Saturday 8/22: 1pm – 9pm
Sunday 8/23: 6am – Monday 9pm
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.
New text formatting options allow staff to use the following functions: Copy, Paste, Undo, Bold, Italics, Underline and Bulleting. Reminder: A consumer has the right to request copies of their case file which includes journal entries. All staff are expected to use this feature in a professional manner.
A new Manage Filter page allows staff to create and save personalized filter preferences.
The default filter selection for Date Range has been updated to return entries from the last year.
Added Open Tasks and Closed Tasks tabs. The Open Tasks tab defaults to display all tasks with a New Status. The Closed Tasks tab defaults to display all tasks with a Completed or Rejected Status.
A new Manage Filter page allows staff to create and save personalized filter preferences.
Tasks can now be filtered by the Date Type of Completion Date. This value has been added to the Task Inventory page, Search Results Summary, and Task Details.
The issue where the SSN receives the proper validation error stating it cannot be the same but then continues to receive the error once the SSN is deleted has been fixed.
The issue where a zero error is received when clicking the Edit button from the Income, Address, and Employer List Detail pages on New records has been resolved.
The issue where staff cannot save information when editing an existing person on the Registration Person Detail page has been fixed.
The issue where the IR/Review Completion Date is null when EDBC is ran more than one time for the same month when there are multiple programs on the case has been fixed.
The issue where the wildcard search used in person search only worked when the first two letters of the first name and the last 3 letters of the last name were entered has been fixed. The wildcard search now works with additional letters provided.
KEES is currently allowing a journal to be saved without the Journal Type which should be a mandatory field and produce an error message. Staff must fill in the Journal Type on every journal.
When removing an owner from a Resource in order to add a different owner, the original owner is not actually being removed. This is impacting the Resource Categories of Liquid, Motor Vehicle and Real Property. Staff should carefully review the Resource to ensure the owner(s) are correct. For Food Assistance, if a child (including FA children through the age of 22), or the same person is listed as the owner more than one time, this could result in a $0 benefit at EDBC. Other programs may result in a 1700 Error at EDBC. If staff notice that the wrong person is listed, or the correct person is listed as the owner multiple times, please contact a supervisor or submit a ticket to the KEES Help Desk to have the Resource record removed.
The issue where the Program Type was not set when processing an SSP application for a Pregnant Woman has been fixed.
The issue where staff were required to click the Add button before creating the Motor Vehicle record has been resolved. The Data Collection workaround provided in the June 26, 2020 KEES Dispatch will be retired with this fix.
The State of Kansas House Bill for Medicaid Expansion is still under Legislature review and has not been approved for an August 2020 launch into Production. However, the design effort for the Medicaid Expansion has been partially completed. The system has been updated with these changes, but these updates have been turned off until further notice. This will prevent Medicaid Expansion from being activated, viewed and utilized by staff prior to legislation taking effect. If Staff see anything related to Medicaid Expansion in KEES, including but not limited to, EDBC results or in Forms/NOAs, please report this to the KEES Help Desk immediately. DO NOT authorize or send notification regarding Medicaid Expansion. Staff should not override EDBC to work-around any issues that arise unless otherwise directed by KEES Staff.
A soft warning was added when changing the RE Due Month to a future month.
Added the ability for KEES Help Desk staff to change the Review Due date and to manually add a Customer Reporting record when help desk tickets are submitted. Staff should only be sending these items to the KEES Help Desk for policy approved scenarios. Currently this only includes:
Skipped Reviews
Pregnancies that have terminated early and the two months post-partum period has now been updated (see policy guidance for more details).
LTC rules were corrected to fix the issue of KEES not determining LTC eligibility correctly in instances where an individual’s income is at or above 300% of the SSI limit. The rules will now use the established share of cost to compare against the cost of care to determine whether the individual is eligible for LTC coverage. Please see KC-7000 on the Policy appendix.
EDBC will no longer perform a resource test for applicants that are SSI recipients that are not applying for HCBS. Their resources will be displayed but the result will be Waived.
EDBC will no longer assign a Patient Liability for SSI recipients admitted to a facility on a temporary stay who are not on HCBS. Prior to this change, EDBC had to be overridden when a PL was assigned. This retires workaround WA445. This only impacts individuals found disabled by SSA, not those disabled per PMDT.
The $20 disregard will now be correctly applied when the Independent Living PIL of $475 or HCBS PIL of $1157 are used. This retires workaround WA554.
KEES will now correctly apply the $62 PIL when an existing consumer on LTC changes from one facility to another or one Level of Care to another.
KEES rules were updated so that the Protected Income Limit is applied correctly when a consumer was admitted to a facility part way through the month. If the consumer was admitted from the community on the Admitted From drop down (Assisted Living, Other, or Private Home), then the Independent Living PIL of $475 will be applied. If they were admitted from a facility based on the Admitted From drop down (Hospital, ICF/MF, NF, NF/MH, Swing Bed, State Institution), then the rules will look at the Previous Admission Date Field. If there were zero days in the community (admitted on or before the first day of the NF admittance month), the $62 PIL will be used. If there are community days (admitted after the first day of the admittance month), the Independent Living PIL of $475 will be used. If the Previous Admission Date field is left blank, the $62 PIL will be used for the Admitted From drop down options Hospital, ICF/MF, NF, NF/MH, Swing Bed, and State Institution. The $475 Independent Living PIL will apply if the Admitted From field is Assisted Living, Other, Private Home, or blank.
It is crucial for staff to fill in the Admitted From drop down and Previous Admission Date field to receive accurate LTC determinations in KEES.
For HCBS consumers, the $1,157 PIL will be used for the month of admittance if there were community days with a permanent stay. The $1,157 PIL will also be used for a temporary stay which is up to the month of admittance and the following two months in most cases.
The Clearinghouse will no longer receive duplicate FFM applications submitted in the same day. The system will now only accept the latest (most recent) FFM application submitted.
Pre-Tax Deduction fragments will now generate for Approval, Change, Denial and Discontinuance NOAs when applicable:
Pre-Tax Withholdings fragment-
“For <PERSON_NAME>, the total amount of pre-tax withholdings used in your determinations is: $<PRE_TAX_AMT>.
The following are considered Pre-Tax Withholdings: Health Insurance Premiums, Contributions to retirement plans – 401(K) and 457B, Life insurance premiums, Health Savings Account, Flexible Spending Account – Child Care, and Flexible Spending Account – Health Care.”
MAGI Deduction fragment-
“For <PERSON_NAME>, the total amount of Federal deductions used in your determinations is: $<FED_DED_AMT>.
The following are considered Federal Deductions: Educator Expenses; Business Expenses of Reservists, Performing Artists, Fee-Based Government Officials; Health Savings Account Deduction; Moving Expenses; Tax Deductible Portion of the Self-Employment Tax; Self Employed SEP, SIMPLE and Qualified plans (self-employed and clergy); Self-employed; Health insurance deduction; Penalty on Early Withdrawal of Savings; Alimony Paid; IRA Deduction; Student Loan Interest Tuition and Fees; and Domestic production activities deduction.”
However, staff should not expect to see these new NOA fragments yet as they are tied to functionality that is not currently in use.
If staff do see these NOA fragments they should delete the NOA and send a manual NOA. Staff will also need to check to see if the Pre-Tax Withholding information on the Income Amount Detail page or MAGI Deductions expense record was inadvertently used. If so, the information will need to be removed as this functionality is not in use yet.
Removed the Access to State Health Insurance NOA Fragment K-R30:
“This action was taken because a member of the family has access to the State Employees Group Health Insurance through their employment with the state, county, school district, or another public agency.”
Removed the Refugee Medical NOA Fragment K-R54:
“This action was taken because you became ineligible for cash assistance because of increased income from employment.”
Updated the business logic for the MSP NOA fragment K-M311 so it displays when appropriate in NOAs:
“<Variable>is no longer eligible for <Variable> benefits and extra help with Medicare Part D Prescription Drug Costs.”
Passive and Pre-populated Medical Review Forms: Fixed the issue with the Other Health Insurance not populating.
V008 General Correspondence Form: Removed “V008” from the title. It now only reads, “General Correspondence”
D100 MEDIKAN Approval Form: Fixed the resource variable in the reporting requirements section. Based on the household size the correct resource limit will now show in the reporting requirements section.
Added two new Forms:
I013 Annuity Referral
ES-3122 VA Potential Benefit Request Form
With the addition of these two new Forms staff will no longer have to generate them using the Standard Copy and Paste spreadsheet. Sending these Forms from KEES will allow business to track and properly follow up with consumers as per Policy.
Below is a list of training materials that have been created or updated for this release:
August 2020 Journal KDHE demo
KEES August 2020 Release Medical FM (Family Medical) demo
KEES August 2020 Release Medical LTC demo
KEES August 2020 Release Medical Family Medical PPT
KEES August 2020 Release Medical LTC PPT
300 and MN3 Aid Codes
Other Helpful Information – Reviews
Other Helpful Information – Task Management
Review Processing
Updating Individual Continuous Eligibility and Review Dates
Updating the Review Document Status in KEES
Workarounds
Final KDHE Processing Deadlines - Fiscal Year 2021 has been updated and can be found on the KEES Repository under Other Helpful Information.
Child Care enrollment fee snippets have been fixed to generate when the Change Reason on the Child Care Family is Approved Enrollment Fee.
The Cash Aid Time Limit Month Detail page has been fixed to display the State drop-down value when adding months from out of state.
KEES has been fixed to display the correct Review Due month when running EDBC with a RE run reason.
Updated Child Care rules logic to only make the (child)ren receiving care a MEM. Other household members are given the Role of FRI with one of the following Role Reasons to differentiate:
Parent or Caretaker: means they are the Parent/Caretaker of a benefit eligible child
Child – No Need for Care: means they are a child not applying for aid
This update should improve the readability of Child Care notices.
The following forms have been updated to populate office email, giving the consumer the opportunity to return requested information via email.
V000: More Information Needed
ES-3500R: EES Review Form
ES-3114: Interim Report Form
Added NOA snippets to account for the following scenarios and retire current standard copy and paste workarounds:
3 Month ABAWD Extension Notification
Change in ABAWD Status
Remaining Number of ABAWD Months
Food Assistance Potential Employment Violation
Updated Food Assistance Reporting Requirements to include information about reporting lottery and gaming prize winnings.
Updated the Civil Rights Provision section in the Rights and Responsibilities to include the correct hyperlinks for the USDA Program Discrimination and State Information/Hotline Numbers and site.
Logic for the RE/IR Date Adjustment Run Reason has been updated in KEES.
The RE/IR Date Adjust Run Reason should be used when special households no longer meet policy criteria for the 24-month review period.
Staff can use the run reason when the consumer is in the first 12 months of their review period or the second 12 months of their review period.
When the consumer is in the first 12 months of the review period, the Review Due Date is shortened to a 1-year review period with the required IR Due Date when this run reason is used. If the IR Due Date has already passed, KEES will not show an IR Due Date.
For example:
Original Due Dates:
Review Due Date is 12/2021 with an IR Due Date of 12/2020
New Dates after running with Run Reason in benefit month of 10/2020:
Review Due Date is 12/2020 with a blank IR Due Date
Original Dates:
Review Due Date is 06/2022 with an IR Due Date of 06/2021
New Dates after running with Run Reason in benefit month of 10/2020:
Review Due Date is 06/2021 with an IR Due Date of 12/2020
When the consumer is in the second 12 months of the review period, the review period will remain the same, but the IR Due Date will adjust to show the required 6 month IR date. If the IR Due Date has already passed, KEES will not show an IR Due Date.
For example:
Original Dates:
Review Due Date is 12/2020 with an IR Due Date of 12/2019
New Dates after running with Run Reason in benefit month of 10/2020:
Review Due Date is 12/2020 with a blank IR Due Date.
Original Dates:
Review Due Date is 06/2021 with an IR Due Date of 06/2020
New Dates after running with Run Reason in benefit month of 10/2020:
Review Due Date is 06/2021 with an IR Due Date of 12/2020.
Reminder, this Run Reason should be used in the come-up month.
Workflow updates:
Reviews, IRs and 12 Month Reports submitted via paper form and imaged will no longer create a Registration task for the Administrative queue. This work needs to be added to the tracker by the imager after it is imaged.
The following document types will now create a task for the Blue queue: Review, IR, 12 Month Report, and Barcode.
An Expedited Review document type has been added to ImageNow to accommodate the Late Review process. This document type creates a Process Review task with an Expedited priority for the Blue queue.
If an SSP application is submitted for a program that was Discontinued in the last month due to Failure to Return a Signed Review, a Review Registration task with an Expedited priority will generate for the Administrative queue. When the task is completed, a Process Review task with an Expedited priority will generate for the Blue queue.
Functional updates:
The Is the review application signed drop down field is no longer a required field on the Review and IR/12 Month Reporting Detail page.
On the Review and IR/12 Month Reporting Detail page, the following options have been removed from the Report Status drop-down options.
Reviewed Ready to Run EDBC
Not Applicable
A soft warning was added when changing the RE Due Month to a future month on the Food Assistance Detail page.
Added the ability for KEES Help Desk staff to change the IR Due date and to manually add a Customer Reporting record when help desk tickets are submitted.
Updated KEES to prevent staff from running EDBC past the IR due date.
The Food Assistance History page displays new fields under the Program Re-Evaluation History section. This information can be used to verify Review, IR and 12 Month Reports have accurate dates per policy.
Other Workflow Updates:
Added task completion hard warnings:
Registration tasks cannot be completed unless linked to a case number.
Process tasks cannot be updated to a task status of DCF-Complete when there is pending verifications.
Updated task logic to route squishy work from batches and interfaces to the Orange-Purple queue. This gives offices the ability to prioritize customer-initiated work vs. batch and interface work.
Two new Skipped Issuance reasons have been added to the Skipped Issuance Report.
Review in the Past: Generates when there is a Review Due Date in the past and there is no corresponding review record.
FA Interim Review in the Past: Generates when there is an IR Due Date in the past and there is no corresponding IR record.
Staff should check to see if there is a review or application that can be used as a review or interim report on these cases and then run EDBC with the appropriate Run Reason to update the Review Due Date. Remember to contact the KEES Help Desk if you need the IR Due Date updated. If there isn’t a review or application that can be used, reach out the policy manager if needed for further guidance.
Below is a list of training materials that have been created or updated for this release:
August 2020 Journals DCF demo
DCF Imaged Forms Desk Aid
DCF Task Desk Aid
EES Review, IR, and 12 Mo Report Workflow Changes demo
KEES August 2020 Release PPT
KEES Late Reviews Workflow Changes demo
Key Steps to Processing Reviews, IR, and 12 Mo Reports demo
Skipped Issuance Report K2K
DCF Standard Text for Copy and Paste
Ineligibility Status Reason Table
Other Helpful Information – Task Management
Reviews
Searching for Tasks
Setting Default Task Search Criteria
DCF Processing Deadlines – Year 2020 can be found on the DCF Intranet under Policy and Procedures.
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.