Dispatch 11302017

All Programs

KEES will be unavailable both Saturday 12/2 and Sunday 12/3 for COLA to run.

Medical Programs Only

Non-Medical Programs Only

Employment Services and Child Care Review Dates:

KEES automatically sets a 1 year review period when Child Care is initially authorized. KEES also automatically sends a review to the consumer 45 days prior to the Review Due Date, and will automatically Discontinue Child Care if the review is not returned. Although this accurate for Income Eligible Child Care, it is not correct for TANF Eligible Child Care. Career Navigators need to follow the steps below:

1.       Set a Future Task for 9 months prior to the Review Due Month using the criteria below:

a.       Due Date: Enter the Date 3 Months Prior to the Review Due Month Example: Review Due Month is 01/2018. Enter 10/01/2018 as the Due Date.

b.       Received Date: Enter Today’s Date

c.       Region: Select Your Region

d.       Location: Select the Office Location associated to the Program

e.       Worker Assigned: Select Your Worker ID

f.        Queue: Work Programs

g.       Task: Follow Up Needed

h.       Task Details: Update Review Due Month and Create a New Family Plan

2.       When the Future Task is Claimed:

a.       Manually update the Review Due Month

                                                               i.      From the Case Summary page click the View Details button on the Child Care Program block. The Child Care Detail page displays.

                                                             ii.      Click the Edit button. The Child Care Detail page becomes editable.

                                                           iii.      Enter the correct Review Due Month using the <mm/yyyy> format or the calendar icon.

                                                           iv.      Click the Save and Return button. The Case Summary page displays.

b.       Update Child Care Data Collection pages as needed, create a new Family Plan and run EDBC.

c.       Complete the Task

d.       Set another Future Task if needed.

Permanent Custodianship Income for EES Programs:

According to Policy, Permanent Custodianship income is exempt for TANF/CC and countable for Food Assistance. However, KEES incorrectly denies TANF for Gets Foster Care since Permanent Custodianship and Foster Care are one income type. Until this issue is fixed, use an Income Category of Government Payments and an Income Type of Independent Living.

Q&A from 11/29 e-Application Webinar:

1. Why does the e-app for a DCF Non-Medical e-App Summary say it was sent to Kancare Clearinghouse?

1. This is a defect and we are working on fixing the issue. Incident tickets do not need to be submitted for this issue.

2. The Duplicate In-Process e-Application Non-Medical steps in the User Manual states to re-index documents if needed. Wouldn't we always need to do that and maybe the wording could be "Manually, re-index documents”?

1. All of the User Manual directions on e-Apps need to be updated--we are in the process of working on them. 

3. Is there a way we can prevent notes from being deleted during workflow?

1. This is a known issue and we are working on it.  This issue is not affecting all end-users.

4. Can consumer add a Program on a Review submitted on the SSP?

1. They are not allowed to add a program on a e-Review.  They can add a person and mark what programs the person is applying.  They can update any information that is already there but must complete and submit another e-App to add programs.  

5. Do we use ‘review not processed’ for late IRs and 12 month reports as well?

   1. Yes, Very good question. This has thrown workers off because it says the word ‘review’.

6. Also, same when doing a paper late review?

1. Yes, we are in the process of producing some Review Process training materials for the field. 

7. We just wanted to clarify the process for updating an address prior to registering a e-Application for a known KEES person without a usable non-medical case number. For the e-application registration process we were instructed to go to the medical or other case number before e-linking and registering to update the address on contact for Primary Applicant only.

8. Would that be the same process for a paper application?  Follow the same process; when the primary applicant is known to KEES without a Usable Case Number it is imperative to update the address prior to New Case Registration. We will be adding this information to the KEES User Manual.  

NOTE:  In this specific scenario Do Not click the Edit button on the Registration Person Detail and Add a New Address.  Doing so will delete historic address information.   

9. Should all e-reviews come through the Administrative queue for review registration?

a.       Yes. Reviews submitted thru the SSP create a ‘Review-Registration’ Task in the ‘Administrative’ Queue. Links in the Task Details navigate to the e-Review Summary and the PDF of the Review including any additional uploaded documents.     

b.       Changes submitted thru the SSP creates a ‘Change’ Task in the ‘Purple’ Queue.  Links in the ‘Change’ Task Details navigate to the e-Change Summary and the PDF of the changes reported including any additional uploaded documents.  

10. We received a e-Review but it came through as a purple change task and document type of SSP document? 

a.     There is a known issue when completing e-Review Registration. A ‘Change’ Task is created for the ‘Purple’ queue in addition to the ‘Process Review’ Task for the ‘Blue’ Queue.

11. During the e-Review Demo the case was Rescinded.  Is Rescinding a function HSA’s complete? 

a.       Yes. The Scenario demonstrated was an e-Review received after 10-day closure.  Part of the Review Registration is Rescinding the case using the Rescind Reason ‘review not processed’. All received Reviews not processed should have a Pending Program Status.      

12. When an e-App was linked to the wrong case, how do we handle the Data Acceptance on the wrong case when the e-App is linked to the correct case. 

a.       TBD