Shared Data

Both DCF & KDHE process programs in KEES. Even though each agency’s programs are on different case numbers, the majority of the person level data in KEES is shared. This means data collection pages in KEES are used by both DCF and KDHE to collect information and determine eligibility.

Since a large portion of the data is shared it is imperative that each agency communicate when critical data is added, edited or ended. Below are the scenarios and communication protocol decided by policy members from each agency that must be communicated across agencies. For more information on each data collection page go to Data Collection Page Desk Aid.

DCF to KDHE

DCF should create a Contact Log Entry within the context of the MEDICAL case in the scenarios outlined in the chart below. The Region and Location of the task will default to KanCare Clearinghouse when the Location field is left blank. See Worker ID Code Table.

 

Data Collection Page

When to Notify

Medical Case Contact Log Entry

Contact Summary

Address

  • When the Primary Applicant moves out of state

Contact Type = Document

Contacted By = Household Member

Location = Leave Blank

Agency = KDHE

Category = Change Requests

Contact Reason = Address Change

Medical Condition

When a verified Medical Condition Begins, Ends or Changes.

Medical conditions that do not need communicated:

  • Incapacity – Verifiable and at least 30 Days

  • Other Food Assistance Disability

 

Contact Type = Document

Contacted By = Household Member

Location = Leave Blank

Agency = KDHE

Category = Change Requests

Contact Reason = Customer Data Update

Expense

Health Insurance Premiums Begins, Ends or Changes

  • Contributors

  • Amount Paid

Contact Type = Document

Contacted By = Household Member

Location = Leave Blank

Agency = KDHE

Category = Change Requests

Contact Reason = Expense Change

KDHE to DCF

KDHE should create a Contact Log Entry within the context of the NON-MEDICAL case in the scenarios outlined in the chart below. KDHE should select the DCF location based on the worker ID assigned to the program block(s). See Worker ID Code Table.

Data Collection Page

When to Notify

Non-Medical Case Contact Log Entry

Contact Summary

Address

  • When the Primary Applicant moves out of state

Contact Type = Document

Contacted By = Household Member

Location = Location of Worker ID assigned to the program block

Agency = DCF

Category = Change Requests

Contact Reason = Purple-Change

Living Arrangement

Living Arrangement Type

·         When any household member is incarcerated while currently being active for Food Assistance (FA), Temporary Assistance for Needy Families (TANF), and/or Child Care (CC).

Contact Type = Document

Contacted By = Agency

Location = Location of Worker ID assigned to the program block

Agency = DCF

Category = Change Requests

Contact Reason = Purple-Change

Additional Notes Section = Add name of Person incarcerated, facility name and date of incarceration.