Friday 7/9: 6am – 9pm
Saturday 7/10: 6am – Unavailable
Sunday 7/11: Unavailable
A build is scheduled for this weekend. Below is a summary of what is included in the release as well as any workarounds that will no longer be necessary.
Workers who are receiving a 500 Error when trying to login, or when getting kicked out of KEES and then trying to log back in, will need to first refresh the browser in order to login without getting the error message.
Responsive pages adjust the screens for more effective use on tablet and mobile phone devices. There is no change in functionality of the web pages, just adjusting the size and presentation to allow for working with smaller screens.
Two Step Authentication adds a second step of security before a consumer may login to the Medical or Non-Medical Self-Service Portal (SSP). It is mandatory for the Medical SSP and optional for the Non-Medical SSP. It becomes mandatory in the Non-Medical SSP if a consumer provides a mobile phone number or email address during the account set up process. Once a consumer signs up for Two-Step Authentication, they will select a method (phone text, phone voice or email) to receive a verification code each time they login. Consumers with existing accounts that have an email address or phone number on file will be prompted to choose a Two-Step Authentication option when they login.
The Last Updated By hyperlink has been updated to open the Worker Detail page in a pop-up window so when the window is closed, the user remains on their data collect page instead of being navigated back to the Case Summary page.
A new Aid Code, PLN/C5, will now be applied to children in the MCHIP population who are ages 6-18 with an FPL >= 113%-133% and have any of the following: CHI, access to state insurance, or have had CHI in the past 3 months. These children will no longer be assigned the PLN/C3 Aid Code.
Two new POP Codes have been added for the PLN/C5 Aid Code. They are B0 for regular coverage and D7 for SOBRA coverage.
The new/updated Aid Codes will be as follows:
PLN/C3 Child Age 6-18 FPL <113% with or without CHI, or Access to State Insurance or CHI in the last 3 months
PLN/C4 Child age 6-18 FPL >= 113% - 133% without CHI, or Access to State Insurance, or CHI in the last 3 months
PLN/C5 Child Age 6-18 FPL >= 113% - 133% With CHI, or Access to State Insurance, or CHI in the last 3 months (New category)
Staff will begin to see the new Aid Code PLN/C5 in KEES effective with the date of this release.
However, the new pop codes associated with this Aid Code will not be sent to the MMIS at this time. Until KMMS goes live, the current Aid/POP codes will be sent to MMIS.
Changes have been made to the annuity form and the GRT to update fragment logic.
I-013: Annuity Referral form has been updated so that staff can enter the address and name of the organization that the form needs to be sent to. (This form is currently sent to the consumer in error.)
Updated the K-R100 fragment (see below for details) logic so that the fragment correctly displays for the following status reasons: No Linkage to MC and Doesn`t Meet Program Requirements. Also updated the logic to not populate on MSP only programs.
He or she does not qualify for medical assistance. To qualify for Medicaid medical assistance, you must be one of the following:
- A child under age 19
- A parent or caretaker of a child living with you
- Age 19 through 64 and not disabled
- Age 65 or older, Blind or Disabled
- Pregnant
Corrected KEESM/KFMAM references for multiple NOA fragments to be in line with Policy.
The following update was made to the Medical Reviews:
For all Medical Review Forms (KC1200, KC1300, KC1600, and KC1700) an update was made so that if no information exists No Information Reported will display once per row, not in every field.
For all Medical Review Forms (KC1200, KC1300, KC1600 and KC1700) an update was made for the character limit for the Federal Tax deduction types.
Review forms (KC1200, KC1300, KC1600, and KC1700) were also updated to correctly show the Pre-Tax Withholdings and Federal Deductions information.
This update adds Submitter Functionality to the SSP. Individuals can now create a submitter account on the SSP to assist other with application submission
When creating an account on the Self-Service Portal (SSP), individuals are now asked Are you part of an organization that helps people complete applications for Medical Assistance? When this question is answered Yes, the SSP will now be using a submitter account and will function differently than if the individual was applying for themselves.
Organizations will be required to provide their name, organization name, and organization type.
The organization types for Medical are:
Community Health Clinic
Other Type of Organization
Clearinghouse Telephone App Help (used for Call Center)
Clearinghouse Walk-In Help App (used for Walk-Ins at KanCare offices)
KanCare Outstation Worker/Intake Manager
The organization type, organization name, and submitter name will be displayed on the e-App Summary page and PDF for staff.
When the Organization Type is Clearinghouse Telephone App Help, the e-App Source will display SSP – Phone Application.
On the Verification page, all organization types will have hyperlinks to the Med Rep and Facilitator Authorization Forms.
The following organization types will have a link to the M-6 Medicaid Application Signature page with verbiage instructing them to have the consumer sign it and submit with the application for it to be valid. At least one document will be required to be uploaded on the Verification Documents page. The system is unable to require it to be this specific page.
Outstation Worker/Intake Manager
Clearinghouse Walk-In App Help
Organizations will not be able to opt out of paper mailings.
The Access my KanCare section will not have hyperlinks (such as Link My Case(s) and View Application Status), instead the following message will be shown.
Access my benefits is not available for organizations helping consumers.
The Medical Self Service Portal will now allow consumers to report a change (RAC) and complete reviews. The following changes were made:
Reviews (This functionality will not be utilized until the PHE has concluded).
If a user is logged into the SSP within 45 days of the review due date, has a case that needs a review, and a Pre-Pop review form has been mailed out, then they will see a KanCare Review link in the Access My Benefits portlet and can complete the review via the SSP.
If a Review needs completed, the Apply, Continue Saved Application, and Report a Change links will be suppressed.
The user will select the programs that they want to complete the review for. They also have an option to Close this program if they do not want to renew their coverage.
Information currently in KEES for the consumer will be displayed to the user.
The user can click the Edit button on any block to make changes or can save and continue to the next page. They can also delete or add another entry.
The only Administrative Roles that will map from KEES to SSP are Medical Representative and Facilitator. The following instructions are included on the Authorized Representative page.
All SSP Review questions will display on the PDF. However, only some information will also show on the e-Review Summary page in KEES. Reviews will not create data acceptance.
The e-Review Summary page will show what items were modified, added, or deleted. This will be shown by the symbols shown below. The PDF will show the detailed information on the change.
Report A Change (RAC)
Users will also be able to Report a Change on the SSP. Once they select this option in the Access My Benefits portlet, they will choose one or more of the following options.
Change in income
Change in household
Change in contact information
Change in expense
Change to an Authorized Representative
Other Changes
These will come into KEES as e-Changes
A specific task will be generated in KEES, based on the type of change being reported. These are the following task names staff will see:
Add Newborn
Request for Coverage
Contact info Change
Passive Review Response
Process change.
There will be no data acceptance with Report a Change.
Logic has been added to determine if the change being reported is a Passive Review Response.
Updates have been made to the SSP Application and KC1120.
The following changes were made:
The SSP application has been updated to align with CMS standards, and to allow the State to upgrade the application easier in the future.
Questions have been added to the SSP application and KC1100 to capture:
Pre-Tax Withholdings
Federal Deductions.
Discharged, forgiven, or canceled student loans on or after January 1, 2018.
The KC1120 has been replaced by the KC1100. Staff should no longer use the KC1120.
Marital Status
The following Marital Status options have been removed so only Married and Single options remain.
Never Married
Divorced
Separated
Common Law
Widow
Pregnant
The Are you Pregnant? question will be displayed for females over the age of 10.
Pregnancy Due Date is optional if the previous question is answered Yes.
The number of expected babies is a required field if it is indicated that they are pregnant.
SOBRA
The following questions were added.
If this person is applying, did they deliver a baby in the last 3 months?
If this person is applying, did they have emergency care in the last 3 months?
Immigration Status
The question Do you have eligible immigration status? Only has the option of Yes so individuals are not permitted to attest to not having eligible immigration status.
Detailed fields have been added to collect document information such as SEVIS ID, Alien or I-94 number. This information is not required. Though it may be required for the application to be processed, it is not required at the time of submitting an application.
Student
The question Is anyone going to school, college, or in training? has been changed to Are you a full-time student?
MCO
The MCO question is now asked at the person level instead of the household level.
FAQs
The Frequently Asked Questions has been updated and now links to the KanCare website Self Service Portal FAQs within the FAQ page.
The State of Kansas is updating the current KEES Presumptive Eligibility (PE) process and as part of this effort, some changes have been made to the PE Portal, KEES Processing, Rules, Reports and Batches.
A signature page was added.
The PE Tool has been aligned with the SSP Medical Application to allow the consumer the option to apply for ongoing medical at the same time and on the same application as they are applying for PE.
If the consumer only wishes to apply for PE, this is an option also.
Consumers could also apply for Medical coverage without applying for PE. For example, a mother applies for PE for her child and not herself. However, she applies for ongoing medical coverage for herself and her child.
Under the Submit Application tab, clicking Determine Eligibility will run the PE portal rules and yield a PE determination. When Users click Accept PE Results this will send all the information to KEES.
Qualified Entities (QE) will now be required per PE Type (Adult, Pregnant Woman and Children) to select their determination site.
An additional question has been added for the user to choose an MCO per applicant.
The Application from the PE Tool and the PE Determination notice have been put in ImageNow and will be indexed appropriately
A single PE Program Block called Presumptive Eligibility will be created for all PE Program types.
There will no longer be three separate PE Program Blocks. Staff should not reapply, rescind, or add anyone to the old Program Blocks.
The former Program Block named Presumptive Eligibility will now be called Presumptive Eligibility Child.
A Medical Program Block will be created/registered at the same time the PE Program Block is created/registered if medical was requested at the time of the PE application.
Manual EDBC will no longer need to be used when authorizing PE coverage.
Staff will now run a regular EDBC to authorize the PE determination.
A new PE ruleset has been created to allow for flexibility to update rules, similar to the way other medical programs function. This will involve a single PE program and RM, then the rules will determine the specific type of PE eligibility the person qualifies for.
This KEES PE ruleset will copy the determination from the PE portal to send to MMIS.
NOA’s specific to PE discontinuances when medical applications are approved have been created.
Data acceptance will be created for all PE/Medicaid applications.
Standard copy and paste text is no longer needed.
PE listing Report
Updated to track and monitor all PE applications captured within KEES from start to finish.
Each applicant’s IBU, Income, PE Status, and KanCare application status will be tracked individually versus at the household level.
Presumptive Eligibility Summary Report
Updated to appropriately summarize total number of PE Applications, total approved or denied PE applicants and by PE program type: PE Children, Pregnant Women or PE Adult.
Will now summarize all information per entity.
Post PE Comparison Report
Changes have been made to generate the existing Post PE Comparison Report, allowing for flexibility of self-entered date ranges instead of current monthly scheduling.
Updated to accurately capture Post PE eligibility by type, age and gender for CMS reporting
All pending on the report will be displayed when they haven’t been linked to KEES.
The following fields have been removed.
PE Submission Date
PE Begin Date
PE Discontinuance EDBC Sweep - This monthly batch job moves all the active PE persons ending in the current month tor discontinuance.
PE Dual Coverage Discontinuance EDBC Sweep - This daily batch job identifies active PE persons that have had their medical application processed and sends the PE program person to be sent to Batch EDBC for discontinuance.
Presumptive Eligibility Extension batch - This monthly batch job retrieves program persons who have an active Presumptive Eligibility program ending in the current month and a pending Medical program associated with them extends benefits one month.
Updated the data acceptance for addresses to compare a normalized version of the SSP address to the KEES normalized address before updating the KEES address. If the normalized versions of each are the same there will be no data acceptance.
Updated Medical SSP to include the description field when mapping income for bonuses, tips, and commissions. This field should indicate if the income was from a bonus, tips, or commissions so the worker can distinguish the records in KEES.
The issue of income not counting and EDBC failing on MIPPA applications has been resolved.
Course correction logic has been fixed to only course correct from an Eligibility queue.
Disability related responses will now display on the e-Application Summary page.
The Administrative Role of Facilitator is now an option on PE Programs.
NOAs will now show the correct resource limit for LTC programs.
The M-2: Notice of Intent to Transfer Resources, and the M-3: Notice of Intent to Allocate Income forms will no longer show the ex-spouse.
Premiums will now be sent to premium billing correctly.
Staff will now be able to add a person to a program after adding them as a Case Person.
The issue of No Touch creating Duplicate IDs has been resolved.
A workaround has been developed to be utilized when applying Pre-Tax deductions for a consumer that is currently active LTC/WH and MSP/LMB. If the consumer should be eligible for MSP/QMB coverage due to the newly entered Pre-Tax deduction staff should follow WA598, which can be found in the KEES User Manual.
Workaround WA585 I013 Annuity Referral form has been retired. Staff will no longer have to manually send this form to the annuity company.
Recorded Demos and PPTs:
KEES Summer 2021 Release PPT
KEES Summer 2021 Release Demo
Medical SSP Demos
PE QE PPT
PE EW ILT PPT
PE EW ILT Demo
PE EW Open Lab Demos 1-3
Medical Aid Codes
PE Registration, Data Collection, & EDBC Desk Aid
Final KDHE Processing Deadlines - Fiscal Year 2022 has been updated and can be found on the KEES Repository under Other Helpful Information.
Child Care rules have been updated to set adults as active FRIs when they are a Foster Parent and have a non-compliance of Child Support or CSS Non-Cooperation. This allows the remainder of the household to continue receiving benefits.
Change Reporting:
When a consumer reports a change in address, they will now be presented with the opportunity to tell DCF if any of their shelter expenses have changed. In addition, they can indicate if they are making the address change because they requested an EBT Replacement card.
The workflow for SSP changes is also changing. Today Change tasks generated from the SSP are routed to the Purple queue. Now, the Change task will route to the Administrative queue. If the consumer indicates they need an EBT Replacement Card, the Change task will carry a priority of Urgent Need.
Clerical staff will claim the task and link the change to the correct case number. They need to add any new Address information in KEES. After they complete their actions in KEES, they will add an off system task to the EES tracker for the Purple team to evaluate the information and take additional action, such as additional data collection and running EDBC.
Note: The consumer must still report they need a replacement card to FIS. The Address updates in KEES trigger the replacement card to be sent by FIS via overnight batch if the consumer has reported the need for a new card to FIS.
Application Updates on the SSP include:
How questions about race and ethnicity are asked.
Addition of Crime Attestation questions.
Data Mapping Changes for Address:
Efforts have been made to improve when an address maps in as NEW from the SSP. Logic has been added to KEES to not map in an address as NEW if the only change is due to formatting, zip + 4 or abbreviations.
Data Mapping Changes for Income:
How consumers are asked about bonus, tips and commissions in the DCF SSP has been updated so that $0 records no longer map into KEES. In addition, the description field mapping into KEES now includes what is mapping in—bonuses vs. tips vs. commissions.
Submitter Functionality:
Helping Agencies can now create a Submitter account to help consumers submit applications via the SSP. Submitters do not have the ability to report changes, submit reviews, view application status, or view benefit information.
It's important to note that consumers must sign their applications in order for it to be a valid application. DCF is currently working on identifying agencies that may be able to use this functionality. DCF is not currently under any agreement with a helping agency to use this functionality yet. Submitter enhancement functionality does not change the requirement for a consumer signature on the application. If an application is signed by someone other than the consumer, guardian, or authorized representative it should be treated like an unsigned application.
Tier 1 Help Desk Phone Number:
The Tier 1 Help Desk Phone Number is now on the DCF SSP homepage.
The Tier 1 Help Desk, 1-877-782-7358, can help with technical assistance for consumers using the Self-Service Portal. Ex: Help with user name/passwords and/or logging in, assistance linking the SSP account to their case number, etc.
DCF Customer Services, 1-888-369-4777, can help with consumer questions regarding the application process, checking on the status of their application or case, help getting verifications, etc.
Employment Services Forms:
The career navigator’s email address will now populate instead of the office email address on the:
W001: Appointment Letter
W002: Review of Activities Appointment Letter
W358: Assessment Notice
W501: Non-Response Letter
W502: Employment Services Closure Letter
In addition, the GOALS office email address will now populate on the W900: Opportunity Letter.
Child Care Provider Enrollment Forms:
The following forms have been updated to include adding Provider ID, email address, workers name and phone number as well as additional space for comments.
P107: Child Care Provider Approval Notice
P108: Child Care Provider Request for Information
P109: Child Care Provider Review
P201: Child Care Provider Denial/Termination Notice
In addition, the P110 is being retired. The P109: Child Care Review form will be used for all Child Care providers regardless of Service Type.
KEES has been fixed to allow a SUA on Food Assistance Programs that have a household member who has received LIEAP in the last 12 months. Staff no longer need to manually add a Utility Expense for the SUA in this scenario.
The Child Care Need Detail Parent page has been fixed to allow FCCC-Foster Care Child Care as a Need Reason for both Foster Care Parents in a two parent Foster Care Parent scenario.
The Repayment Term Detail page has been fixed to display the Responsible Party name when the page is in view mode.
TANF Discontinuance NOAs have been fixed to no longer display the fragment: You have 45 days from your application date to give us the information DCF asked you for.
Multi-Month EDBC has been fixed to recognize TANF shared living situations.
Staff should no longer experience a general error when adding an overpayment from EDBC to an existing recovery account. When processing overpayments for multiple months, one recovery account can be used instead of creating a recovery account for each overpayment month.
Recorded Demos and PPTs:
KEES Summer 2021 Release PPT
KEES Summer 2021 Release Demo
CC Provider Reviews Process
DCF Task Desk Aid
DCF KEES Forms Inventory
SSP Report a Change Process
DCF Processing Deadlines – Year 2021 have been updated and can be found on the DCF Intranet under Policy and Procedures and in the KEES Non-Medical User Manual.
Call Center Phone Number: 844-723-5337
KEES Help Desk Email: KEES.HelpDesk@ks.gov
KEES Tier 1 Email (Access Issues Only): KEES.Tier1@ks.gov
KEES Repository KEES User Manual - Medical KEES User Manual - Non-Medical
The information contained in the KEES Dispatch is for internal use only.