the near future.
Address Detail under the Non-Financial/Contact page should be updated to show the parental home when a PPS child's case is Discontinued. If this is not done the Discontinuance Notice is sent to the contractor.
Information entered on the data collection pages is individual specific. The data carries with the individual from case to case. Changing the information on these pages can have downstream impact for the individual. Change only the information necessary for the specific case being processed, such as address. Example: children on family medical programs will already have SSN, Citizenship and Identity verified. PPS does not need to make any changes to these pages as this is more information than required for PPS. If the information is changed, it is not available when the child returns home and needs family medical.
Users have noted that when they discontinue a FC case by end-dating the Other Program Assistance page, the Aid Code on the EDBC summary page changes from Foster Care (FCM) to Aged Out Foster Care (AGO). This is incorrect.
When a FC case for a youth 18 years or older is discontinued, KEES will look to see if they are eligible for Aged Out Medical. The system looks to see if the youth had an Other Program Assistance (OPA) type of Foster Care during he month in which they turned 18. KEES does not consider if the required application was submitted.
To discontinue a youth 18 or over for foster care, the user must first end-date the OPA page AND take Negative Action on the case using the reason ‘Voluntary Withdrawal’. This will ensure the foster care medical program is closed. The Clearinghouse will process the case for Aged Out Foster Care if the youth submits the required application.
KEES Users who update in KEES must have a Worker ID. There are those (Inquiry staff) who do not update KEES and will not have a Worker ID. If a New User needs a Worker ID, the Submitter will put that Worker ID in the Worker ID field of the OIM New User request. If the Worker is not included in the OIM New User Request- the request is returned for additional information to the Submitter. The KEES Security Administrator will assign that Worker ID when the User ID is created in KEES. Any changes to the Worker ID after the initial KEES Worker ID assignment is done by the Supervisor.
Supervisors should review their staff’s Worker ID assignment to verify that all KEES Users with update capability have a Worker ID assigned. Please review the Worker ID Management section in the KEES User Manual for instructions on searching for staff and updating user information.
HCBS to Institutional Care instructions in the User Manual are not complete. If your end date on the HCBS record is the same as the day of entrance to the facility then you needs to fix this by completing steps 1-22 then the following:
The key to the LTC data when overriding a budget is to not have any overlapping dates in the LTC Detail section. In the screenshot below KEES automatically end dated the HCBS record to 6/23/15. Since the day of entrance to the facility was 6/23, the HCBS end date (red underline) is not correct & needs to be changed to 6/22 to prevent the overlapping dates.
When records are sent from KEES to SSA, and SSA sends info back for KEES clients that info is added to EATSS. However, there is an issue with all KEES clients put into EATSS – the record is showing an error. The top of the EATSS screen shows PF1O-error. When you PF1O, the error code is 500. We are aware and working with SSA to get this resolved.
If a user has added a person in error, create a household status of “added in error”. Then hide the person that was added in error.
Do not save and continue an EDBC if the EDBC displays to be incorrect. There is a video demonstration on How to Read an EDBC Result on the KEES Repository. Please have staff take a few minutes to review the video demonstration. If you do not get the EDBC result you are expecting, cancel the EDBC and call the Help Desk for assistance.
DCF is going to start seeing MIPAA e-applications. Please refer to the User Manual and/or the demonstration/information found on the KEES Repository (KEES Live Meeting Webinar 06/16/2015) for Data Acceptance Instructions.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
Check the cases you have been awaiting Medicare Data. The old problem tickets should now have data. The more recent tickets may need to wait a few more days.
The current BPM report staff are using to work and see tasks in KEES does not include a column for due date. As a result, it is difficult for staff to triage and work future tasks assigned to the Alert queue since this report pulls in any task that has been created in KEES regardless if it has a future due date.
Project staff are working to get due date added as a column to the BPM report so that Purple and Orange-Purple teams can efficiently triage their work using this report. Until this column is added, all future tasks assigned to the Alert queue needs to be pulled and worked from the Task Inventory page in KEES. See Searching for a Future Task in the KEES User Manual for additional guidance.
WA374 - ELIGIBILITY STAFF WORKING TASKS FROM THE BUSINESS PROCESS MANAGEMENT REPORT has been updated.
(3/25/2016 removed from repository as retired)
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
Some users have been unable to save a Real Property Detail due to an error showing there is no verification code. This is scheduled to be fixed in the early August build. Users is notified when this issue has been resolved. Anyone with a Help Desk Incident awaiting this fix is notified individually.
The barcode necessary to scan in an incoming Pre-Populated review form is only appearing on the first page of the document. The consumer doesn’t need to return the first page of the form. The workaround for this is to go to Distributed Documents to print off the first page and scan the barcode from that page.
The MMIS Monthly Batch File was successfully processed last night into the MMIS.
This provides information regarding coverage status for reviews that have NOT been processed:
For the month of July, 2015, the Review Discontinuance batch did not automatically end coverage effective July 31, 2015. Therefore, coverage did not discontinue unless the eligibility worker took manual action to end coverage. Otherwise, coverage continues for the month of August, 2015. You can tell the status of August coverage by looking in the MMIS or by the presence of a high-dated EDBC.
Beginning with the month of August, 2015 the Review Discontinuance batch is executed, meaning coverage will automatically be terminated for cases that do not have a review registered. This is for Pre-Populated and Targeted reviews (except Working Healthy 6 month reviews). Coverage will terminate August 31. This occurs on the 14th day prior to the end of the month. This will occur for cases where the Document Status on the Review and IR Reporting List page is “Sent”. The reason is ‘Failure to Return Review’. A notice of action will also be sent.
For cases that have a review registered, but not processed, the program members is discontinued but a NOA is not sent. This should only be applicable to Pre-Populated and Targeted reviews, except Working Healthy 6 month reviews. The worker should review any system generated notices. If the notice is incorrect then the worker should follow the appropriate guidelines.
In KEES, this will occur when the Document Status on the Review and IR Reporting page is ‘Received’ and the Report Status on the Review and IR Reporting List page is NOT one of the following: ‘Complete- EDBC Accepted’, ‘Not Applicable’ or ‘Passive’. KEES will use a Negative Action Reason of ‘Failure to Process Review’.
The spreadsheet has been updated with additional templates at the request of staff. New updates include PE Discontinuance, and Verification fragments for OSWs. The updated spreadsheet is on the KEES Repository soon.
Currently KEES is incorrectly denying coverage for Continuous Eligible (CE) CHIP children due to ‘Past Due Premiums’. Per Policy, Past Due Premium penalties are to be applied only at the time of application and review. A workaround is needed if a user needs to update CHIP eligibility for a child during their CE period and there is a Past Due Premium. The workaround is below and is posted to the KEES Repository soon.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
Using F5 to refresh the browser may be the cause of a blank form generating. If you receive the “0” error generating a form, please use the following steps:
Once the form is generated, even if the confirmation screen is blank, close the browser window and navigate to the Distributed Documents page. This may be the reason multiple copies of the same document are displaying in the Distributed Documents.
If there is no worker id assigned to the program block, staff will not be able to view the notice in distributed documents. The notice is being produced and sent. Before creating notices, staff should make sure a Worker ID has been assigned to the program block.
We have identified an issue with some reviews not having a RE run reason. We are working on a data fix to correct this issue that should be in place shortly. When processing a review if you do not have the RE run reason please put the case to the side until the data fix is in place. We will notify you when the data fix is in place and you can complete the review.
KEES available hours for Friday July 24th is 7:00 am to 8:00 PM. In order to allow an additional hour for batch processing, the KEES system will become available one hour later than usual.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
The come up month becomes available 10 days before the last day of the month. This is consistent with the 10 Day Timely Notice. If the user wants to implement a positive change for August no Timely Notice Exception is needed.
If processing a Negative Change the user should make the change for September. Since September is the come up month, if the user makes a change for August eligibility, then September EDBC also needs run to high date the eligibility.
When a worker receives a zero error, process through the following steps to resolve the issue.
When DCF scans a document for the Clearinghouse and determines a task was not created, DCF needs to create the task manually. To create the task, use the Manual Task creation function and the values below.
Additional communication guidance when the CH requests DCF update the LTC Data Detail page.
Starting immediately, the CH starts adding the Email of the worker processing the family medical case to the task details that is sent to DCF. When DCF is finished updating the LTC Data Detail page they will Email the worker back letting them know the LTC Data Detail page has been updated.
If the task was created prior to this instruction OR there is no Email address in the task details, DCF will Email the CH Supervisor’s Email.
To send the Email:
If you have received other instructions, please disregard and follow the process above.
**NOTE: The CH Supervisor Email address is only to be used for the LTC Detail page issue. This is not an Email to be used for general communication with the Clearinghouse.
On 7/22/2015 approximately 1400 consumers were sent a Reporting Newborns Reminder.
Please do not use all 0s or erroneous SSN information for consumers. If no SSN is available, leave the SSN field blank. There are task batches that will erroneously match these SSNs to existing consumers in KEES.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
Please do not use form V115-General Notice of Approval. Per Policy Memo 2015-06-05 issued on June 30, 2015, Section 14.F.a. states: The V115 Form was designed to be used when an approval letter was needed and a NOA was not generated. This form contains a defect and cannot be used at this time. All approvals where a NOA is not available must use the V008 template and appropriate information from the Standardized Text Spreadsheet.
August eligibility will not display in MMIS until after the August monthly MMIS file runs. This is scheduled for July 23.
Any person known to KAECSES or FACTS at conversion is in KEES. If a spouse was coded OUT in KAECSES and does not display on the Case Summary, the person is still known to KEES. You should find the spouse using a person search. You should not need to create a new person in KEES. This applies to all cases, but especially for Spousal Impoverishment.
A special process is used for QMB coverage whe n the effective date of QMB coverage is not the month following the month of process. The instructions for the QMB Start Date Exception process were incorrect in the User Manual and have been updated in the User Manual. If you have processed a QMB Only start date exception since KEES Go-Live, this program may need to be looked at to confirm the EDBC is correct. QMB start date exceptions for consumers that had other program coverage should be OK.
The MMIS Medical Alerts Batch is producing an ‘Add Baby’ task. The batch is designed to create tasks for PPS and the CH. The batch is creating these tasks with some defects. Some of the issues we are seeing are:
EES is receiving these tasks based on their instructions in WA373, we have added a step in their instructions for accessing the BPM report to de-select this task since EES is not the intended recipient of these tasks.
We are still trying to determine the next steps for what to do with the tasks intended for PPS.
The Review Batch in KEES processed over the weekend. This impacted reviews expiring 08-31-15. Passive, Super-Passive, Pre-Populated and Targeted review forms and NOA’s were generated and were mailed out on 7-21-2015.
Medical review closure notices were incorrectly sent from KAECSES last week. Notices were sent to all cases with a review expiring July 31 that did not have a review registered. These were not supposed to be sent, as medical reviews are not part of KEES. A fix is put in place to prevent production of medical notices out of KAECSES in the future. Statewide, there were about 5500 letters sent.
If consumers call with questions about the letters, staff should inquire regarding the current status and inform the customer of the correct action accordingly.
A mass notice regarding the problem is not planned at this time. See the item below regarding the review discontinuance batch in KEES for the month of July. If a manual discontinuance action is not taken by the worker, coverage will continue to be in place for the month of August. Discontinuing these cases for July, 2015 is not a high priority action at this time. Staff should continue to focus on clean up processes in preparation for monthly medical paytape on Thursday, July 23, 2015.
Partners such as the MCOs, KDADS and HP have been notified about the problem and have been provided the following script as a guideline for responding.
Suggested Scripts
Caller: I received a letter saying that my case was going to be closed for failing to return review. What does this mean?
[They may also indicate that the received a notice that their review had been complete or that we needed more information. They may ask which one they need to pay attention to.]
Responder: The State has implemented a new computer system, and there were a number of letters that were generated in error. Does your letter specifically say that your MEDICAL case is being closed?
Caller: Yes.
Responder: Does the letter have a logo from the Kansas Department of Health and Environment on it? (Note: the envelope these letters were sent in do have a logo, but not a KDHE logo and not on the letter itself.)
Caller: No.
Responder: Then that is one of the letters that was sent in error. You may disregard it. If you receive any similar letters for any other programs such as Food Assistance, that is not a letter that was sent in error and you will need to follow the instructions provided in that letter. Also, you may receive another letter regarding your medical program. It may ask you to provide additional information. If so, please provide that information promptly. It may tell you that your program has been reviewed and that you either remain eligible or are ineligible. If those letters have a KDHE logo on them, they are the official letter regarding your medical program review.
If you receive the error “Could not find application screen matching KEES screen Application” it is usually because ImageNow is not searching within the window that has KEES. We have steps in the User Manual under ImageNow Printer for KEES Case (Separate Webpage). This can really be applied to any scenario where the user is trying to use ImageNow from a separate webpage window or document (i.e. word, excel, PDF). If you see this error click inside the case summary window and try again.
Just a reminder that the correct Naming Convention is First Name Middle Initial Last Name with no punctuation other than hyphenated names. The reason this is so important is KEES brings the name in this format so when non-medical images are convert from the DCF Non-Medical basket to the KEES Case Basket for Phase 3 they need to be in the correct naming convention. Also for searching purposes the names need to all follow the same naming convention so that searching returns the correct results.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
The PowerPoint presentation from the Reviews (Implementation Memo) Webinar on 7/14/2015 is now loaded to the Repository.
We’ve discovered that the TBQ interface logic isn’t picking up all the consumers for which we need Medicare data. We are working on a fix to the logic but in the meantime, if you have consumers for which you are awaiting Medicare data and haven’t received it, please send those to the Help Desk. Those consumers is manually added to the TBQ Request file as soon as possible.
On 7/16, we manually added approximately 100 consumers who were converted as Pending. A response should be received early next week.
On 7/17, we manually added approximately 80 consumers who have been registered in KEES since we went live and have a status of Pending. A response should be received early next week.
If you have an update on an existing Help Desk incident ticket, please contact the KEES Help Desk by phone at 1-844-723-5337 or by Email at KEES.HelpDesk@ks.gov . Do not send reply Email to the Help Desk incident status emails coming from IT Service Desk afsitsm@midatl.service-now.com or AFS AMT Support Team afsitsm@midatl.service-now.com. These mailboxes are not monitored and your Email is not forwarded to the Help Desk.
Provider |
ID Numbers |
Amerigroup Kansas, INC | 1066422 |
United Healthcare | 1066186 |
Sunflower Health Plan | 1066236 |
Users are only to put in the MCO Agency Name. The MCO is the contact, not Service Provider on LTC page. The specific provider agencies are not in the RDB.
Clean up is done in the future to remove multiple Managed Care Organization names.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
WA176 - Multiple Tasks Created After Imaging
WA423 – How to Release or Reassign a Task when the Task is Assigned to You
WA424 – MIPPA Application Falling Out of No Touch Process
Individuals assigned an Administrative Role on a Medical program block will not automatically receive a copy of any forms sent to the Consumer. If someone with an Administrative Role requires a copy of a form sent to the Consumer this needs to be done manually. This action needs to be completed for all forms including requests for information, review forms, etc. Cases that need a form manually sent to an Administrative Role is handled through a report and sent by the Clearinghouse. DCF staff is only responsible for sending forms to the Consumer.
If there is no change in the existing spenddown amount when creating a new spenddown base no NOA is generated. The user needs to use the V008 in this circumstance with the template provided by Policy.
If the user receives an error when attempting to “edit” a converted LTC Data Detail, if the consumer was coded as “TC” or “PC” on the LOTC screen in KAECSES – this LTC Data Detail should be removed and a new one added.
You cannot remove a person from the case. Change the status to “Added in error” on the Household Status page.
When running the EDBC while processing a review, you must select the “RE” Run Reason. If the RE Run Reason is not used, the Review technically is not processed; even though it may look correct on the Case Summary page. The RE Run Reason will:
If a case has been converted with a “Discontinued” status:
Do not use the “No Touch” Run reason to process a Review. Depending on the makeup of the case, it could result in a “Read Only” EDBC.
There is a problem with obtaining EATSS records for some consumers.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
SSP Application Without a Signature
An SSP application without a signature appearing on the PDF is still a valid application. Because a signature was required to submit the application, the application is considered signed by the primary applicant. This is similar to a paper application with an illegible signature. Because a signature was not received, an application with an Administrative Role (Medical Rep, Facilitator, etc.) cannot be added to the case unless separate authorization/verification appointing the individual to the specific role is received.
If the PA is a child, the procedures for processing an application signed by a child apply. (Per Policy.)
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
Beginning Monday, July 13th all emailed questions related to P2.6 Medical is submitted to the KEES Business Support Email. This includes “how to” type questions.
Please continue to Email Training@kees.ks.gov for issues related to Training materials (a gap or incorrect content).
7/14/2015 KEES Policy/Implementation Memo Webinar/Teleconference
Revised documents is available later. Click here to play the webinar/teleconference.
The PPS/CH Communication on Medical Applications was updated June 22, 2015 to state that the “Dual Program Coverage” batch would send a task to the Clearinghouse when a child was removed from the home.
Several of the new cases have had prior family medical. At this time the batch is not working. If staff have a new case that has active medical with the CH, please follow the instructions to create a contact log for the CH. Procedures are outlined on the KEES repository under Other Helpful Information. We will notify you when the batch resumes working.
We incorrectly reported on the call this morning that all notices created between 06-30 and 07-08 had been sent on 07-13. This is not correct. Some notices have not gone out yet. The Policy Memo is updated with the correct date once the n otices are mailed. In the meantime, do not take any eligibility action that is dependent upon the date the notice was issued.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
Beginning Monday, July 13th all emailed questions related to P2.6 Medical is submitted to the KEES Business Support Email. This includes “how to” type questions.
Please continue to Email Training@kees.ks.gov for issues related to Training materials (a gap or incorrect content).
KEES Policy/Implementation Memo meeting scheduled from 9-12. Material(s) is sent prior to the webinar/teleconference.
Please use the following information to participate:
Phone: 1-866-620-7326
Conference Code: 719 388 1264 #
https://intercall.webex.com/intercall/e.php?MTID=ma07017af4383625503a02782fddca8c4
The Application month has to match the display month. Re-applying an application in the wrong Display month will prevent users from being able to work the application in the right benefit month. The member is not in a pending status in the application month.
Reapply is done in the wrong ‘Display’ month and the member is still pending.
Example: Display month is 08/01/2015. Reapply is done in 8/2015 with the Application Date of 06/22/2015 and the Beginning Date of Aid set to 6/1/2015. This will set the member to pending in 08/2015, but not 6/2015.
Complete the following steps to correct:
Negative Action the member in the pending month
Delete the NOA
Reapply the member in the correct “Display” month
Beginning Monday, July 13th all emailed questions related to P2.6 Medical is submitted to the KEES Business Support Email. This includes “how to” type questions.
Please continue to Email Training@kees.ks.gov for issues related to Training materials (a gap or incorrect content)
There may be issues with some cases/consumers who had eligibility on more than one ID# in MMIS.
Duplicate Person Process information is located on the repository
If you try to run EDBC, it may not work. Please contact the Help Desk
All Medicare Data (TBQ File) has been loaded. No tasks were created. A report is being generated and is sent to staff.
SSA File (SDX, BENDEX, SVES) will be loaded into KEES tonight. Batch job will not update income records on a case but will create a task for staff to verify the information in EATTS and for staff to update income records on the case.
Please refer to Interface Tasks List document on the repository
If you run EDBC to deny a case and you get an incorrect denial reason on the NOA, it may be because the appropriate Data Collection pages are not complete. Make sure
The data collection is complete
Any relevant non-compliance records are complete before you run EDBC
If the NOA is STILL incorrect, delete the NOA and use the V200 form
When completing Post Conversion clean-up, clicking the “View” button will display history.
This is useful on the Contact page to determine if a previous KS address exists
Also useful on the Relationship page for spouse relationships that did not convert as high-dated
Medical RDB Request form has been modified and is available on the repository.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
The SSP application images in ImageNow have been corrected. The Clearinghouse can resume processing the SSP tasks.
WA422 Processing the Postponed Verification Task
These applications should be screened for the Big 4 screening criteria.
If they meet the Big 4 and are staying with DCF for processing, support staff should file clear and register the application, create a client request on the BPM tracker, and then image to the Application document type under the Case-No Task basket.
If they do not meet the Big 4 screening criteria, they should be routed to the Clearinghouse for registration and processing. Support staff should use the Inmate Application document type under the KEES Application Basket.
This clarification is added to the CDG and the DCF Imaged Forms Desk Aid.
Correction to DDD dated July 8, 2015: Updating the review date on Foster Care and Adoption Assistance Medical cases. The review dates may be updated for any reviews completed prior to August 2015. A Reviews Batch will identify these cases and give them a “No Reviews” type. Once this batch runs, the review data is automatically updated. Changing the review date does not require running EDBC.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
WA414: Approved Adult PE Tools Mapping in as Denied Manual EDBC’s
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
#1 - SSP Application Without a Signature
An SSP application without a signature appearing on the PDF is still a valid application. Because a signature was required to submit the application, the application is considered signed by the primary applicant. This is similar to a paper application with an illegible signature. Because a signature was not received, an application with an Administrative Role (Medical Rep, Facilitator, etc) cannot be added to the case unless separate authorization/verification appointing the individual to the specific role is received.
#2 - Protect Continuous Eligibility
As stated in the policy memo, when processing a change on a case that involves continuously eligible individuals, special processes must be followed to ensure that the continuous eligibility is held for the correct aid code. One common example is: Open case with kids on PLN. Mom requests coverage and is approved for CTM. When running EDBC, the system will try to change all of the children to CTM as well, but they need to remain on the PLN aid code. In order to prevent the kids’ coverage from switching, you should use the Customer Options page to exclude CTM from the list of programs being considered for the children. Remember, you always run EDBC first, and then use Customer Options. Don’t exclude a program on the Customer Options page until you’ve seen the results of the EDBC. The Customer Options page is updated with a date range. You need to exclude CTM for all months that you are determining eligibility for the mother. In our example, if were processing a June application with prior medical months, you would have a range of March through August. For additional CE information refer to Section 14, page 45 of Policy Memo 2015-06-05.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
Image Now Legacy documents are only for historical reference. Staff is not supposed to change any values on these documents for any reason. Changing these values can result in bogus tasks being created for Clearinghouse queues.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
Please remind staff of the following items:
Scenario 1:
A case was discontinued at the time of conversion, the household status was coded “permanently out of the home”. [The HH status is not a page that PPS staff normally use since we have a case of one and in the home is assumed if we have an active case.] In addition, the Other Program Assistance page had been end-dated.
Solution: Change the HH status to ‘In the home” and add a new entry on the OPA page.
Scenario 2:
Process for late July reviews that were received during the downtime.
Solution: If the case was closed, then we would rescind the application and image it to the review doc type.
Scenario 3:
What action is required when missing data prevents us from running EDBC on a case listed on the Clean-Up report?
Solution: Research the case to the extent possible to determine if the information is in the case file. If so, use that info to update the record. If information is not available, assumptions can be made for some data elements on an interim basis in order to avoid a large number of pending cases at this time. When this occurs, staff need to ensure the next review generated is a Pre-Pop review. This is done by overriding EDBC.
Specifically, for relationships – can set to Unrelated only if information cannot be obtained from the file or other sources for the interim period.
For tax household – assume non-filer status for the interim period.
Please submit questions to Policy if additional items are identified.
Scenario 4:
We have worked through the clean-up process but when running EDBC, it is coming up with a different result than we had in KAECSES. In one case, we realized the Social Security was incorrectly counted on the case. How do we handle?
Solution: This is an outcome we expected with the change to a rules-based system. Always substantiate the new outcome is correct is by reviewing the data and the circumstances of the case. Until staff are familiar with KEES, it is recommended that at least two people look at these case situations before making a case decision. If the new, KEES determination is the correct one, change eligibility as soon as possible giving timely and adequate notice when required.
The DCF Topeka East Region has discovered using the Notes section in ImageNow is an easy way to identify what kind of document was imaged to the Journaling document type without having to view each individual document. For example, if a BPM script or Income Calculation Worksheet it imaged, that is put into the notes section at the time document is scanned. Users can then see the notes and corresponding document type from the ImageNow Explorer. The KEES Team is working on getting this helpful information added to the CDG and KEES User Manual.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
The data fix should be in before Monday. Once the data fix is implemented, the following actions should be taken on those cases that will now have a 7/1/15 application date.
If a consumer converted with an 08/01/2015 application date and had previous coverage on that program block and the application date has been reset by the data fix to 07/01/2015, the user can:
The Dispatch was published on the following dates in August 2015:
There were several fixes to the Rescind functionality promoted to production Thursday, August 27th.
There are still active defects around rescind that we are working on resolving; however, workers should be able to complete the current reviews received. Please contact the KEES Help Desk if you are still unable to complete the review.
Currently there is a defect with running EDBC on Multiple Program Blocks. When EDBC is run on Multiple Program Blocks individuals are not being appropriately discontinued. This is the issue with some of the cases that workers could not rescind when needed.
Please only run EDBC on the Program Block that needs eligibility determination.
It has been identified that individuals that were within their CE date were discontinued with the August 20th Discontinuance batch in error. These cases needs to be corrected so that coverage continues for the individuals.
In the Wednesday, August 26, 2015 Dispatch we notified you that the Discontinuance Notices for cases that have not returned a required review were to be mailed on Thursday, August 27th. This is to confirm that these notices did go to print last night as planned. The current eligibility file was used to produce the notice, so if a review has been received since the Discontinuance Batch on August 21st a form should not be sent.
Consumers should receive the notices in the next couple of days. If applicable, a copy of the form was also sent to the Medical Representatives. The notice is viewable in Distributed Documents and the title is “One-off Form”. Below is a sample copy of the notice.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
When a new user is provided a Login and password for KEES they will need to wait at least an hour before they can login to ImageNow.
All active cases must have a mailing address. If someone lists only a physical address, then mailing address should be the same as the physical. The premium billing file for Title 21 and Working Healthy cases that have a premium only pick up the mailing address. If there is no mailing address, the premium errors off and does not go to the Premium Billing system for processing.
A review was received and is worked after the Monthly File has run and the eligibility is Medically Needy Spenddown.
If the base period begins the month following the review month, you need to contact Help Desk after the Review is processed. (Example: August Review for September benefits, SD base 09/15 to 02/16).
If there is an existing base period, you would not need to contact help desk, just process the review.
Example: I am working a review today, 8/27/15 and need to set up a new Base Period with the first month being 9/15. This is the same month that was sent on the monthly file.
The steps below need to be followed:
Again, this process isn’t needed, as a base period already exists that spans the review month. (Example: August Review for September benefits, SD base 07/15 to 12/15). In this scenario, the worker can run EDBC as normal to send the eligibility to the MMIS.
When processing a review the Report Status on the Review and IR/12 Month Reporting List page is not updating correctly when an EDBC has been run. If the Report Status does not have Complete-EDBC Accepted, the EDBC will be overwritten by a batch EDBC. For example, when the Reviews Discontinuance Batch is run it would identify the case and discontinue the case. Until this is corrected please follow the below steps, even though the review has been processed.
After running EDBC:
You can find this information in the Troubleshooting Reviews section of the KEES User Manual. The User Manual is updated to include information in the Reviews Processing section.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
In the Monday, August 24th Dispatch we informed you that the August Discontinuance Notices that are in the Distributed Documents section of KEES were incorrect and that the incorrect notices would not be sent to the consumer. Unfortunately, notices were sent in error on Friday night. Notices were issued on cases with that had a review received but not processed. These notices should not have been issued.
If phone calls or inquiries are received from individuals who have received an incorrect notices, inform them the notice was issued in error and a correct notice is sent when the review has been processed.
In addition, the Discontinuance Notices for cases that have not returned a required review were NOT issued. Notices informing these individuals of pending case closure due to failure to return the review form will be sent the evening of Thursday, August 27th . KDHE Policy confirms timely notice is not required for these discontinuances and mailing on Thursday will meet ‘adequate’ notification guidelines.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
The county must be on the mailing address as well as the physical address in order for eligibility to pass to the MMIS.
The new base period must be sent to the MMIS prior to the MMIS monthly run each month. If this doesn’t happen, eligibility is set in the MMIS and cannot be changed. For October coverage, the deadline is September 22.
Reminder: This information was previously published in the KEES Dispatch dated 8/6/15.
The notes column has been added to the default Image Now Explorer view for the following KEES document drawers: KEES All Case Documents and KEES Case Summary.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
In KEES the Monthly Discontinuance Batch runs at the same time as the Review batch, on the 15th of the month. If a review for that month is not processed by the 15th of the month, the case is discontinued by the Monthly Discontinuance Batch. Below are the various scenarios:
The reviews received need to be completed in KEES by the end of the month or the eligibility is discontinued. Please refer to the KEES User Manual on the KEES Repository for how to rescind a case when processing the review after the Discontinuance Batch has run. * See below Rescind/Reapply section.
We are aware there is a problem with the Rescind/Reapply button not displaying for some cases. Once we have identified a solution we will communicate the solution to you. Please continue to report these cases to the Business Support Help Desk.
When processing a Review in KEES and the Review is approved and EDBC Accepted and Saved: The Review and IR/12 Month Reporting record must have a Report Status of “EDBC Accepted.” If it does not, the Discontinuance Batch will identify this case and process the Discontinuance.
The User Manual under Troubleshooting Reviews contains the following:
Follow these steps if the Review and IR/12 Month record did not update to Complete-EDBC Accepted after running EDBC.
The Discontinuance Batch ran August 20th. The NOAs for the discontinuance were created and can be viewed in Distributed Document; however, the NOAs have not been released to be mailed to the consumers. KDHE is reviewing the NOAs for accuracy before approving the NOAs to be released. The review and evaluation effort is still ongoing; and the NOAs is not released until the evaluation is complete. What this means to the workers is the NOAs display in Distributed Documents but they have not been sent to the consumer. Depending on the evaluation, some of the NOAs may be removed, edited, or added. We will notify you once the decision has been made with the updates and next steps.
Do not use Auto-Journal entries as evidence that information was verified by an interface. These should be disregarded at this time.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
A recently discovered defect related to Premium Billing, causes some files to error. Accenture is able to do a manual fix and resend the file but it doesn’t happen on the same day. This can cause Premium Billing data to have a delay in updating in the Premium Billing system. This delay is usually 1-2 days, if premium data is not updated after this time frame the worker should follow up with the Business Support Team.
The August Review Discontinuance Batch is scheduled to run tonight. The August 17th Dispatch provided an explanation of the discontinuance batch and notified you that the August Discontinuance batch was being delayed.
A reminder was sent out early last week regarding the need to record the reviews as received in KEES in order to prevent a discontinuance NOA. A NOA is sent for reviews expiring 08-2015 if the Document Status on the Review and IR Record in KEES is ‘Sent’ and the Report Status is ‘Incomplete’.
Staff was previously instructed to put these cases on hold, but they can now be processed using the following instructions.
To process a backdated CHIP review with a premium, the user must override EDBC for each month of backdated coverage/premium up through the current calendar month. For each month that is overridden, enter the 1st of the month for which EDBC is being run in the MMIS/Prem Bill field. Then run EDBC for a future month and do not override (in order to prevent automatically falling to a pre-pop at the next review). If this process is not followed, CHIP eligibility will still go to MMIS but the premium is not sent to Premium Billing.
For example, say the review in question is a June review and today’s date is 8/20. We need to backdate CHIP w/ a premium back to 7/1.
When you run EDBC for:
In the example above, if today’s date was 8/25 and the come-up month was now October, you would override July and August in the same way. And since on 8/25, September is still a future month, you would still not need to override September. If the September EDBC is high dated, you would not need to run for October.
Note: This does not impact cases which are being held in order to reduce or eliminate a premium in a prior month. Please continue to hold those cases until further instruction is provided.
KEES will only allow a person to be listed as a claimed dependent on one active tax record at a time. If a worker attempts to add a person as a dependent to a tax record when they are already listed on another person’s tax record, the following message will display:
“Error! Dependent Name – One or more of the Dependent Names is already claimed on a Tax Record for this year.”
When a worker receives this error they needs to update the tax records on the other case in order to create a tax record for the individual that is being determined now.
Complete the following steps:
It was discovered that the KDOL-Wages file was missing the decimal point in the income records. This is why we were not seeing Income records verified by Reasonable Compatibility. For example, if the KDOL file shows a quarterly income amount of $3800.00, it was being viewed as $380,000.00. This is why records were not verifying because the reported income amount was not reasonably compatible with $380,000.00.
The Department of Labor has corrected the issue and any records received from here forward is correct. They are also going to resend all of the previous records and we hope to have the entire file updated by the end of next week.
If an earned income record on the Verification Detail Page has a response of ‘Verified by TX’ or ‘Verified by KD’, this is to be accepted as Verified. If the earned income record does not have either of these responses, then staff must complete a Manual RC Tool. Follow current instructions on completing and imaging the tool.
This process is used when one or more consumer’s coverage is determined before all other consumers on the case have their eligibility determined. Examples of this include: Expedited pregnant woman, accelerated or urgent need cases. See attached instructions that is added to the KEES User Manual.
The attached workarounds have been added/updated and are posted to the KEES Repository.
WA427 - WORKER PORTAL APPS WITH MARRIED FILING JOINTLY TAX RECORD
WA429 - CONTACT LOG WITH MULTIPLE CONTACT REASONS
WA430 – INCORRECT JOURNAL ENTRY OF INCARCERATION
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
When staff report issues with KEES an incident ticket is opened and the reporting caller is notified by Email of the incident ticket being opened. Once the issue is resolved the incident ticket is closed and the caller who reported the issue is notified by Email that the incident has been resolved.
Some incidents cannot be resolved quickly and require research; in some cases a defect fix is required. When a defect is identified in the system a problem ticket is opened and all incident tickets affected by the defect are attached to the problem ticket. Once the defect has been fixed the problem ticket is closed and all incidents attached to the problem are also closed. Again the caller who reported the issue is notified that the reported incident is resolved and the incident ticket is closed.
When staff receive these emails of an incident is resolved they should review the case and take any necessary action on the case. If an issue still persists with the case, please contact the Help Desk.
When reporting a system error to the Help Desk please be sure to have a screenshot of the whole error message, what the worker was doing when the error was received and if the worker was able to continue with the case or not. Without this information the issue cannot be adequately researched for resolution.
Spenddowns and September Reviews (for October benefits)
Users also need to check the base periods for Spenddowns being set up for 09/15 to 02/16 if the person had a Passive Review for October benefits. The 09/2015 is creating a one month base in error.
These needs to be fixed when October is available as an EDBC month.
The missing barcode issue has been fixed and the review forms produced this month for the September reviews will have the barcodes located correctly on the forms. DCF will still need to follow the instructions from the 8/17/2015 Dispatch for any review forms that were produced previously (August reviews).
With the reviews due in September, that were produced August 17th, the barcodes are located as follows and you may resume your previous process:
Review forms that are 3 or more pages will have the barcode on the 3rd page.
Review forms that are 2 pages – will have the barcode on the 2nd page.
Passive Review letters are considered a 2-page form and the barcode is on the 2nd page.
If a new consumer is added to KEES or is pending after being closed for more than 90 days they is placed on the KAECSES file for EATSS. In order for the consumer to be picked up on the file that is sent to EATSS the following data must be in KEES:
Name
SSN
DOB
Gender
If any of the four required fields (Name, SSN, DOB or Gender) are blank, changed or added after registration, that person is not sent on the daily file but is sent on a weekly file.
Previously there was an issue with changes or additions after registration not being picked up for the EATSS file until the quarterly file. This has recently changed and we are now running the quarterly file every week so that the changes and additions are picked up more timely.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
The next review batch is scheduled to run on Monday, August 17. This will generate passive, super passive and pre-populated reviews for cases expiring September 30. Although the batch is currently on schedule to run on Monday evening, mailing of forms and notices generating from the process is delayed until Tuesday or Wednesday.
We also have an update on the review discontinuance process. A reminder was sent out earlier this week regarding the need to record the review in KEES in order to prevent a discontinuance NOA. A NOA will be sent for reviews expiring 08-2015 if the Document Status on the Review and IR Record in KEES is ‘Sent’ and the Report Status is ‘Incomplete’. The discontinuance batch was originally scheduled for tonight, but it has been delayed. Additional information is sent when we have more information.
Also, note that a review that is recorded as received but has not been worked will discontinue coverage at the end of the month. However, a NOA is not issued for these cases. This is similar to the KAECSES process that was in place prior to KEES implementation.
Passive and Super-Passive reviews are not impacted by the Review Discontinuance Batch.
All DCF field offices may resume using the Barcoded Document type and application plan. When a review is sent from KEES the ImageNow barcode needed to re-index the document correctly is located on the bottom of Page 1. The reason so many barcoded documents have not worked is the consumer does not return Page 1 which is where the barcode is located. The barcode in the upper left-hand corner of the document is the print mail barcode. It will NOT re-index the documents correctly. Here are the new instructions on how to image reviews that were generated from KEES that are returned by the consumer.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
Cases that have overlapping LOC dates in the EDBC results do not have the LOC details sent to MMIS. If you have cases that do not have updated LOC data in MMIS, please check for overlapping dates in the EDBC result.
Example 1: Temporary Stay from Independent Living
Incorrect:
June EDBC: TC/SN 06/05/2015 to 08/12/2015
July EDBC: TC/SN 06/05/2015 to 08/12/2015
August EDBC: TC/SN 06/05/2015 to 08/12/2015
These are overlapping dates since the same span occurs in all 3 EDBC months.
Correct:
June EDBC: TC/SN 06/05/2015 to 06/30/2015
July EDBC: TC/SN 07/01/2015 to 07/31/2015
August EDBC: TC/SN 08/01/2015to 08/12/2015
Example 2: Temporary Stay from HCBS
Incorrect:
July EDBC: HC/PD 07/01/2015 to 07/31/2015
TC/PD 07/01/2015 to 07/31/2015
These are also overlapping LTC dates since there is more than one LTC code for the same time period.
Correct:
July EDBC: TC/PD 07/01/2015 to 07/31/2015
Example 3: HCBS to Institutional Care Permanent Stay
Incorrect:
July EDBC: HC/FE 07/01/2015 to 07/15/2015
NF/SN 07/15/2015 to 07/31/2015
In this scenario 07/15/2015 is the overlapping date.
Correct:
July EDBC: HC/FE 07/01/2015 to 07/14/2015
TC/FE 07/15/2015 to 07/15/2015
NF/SN 07/16/2015 to 07/31/2015
Each date has one LOC code.
Helpful Hints:
Always check the LTC Details in the EDBC result by clicking on the budget hyperlink to confirm the LOC dates are within the EDBC month and that more than one LOC code does not overlap on a particular date.
If KEES does not generate dates as expected, check the LTC Data Detail pages to confirm the information entered on those pages was entered correctly.
The steps in the User Manual are being reviewed to make sure the instructions are clear. http://content.dcf.ks.gov/ees/KEESWebHelp/Living_Arrangement_Changes.htm#Living_Arrangement_Changes
Q&A from Policy
The attached spreadsheet is a list of Questions and Answers from the recent teleconferences. The spreadsheet will also be added to the KEES Repository.
Attachment name: Policy QA- KEES Implementation distributed 08_13_15.xlsx
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
The Legacy Case List page displays the old KAECSES/MMIS case number(s).
Do NOT select the case number(s) and click the “REMOVE” button. This will REMOVE the old case number from KEES.
If this function is performed, the case number on the MMIS interface is not correct and error. This means the eligibility or other data is not updated in the MMIS.
The Review discontinuance process is scheduled to execute 8/17/2015. If a pre-populated review has not been recorded into KEES a termination NOA will generate. Please make sure all review forms that have been received have been properly registered into KEES by this date.
A problem has been discovered with the Income Verification indicator in KEES. This only impacts the verification of Earned Income through the Reasonable Compatibility test in KEES.
Staff were previously instructed to accept a change in a verification indicator from ‘Pending’ to ‘Verified’ if an interface updated the verification code.
Starting immediately, DO NOT accept a Verified indicator for Earned Income resulting from an interface response. This would be a Reasonable Compatibility test conducted by KEES.
Instead, when verification of earned income is necessary, staff must complete a Manual RC Tool. This is applicable to new applications, reviews and case maintenance changes. Image the completed tool to the case as per current instructions.
The extent of the problem is being researched and additional information is provided when available.
This impacts verification of all Family Medical income records. As both DCF and KDHE staff have been instructed to use the Family Medical income type, this process impacts Elderly/Disabled and Family Medical cases.
This does NOT impact other automated verifications, such as Citizenship and Identity. Verification records from those sources are considered valid at this time.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
All applications are subject to the Big Four, including Pre-Release Applications. For Pre-Release Applications, the screening is based on the anticipated situation of the individual when he/she is released. Applicants that do not meet the criteria are sent to the Clearinghouse for screening and registration. A Doc Type of ‘Potential CH Application’ is used when imaging these applications.
Although this doc type is used for any DCF application when DCF determines the application will likely return for processing, it is used for all Pre-Release applications so the Clearinghouse can identify it and not immediately terminate due to inmate status. Also, a Pre-Release Application for a Pregnant Woman would be kept by the Clearinghouse.
Also of note. . . When an applicant has SSI in a suspended status and is still considered an SSI recipient, coverage is provided immediately upon release. As SSI requests are processed at the location received, these applications are not sent to the Clearinghouse if received at DCF.
Problems are occurring with the correct Medically Needy period (spenddown base period) gong to the MMIS. There are a number of different components to this and it is important to understand the full process. The new base period must be sent to the MMIS prior to the MMIS monthly run each month. If this doesn’t happen, eligibility is set in the MMIS and cannot be changed. For September coverage, this means the new base period must be established in KEES by August 21. For October coverage, the deadline is September 22.
Base Period Ending Tasks
Every month, two tasks are generated that tell you about the end of the base period. Work the first task prior to the MMIS monthly file deadline and there is no problem.
Spenddown Base Period Ending Task: The user will receive this task the first day of the month the spenddown base period is ending. Use the guidelines in KDHE Policy Memo 2015-06-05 #1, to determine if a new spenddown base is needed. If so, follow the directions below to reset. If a new base period is not appropriate and at least one beneficiary is eligible for MSP, change the RMT to MSP only and rerun EDBC for the come up month. If not, discontinue the case and send proper notice.
No Eligibility - Base Period Ended Task: When a user receives this task, it means the MMIS monthly file ran and the consumer noted in the task did not have a spenddown base period set up for the following month. This means the Medically Needy eligibility did not go to MMIS because there was no Medically Needy spenddown Base Period created for that month. If Medically Needy coverage is discontinued, there is no additional action necessary. But, if it was not discontinued, correct coverage is not in the MMIS. Note that coverage for any MSP programs is sent as expected, just not the Medically Needy.
The user must confirm all necessary records are current/updated appropriately for the consumer’s ongoing eligibility. At that point, the KEES user should set up the correct base period in KEES and then contact the KEES Help Desk at 1-844-723-5337 Option 2 – Business Support to have the Medically Needy eligibility sent to MMIS.
Base Periods
To correctly set up a new base period. . .
Always start with the first month of the new base and run months in order!
On a converted case, check the last “Manual” EDBC result to be sure of the existing base period. If it’s ended, run the next month (1st month of a new base period). KEES will set the base period starting with the correct month. If that month’s EDBC shows ‘Read Only’ type, then cancel out and re-run using a ‘Timely Notice Exception’ of Yes with a ‘Reason’ of Waiver on File. You can tell if this was successful because the same base period will display when you run the 2nd month of the new base.
Always check the base period when running EDBC for Medically Needy before Accepting/Saving EDBC.
NOTE: The user does NOT need to use a Spenddown Run Reason. KEES will automatically set a 6 month base from the month the user runs EDBC (unless a base period already exists for that month) PLEASE DO NOT use the Spenddown Run Reason when setting up spenddown cases.
Instructions for July 2015 Reviews for August coverage for Medically Needy Spenddowns:
If the case requires a base that begins with August, 2015 (E.g. 08/2015 – 01/2016), Run EDBC for August with the RE Run Reason, a Timely Notice Exception of Yes, and a Reason of Waiver on File.
If the case requires a base that begins with September, 2015, run EDBC for September 2015 with the RE Run Reason.
Bad Base Periods
If a base period was incorrectly set, the instructions to fix are in the User Manual.
These instructions will work if the incorrect base period starts in the come-up month. If the incorrect base period is in a month that is prior to the come-up month, contact the help desk.
Also, if the incorrect base period exists in the MMIS, contact the Help Desk to get the correct base period set in the MMIS. Just fixing it in KEES will not fix the base period in the MMIS. The MMIS will not update if any of the months that are in the new base period in KEES overlap with the existing base period in the MMIS. The base periods must match for any eligibility or spenddown amount to be updated in the MMIS.
Example: Processing a case today, 08-06, with a base period is 09/15 to 02/16 and it should be 08/15 to 01/16). Take these steps:
Negative Action the month of September
Delete the Notice
Rescind the application
Reset a Spenddown Base Period Set in Error
The following workarounds have been updated/added and have been posted to the KEES Repository with the updated information.
WA374 - ELIGIBILITY STAFF WORKING TASKS FROM THE BUSINESS PROCESS MANAGEMENT REPORT (removed from repository 3/25/2016)
WA428 – ERROR WHEN CLAIMING A TASK
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
Questions have come up regarding merging cases. At this time only merge family with elderly and disabled cases according to the excerpt from KDHE policy memo below.
Additional communication guidance when the CH requests DCF update the LTC Data Detail page.
Starting immediately, the CH starts adding the Email of the worker processing the family medical case to the task details that is sent to DCF. When DCF is finished updating the LTC Data Detail page they will Email the worker back letting them know the LTC Data Detail page has been updated.
If the task was created prior to this instruction OR there is no Email address in the task details, DCF will Email the CH Supervisor’s Email.
To send the Email:
If you have received other instructions, please disregard and follow the process above.
**NOTE: The CH Supervisor Email address is only to be used for the LTC Detail page issue. This is not an Email to be used for general communication with the Clearinghouse.
Implementation Instructions/Merging Cases:
As part of ongoing case maintenance, cases may need to be combined, or merged. These will arise as circumstances change for our members, such as marriage or living arrangement changes. Action will also be required for certain cases coming out of conversion. Although it is the ultimate goal of the medical programs to have all program blocks on a single case number for the family, merging of converted cases is delayed in all but limited situations. For situations involving converted cases, the cases are to be merged at the time of the next case action, no later than the next review.
Specific instances requiring cases to be combined/merged include:
Instructions are being added to the KEES User Manual on how to process a request for a change in coverage when a consumer with either QMB or LMB only requests a spenddown. The user must update the RMT from MSP to Medical and set up the 6 month spenddown base period. Detailed instructions are in the User Manual under Medically Needy Spenddown.
We are experiencing an issue where medical review forms that have a barcode are not being indexed correctly because the scanners are not able to read the barcode. We are working on a fix so until further notice, please stop using the Barcoded Document document type. When you scan in a medical review that stays with DCF you needs to use the Review document type in the Case – No Task Basket. If you are scanning in a review that needs to go to the Clearinghouse you will use the CH Review document type in the Case – Task basket. Since you are not using the Barcoded Document document type at this time you needs to go into the Review and IR/12 month reporting list page and change the document status from sent to received manually for all reviews imaged regardless if it’s for DCF or Clearinghouse.
BARCODED DOCUMENTS FIX UPDATE 20150814
All DCF field offices may resume using the Barcoded Document type and application plan. When a review is sent from KEES the ImageNow barcode needed to re-index the document correctly is located on the bottom of Page 1. The reason so many barcoded documents have not worked is the consumer does not return Page 1 which is where the barcode is located. The barcode in the upper left-hand corner of the document is the print mail barcode. It will NOT re-index the documents correctly. Here are the new instructions on how to image reviews that were generated from KEES that are returned by the consumer.
Users are now able to add and save a Real Property Detail page.
If users receive an error message for completing a field incorrectly or missing a mandatory field when using the Manual Task In-Case window or Manual Task-No Case window to generate a task, they need to make sure the correct office location is still selected after the error message displays. KEES is incorrectly changing and defaulting the Location field to the first value based on the selected region when an error message displays.
The following workarounds have been updated and have been posted to the KEES Repository with the updated information.
WA427 - WORKER PORTAL APPS WITH MARRIED FILING JOINTLY TAX RECORD (new)
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
KEES Repository KEES User Manual
The Dispatch was published on the following dates in September 2015:
In the September 17th KEES Dispatch we provided instructions on how to submit issues to the Help Desk that would assist in the prioritization of tickets. A further review of the process identified additional steps and an expansion on the original instructions. Please find in the attached document the escalation steps for reporting incidents to the KEES Help Desk Help Desk and how it escalates an existing incident ticket.
When registering a Review that also contains a new request for coverage, you needs to Rescind the Review first; then Reapply the new applicants. If the Reapply is done first, then the new applicants may not show as Pending from the month of application through the come-up month.
Forms Issue and Program Block Unique Identifier Issues
On September 28, 2015, we had two issues reported to the Business Support Help Desk that required immediate attention. Forms were saving as blank to Distributed Documents and the unique 4-digit identifier on a program block was not present on the case summary page. Both the forms issue and the issue with the unique identifier on a program block have been corrected.
Forms with worker-entered text were saving as blank in Distributed Documents. This issue has been corrected and forms are working correctly as of September 29, 2015. There were approximately 500 forms with worker-entered text created on September 28, 2015. We have suppressed these forms so they is not mailed. Notices that did not have worker-entered text produced correctly and were mailed to consumers.
Worker Action Needed: The forms with worker-entered text created on September 28, 2015 needs to be reproduced. We are developing a report of these cases and will supply this to supervisors shortly. In the meantime, staff can review the cases worked on September 28, 2015 to determine if a form needs to be reproduced. If there is no document in Distributed Documents, the form was suppressed; staff needs to recreate the form so that it can be mailed to the consumer.
The unique identifier on program blocks was not present on the case summary page. This caused difficulty for workers when processing a case. The unique identifier is now on the program blocks.
Please remember that all Duplicate IDs are to be sent to the KEES Help Desk for resolution. Instructions are in the KEES User Manual in the KEES User Manual Introduction Section, under Duplicate Person.
Due to the September 27th build going in, we have updated the SSP Application Job Aid to include information regarding the new HealthCare.gov questions. This document is loaded to the Other Helpful Information section of the KEES Repository soon.
WA 438 - Asylees with ‘I-151, I-551, Passport or I-94 Annotated with I-551 & Section Code’ Doc Type
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
We have had several incidents reported of records being created on the OPA page in error. Staff have reported that in many cases they can remove the incorrect records and continue with case processing. We have already recorded the incidents and associated them to a problem ticket. If staff can remove the erroneous records and continue with case processing there is no need to report them to the Business Support Team. If staff are unable to remove the record or receive an error message when attempting to do so, please report these incidents to the Business Support Team.
Included with today’s KEES Dispatch is a document with additional information regarding the Request Verification button on the Verification List page.
Never Accept and Save a ‘Failing’ EDBC that shows any person as ‘Ineligible’. Back out of the EDBC and reassess what month you are attempting to run EDBC in. You should not be ‘Denying’ benefits in a month that has already been paid.
If you happen to have a case with a person who has an ‘Ineligible’ status that has not already been sent to the KEES Help Desk, you needs to send it. We hope to provide a formal workaround in the near future.
KEES is promoting Build Release 2.6.008.9 this weekend. This is a large build release and you will see many changes when you come in on Monday. In the build you will see fixes to: some of the notices, Rescind/ Reapply functionality, errors on the TPL page, view month errors, tasks and auto generated journals. The Self-Service portal for the consumer will also be updated with dynamic income questions for Medicaid/CHIP and defect fixes. More information on the specifics of the release is shared next week.
The following workarounds have been added and is posted to the KEES Repository Workaround page.
WA 433 - Non-Citizenship Page: Issues With 'I-151, I-551, Passport or I-94 Annotated With I-551 & Section Code' USCIS Document Type
Repository name: WA433 Verify Lawful Presence for Eligible Qualified Non-Citizen Less than 5 Years
WA 434 - Non-Citizenship Page: USCIS Document Type 'Temporary I-551 Stamp on Passport or I-94' Does Not Display In USCIS drop-down menu
Repository name: WA434 Non-Citizenship USCIS Document Type Temporary I-551 Stamp
WA 435 - Non-Citizenship Page: USCIS Document Type 'I-94 In Unexpired Foreign Passport' Does Not Display In USCIS drop-down menu
Repository name: WA435 Non-Citizenship USCIS Document Type I-94 in Unexpired Foreign Passport
WA 436 - Non-Citizenship Page: SEVIS ID Number Field Does Not Display
Repository name: WA436 SEVIS ID Number Field Not Displaying
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
Currently some cases that should be passive or super passive are receiving Pre-Pop review. The project is working on identifying all situations where this is happening and developing a solution. In the meantime it is important to note that if a Pre-Pop review is issued on a case, the review must be completed, returned and processed in KEES. This is regardless of what type of review type the case should be issued. Please inform consumers who inquire about a Pre-Pop review they have received, that the form must be completed and returned in order to continue to receive benefits.
Requests to edit/add User Manual content should be sent to Training@kees.ks.gov . The specific page should be included in the request, what needs to be added or changed, as well as any additional links that are required to fulfill the request. When sending these requests please be mindful that many of the pages have duplicated information on the Family Medical AND the E&D sections. If this information displays in both places the request should include both sections.
Would it be possible to add a link to the MediKan Eligibility Worksheet to the OPA page of the User Manual?
Home > KEES User Manual Introduction > Elderly and Disabled Medical > Non-Financial Data Collection > Other Program Assistance (OPA) http://content.dcf.ks.gov/ees/keesm/Appendix/Appendix_07-15.html#W
There are many errors regarding users scanning in barcoded documents. Please note the difference between the Central Print vendor’s barcode at the top left of documents vs. the ImageNow barcode. Many documents are being scanned in and the only barcode on the page is the Central Print barcode hence the documents end up in the error queue. The ImageNow Bar code must be present at the bottom of the page in order for the document to index correctly. See example below.
WA431 - TWO NON-PARENTAL CARETAKER RELATIVES ELIGIBLE FOR COVERAGE
WA437 - CE DATES INCORRECTLY UPDATING
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
The Reviews Batch ran on 9/15/2015 and notices went out as of 9/16/15.
The discontinuance batch is currently delayed. We are exploring possibilities. Once a decision has been determined, we will share that information.
Reminder to staff- the Medicare Buy-In runs on September 20th. Thursday, September 17th, was the last day to get the case worked in KEES. Please check the MMIS on Friday, September 18th to verify that the Buy-In individuals are correct in the MMIS. If the individual is not in the MMIS please follow the contact the Buy-In coordinator to confirm the individual is added to the Medicare Buy-In File. Also, contact the KEES Help Desk Help Desk with the case information.
A review of the recent Help Desk Ticket process has identified several areas that can be improved to help with prioritizing of the tickets as well as the resolution of the tickets.
This will help us to triage the case and prioritize those that require immediate attention and those that need attention soon.
Example Subject Line: Urgent Medical- Error on Other Health Insurance page
In the past we have instructed users to include all the cases tied to an issue in one incident ticket. We have discovered that the issue on a case may not be an identical issue as the other cases in the incident. In some cases the error is the same but on a different page or it was received when entering a different data element on the page. In other cases it may be on the same page but a different error; for example a general error is different from a zero error. When adding multiple cases into one issue ticket there is a risk that the issue on a specific case is not properly identified and the resolution of the issue delayed. Going forward all cases need to be submitted separately with the necessary documentation to show the issue.
We realize that this is extra work both on the end users side and the Business Support Help Desk side but this process is necessary in order to make sure that all issues are identified for resolution correctly and timely.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
MMIS will error a file if a placement provider or PPS payee is not displayed for the entire month. If the child returns home in the middle of the month, leave the current placement provider open through the last day of the month prior to the come-up month.
For example, child returns home on August 26th. The Come-up month as displayed on the Run EDBC page is October. You would end-date the current placement provider on September 30, 2015.
This page is used to send information to MMIS for children placed in a PRTF.
The fix for the ImageNow eForm has been successfully implemented into production. All staff may complete 2nd level indexing on PII documents without having to select both the date of birth and social security number. Previously the form required both criteria and would error out if one was missing.
This is a documented defect (KEES00037296) and until a fix goes in workers needs to report the cases to the KEES Help Desk to complete the authorization of Working Healthy Benefits in KEES. Help Desk needs:
The Business Support team has also identified the criteria to create a report and identify additional cases that may need intervention. An indicator of when a worker should contact the KEES Help Desk would be when the Delinquent Premium indicator on the Medical Program Detail page is set to “No” and there is a Premium Delinquent Amount is greater than zero. Currently, this is resulting in a Failed Working Healthy budget or no Working Healthy budget being built.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
If you have a case that No Touch ran through EDBC and you now have a Read Only EDBC that is high-dated, please Email your case number into the KEES Help Desk and report the issue as “No Touch Read Only EDBC”. Accenture needs to do a data fix on the case before future benefits can be authorized.
If you need to run an Assessment Only EDBC, once you have Accepted and Saved it, check to see if the EDBC is high-dated. If it is, you needs to Email your case number into the KEES Help Desk and report the issue as “Assessment Read Only EDBC”. Accenture needs to do a data fix on the case before future benefits can be authorized.
This is a high-dated Read Only EDBC
Be extremely careful when changing information in the search criteria section. Only minimal changes should ever be necessary – such as removing the SSN or fixing transposed numbers in order to return the person in your search results.
KEES determines the order in which people are file cleared during eLinking. You cannot change this order. If you completely change the search criteria and therefore force KEES to return a completely different person in the search results, you are effectively telling the system to data map all of PersonOne’s information to someone else on the case.
Example: Applicants are presented in this order during eLink registration
Primary Applicant
Child Two DOB 9/14/2010
Child One DOB 2/12/2001
But you decide you want to file clear them in this order
Primary Applicant
Child One DOB 2/12/2001
Child Two DOB 9/14/2010
If you force this change, KEES will data map all of Child Two’s info to Child One and vice versa.
**This has already occurred on several cases. Workers who perform data acceptance needs to be very diligent and make sure that the data they are accepting makes sense. If something does not make sense or if someone else’s information is trying to map in, the data should be rejected. ** THIS PERTAINS TO BOTH KDHE AND DCF **
If you are processing a case that has multiple Pending eApplications linked to it, you should expect to complete data acceptance for each of those eApplications. Not all of the data collection pages will present you with the ‘New’ data in the same way. Examples of what to expect: Let’s say that I have 2 eApps on my case
It is important to remember that applicants will not always report everything the same on every application. If you have 4 eApps linked to your case but the applicant only reported income on 3 of those applications, you will only have 3 “New” Income records.
Cases should only be Discontinued in the Come-Up Month. If the MMIS Monthly File has run, the coverage is in MMIS and the case cannot be closed until the following month. For example, September 2015 eligibility has been sent to MMIS. You can now only discontinue coverage by running 10/2015 EDBC to end benefits 09/30/2015.
Unless the user is selecting a Timely Notice Exception of Yes and a Reason value—KEES will not allow the user to Discontinue or give worse coverage in a Paid Month. The EDBC is a Read Only. A Read Only EDBC is just that—it is for view only. It is used to determine if an overpayment has been made.
If the user does use the Timely Notice Exception and discontinue a month already sent to MMIS, KEES will give a Program/Person Status of Ineligible. We do not remove coverage from MMIS.
The exception to this is when a user is closing an LTC case where there is no other coverage being approved. Running Paid Months is required to send the IL/NA to MMIS. This will not end medical eligibility.
Never Accept and Save a ‘Failing’ EDBC that shows any person as ‘Ineligible’. Back out of the EDBC and reassess what month you are attempting to run EDBC in. You should not be ‘Denying’ benefits in a month that has already been paid.
If you happen to have a case with a person who has an ‘Ineligible’ status that has not already been sent to the KEES Help Desk, you needs to send it. We hope to provide a formal workaround in the near future.
KEES staff applied a data fix to the system that populated the LTC Data Details page with generic data for consumers that did not have Active coverage and had incomplete LTC Data Detail pages. Now, if staff need to determine eligibility for a case that has one of these consumers, they should be able to do this without any LTC issues.
The data fix also affected consumers that were in PENDING status. If you have a PENDING LTC case on which the LTC Data Detail was completed. The data fix viewed these LTC consumers that are PENDING as not Active, so the LTC Data Details page may have a Termination Date of 05/31/15. This was the END DATE/ TERMINATION DATE that we used for the data fix.
When going to process a Pending LTC case, if you encounter an LTC Data Detail with an End Date/Termination Date of 05/31/2015 and know that it is incorrect, just remove it and go ahead with your case processing activities.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
Workers should not be creating new program blocks as a “workaround” for issues they are experiencing. If and when this becomes a viable option for workers, the KEES Help Desk will provide a written workaround. Specific instances the workaround is considered appropriate is provided.
At this time, only the KEES Help Desk should be creating new program blocks as a workaround. This is a pilot process approved by the KDHE Policy Team.
Please note that there are certain instances when business process requires the use of a new program block (such as moving a person into an LTC program block). The statement above does not apply to those instances.
Do not end date any Worker IDs until further notice. It is also important not to reassign any Worker IDs for the time being as well.
Calls about EATSS and SSA Data errors have been received.
Accessing EATSS on the WINQ screen, you enter a SSN and Request Not Sent, SSN Not In Qualified System error message displays:
Accessing EATSS on the TPQ1 screen, an error displays: Error - PF10 for Help
Due to the way eligibility information is transmitted from KEES to MMIS, HCBS coverage will display in MMIS as MS/AC in the Coverage Category section on the Beneficiary Eligibility page. Prior to KEES conversion, HCBS coverage appeared as MS/HC in this section and nursing home coverage as MS/AC. Now both HCBS and nursing home coverage will display as MS/AC. The Beneficiary Level of Care (LOC) screen in MMIS will still reflect the correct Living Arrangement coverage type – either HC or NF/BF.
The spreadsheet has been updated with additional templates at the request of staff. The updated spreadsheet is available on the KEES Repository next week. New templates have been provided for the following situations:
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
The following items were updated or added to the KEES User Manual on Wednesday, August 25th:
The following items were updated or added to the KEES User Manual on Friday, August 28th:
All Revisions to the KEES User Manual are documented in the Summary of Revisions section of the User Manual.
We have received reports that not all cases have the Rescind Button. We are currently researching the issues and identifying additional defects. Please continue to report any issues with the Rescind/ Reapply button is missing. In your reports please be as specific as possible on the issue.
When users are adding a person, this includes newborns, to an active case they need to remember to run EDBC for each month they wish to add the individual. Example: if you are working a June request in the month of September to add a spouse to an active case you would need to add the spouse for the application month through the come-up month (run EDBC for June, July, August, September and October). EDBC should always run in chronological order (PACE and QMB are exceptions).
Staff may be contacted by providers stating a specific consumer’s eligibility is “not showing in KMAP” for a certain month or a consumer may contact staff saying they received a letter/notification stating they aren’t “eligible” any longer. In these situations, staff need to verify that the information in question is updated correctly in the MMIS. If it’s not correct in the MMIS, contact the KEES Help Desk. But, if the information IS correct in the MMIS, please send the issue to the following mailbox:
LOC-KSXIX-MC-Unit@external.groups.hp.com
This mailbox is for the HP Managed Care unit. They will research the issue and provide an answer. All inquiries should be sent securely.
When entering a Temporary Stay from Independent Living, if the Temporary Stay is ongoing, leave the End Date blank the LTC Data Detail Override. Otherwise, when the end date is known users should enter the last day of the EDBC month (or the appropriate End Date). This will assure the correct LOC details (Start and End Dates) go to MMIS.
Example: Temporary Stay from 04/16/2015 to 06/13/2015
04/2015 EDBC TC = 04/16/2015 to 04/30/2015
05/2015 EDBC TC = 05/01/2015 to 05/31/2015
06/2015 EDBC TC = 06/01/2015 to 06/13/2015
Not entering the End Date is causing the TC to remain high-dated in MMIS.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
KEES Repository KEES User Manual
The Dispatch was published on the following dates in October 2015:
In the past the Business Support Team has taken the reports of system error messages (Java, Apache, 1100, 1700, 0 error etc.), researched the error and then passed the issue over to the Technical Support Team. To improve efficiency, going forward, system error messages should be sent directly to the Technical Support Team.
KEES Help Desk- Technical Support
1-844-723-5337 (option 1)
In addition to the October 27th KEES Dispatch instructions, please note the instructions below for escalated cases.
Cases with system errors that involve escalated cases should continue to be sent to the KEES Business Support Help Desk KEES.HelpDesk@ks.gov for resolution. Please continue to use the escalation options listed below in the subject line, so that emails can be quickly identified as cases that need immediate attention.
Priority EES Options: |
Priority PPS Options: | Priority Family Medical Options: |
Buy-In |
PPS Urgent Medical | Urgent Medical |
HCBS Critical |
Pregnant Woman (PW) | |
Work Critical |
Over 45-Days | |
MFP Critical |
||
EES Urgent Medical |
All other cases with system errors should be sent to the KEES Help Desk- Technical Support.
KEES Help Desk- Technical Support
1-844-723-5337 (option 1)
We is updating the Production SSL certificate tonight. We do not anticipate that this will cause any issues for the end user; however, if a user does encounter a certificate warning (example below), an incident should be reported to KEES Help Desk – Technical Support 844-723-5337 (option 1) or KEES.Tier1@ks.gov.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Technical Support Email: KEES.Tier1@ks.gov
Training Email: Training@kees.ks.gov
UPDATE: We provided an incorrect Email address in yesterday’s KEES Dispatch. We apologize for the confusion. The correct Email is provided below.
In the past the Business Support Team has taken the reports of system error messages (Java, Apache, 1100, 1700, 0 error etc.), researched the error and then passed the issue over to the Technical Support Team. To improve efficiency, going forward, system error messages should be sent directly to the Technical Support Team.
KEES Help Desk- Technical Support
1-844-723-5337 (option 1)
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Technical Support Email: KEES.Tier1@ks.gov
Training Email: Training@kees.ks.gov
In the past the Business Support Team has taken the reports of system error messages (Java, Apache, 1100, 1700, 0 error etc.), researched the error and then passed the issue over to the Technical Support Team. To improve efficiency, going forward, system error messages should be sent directly to the Technical Support Team.
KEES Help Desk- Technical Support
1-844-723-5337 (option 1)
Please be sure to provide the same level of detailed information on the system error to the Technical Support Team and include a screenshot of the entire error message.
Example: Application received 8/10/2015 – has been registered and processed. Application is then received from the FFM with a received date of 7/25/2015.
These incidents should be reported to the KEES Help Desk with the subject of Unable to Change App Date.
When rescinding an old application and you receive the error message Error! Cancel – Rescinding this Effective Date will cause 10 pending months and may require running EDBC 10 times. Please contact a supervisor with override rights or click Cancel. If this is a new application click the Reapply button. These incidents should be reported to the KEES Help Desk - Technical Support with the subject of Unable to Rescind Older App.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Technical Support Email: KEES.Tier1@ks.gov
Training Email: Training@kees.ks.gov
Requirements regarding ten day timely/adequate notice for reacting to changes and terminations did not change with KEES implementation. These requirements must be met when taking any action that results in a reduction in medical assistance eligibility. Unless specifically accepted by policy, timely/adequate notice must be given even if the original determination was incorrect. Once medical coverage is provided for a benefit month (‘paid’), it cannot be taken away. If an error in the determination is discovered, it is corrected beginning with a future month. Eligibility is considered ‘paid’ for the month once it is in the MMIS.
In KEES, this means a user cannot fix incorrect eligibility by rerunning EDBC for the incorrect month. In a paid month, do not accept EDBC that has less eligibility. In addition, do not attempt to fix eligibility through overrides unless specifically instructed to do so. This includes eligibility determinations that are incorrect. Once a benefit is paid it cannot be taken away. An overpayment may be determined if it is determined that coverage was provided in error.
The county must be on the mailing address as well as the physical address in order for eligibility to pass to the MMIS. There are increasing instances of cases that are missing the county and are erring off the MMIS.
Section 5930 of the PPS Policy and Procedure manual states: “if the child returns home on or before the 15th of the month, the case shall be closed at the end of that month. If the child returns home after the 15th of the month the case shall close at the end of the following month”.
Child returns home before the 15th - use the come-up month displayed on the Run EDBC page to close the case.
Example: Child returns home on September 10, 2015. Come up month displayed is for October 2015. Run EDBC for October to close the case effective 9/30/2015.
Child returns home after the 15th - KEES will not allow you to close a case in a future month. Create a manual task as a reminder to close the case the following month.
Example: Child returns home on September 28, 2015. The come-up month displayed on the EDBC page is November. Run EDBC for November to close the case 10/31/2015.
User needs to create a manual task so that the case can be closed in a future month.
The Due Date for the task should be set for the date the user wants to close the case. The new come up month displays in KEES 10 days before the end of the month
Specific Instructions to create a future task are located in the User Manual: Adding a Future Task- KEES case
At this time, the Discontinuance Batch is not being run monthly in KEES.
What this means:
Cases are not being discontinued at the end of their review period.
Because they are not being discontinued, we are still sending eligibility to the MMIS.
When their review is processed, they will have to be processed in the first available month for changes (whether there has been a change in eligibility or not).
Review periods and CE periods are not being reset (follow instructions provided by the Policy Team).
Example: Case was due for an 8/2015 review. Action was not taken to process the review until 09/28/15. Cut-off for October was 09/17/15; therefore the review should be processed in November. Workers needs to Edit the Review Due Date and the individual CE Dates following the instructions provided by the Policy Team.
The Processing Deadline Code Cards are located on the KEES Repository under ‘Other Helpful Information’.
When processing a KanCare application following a PE Determination; where a child is eligible as a PLT/NB (Title 21 Newborn) or PLT/DN (Title 21 Deemed Newborn); and PE started in month of birth but did not cover the child’s DOB.
Process the full application like normal; then send the case to the KEES Help Desk with this headline:
PE to PLT/NB Needs Override
-or-
PE to PLT/DN Needs Override
In the description, include the child in question and the EDBC month that needs to be re-run (the month of birth).
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
There have been a few incident tickets for addresses that are incorrect in the MMIS and Premium Billing systems. The issue is that KEES will allow an address up to 50 characters while the MMIS will accept 30 and Premium Billing will accept 25. The easiest way to insure a long address is updated in the MMIS and Premium Billing systems is to break the address up and put part of it in “Line 1” and the other part on “Line 2” on the Address Detail page.
Example:
ADDRESS LINE 1: 3500 SW Mississippi Ave.
ADDRESS LINE 2: Apt. 225
CITY: Anywhere
STATE: KS
If you select “normalize” the address, the entire address will display on Line 1 but in the database, it is stored on Line 1 and Line 2. This will then allow the entire address to be sent to the MMIS and Premium Billing systems.
And, as a reminder, ALWAYS be sure the COUNTY field is populated.
It’s that time of the year again when we ask staff who have access to KEES (Kansas Eligibility Enforcement System) to send us a verification document for their annual Security Awareness training required by the State of Kansas. If you have access to KEES, this document must be sent to us by December 1, 2015. KDHE staff can find the course on the KS Train site (course #1054368). For those KEES Users at DCF, once you have taken the 2015 Information Security Awareness Review course that was released on October 1st (course #SDOPSE2015), just send us a copy of your Transcript or Course Content page. Send your document to the KEES.Security@ks.gov mailbox. Please remember to follow the 3 requirements for a valid training document:
The document must be a screenshot or copy from the Learning Center or KS Train Page (preferably the transcript page) that displays:
The name of the course,
Your name listed as the student, and
A date that can be associated with the training.
The document must be legible.
The document must be a free-standing file (Ex: Word or .pdf), NOT an embedded clip within an Email message.
The easiest way to get this information in the correct format is to print a copy of your transcript, scan the document (up to and including the page displaying the security awareness training), and attach it to an Email message. Please include “Security Awareness – your name” in the subject line. Remember, a non-response to this request will result in loss of access to the Kansas Eligibility Enforcement System (KEES) on January 1, 2016.
Premium Billing files have been processed through 10/13/2015.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
The project continues to see issues with spenddown base periods that results in cases not going over to the MMIS correctly. In the August 6th Dispatch we sent out the following instructions. Please review the instructions and follow when processing cases with spenddown base periods.
There are a number of different components to this and it is important to understand the full process. The new base period must be sent to the MMIS prior to the MMIS monthly run each month. If this doesn’t happen, eligibility is set in the MMIS and cannot be changed. For September coverage, this means the new base period must be established in KEES by August 21. For October coverage, the deadline is September 22.
Every month, two tasks are generated that tell you about the end of the base period. Work the first task prior to the MMIS monthly file deadline and there is no problem.
Spenddown Base Period Ending Task: The user will receive this task the first day of the month the spenddown base period is ending. Use the guidelines in KDHE Policy Memo 2015-06-05 #1, to determine if a new spenddown base is needed. If so, follow the directions below to reset. If a new base period is not appropriate and at least one beneficiary is eligible for MSP, change the RMT to MSP only and rerun EDBC for the come up month. If not, discontinue the case and send proper notice.
No Eligibility - Base Period Ended Task: When a user receives this task, it means the MMIS monthly file ran and the consumer noted in the task did not have a spenddown base period set up for the following month. This means the Medically Needy eligibility did not go to MMIS because there was no Medically Needy spenddown Base Period created for that month. If Medically Needy coverage is discontinued, there is no additional action necessary. But, if it was not discontinued, correct coverage is not in the MMIS. Note that coverage for any MSP programs is sent as expected, just not the Medically Needy.
The user must confirm all necessary records are current/updated appropriately for the consumer’s ongoing eligibility. At that point, the KEES user should set up the correct base period in KEES and then contact the KEES Help Desk at 1-844-723-5337 Option 2 – Business Support to have the Medically Needy eligibility sent to MMIS.
To correctly set up a new base period
Always start with the first month of the new base and run months in order!
On a converted case, check the last “Manual” EDBC result to be sure of the existing base period. If it’s ended, run the next month (1st month of a new base period.) KEES will set the base period starting with the correct month. If that month’s EDBC shows ‘Read Only’ type, then cancel out and re-run using a ‘Timely Notice Exception’ of Yes with a ‘Reason’ of Waiver on File. You can tell if this was successful because the same base period will display when you run the 2nd month of the new base.
Always check the base period when running EDBC for Medically Needy before Accepting/Saving EDBC.
In the October 11th build release a fix was put in for the Rescind/ Reapply when there is an Ineligible person status. Below are some pointers on how to process the cases that had this issue.
If the program block was in Active or Pending status the members that had a status of Ineligible will still have a status of Ineligible in most cases. There is not an option to Reapply or Rescind these consumers. The Ineligible Status is acting like a pending status. If a new request for coverage is received for the individual, update information for the new determination and run EDBC, in all months to come-up. KEES will make a 'new' determination.
Program Blocks in an Ineligible Status and the members have an Ineligible Status. In this scenario the Ineligible Status is acting like a Pending status as well on the Program block. There is not the option to Reapply or Rescind for this situation. The workers will need to run EDBC for all months to come-up. KEES will make a 'new' determination.
For the Scenarios where the Program Block was denied and the members were ineligible the data fix has updated the members status to denied. In this situation the worker will have the option to Rescind or Reapply.
Some cases may still have a processing issue, due to how many times the case was manipulated to try and work past the Ineligible status. These will still require a workaround or possibly a data fix. Please continue to send these cases to the Help Desk for assistance.
The defect around Worker IDs holding the historical assignments has been resolved in the 10/11 release. The correct worker information now displays correctly in the Journal. WA439 Worker ID Assignment Overlaying Previous Assignment is retired. Any Worker ID that was assigned to a worker who has left employment should be end dated and the Worker IDs can be reassigned to new staff.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
Recently we have spent a large amount of effort tracking down issues reported to the Help Desk around users being kicked out of KEES/ ImageNow or the system is running slowly. This has resulted in multiple calls and emails to end users for clarification and in some cases a delay in resolving the issues. To streamline the reporting and expedite resolution of these issues we have developed a check list of information that will help in resolving the issue. Please be sure to include as much information as you can in the original reporting of the incident.
What can the user not Access (KEES, ImageNow)? Is it just KEES or all system programs?
Who is affected? – Everyone or a specific group of users? For the Clearinghouse we need to know if it is contract staff, state staff or mail room.
When is the last time the users had access?
Was there anything unusual about the system prior to being “kicked out of KEES”? Can some people get in and others cannot? Did these people have a similar experience in the past couple of days?
Is there anything new with the user’s equipment (new PC/ updates)?
If there is an error code, what is the code? Screenshots of the error code must be sent.
What steps have been taken to verify it is not a network issue?
Who is affected? – Everyone or a specific group of users? For the Clearinghouse we need to know if it is contract staff, state staff or mail room.
Is there anything new with the user’s equipment (new PC/ updates)?
What are the symptoms?
When is the slowness happening (Running EDBC, Tasks, page to page)?
Can some people get in and others cannot?
Did these people have a similar experience in the past couple of days?
When did the system start to slow down?
Is it consistently slow?
If there is an error code, what is the code? Screenshots of the error code must be sent with the reported issue.
KEES Release 2.6.008.10 is loaded into production on Sunday, October 11, 2015.
On Tuesday (10/6/2015) afternoon we had an incident where tasks were not being generated in KEES. The issue was resolved on Tuesday evening and task were generating correctly. All the tasks that should have generated during the incident did not immediately populate in KEES, after the functionality was restored. All but the 86 tasks are now in KEES. We are working to get the remaining tasks loaded into KEES and will send out a notification when all tasks are loaded. No action for end users.
While efforts are being made to prevent any future issues with tasks, we are also working on additional process and instructions on what to do if there is an issue with tasks.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
The Spanish verbiage is incorrect on form V002 General Verification Request. The English version says "We need this information by 10/10/2015 or you may not get benefits”. The Spanish version says "you may get benefits". Therefore, you cannot use the V002 to request information when the applicant is Spanish-speaking.
Instead – you must use the V008 General Correspondence, and copy/paste the necessary sections. The Standard Text for Copy and Paste spreadsheet has been updated with Spanish translations of the Verification Intro paragraph, Closing paragraph, and the available options for the information being requested.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
The Help Desk Escalation Guide in the September 29th Dispatch omitted the EES Urgent Medical priority categories for EES. The corrected KEES Help Desk Help Desk Escalation Guide with the EES Urgent Medical category added to the table in STEP 1 has been loaded to the KEES Repository in the Other Helpful Information section.
There are two known defects around Ineligible status in KEES.
EDBC produces a discontinued status when a case is discontinued at review; then the consumer provides the review and the program is rescinded. However, if the worker needs to deny the case for a reason like failure to provide, this 2nd denial will produce the Ineligible status when it should be denying the person(s). It displays anytime there is a “double” denial the 2nd denial produces an Ineligible status when it should be denied. This is a known defect which is slated for the October 11, 2015 build. Policy has given permission for workers to leave these applications ‘On Hold’ until the 10/11/15 build is in. The exception to this would be when someone has an urgent medical need – meaning some people on the review is approved and others will get the Ineligible status. These applications should be processed (allowing the Ineligible status).
Once the consumer is in an ineligible status you cannot reapply/rescind them. This is corrected with a data fix that will flip the Ineligible status to Denied - that will also come in the 10/11/15 build. If circumstances arise where a person with an Ineligible status needs to be reinstated, workers will have to wait until after 10/11/15 to rescind/reapply. Any incident tickets for this issue is not worked prior to that time unless there is an urgent medical need.
We recognize that there could be a few stragglers after the October build, and we can address those individually once they are identified as not falling under #1 or #2 above. Unfortunately due to some of the workarounds that were attempted on some of these cases, they may not get picked up in the data fix and will therefore need to be addressed individually.
Both of these defects are to be fixed in the October 11, 2015 build. A data fix is will also be completed on all of the current cases/programs that have an ineligible status. Once the data fix is completed all of those case can be worked.
We are aware that incorrect patient liability/client obligation amounts have been sent to the MMIS for some consumers since 9/13. Early next week 10/5/15, a data fix is executed and the correct liability amounts is sent for affected consumers with patient liability/client obligation amounts processed through 10/2/15 which will permanently correct those consumers. Staff will continue to process cases during the week and incorrect liability amounts may continue to be sent to the MMIS for consumers processed that week. A permanent code fix is executed on 10/11/15 which will resolve this issue. A second data fix is executed at the same time to send correct liability amounts to the MMIS that were processed during the week of 10/5. Once these data fixes are executed, all the correct patient liability/client obligation amounts should be updated in the MMIS.
Currently HP has all Premium Billing files through 9/30/15 in the Premium Billing system.
All the prior Premium Billing defects have been fixed, tested and passed. While testing those defects a new issue was discovered, if a premium change occurs in a past month that has an overridden EDBC the reduction is not sent to HP. With that said the majority of overridden EDBC’s are for partial months of eligibility and a premium is not charged for partial months.
There will still be times that a premium needs retroactively adjusted in an overridden month, when this occurs please send the following information directly to Patty Rice at price@kdheks.gov
Case Name
Case Number
Months that need adjusted
New premium amount for each month if more than one
Currently, when DCF images an application for the clearinghouse DCF scans all documentation; including supporting documents into the appropriate KDHE Application document type. After discussion with KDHE it was decided to streamline the process that DCF would start putting supporting documents into their correct document type and not leaving it in the KDHE application document type. The new process will be DCF scans in an application and supporting documents to be sent to KDHE they will put the Application into the appropriate KDHE Application document type. They will then drag the supporting documents into their appropriate document types and not leave them in the KDHE application document type. This change will have no impact on what task is created or priority the task will carry. It will make it easier for workers to find images as they is in there appropriate document types.
EXAMPLE: Paystubs are submitted with the application. Previous process would index all pages to the ‘KEES Application’ document type. Now when paystubs are submitted with the application, the application is indexed to ‘KEES Application’ and the paystubs is indexed to ‘KEES Income’.
DCF to KDHE communication
There have been questions as to how DCF should communicate to the Clearinghouse when someone has a complaint or concern about their case. The Clearinghouse would prefer that DCF create a Task to the case to report a complaint or concern submitted to DCF for a KDHE medical program.
Received Date: Date complaint or concern was received
Due Date: 10 days from received date
Region: KDHE Clearinghouse
Location: KanCare Clearinghouse
Queue: Concerns
Task: Complaint/Concern
Task Details: Specific information about the nature of the compliant or concern
The following workarounds are new and have been posted to the KEES Repository.
WA 439 - Worker ID Assignment Overlaying Previous Assignment
WA 440 - Pregnancy Due Date
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Training Email: Training@kees.ks.gov
KEES Repository KEES User Manual
The Dispatch was published on the following dates in November 2015:
11/24/2015
Below is the December schedule for important processing dates.
MMIS Spenddown Met to Unmet - December 11th
Medicare Buy-In File - December 16th
December Release - December 20th
Review Batch Run - December 21st
MMIS Monthly – December 22nd
Change - December 18th
Come-Up Month Available - December 22nd
Submitters – When you submit a New User Request, please take note of the Task Number and notify your Approver(s) that Task # ____ is awaiting their approval in OIM.
Approvers – If you return a New User Task to the Submitter for more information, please also remember to notify them that you are returning Task # ____.
If a user is attempting to process HCBS/SED Waiver benefits for a child who is outside the age limits for this requested waiver, they should send a request to the Help Desk so that benefits can be authorized. It is important that all necessary data collection pages be completed and the user include all pertinent information needed to run, save and accept the EDBC such as the benefit month they are running and the patient liability they are expecting. The worker must have a 3160 on file and imaged into ImageNow, prior to making the request.
Please see the instructions provided in the Outside the Age Limits for the Requested Waiver section of the Troubleshooting LTC page of the KEES User Manual:
EDBC rules for HCBS programs are coded to comply with the KEESM requirements for these waivers. If an individual is outside the age limits for the requested waiver the EDBC results displays failed. If the consumer is on a waiver that allows an age exception with waiver manager approval you needs to contact the Help Desk for these cases.
WA442: Unable to Complete Task
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Technical Support Email: KEES.Tier1@ks.gov
Training Email: Training@kees.ks.gov
KEES Repository KEES User Manual
The monthly batch job to discontinue consumers who do not return reviews has not been run for the months of July, September, October and November.
Tonight, November 19th, the July Discontinuance Batch is run. Consumers who did not return their July review is discontinued in the system. The notices is sent only to those people who do not have a Review IR record.
Due some issues with notices and additional batch jobs being ran this month, the decision was made to delay the MMIS monthly run and the Review Batch job. Below is the updated schedule for November.
Review Batch run- November 18th
Change- November 19th
MMIS Monthly – November 20th
Come up Month Available- November 22nd
The defect around forms not generating for Administrator Roles was fixed in the last release. Forms should now generate for additional admin roles (Facilitators, Medical Representatives, Guardian/ Conservator/ Legal Custodian). The Clearinghouse is discontinuing the process of manually creating these forms from a report and sending to the individuals identified as one of the Administrator Roles.
Be sure to reassign all tasks and cases assigned to a Worker ID before the Worker ID is end dated. Any tasks or cases assigned to the Worker ID at the time the Worker ID is end dated is not visible to be worked.
For staff’s reference below is the December schedule for important processing dates.
MMIS Spenddown Met to Unmet- December 11th
Medicare Buy-In file- December 16th
Change- December 18th
December Release- December 20th
Review Batch run- December 21st
MMIS Monthly – December 22nd
Come up Month Available- December 22nd
When registering an existing case, remember to reapply or rescind the program block before eLinking the application. If this process is done in reverse and the application is eLinked before the program block is reapplied or rescinded, it can break the case and require the Help Desk to intervene to fix.
Who to Contact When - Reminder
Recently we have had several discussions about who should be contacted for different items. Below is a refresher on who to contact.
Contact Type | Name | Phone Number | Email Address |
---|---|---|---|
Public | Public Help Desk | 877-782-7358 | N/A |
Worker (DCF, KDHE, Maximus) | KEES Help Desk |
844-723-KEES(5337) Option 1- KEES Tier 1 Option 2- KEES Help Desk- Option 3- KDHE Technical Help Desk Option 4- DCF Technical Help Desk |
KEES Tier 1: KEES.Tier1@ks.gov KEES Help Desk: KEES.HelpDesk@ks.gov |
If users have issues with KEES, imaging, processes, tasks or anything else KEES related the following table will help you answer their questions.
If the first option doesn’t resolve the issue, move on to the next option.
Issue |
Steps to Resolve |
---|---|
User is locked out of KEES or ImageNow (ID or password issues) | Have the user contact the KEES Help Desk- Technical Support at 1-844-723-KEES(5337) and select Option 1. |
System error pops up on user’s screen in KEES or ImageNow |
At times, these errors are a user error. Before contacting Help Desk, have user try a second time by clicking on a tab in the Global or Local Navigation, then return to the KEES Page that the error was received. If the error is received a second time 1. Use any known workarounds or resolutions to complete the case. 2. Notify KEES Help Desk- Technical Support at 1-844-723-KEES(5337) and select Option 1 if unable to complete the case. |
User cannot access KEES, but can access the internet |
1. If occurring for all users, contact KEES Help Desk- Technical Support at 1-844-723-KEES(5337) and select Option 1 to log an incident and notify the KEES Operation Manager. 2. If occurring for an individual, have user follow your agency's procedures for IT issues. |
User cannot access KEES or the internet |
Follow your agency's procedures for IT issues. |
User finds incorrect data (data conversion errors) in KEES | Collect specific examples of incorrect data, screen print and contact KEES Help Desk- Technical Support at 1-844-723-KEES(5337) and select Option 1. |
KEES system is slow or there is a complete work stoppage |
1. Collect specific examples of system slowness.
2. Contact the KEES Help Desk- Technical Support at 1-844-723-KEES(5337) and select Option 1 to log a ticket. 3. If speed is causing work stoppage, also notify the KEES Operation Manager. |
Individual or Public contacts you about issue with the online KEES application | Refer to the KEES Public Help Desk 1-877-782-7358. |
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Technical Support Email: KEES.Tier1@ks.gov
Training Email: Training@kees.ks.gov
KEES Repository KEES User Manual
Due to the holidays this month processing deadlines are earlier than staff are used to. For your reference here are the upcoming dates.
Medicare Buy-In File- November 18th
MMIS Monthly – November 18th
Change- November 19th
Come up Month Available- November 22nd
The Review Batch did not run as planned on Monday, November 16th. The plan is that the Review Batch runs tonight. Note that the Discontinuance Batch is not run this month with the Review Batch.
WA441: Facility Notices Not Retaining Facility Address
As of December 1st the KEES Dispatch will be published once a week.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Technical Support Email: KEES.Tier1@ks.gov
Training Email: Training@kees.ks.gov
KEES Repository KEES User Manual
Due to the holidays this month processing deadlines are earlier than staff are used to. For your reference here are the upcoming dates.
MMIS Spenddown Met to Unmet- November 13th
November Release- November 15th
Review Batch run- November 16th
Medicare Buy-In file- November 18th
MMIS Monthly – November 18th
Change- November 19th
Come up Month Available- November 22nd
On Sunday, November 15th, Release 2.6.009.6 is promoted into production. Release Notes are currently being drafted for the release and is sent to RRAs and leadership for distribution to the end users as needed.
The Buy-In file must be sent to CMS earlier this month due to the Thanksgiving holidays. That means that the Buy-In deletion report is created earlier and must be worked earlier to meet this deadline. The Buy-In Deletion report is created on November 14 and available to staff on November 16. The last day to get the case worked in KEES is November 16. Yes, that is correct. You have ONE DAY to review and work the report. This is NOT a typo. Please check the MMIS on Tuesday, November 17th to verify that the Buy-In individuals have eligibility in the MMIS. If the individual is not in the MMIS please contact the Buy-In coordinator to confirm the individual is added to the Medicare Buy-In File. Also, contact the KEES Help Desk Help Desk with the case information. Be sure to contact the Medicare Buy-In coordinator if you approve any NEW Medicare eligible individuals after November 14 as those consumers will need to be manually accreted to the file to meet the November 18 deadline.
As a reminder, if consumers do NOT have eligibility in the MMIS by the deadline, their buy-in won’t start until the next month, regardless if the eligibility is processed and in the MMIS the very next day after the deadline. The deadline is a hard and fast deadline with no exceptions.
We have received several reports of people not getting the MCO they selected. To assure that the correct MCO choice is entered in KEES, remember when entering an application directly into KEES, the initial Managed Care Organization (MCO) selection must be entered on the Individual Demographics page. Instructions to complete the Individual Demographics page are in the KEES User Manual.
For HCBS cases, the Managed Care Organization (MCO) should also be selected as the Agency on the LTC Data Detail page. Please use the following ID numbers when selecting a provider:
Provider |
ID Numbers |
---|---|
Amerigroup Kansas, INC | 1066422 |
United Healthcare | 1066186 |
Sunflower Health Plan | 1066236 |
Users are only to put in the MCO Agency Name. The MCO is the contact, not Service Provider on LTC page. The specific provider agencies are not in the RDB.
As of December 1st the KEES Dispatch is published once a week.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Technical Support Email: KEES.Tier1@ks.gov
Training Email: Training@kees.ks.gov
KEES Repository KEES User Manual
Several incident tickets have been logged due to no data available in EATSS and the error message is “Request not sent; SSN not in qualified system”. Be sure the consumer for which you make the EATSS request has a Household Status of “In the Home” or the consumer is not sent on the interface file.
A defect was discovered that the file is not picking up all consumers and sending them to EATSS. The fix to that defect is scheduled to go in 11/15/15. We are hopeful that will remedy the issue. Until the fix is implemented, you may still get errors in EATSS for some of the consumers. You can continue to submit tickets to the Help Desk or you can wait to make your request after 11/23/15 (Note: The next EATSS file is 11/21/2015). If you can’t wait for the fix to be implemented because you need the SSA information to meet processing deadlines, you will have to follow the policy guidelines and request the data from the consumer.
A few tickets have been logged due to no Medicare data populating the Medicare Information page in KEES. The consumer for which the request is being made MUST have a status of “Active” or “Pending” in the month the request is sent. Some staff are changing the “Beginning Date of Aid” (BDA) field to be the first day of the next month because they know QMB can’t be authorized until the month, following the month it is processed. When the BDA is in a future month, even if the status is “Pending”, the consumer isn’t “Pending” in the month of the request. No request is sent.
Example: Application Date = 10/12/15 BDA = 10/01/15 Consumer Status is “Pending” Medicare data entered on the Medicare Expense page on 10/21/15 triggers the request to be sent on the interface file. Medicare data should be populated on the Medicare Information page in two to three days.
In the above example, if the BDA is set to 11/01/15 and the request is made on 10/21/15, KEES doesn’t see the status as “Pending” for 10/15 and no request is sent.
Don’t change the BDA except as outlined in the KEES User Manual. For the QMB eligibility, the KEES rules will determine the first month of eligibility.
The “Policy Number” field is required to be entered to navigate away from the page. If you don’t have the policy number information, please just enter the word UNKNOWN. We have seen BAD data, such as “00000000”, “not sure yet…” “ -----------“ entered into the “Policy Number” field and this is causing a problem on the interface file. If the data is mapped from the SSP or Worker Portal, please change it to UNKNOWN before accepting, as instructed above.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Technical Support Email: KEES.Tier1@ks.gov
Training Email: Training@kees.ks.gov
KEES Repository KEES User Manual
The Dispatch was published on the following dates in December 2015:
12/31/2015
Below is the January schedule for important processing dates.
Clearinghouse Starts Processing E&D cases – January 4th
Change- January 20th
MMIS Monthly – January 15th
Review Batch Run- January 15th
January Release- January 18th
Come-Up Month Available- January 22nd
Starting the first of the year the KEES Dispatch distribution list will change. Since DCF-EES will no longer process E&D cases and will not be in KEES for medical processing there is not a need to send information that is not relevant to the DCF-EES business. We are removing DCF-EES PAs, Supervisors and Points of Contact from the weekly Dispatch distribution list until Phase 3 is implemented. EES Administrative Office, DCF-PPS, DCF Legal/Fraud, DCF IT and the RRAs will continue to receive the weekly Dispatch.
ImageNow is still used by DCF-EES and occasionally we have information in the Dispatch about ImageNow or the imaging process. When there is information around imaging, the Dispatch will be also sent to DCF-PPS.
Premiums for CHIP or Working Healthy should not be applied to any member who is an American Indian or an Alaska Native. If KEES assigns a monthly premium, the user must override the premium to zero ($0). The User Manual has these instructions for CHIP and Working Healthy. Please refer to the User Manual for additional information.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Technical Support Email: KEES.Tier1@ks.gov
Training Email: Training@kees.ks.gov
Below is the December schedule for important processing dates.
Discontinuance Batch for September- December 18th
Change- December 18th
December Release- December 20th
MMIS Monthly – December 21st
Review Batch Run- December 22nd
Come-Up Month Available- December 22nd
There will not be a KEES Dispatch on Dec 24th
KEES runs a daily MMIS file every night and the data entered in KEES for that day is sent to the MMIS. The earliest a worker will see information in the MMIS is the day after the case has been processed in KEES.
A trigger is an action in KEES that will prompt a transmission of data from KEES to MMIS. This transmission is usually performed overnight in a “batch” run. There are two types of “triggers” that send KEES eligibility information to MMIS in a batch run – regular triggers and super triggers.
A regular trigger is an action which will send eligibility information whenever EDBC is run by the worker or by an automated mass change run. KEES will “batch” all the individual files created during the day into one transmission file sent to MMIS. This is the standard trigger which sends all updated data elements from all cases to MMIS (usually in an overnight process). This process is dependent on a new eligibility record being created.
A super trigger is an action which updates a specific data element in KEES that is not dependent on creation and transmission of a new eligibility record to MMIS. Only the updated data element is transmitted. This will occur overnight in a singular batch process. Super triggers include updates to the following non-eligibility related data elements:
Person Data
Other Name (Alias)
Address
Telephone Number
Other Health Insurance
KAECSES required eligibility to be authorized for these updates to transmit to MMIS overnight. This process transmitted all data elements, not just those that were updated. This new process will allow nightly transmission of just the updated data elements without having to run EDBC.
There may be times when the eligibility record transmitted from KEES to MMIS is not received or errors off for some reason. As indicated in the note above, it doesn’t matter how “correct” the information appears in KEES if it isn’t correct in MMIS.
When staff note eligibility has not been correctly transmitted to the MMIS, contact the KEES Help Desk. Unlike the current interface, it is unlikely that simply ‘reauthorizing’ the case will correct the problem. In fact, it may actually create additional problems. The KEES team will then be responsible for ensuring eligibility is correctly recorded in the MMIS.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Technical Support Email: KEES.Tier1@ks.gov
Training Email: Training@kees.ks.gov
Below is the December schedule for important processing dates.
MMIS Spenddown Met to Unmet - December 11th
Medicare Buy-In File - December 16th
Discontinuance Batch for September - December 17th
Change - December 18th
December Release - December 20th
MMIS Monthly – December 21st
Review Batch Run - December 22nd
Come-Up Month Available - December 22nd
The Standard Text for Copy and Paste document has been updated and loaded to the Repository under the Other Helpful Information section.
WA444: Incorrect IBU (New) has been added to the Workaround section of the Repository.
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Technical Support Email: KEES.Tier1@ks.gov
Training Email: Training@kees.ks.gov
Below is the December schedule for important processing dates.
MMIS Spenddown Met to Unmet- December 11th
Medicare Buy-In File- December 16th
Discontinuance Batch for September- December 17th
Change- December 18th
December Release- December 20th
MMIS Monthly – December 21st
Review Batch Run- December 22nd
Come-Up Month Available- December 22nd
The Discontinuance Batch job for the months of July, September, October and November were not run in their respective months due to issues with the batch job. The issues have been resolved and we are starting to run the Discontinuance Batches for the previous months. The July Discontinuance Batch was run November 19th. This month on December 17th the September Discontinuance Batch is run. We will share the finalized plan to bring the Discontinuance Batch current, once it is complete.
The steps to Reassign Multiple Cases to a Worker ID may be found in the Worker ID Management section.
Sticky Notes and Date Stamp Annotations in ImageNow have been disabled as of 12/3/2015. All Sticky Notes or Date Stamps added to a document prior to 12/3/2015 will remain, but new ones can no longer be created.
Submitters:
When you submit a New User Request, please take note of the Request ID Number and notify your Approver(s) that Task (Request ID) number ____ is awaiting their approval in OIM.
Approvers:
If you return a New User Task to the Submitter for more information, please also remember to notify them that you are returning Request ID (Task) number ____.
NOTE: The Request ID number to the Submitter becomes a Task ID number to the Approver and the Security Administrator. They are one in the same.
WA443: Worker Portal Required Field Date Formatting (New)
Call Center Phone Number: 844-723-5337
Business Support Email: KEES.HelpDesk@ks.gov
Technical Support Email: KEES.Tier1@ks.gov
Training Email: Training@kees.ks.gov