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.
Please Note: Addresses for Individuals who are Permanently Out of the Household (home) should never be updated.
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).
|
Data Collection Page |
When to Notify |
Medical Case Contact Log Entry |
| Contact Summary | Address The 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 The incarceration of any household member who is Active on 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 the incarcerated person and facility as well as the date of incarceration. |
KDHE to DCF PPS: ASM-Only Cases
KDHE should send case number and updated information to DCF PPS when the scenarios outlined in the chart below become known to the agency.
|
Data Collection Page |
When to Notify |
Purpose |
Medical Case Contact Log Entry |
| Contact Summary | Address When an instate address change is reported for a household that includes a beneficiary receiving ASM with DCF. |
When an address is updated on the Contact Summary page on a Medical case, the address does not feed to KMMS for the PPS individual. The address in KMMS is dependent on the address of the resource used as the PPS Payee on the Medical Program Block. |
**Email to be sent with Non-Medical case number and updated information to the mailbox below** |
| Individual Demographics | Name Change When a name change is reported for a beneficiary on a Medical case but they are receiving ASM with DCF PPS. |
Failure to report a name change on a PPS individual to DCF can delay necessary verifications being requested to update correct Medical coverage on the Non-Medical case. |
**Email to be sent with Non-Medical case number and updated information to the mailbox below** |
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.
| Data Collection Page | When to Notify | Medical Case Contact Log Entry |
| Contact Summary | Address The 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 | A Verified Medical Condition Begins, Ends, or Changes. Medical Conditions that do not need to be communicated are:
|
Contact Type = Document Contacted By = Household Member Location = Leave Blank Agency = KDHE Category = Change Requests Contact Reason = Customer Data Update |
| Expense | A Health Insurance Premium Begins, Ends, or Changes
|
Contact Type = Document Contacted By = Household Member Location = Leave Blank Agency = KDHE Category = Change Requests Contact Reason = Expense Change |