03172023 Dispatch

All Programs

KEES Availability:

A build is scheduled for this weekend.  Below is a summary of what is included in the release as well as any workarounds that will no longer be necessary.  

Issues We Fixed for All Staff:

8100 Error When Viewing or Editing a Resource Record - FIXED

Staff should no longer experience an 8100 error when viewing or editing a resource record.

Medical Programs

What’s New for Medical Staff:

Current™ Release

Current™ Integration with KEES

• We are wrapping up the development of a workflow management tool that has been integrated into KEES. At a future date, staff will use this tool to pull case work. A soft launch is planned for this weekend. The staff that will be piloting this launch have been made aware.

Medical SSP Application:

• SSP Enhancements include:

• • Automatically identifies applicants as MAGI, Non-MAGI, or Hybrid based on the consumers answers to the Aged, Blind, or Disabled questions, to trigger supplemental application questions.

  • • NOTE: For applications that contain both MAGI and a Non-MAGI these applications are treated as Hybrid apps. What this means is that the Hybrid flow follows the Non-MAGI flow with the exception that Non-MAGI questions are optional.

  • The Health Coverage Qualification screen will no longer be displayed.

  • Consumers will only see relevant income questions based on their MAGI, Non-MAGI, or Hybrid flow.

  • • Only Non-MAGI and Hybrid applicants will be asked the income question: Is anyone getting money from family, friends, or others?

  • For MAGI only applications the only Expense Information the consumer will be asked is regarding support expenses.

  • The following question, Are you, your spouse, or your parent a veteran or an active-duty member of the US military?, has been updated to only display to applicants who identify themselves as non-citizens.

  • Only Non-MAGI and Hybrid applicants will be asked about their military service. The Military Service screen has been customized to display the questions from KC1500 Elderly and Disabled (E&D) application.

  • Prior Medical Change questions will display only when the consumer has answered Yes to the question: Do you want help paying for medical bills from the last 3 months?

  • The PDF that staff will review will now only contain the questions that the consumer is shown based on their assigned flow. (MAGI, Non-Magi, Hybrid).

Correspondence Updates

• Updates have been made to the KC5810 PRTF facility notice; the change was made to the discharge date free form text box. Previously, this box was always required. Now, staff will only have to fill out this box when the checkbox for discharge information is selected on the form.

• Facility notices will now only be sent to facilities.

• All case-level persons who own resources will now be displayed in the Review your Resources tables on the KC1600 and KC1700 Reviews, instead of only program-level persons.

• The V117 and V118 SSPP notices have been updated to show the correct PIL of $62.

• Staff will now see the date in the format of MM/YYYY in the below snippet:

• The following fragment (K-M106) will now generate for Prior Medical months and will show the correct spenddown dates.

• • Bills used against the spenddown are your responsibility to pay.  Examples of expenses that can be used for the spenddown are doctor, hospital, pharmacy, dental and mental health services.  Expenses for other members of your family can sometimes be used. There are two ways to use an expense against your spenddown: For expenses in the month(s) of (variable 1) to (variable 2) show this letter to the health care provider.  The provider can bill to use the expense.   Send copies of other bills to the office listed on this notice.  The bill must show the date of service and the amount of the bill.

• The following fragment (K-M351) will display before the reporting requirements in Reasonable Opportunity approval NOAs.  

• • The following items prove both citizenship and identity.  If you have one of these items, please send a copy:

  • • U.S. Passport

    • Native American Tribal Document

    • Certificate of Naturalization (N-550 or N-570)

    • Certificate of Citizenship (N-560 or N-561)

If you do not have an item above, we need two items. One document for citizenship and one for identity.

There are many other documents that can be used.  If you do not have a document listed, please call us to talk about other documents you can use.  Please do not send original documents – copies are fine.

Medical History Page Enhancements

The following fields have been added to the Program Re-evaluation History section in the Medical History page:

• Redeter ID – The identifier for the program/persons current Redeter Period. This will be utilized as a troubleshooting mechanism for the KEES Help Desk.

• Review Type – No Review, Super Passive, Passive, Pre-pop, Targeted, and Administrative.

• Updated By – Staff ID hyperlink of the worker that updated the program’s Redeter record (typically done by running EDBC).

• Updated On – Date and time stamp MM/DD/YYYY HH:MM:SS AM/PM

This table will be a historical record of each time the Program Review Date was updated. This table will be displayed as sorted by most recent to least recent, first - by Redeter ID, and second - by Updated On.

Determine Spenddown Dates

• WA663 - Medically Needy Spenddown Override for Shortened Spenddowns has been retired.

• • This workaround is no longer needed to shorten Medically Needy spenddowns.

• The issue that was causing KEES to create one-month base periods instead of 6-month base periods when the consumer moves from an LTC program to an MDN program in the come-up month has been resolved.

• The issue where prior medical spenddown base periods were not setting correctly when workers ran EDBC starting in prior medical months has been fixed. KEES will now issue the correct prior medical base period when workers run EDBC in order starting with the prior medical months.

Medical Issues We Fixed:

MSP Denial/Discontinuance Fragment Incorrectly Displaying - FIXED

The reported issue of the MSP Denial/Discontinuance Fragment displaying in error has been resolved.

Zero Error Upon Generation of N985 Facility Notice - FIXED

Staff will no longer receive a zero error when trying to generate the N985 Facility Notice.

Facility Form N-S912 ADDCOR Variable Still on PDF - FIXED

Staff will no longer see the additional correspondent variable on the N-S912 Facility Notice.  

KEES Counting Parent Not in HH in IBU - FIXED

The issue of a parent outside of the HH being counted in an IBU has been fixed.

EDBC Not Building WH Budget - FIXED

The reported issue of a budget not getting built for WH despite meeting all WH criteria has been fixed.

EDBC is Showing Total Countable Income as a Negative Amount - FIXED

The reported issue of total countable income showing as a negative amount has been fixed.

8100 Error When Clicking on Run EDBC - FIXED

The issue of an 8100 Error displaying when clicking Run EDBC has been fixed.

SE Health Insurance Deduction Not Included in EDBC - FIXED

The reported issue of SE Health Insurance Deduction not being included in EDBC has been fixed.

MAGI Deductions Not an Option on the Expenses page - FIXED

The issue of MAGI Deductions not showing in the Expense Category on the Expenses page has been fixed.

KIERA BOT Incorrectly Updating Addresses - FIXED

The issue of KIERA incorrectly updating addresses for consumers has been fixed.

Resource Detail Page Amounts Not Feeding to Resource Total - FIXED

The issue of correct amounts on the Resource Detail page not feeding over to the Resource Total has been fixed.

EDBC Using Full Amount of Secondary Vehicle - FIXED

The issue of EDBC counting the full amount of a Secondary vehicle in error has been fixed.

Training Material:

Recorded Demos and PDFs (* =  in progress)

Document Upload Portal Tutorial Demo*

Spring 2023 Medical KEES Release PDF

Med KEES March 2023 Release Webinar Demos  

Updates to the KEES Medical User Manual:

Document Upload Portal User’s Manual

Review Guidelines

Medical Processing Deadlines   

Final KDHE Processing Deadlines - Fiscal Year 2023 has been updated and can be found on the KEES Repository under Other Helpful Information.

Non-Medical Programs

Reminder: Entering ABAWD Time Limit Records

Even though work requirements for ABAWDS have been temporarily waived due to the COVID-19 pandemic, Time Limit records should still be entered in KEES according to the guidance listed in the table below. Batches in KEES have been temporarily shut off to allow ABAWDS to receive more than 3 months of Food Assistance in a 36-month period. Making sure Time Limit records have been entered correctly will help ensure data collection for ABAWDS is accurate when there is an end to the Public Health Emergency period and ABAWD months must be tracked and counted again. The current ABAWD period is 10/2022-09/2025. Make sure Time Limit records are added to the current ABAWD period. For guidance on how to add an ABAWD period and Time Limit record in KEES, see the KEES User Manual.

What’s New for Non-Medical Staff

EES BPM Dashboard:

• A new reporting dashboard has been added to the DCF dashboard for EES Supervisors and Leadership. It combines data from KEES, Amazon Connect and the EES tracker. Data provided includes contact ID, queue agent name, length of call, date and time connected, call transcript, call recording, disconnect reason, SSN, case number, person name, worker name, application status, and applicant phone #.

• A new VCC Reportable Calls Report has been added that will log case details for calls over 5 minutes that are not documented on the tracker.

• The new Completed Tasks Report will track completed DCF tasks missing from the tracker to ensure the tracker is being updated regularly.

Employment Services Tasks:

• Logic has been added to KEES to assign tasks generated for the Work Program or FAET Queue to the Career Navigator assigned to the program block. Career Navigators will see these tasks in their work portlet on their KEES home page.

• A new Food Assistance Discontinuance task is generated any time a client becomes a FRE or is Discontinued on the Food Assistance Program Block and they have an active FAET Program Block for FAET or GOALS. The task is generated for the Career Navigator assigned to the FAET Program Block.

ES-3100R: DCF Review Form:

• The due date on the DCF Review form has been updated to populate with a due date as 15 days after the review form is generated. Previously, the due date populated as 10 days.

• The medical expense section has been updated to match how medical expense information is asked on the Interim Report and 12 Month Report forms.

V007: Medical Expense Verification Form:

• Several updates have been made to the language on the V007 in an effort to use plain language to outline what is needed and how to provide it.

Mandatory Participation in Food Assistance Employment and Training (FAET) for ABAWDS:

Due to the implementation of the mandatory FAET for ABAWDS policy in October 2022, several changes have been made to KEES to support the policy and retire system workarounds.

Data Collection:

• The program type (FAET or GOALS) now displays on the FAET Program Block from the Case Summary page.

• A new status reason, Not Meeting Work Requirements has been added to the FAET Status Detail page. Career Navigators do not need to use No Longer FAET Eligible to discontinue the FAET Program Block if a consumer is not meeting the mandatory work requirements.

• A new Food Assistance non-compliance type of Not Meeting Work Requirements has been added to the Eligibility Non-Compliance Detail page. When Not Meeting Work Requirements violation is applied, the consumer becomes FRE and a prorated share of their income and expenses are counted at EDBC if the Food Assistance program remains open due to other household members. This update retires the Generic non-compliance workaround.

Tasks:

• When a Work Eligible ABAWD is an Active member on a Food Assistance program, KEES generates a FAET Referral task for the FAET Queue. This task lets employment services know that a FAET Program Block should be opened for the consumer. Eligibility staff no longer need to send an email referral for these consumers.

• When a Work Eligible ABAWD has been an Active member on a Food Assistance program for more than 15 days without an Active FAET Program Block, a Work Eligible No FAET Program task is generated for the FAET queue. This is a reminder for FAET career navigators to open a program block for the consumer.

• The FAET Participation Requirement batch runs mid-month to check if consumers are meeting the 30 hour per week participation threshold. It looks at both activity attendance hours on the Activity Progress Detail page and employment hours on the Income Amount Detail page to check the consumer’s weekly hours of participation. A Not Meeting Work Requirements task is generated for any consumer not at the threshold. The task is generated for the Career Navigator assigned to the FAET Program Block.

Forms:

• The W504: Request for Good Cause form is generated and sent to consumers when it is found the consumer is not meeting work requirements. Non-Compliance Coordinators no longer need to use standard copy and paste text.

• Updates have been made to the Work Requirements Notification forms (F851-F856) to communicate the Job Search and Training Rules are now mandatory.

• FAET violation language has been added to the following forms if generated for a FAET consumer. This violation language will not appear if generated for a GOALS consumer. Standard copy and paste text is no longer needed.

• • W001: Appointment Letter

  • W002: Review of Activities Appointment

  • W358: Assessment Notice

NOAs:

• Food Assistance NOA snippets have been updated to include language if a consumer is discontinued (or made FRE) due to a Not Meeting Work Requirements violation.

Non-Medical Issues We Fixed:

Food Assistance Redetermination Records Not Correct When Denying 1st Month and Approving 2nd Month - FIXED

When denying Food Assistance in the 1st month and approving the 2nd month, the begin date, IR due date, Review due date, and reporting type for redetermination records were not consistently being set correctly. This issue has been fixed.

Incorrect TANF Aid Code - FIXED

The issue of TANF Aid Codes displaying as 1P when they should be 2P has been fixed.

Work Programs Program Blocks in Transitional Status Not Auto Closed by KEES - FIXED

The Work Programs Program Closure batch has been fixed to auto close program blocks at the end of the 12-month transitional period.

Training Material:

Recorded Demos and PDFs

Spring 2023 Medical KEES Release PDF

Med KEES March 2023 Release Webinar Demo

Updates to the KEES Non-Medical User Manual:

Batches

DCF Task Desk Aid

Adding or Updating FAET Program Status

DCF KEES Forms Inventory

Food Assistance Employment and Training (FAET) Process

Ineligibility Status Reason Table

Non-Compliance Table

Not Meeting Work Requirements

Adding or Updating WP Program Status

Non-Medical Processing Deadlines

DCF Processing Deadlines – Year 2023 have been updated and can be found on the DCF Intranet under Policy and Procedures and in the KEES Non-Medical User Manual.

PPS Programs

The PPS Payment Schedule for FY 2023 has been updated in the KEES Non-Medical User Manual.

Contact Us

Call Center Phone Number: 844-723-5337

KEES Help Desk Email: KEES.HelpDesk@ks.gov

KEES Tier 1 Email (Access Issues Only): KEES.Tier1@ks.gov

KEES Repository      KEES User Manual - Medical        KEES User Manual - Non-Medical

The information contained in the KEES Dispatch is for internal use only.