|
Date |
KEES Available Hours |
EATSS Available Hours |
CSS Available Hours |
|
Thursday, October 28, 2021 |
6am to 9pm |
7am to 8pm |
7am to 8pm |
|
Friday, October 29, 2021 |
6am to 9pm |
7am to 8pm |
7am to 8pm |
|
Saturday, October 30, 2021 |
12pm to 9pm |
7am to 7pm |
7am to 3pm |
|
Sunday, October 31, 2021 |
6am to Monday 8pm |
12pm to 7pm |
Not available |
|
Monday, November 1, 2021 |
Sunday 6am to 8pm |
7am to 8pm |
7am to 8pm |
|
Tuesday, November 2, 2021 |
6am to 8pm |
7am to 8pm |
7am to 8pm |
|
Wednesday, November 3, 2021 |
6am to 9pm |
7am to 8pm |
7am to 8pm |
|
Thursday, November 4, 2021 |
6am to 9pm |
7am to 8pm |
7am to 8pm |
|
Friday, November 5, 2021 |
6am to 9pm |
7am to 8pm |
7am to 8pm |
|
Saturday, November 6, 2021 |
6am to 8pm |
7am to 7pm |
7am to 3pm |
|
Sunday, November 7, 2021 |
Unavailable |
12pm to 7pm |
Not available |
|
Monday, November 8, 2021 |
6am to 9pm |
7am to 8pm |
7am to 8pm |
|
Tuesday, November 9, 2021 |
6am to 8pm |
7am to 8pm |
7am to 8pm |
|
Wednesday, November 10, 2021 |
6am to 8pm |
7am to 8pm |
7am to 8pm |
|
Thursday, November 11, 2021* |
6am to 8pm |
Not available |
Not available |
|
Friday, November 12, 2021 |
6am to 9pm |
7am to 8pm |
7am to 8pm |
|
Saturday, November 13, 2021 |
Unavailable |
7am to 7pm |
7am to 3pm |
|
Sunday, November 14, 2021 |
Unavailable |
12pm to 7pm |
Not available |
|
Monday, November 15, 2021 |
6am to 9pm |
7am to 8pm |
7am to 8pm |
*State Holiday
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.
Registration functionality is receiving several changes in KEES to help eliminate worker error and KEES Help Desk dead stop tickets. A summary of the changes can be found below:
Programs Approved in Error:
Currently when a worker approves the month of application in error and then runs EDBC the same day to deny the program, KEES gives the program a Discontinued status and generates a NOA. KEES will now deny an approved application when ran on the same day, delete the approval NOA, and generate the correct denial NOA. However, KEES will not stop benefits if Immediate issuance was used. Staff need to contact the KEES Help Desk if a case was approved in error and Immediate issuance was used.
Entering an Application Date and Beginning Date of Aid (BDA):
The Application Date and the Beginning Date of Aid only need to be entered on the Program Person Detail page. This data will then auto-populate the same fields on the New/Reapplication Detail page. Staff no longer have to manually enter them on the New/Reapplication Detail page.
Editing an Application Date and/or Beginning Date of Aid (BDA):
The Application Detail page must be used to edit or change the Application Date and/or the Beginning Date of Aid. It is no longer possible to edit either date from the Program Person Detail page.
Hard Stop Validation Messages Added to KEES:
|
Trigger |
Error Message |
What To Do Next |
|
The Beginning Date of Aid and Application Date are not in the same month and year when it is the first application for adding a program. |
Error! BDA – Beginning Date of Aid and Application Date must be in the same month and year for at least one person when creating a new program. |
Adjust the dates to match. Per DCF Policy, the Application Date and Beginning Date of Aid should be the same for all people on the program. |
|
Adding or editing an Application Date with a date greater than 6 months prior to the current month. |
Error! Application Date – The application date cannot be more than six months prior to the current date. |
Check that the Date of Application was entered correctly and adjust it as needed. If the Date of Application is correct, click the Cancel button. When this action is taken, KEES creates a case number without a Program Block. A KEES Help Desk ticket will need to be submitted to register the older application date. |
|
The Beginning Date of Aid is set to a month greater than the come-up month on the New/Reapplication Detail page. |
Error! Beginning Date of Aid cannot be a month greater than the come-up month. |
DCF Staff should consult a supervisor for next steps and to make sure setting the Beginning Date of Aid that far out is within policy. |
|
Selecting 1st or 2nd Month Ineligible to rescind to a month greater than the come-up month. |
Error! The program/person cannot be rescinded to a month greater than the come-up month. |
Verify the View Month is set to the Month of Application and try again. If you need to rescind to a month greater than the come-up month, consult a supervisor for next steps and to make sure rescinding the application is within policy. |
Allows filters to be retained within the context of the same case on the following pages:
Task Inventory
EDBC List
Verification List
Income List
Distributed Documents Search
We reported out in the July 2021 release that logic was added to KEES to not map in an address as NEW if the only change is due to formatting, zip + 4, or abbreviations. This logic was not working appropriately and has been fixed. Staff should no longer see a NEW indicator in these scenarios for addresses entered in the Self-Service Portal (SSP).
Updates made will display a clean and organized view of current, regular, CE Periods for each active member.
More columns related to CE Periods have been added to the following existing pages:
Functionality has been added to allow KEES Help Desk Staff to merge CE Periods that overlap or are two separate Regular CE Periods and should be one. Merging periods will allow the KEES Rules to determine the correct coverage more efficiently and will ensure the consumer is being protected appropriately by Continuous Eligibly when allowed by policy. If a CE Period needs to be merged, staff should submit a KEES Help Desk ticket. This should include specific details on which person needs CEs merged, which CEs need merged, and why.
Please Note: Until further notice, staff should check the CE Dates on the Continuous Eligibility History page after processing a request, to confirm the CE Period set correctly. If anything doesn’t look right, please submit a ticket to the KEES Help Desk. Staff should especially watch for any CE Periods that overlap as these need to be submitted to the KEES Help Desk to be merged. CE will not hold appropriately if overlapping periods are not merged by the KEES Help Desk.
CHIP start dates will now generate correctly. The EDBC Rules have been updated to set the CHIP Start Date to the first day of the benefit month when rescinded for review. This means that if the person received Medicaid in the month prior to receiving CHIP at review, KEES will now begin the CHIP coverage at the correct date and no override will be needed.
This will retire the Processing Medicaid to CHIP process in the KEES UM.
Penalty Periods for HH members will be aligned to start in the first unpaid month. This will allow new CHIP recipients to be added in paid months without creating a Penalty Period.
Example: Child applies for benefits in a household with ongoing CHIP which is also delinquent on premium payments. If the app was in 10/2021 and the first unpaid month was 11/2021, the child would be added and given CHIP in 10/2021. Then in 11/2021 the CHIP children (including the newly added child) would be discontinued and a penalty period established.
If a Review is set to be sent out or has been sent out by the batch and is awaiting to be returned, KEES will no longer discontinue for premium delinquency until the review is processed by the worker and action taken, or the consumer is still open, and the review month has passed.
Examples:
Review is due for a CHIP program on 10/2021. The program is also showing a premium delinquency. When the batch runs to close for delinquent premiums effective 10/2021, since the review is due in 10/2021, and has not been sent yet, the batch will not close the children. Instead they will be sent a review to complete and return.
Review is due for a CHIP program on 10/2021. The program is also showing a premium delinquency. When the batch runs to close for delinquent premiums effective 11/2021, since the review is due in 10/2021, and has been sent but not returned, the batch will not close the children. Instead the consumer will need to complete and return their review or be closed for failing to return the review.
The Rights and Responsibilities text has been updated to display the correct contact numbers and addresses for the Civil Rights Provisions and the Office of Administrative Hearings. An update has been made to the verbiage to include the following: Continuation of benefits pending a fair hearing decision does not apply to CHIP coverage. These updates have been applied to all Forms, Notices, and the SSP.
Updates have been made when a user selects a household status of Permanently out of the Home, the user will now have the option to select Deceased as the reason for leaving. Users will not have the option to select Deceased when a household status of Temporarily out of the Home is selected.
The queue for all SSP Medical Review tasks has been updated. All initial SSP Medical Review tasks will go to the Registration queue.
The following fields have been removed from the Other Health Insurance page in the SSP. Updates to mapping for the removal of these fields have been made accordingly.
Monthly Premium Amount
Date Began
Date Ended
The Background Information page will not be displayed for non-applicants.
The Are you Blind? question will not be displayed for non-applicants on the Tell Us More page.
Updates have been made to the following snippet: This action was taken because your child is currently covered by other health insurance. The following fragment within the snippet has been removed: If you choose to drop your health insurance, your children may have to wait 8 months before they can get KanCare medical assistance.
The following manually generated facility forms have been updated to allow workers to manually enter the appropriate dates: KCS5810, N985, N-S839, and N-5838.
The logic in Medical Review Forms has been updated KC1200, KC1300, KC1600, and KC1700 as follows:
The Household Members section will populate the information for any household member on the case who is In the Home, Temporarily out of the Home, or without a household status. Individuals with a household status of Permanently out of the Home or Added in Error will not appear.
The Income section of the Review Forms, will populate with the Income for any household member on the case who is In the Home, Temporarily out of the Home, or without a household status. Individuals with a household status of Permanently out of the Home or Added in Error will not appear.
Security questions have been aligned with the error message within the SSP, if the User fails to answer the Security Questions incorrectly.
The Validation Token page will now provide the ability for a Provider/User who has not completed the Sign-Up flow (after they log back in), to be presented with the validation token screen so they can complete the sign-up flow.
The Save and Confirmation page will now provide the ability for a User to save a file locally, like the SSP.
The Forgot/Reset Password error message has been updated to be more intuitive so that the user can proceed with resetting their password. In addition, the threshold for user log-in attempts to match has been aligned with the SSP threshold. The user will now have 10 attempts before the user account is locked.
Tasks
The issue of not all assigned tasks showing up in the task portlet has been fixed.
All e-Changes reported in the Medical SSP will now generate a task.
PDF/e-App
Relationships shown on the PDF generated from a Medical SSP application are now shown in the correct order.
e-App summary will now show when a consumer requests prior medical.
Organizations helping consumers apply for coverage via the SSP no longer need to check for their email address incorrectly being pulled into consumer information areas.
Reasonable Compatibility
Consumers receiving Unemployment or Self-Employment will not receive a Both Below determination for Reasonable Compatibility.
Data Collection
Authorized Representative information reported in the Medical SSP will no longer map to the Authorized Representative section on the Case Summary page.
Registration
The Add button in the Program Person section is now no longer available if the program is in Denied/Discontinued status in the view month.
EDBC
EDBC results are now being displayed after clicking the View button on the EDBC List page.
MSP will now use the correct IBU when running EDBC.
NOA’s/Forms
The KC5820 will now populate with the consumer name selected on the document parameters screen.
Presumptive Eligibility
The MCO is now displaying on the e-App for additional applicants on PE Portal applications.
The Voter Registration answer will now display on the e-Application Summary page.
PE Program Blocks will now display all PE applicants when created.
Program applications will now display on the e-Application Summary page for all PE applicants.
Below is a list of training materials that have been updated for this release. Please note that some of the user manual updates are still in progress. We will let you know once all updates have been completed.
Recorded Demos and PPTs
KEES Fall 2021 Med Release PPT
KEES Fall 2021 Med Release Demo
User Manual (* = in progress)
Denying the First Month of Benefits
Denying the First and Second Month of Benefits
Document Upload Portal
Edit Application Date*
Medical History Page*
New Case Manual Application Registration*
Non-Mastered Data*
Program History Detail*
Prior Medical Months*
Reapply Person
Reapply Program
Registration Validation Messages
Rescind Program*
Updating Individual Continuous Eligibility *
Warning Messages for File Clearance and Registration*
UM Removals
Processing Medicaid to CHIP
Final KDHE Processing Deadlines - Fiscal Year 2022 has been updated and can be found on the KEES Repository under Other Helpful Information.
The Child Care Program is receiving several changes in KEES to help align KEES processes with KEESM policy. The first half of these updates will be added with the KEES release in October.
NOTE: The Child Care section of the KEES User Manual is still being updated to reflect the new system changes. Staff can use the attached document, Child Care October Release Steps, to help navigate Child Care processing in KEES until updates to the User Manual are complete.
The Family Plan
The Begin and End Dates will be automatically populated on the Family Plan when a new Family Plan is added. The Begin Date will populate with the date of application, if the application is pending. For ongoing cases, the Begin Date will populate to the day after the last Family Plan ended. For pending applications or reviews, the End Date will populate to allow for a full 12 months of eligibility, beginning the month after the case is authorized. Because of this change, Family Plans should not be created until the case is ready to be processed.
Example 1: An application is received on 09/15/2021 and processed 10/3/2021. When the Family Plan is created, the application date will populate to 09/15/2021 and the End Date will populate to 09/30/2021.
Example 2: A review is received on 09/27/2021 for October benefits, and processed the same day. When the review is processed, the Begin Date will populate to 10/01/2021 and the End Date will populate to 09/30/2022.
When processing an application or review, running EDBC will set the Review Date to align with the End Date of the Family Plan.
When values are overridden on the Family Plan, the original values will still be available by expanding the benefit month.
A hard validation has been added to require that all Family Plans end on the last day of the month.
The Child Care Plan
The Child Care Plan will have default Begin and End Dates that match the Family Plan Begin and End Dates. If the dates are not correct, they can be adjusted when creating a Child Care Plan.
Searching for a Child Care provider to add to a Child Care Plan has been improved. Only Child Care providers will display, and staff will have the ability to search using the EBT ID (the seven-digit code that starts with a letter, used to pay providers).
Search results will now display the Provider Name and Payee Name, to help find providers in which they do not match.
Enrollment fees over $10 per child will no longer require a Family Plan override. NOTE: The policy regarding enrollment fee limits has not changed, and staff should take extra care to enter the correct fee.
Blocks of time will now be an automated process. Staff will complete the Parent Schedule Detail and Child Schedule Detail pages based on the actual schedule of the parent/child and will add the correct Need for Care Schedule. The Child Care Plan will display the hours calculated from the schedule and then will determine the appropriate “block hours.” If the calculated hours are 215 or higher, KEES will use the actual hours.
Because of this change, staff should no longer override for KEHS eligible children unless they will be receiving more than 215 hours of care. Instructions for adding Parent and Child Schedules to determine the correct hours for KEHS have been added to the KEES User Manual.
When a Child Care Plan is ended, KEES will automatically end the Need for Care Schedule. For ongoing schedules, the End Date will be shortened to match the Child Care Plan End Date. For schedules in the future, the schedule will be removed.
The C811 - Family Plan
Updates have been made to improve readability of the C811.
The C811 will show correct information for all system overrides, except for if the Family Cost of Care is overridden.
When the Family Cost of Care is overridden, a soft validation will appear reminding staff that a manual C811 will need to be sent
Staff will need to make note of the overridden values
When generating a manual C811, the values in the Family and Child Care Plan sections are editable. Staff should edit the corresponding fields to display the overridden amounts.
Other Child Care Changes
The Negative Action reason for not meeting the work requirement has been updated to remove 28 hours. The corresponding NOA now correctly displays 20 hours.
The link to the Parent Provider Partnership Handbook is now included in all approval and review approval NOAs.
Child Care Provider Overpayment forms are receiving some updates. Forms impacted include:
P911: Provider Overpayment – Repayment Agreement
P914: Provider Overpayment Follow-Up Notice
P915: Demand Notice
P917: Corrective Action Plan
P918: Child Care Provider Business Audit
In addition, a new form has been added to notify Child Care Providers of requested information needed from them to verify compliance with Child Care program rules. This new form is the P920: Child Care Business Records Request.
Several updates are being made to LIEAP functionality in preparation for the 2022 season. Updates include:
Updated the rules to calculate Actual Income for LIEAP. Actual Income is income that doesn’t span an entire month. For example, income from a new job or from a job that ended. LIEAP staff should use the Income Average Calculator to capture Actual Income. The Begin and End Dates of the Income Amount Detail page tell KEES whether to use actual income or an average income amount in the EDBC.
Updated the rules to count Adoption Assistance Income as countable income.
Added a Self-Employment line item to the LIEAP EDBC Summary page.
Hard warning message added to prevent staff from adding Electric vendors as Priority 1 if there is a split payment.
Error! Electric vendor cannot be the primary vendor in a split payment.
Hard warning message added to prevent staff from adding an End Month to Vendors that have a Priority of 1 or 2.
Error! If this vendor is no longer active, please change the vendor priority to 3 and then add an End Month.
NOA Snippets have been fixed/added for the denial scenarios: no proof of self-payment and no proof of rental payments (when utilities included in rent).
Created a new batch to auto issue a LIEAP benefit to households who meet the following criteria:
Received LIEAP in the previous season
Everyone in the household is 62 or older
There is no deceased date in KEES for any household member
All household members have social security and/or KPERS as their sole income source
No address change or vendor change since previous season
LIEAP Auto Issuance has a 2-year limit before the household needs to complete an application for benefits. This batch will run in November, prior to the start of the LIEAP season. Any household with an auto issued LIEAP benefit will not have a LIEAP application mailed to them in December.
Two new negative action reasons have been added to KEES:
Person Added in Error
Voluntary Person Withdrawal
Person Added in Error is used when a person is added to a program block by mistake, and it is discovered after the day the person was registered. Remember, if the mistake is discovered on the same day then the remove button on the Program Person Detail page can be utilized to fix the mistake. This new negative action reason can only be used if the person is in Pending status and it will not generate a NOA.
Voluntary Person Withdrawal is used when the application indicates a person in the household is applying for benefits, but they later change their mind. If they are still in the home but not part of the mandatory filing unit (MFU) then this negative action reason can be used. If the person is no longer in the home, the Household Status Detail page should be updated, and staff should use EDBC to deny the person. This new negative action reason does generate a snippet in the NOA.
As a reminder:
Negative Action can only be used by Eligibility Workers and Supervisors
These Negative Action reasons should be used when it is time to process the case since using Negative Action runs EDBC for the entire household.
All the signature language (ex. rights and responsibilities, civil rights provisions, penalty information, etc.) on the e-Application has been updated to match the paper application.
The E-26: Work Registration language now displays for the consumer when Food Assistance is selected as a program on the SSP application.
The Optional Release for Information language now displays for the consumer to sign when Food Assistance is selected as a program on the SSP application.
The ordering of the e-Application PDF has been updated to match the BPM interview script where possible. Due to some technical limitations, some sections could not be moved but the flow is greatly improved. Below is an outline of how the sections should now display:
Contact Information
Office Selection
Help Completing the Application
Program Information
Household Member Table
Expedited Services
Acknowledgement of TANF Suspicion-based Drug Testing Policy (TANF ONLY)
Primary Applicant Information
Other Household Member’s Information
Authorized Representative
Safety Questions
Self-Disclosure Questions
Facilities and Shelters Questions
Household Residency Questions
Military Service Questions
Child Support Services
Job/Wages
Other Income
Resources
Expenses
Child Care Information
KEES was not recognizing TANF shared living situations when Multi-Month EDBC was utilized. This has been fixed, and Multi-Month EDBC to determine TANF eligibility for shared living households can be used.
KEES was not issuing benefits when immediate issuance and Multi-Month EDBC was utilized. This has been fixed, and the Immediacy indicator on the EDBC Summary page when using Multi-Month EDBC can now be used.
V010: Social Security Number Request Form
The V010 was populating with the wrong name. This issue has been fixed. The standard copy and paste text workaround is no longer needed.
Training Material Updates
Below is a list of training materials that have been updated for this release. Please note that the user manual updates are still in progress. We will let you know once all updates have been completed.
Recorded Demos and PPTs
KEES Fall 2021 NM Release PPT
KEES Fall 2021 Release DCF Demo
User Manual & K2Ks (in progress)
Adding a Schedule to the CC Service Detail Page
CC Data Collection
CC Enhanced Rate for Special Care Process
CC Warnings
Early Head Start Partnership CC
Enhanced Rate K2K
File Clearance and Registration
LIEAP
Request for Enhanced Rate for Special Care Process
Service Detail K2K for RDB Maintainers
DCF Processing Deadlines – Year 2022 have been updated and can be found on the DCF Intranet under Policy and Procedures and in the KEES Non-Medical User Manual.
Below is a list of training materials that have been updated for this release.
FC Resource Types Desk Aid
Registration Validation Messages
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.