Other Helpful Information - Data Acceptance

Data Acceptance Webinar - overview information presented 06/16/2015

DCF e-Application Process

Medical applications from the SSP, MIPPA applications, or paper applications entered into the Worker Portal generate an e-application. This includes paper applications routed by DCF to the Clearinghouse and then returned to DCF.

When processing an e-Application:

Claim the Task

Task names and the task details related to e-Applications include:

Task Name	Task Details	Additional Information
Process Application	Accept and reconcile data, call interfaces/verifications and run EDBC for the application	Application has been registered by the Clearinghouse, but user may still need to complete data acceptance, call interfaces, and process the application.
FA/Medical-Application	Manually entered by the Clearinghouse.	Application has been registered by the Clearinghouse, but user may still need to complete data acceptance, call interfaces, and process the application.
LTC-Application	Manually entered by the Clearinghouse.	.Application has been registered by the Clearinghouse, but user may still need to complete data acceptance, call interfaces, and process the application.
Call Interface	Attempted call to interfaces, but one or more interfaces were unavailable.	KEES attempted the call to needed interfaces, but the user needs to attempt to call them again.
INF Not Called	Person included in the Tax HH/Asst Plan does not have a verified SSN (or has no SSN) resulting in interfaces not being called. Obtain SSN and call interfaces prior to determining eligibility.	Request SSN and run interfaces.
Potential Eligibility Non-MAGI	One or more people have been denied for MAGI, but are potentially eligible for non-MAGI medical aid.	Application has been registered, processed, and denied at the Clearinghouse for MAGI eligibility. The user needs to evaluate application, check data collection pages, and determine eligibility for E&D medical.
Denied for MAGI	Applicants have been denied for MAGI, but additional work is necessary to confirm they are not eligible for other medical aid.	Application has been registered, processed, and denied at the Clearinghouse for MAGI eligibility. The user needs to evaluate application, check data collection pages, and determine eligibility for E&D medical.
Partial Approval	Some but not all applicants were approved.	Application has been registered and processed at the Clearinghouse for MAGI eligibility. The user needs to evaluate application, check data collection pages, and determine eligibility for E&D medical.
Missing Information	Minimum required information is missing. Navigate to the 'Run EDBC' page for additional information.	Review data collection pages for missing information, request any needed information, and run EDBC after missing information is recorded in KEES.
Questions Not Answered	Any info required to run EDBC and required in portal is not filled out on a paper app.	Review data collection pages for missing information, request any needed information, and run EDBC after missing information is recorded in KEES.
Missing Verification	Verifications are missing for persons on the assistance plan.	Review data collection pages for missing information, request any needed information, and run EDBC after missing information is recorded in KEES.
Partial Record	One or more 'partial records' have been identified for this case.	Review data collection pages for missing information, request any needed information, and run EDBC after missing information is recorded in KEES.
Prior Medical	Prior Medical has been requested for this case.	Determine eligibility for Prior Medical.
Prior Med Changes	Prior Medical has been requested for this case.	Determine eligibility for Prior Medical.
OPA Record Existing	There is an active OPA record.	Review Other Program Assistance page and update if needed prior to running EDBC.
Out of the Home	This case head or Primary Applicant is out of the home.	Take appropriate action according to policy.
CE Period	CE established on another case and still in effect.	Program member is continuously eligible on another case number. Research and take appropriate case action.
Open on Another Case	One or more people are actively receiving benefits on another case.	Program member(s) is receiving assistance on another case number. Research and take appropriate case action.

See Task Workflow for detailed steps on viewing and claiming tasks.

View the Case Summary Page

Access the case through Person Search or enter the Case Number in the Task Navigation and click Go.
The Case Summary page displays. View the e-Applications section, paying close attention to:

- e-App Number
- Applicant Name
- Recertification/Renewal
- Application Date
- e-App Status

View Images

View the application and supporting documentation in Perceptive Content. Paper applications entered into the Worker Portal will have a paper application image. Applications received through the SSP will have a PDF image.

Click the Images button from Case Summary page to locate the application and supporting documentation.
Re-index Document images if needed.

Update the Medical Program Detail Page

Each e-Application must be reviewed for prior Medical requests. Updates may be needed to the Administrative Role, Requested Medical Type, or Worker ID as well.

Complete Data Acceptance

Consumers known to KEES routinely report information that differs from what existed prior to the receipt of new information. When new, differing, or updated information is received it is necessary to determine if that data should be accepted or rejected. This is called Data Acceptance. Data from an e-application has to be accepted on each data collection page in KEES.

Data is accepted by Clearinghouse users on applications that have gone through a MAGI determination prior to being routed to DCF.
Data is accepted by DCF users on applications that only go through the file clearance and registration process prior to being routed to DCF.

See Non-Financial Data Acceptance and Financial Data Acceptance for detailed steps.

Registration Person Search During eLinking Process

Be extremely careful when changing information in the search criteria section. Only minimal changes should ever be necessary – such as removing the SSN or fixing transposed numbers in order to return the person in your search results.

KEES determines the order in which people are file cleared during eLinking. You cannot change this order. If you completely change the search criteria and therefore force KEES to return a completely different person in the search results, you are effectively telling the system to data map all of PersonOne’s information to someone else on the case.

Example: Applicants are presented in this order during eLink registration

Primary Applicant

Child Two (2) DOB 9/14/2010

Child One (1) DOB 2/12/2001

But you decide you want to file clear them in this order

Primary Applicant

Child One (1) DOB 2/12/2001

Child Two (2) DOB 9/14/2010

If you force this change, KEES will data map all of Child Two’s info to Child One and vice versa.

**Workers who perform data acceptance needs to be very diligent and make sure that the data they are accepting makes sense. If something does not make sense or if someone else’s information is trying to map in, the data should be rejected. ** THIS PERTAINS TO BOTH KDHE AND DCF **

Some of the Downstream Impacts You May See

Assigned Person 1’s Client ID to Person 2 – could send the wrong Client ID to MMIS
Child displays to be the Primary Applicant/Recipient

Multiple eApplications Linked to the Same Case

If you are processing a case that has multiple Pending eApplications linked to it, you should expect to complete data acceptance for each of those eApplications. Not all of the data collection pages will present you with the ‘New’ data in the same way. Examples of what to expect: Let’s say that I have 2 eApps on my case

Individual Demographics – If changes were reported for every person on your case, you needs to complete data acceptance twice for each person. What this would look like: Click Edit next to Person 1 – complete all data acceptance and save – the ‘New’ indicator will still display on the List page – click Edit again and again complete all data acceptance. The ‘New’ indicator is now gone.
Citizenship/Identity – You may see each person listed multiple times, but once each record has been accepted, only one will remain for each person.
Any data collection page that allows for multiple high-dated records at a time (such as Income, Expenses, Employment, etc) will list each ‘New’ record separately – you needs to accept them all and then remove the duplicates.
Tax page – This page only allows for one high-dated record at a time, but it maps each record in individually.
- If previous tax records were present, they must be end-dated appropriately for each person reporting a ‘New’ record before attempting data acceptance.
- You can then data accept the first ‘New’ record (updating the Begin Date appropriately). Once that record has been accepted, you needs to remove it in order to data accept the person’s next ‘New’ tax record.
- Only the last record for each person should be left on the page (do not remove the last one).

It is important to remember that applicants will not always report everything the same on every application. If you have 4 eApps linked to your case but the applicant only reported income on 3 of those applications, you will only have 3 “New” Income records.