Dispatch 2072018

All Programs

KEES Availability this Weekend

Saturday 2/10: 8am-8pm

Sunday 2/11: 12pm-6pm

Important Reminders

Duplicate IDs

As a reminder, staff should be submitting ALL Duplicate IDs to the KEES Help Desk. Staff should not be attempting to link Duplicate IDs themselves. Staff should also be diligent when registering to ensure they are selecting the person or Client ID they intended to select. In addition, staff should not attempt to process a case involving a Duplicate ID until they have been notified by the KEES Help Desk that it is okay to proceed.

When reporting Duplicate IDs to the KEES Help Desk, please include the Client IDs for the duplicates.

Registration Issues

SSN Already Known - When this error is received and staff cannot locate who has the SSN, please submit a ticket to the KEES Help Desk. DO NOT create a new Client ID without the SSN.

General error received when selecting person during Registration Person Search. Please report these to the KEES Help Desk.

When submitting the two issues listed above:

Include the Client ID if the person is known to KEES. If the person does not exist in KEES, please include the case number you are attempting to add them to or the eApp ID for the application they are on. When there is no case number and no eApp ID, please include the Application Date and the name the application is listed under in ImageNow (this is the ONLY exception to the no PII rule).

Medical Programs

Important Reminder

BUY IN REMINDER:  Due to CMS system updates, the Buy In Deletion Report will be available on February 12th, and the Buy In file will be sent to CMS early on the morning of February 16th.  This means the Buy In Deletion Report will need to be completed by close of business on February 15th.  Any cases newly authorized between February 12th and 15th that qualify for immediate buy in, will need to have an email sent to the DXC Buy In team to be manually added to the CMS file.  LOC-KSXIX-BuyIn@groups.ext.hpe.com

Non-Medical Programs

Add a Program Applications and Early Reviews:

Due to the downstream impacts in KEES, staff can no longer use add-a-program applications to process an ‘early’ review for another program. For example, a Food Assistance application is received 2/1/2018 from a household that already has an Active Child Care program block with a review due 03/2018.

• The Reporting record will not be present on the Review and IR/12 Month Reporting List Page

• The RE run reason will not be available when running EDBC

• • This causes the NOA to generate incorrectly

  • The new Review period is not set. This includes not setting the appropriate IR date.

• Depending of the timing of the events, KEES could still automatically send a Review to the consumer and populate a Review link in the SSP.

• Manipulation of the review due date to prevent the new review from being sent will not prevent issuance because the Reporting record is not present.

Viewing Saved Information on the Income Amount Detail Page:

The Average Amount, Weekly Hours, and Monthly Hours fields on the Income Amount Detail page are not displaying the data after it is saved. This is problematic for Career Navigators who use the information. Until this is fixed, Career Navigators need to use the information provided to calculate the average off system.

3 Month ABAWD Extension Notification:

KEES does not notify the consumer when they are receiving their ABAWD extension months. Use the standard text below in the comments section of the NOA.

The person listed above has 3 ABAWD month(s) remaining to get Food Assistance, benefits begin *MM/DD/YYYY* and end *MM/DD/YYYY*. This is a fixed 3 month extension. Your case will close *MM/DD/YYYY* unless you meet one of the following exemptions below:

The 3 month limit does not apply to a person who is:

---disabled and unable to work

---working at least 20 hours a week

---participating in a training program at least 20 hours a week

---age 50 or older

--- pregnant

--- getting unemployment compensation

--- participating in an alcohol or drug treatment program

--- attending high school, college, vocational/technical school or other school. Note: Student eligibility criteria will apply if attending college or vocational/technical school.

If the person(s) named above has a change in their situation and you think they may be able to get food assistance, please contact your DCF office for more information.

These rules are based on Kansas Economic and Employment Support Manual.

Child Care Denial NOA for Failure to Provide Information:

When denying Child Care for failure to provide information, the NOA states consumers have 45 days from the Application date to provide the information without completing a new application. This is incorrect. Consumers have 30 days from the Application date to provide the information. Until this is fixed, staff need to Append the NOA and provide the statement below in the comments section.

Correction: You have 30 days from *APPLICATION DATE* to give us the information DCF asked you for. If you do, DCF will look at your eligibility again. You will not have to complete a new application.

P106: Child Care Provider Notification:

This form does not retain the worker’s phone number when it is printed or sent to the provider. Until this is fixed, staff need to enter their contact information into the comments section of the form.

P501: Provider Notice – Plan Ended:

This form is generating without names and dates. Until this is fixed, staff need to copy the text below in the P101.

DCF has or will end child care plan(s) with you for *NAME(S) OF CHILD(REN)*. Child care plans end *MM/DD/YYYY*.

If you have questions please call DCF at 1-888-369-4777 between 8 am and 5 pm Monday through Friday.

P911: Provider Overpayment – Repayment Agreement:

The P911 is not populating with the correct amounts. Until this is fixed, staff need to copy the text below into the P101.

We have found that you were paid too much by DCF for services you provided. The amount you must repay to DCF is *OP AMOUNT*.

Please choose one of the following options to repay this amount. Return this form by *MM/DD/YYYY*.

I agree to repay DCF in the following manner:

(_) Payment is enclosed (DO NOT SEND CASH IN MAIL);

(_) Payment will be made by ____________; or

(_) Other __________________________________________

This overpayment happened because *REASON*.

and is being established in accordance with Kansas Economic and Employment Support Manual and/or the DCF Provider Agreement.

PROVIDER SIGNATURE:___________________________DATE:_________________

This overpayment claim number is *RECOVERY ACCOUNT NUMBER*.

If you disagree with this action, you have a right to a Fair Hearing. DCF must receive a written request within 30 days from the date of this letter.

V013: Expenses Exceed Income:

The V013 is not populating with the correct Net Income amount. Until this is fixed, staff need to copy the text below into the V808.

In reviewing your case, we find that your declared income for the month(s) of *MM/YYYY* is less than your known expenses.  Our records show the following expenses:

   Housing: $ *REPORTED RENT*  

   Utilities: $ *REPORTED UTILITIES*         

   Dependent care: $ *REPORTED CC EXPENSE*      

   Other: $ *REPORTED OTHER EXPENSE*              

   Total expenses: $ *TOTAL AMOUNT OF EXPENSES*      

Our records show your total net income for the month of *MM/YYYY* is $*NET INCOME FOR THE SPECIFIED MONTH*

Please provide a written statement or proof of how these expenses were paid and how you plan to meet future expenses by *MM/DD/YYYY*. Failure to comply could result in assistance and/or food assistance being changed, denied or closed.