07192019 Dispatch

All Programs

KEES Availability

Saturday 7/20: 8am-8pm

Sunday 7/21: 12pm-6pm (July Release)

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.

What’s New for All Staff:

Household Status for Children in Foster Care or Adoption Assistance:

• When a child is opened on a Foster Care or Adoption Assistance Program Block, rules will auto populate or update (flip) the child’s Household Status on any Medical or Non-Medical case the child is on.

• • If opened on Foster Care, the Household Status is set to Temporarily Out of the Home with a Reason of Foster Care.

  • If opened on Adoption Assistance, the Household Status is set to Permanently Out of the Home.

• In addition to updating the Household Status, a task is also generated for the Medical and/or Non-Medical case(s). Staff need to make sure the Household Status is updated as appropriate and then run EDBC.

• • Medical: The previous task known as FC Youth Medicaid Benefits now generates as the Child On PPS Program Block for the Eligibility queue.  Note: Because of this change medical business has asked DCF/PPS staff to halt the process of creating a closure task from the contact log when their benefits are authorized.  

• Non-Medical: The previous task known as FC Youth EES Benefits now generates as the Child On PPS Program Block for the Purple queue.

Self Service Portal (SSP) Updates:

• The following changes have been made to the DCF Self-Service Portal and the Medical Consumer Self-Service Portal:

• • The Date of Birth (DOB) and Social Security Number (SSN) entered for any consumer is now masked after it is entered.  The DOB will display as ****YYYY and the SSN will display as *********.

  • Consumers will no longer receive a PDF copy of submitted information through their SSP Message Center.  They will be able to print a copy of the PDF or save a copy from the Submission Confirmation page.

• Consumers will now receive a copy of their Confirmation Number in their SSP Message Center.  This Confirmation Number can be used in the Request ID field on the KEES Homepage to verify if the submitted information has been linked to a case number.  Staff can continue to use e-Tools functionality to search for submitted information by Name and/or Social Security Number.  

KDOL Wages and Unemployment:

• The Kansas Department of Labor (KDOL) Wages and Unemployment Interface is now accessible thru a Real Time Interface in KEES.

• For DCF, the Salina, Winfield, and Independence offices have been selected to participate in a pilot using this new interface. Until notified, all other staff should continue to use BARI and BASI as part of the verification process used to determine eligibility.

• For KDHE, Medical Staff can begin using this functionality to verify information as needed according to policy.  

Medical Programs

Buy In Reminder  

The Buy In Deletion Report will be available to eligibility staff on the 14th of each month.  The Buy In file will be sent to CMS early on the morning of the 21st.  This means the Buy In Deletion Report will need to be completed by 5:00 PM on July 19, 2019.  Any cases newly authorized between the 14th and the 19th that qualify for immediate buy in, or cases that need the deletion to be removed from the CMS file, will need to have an email sent to the DXC Buy In team no later than 2:00 PM on the 19th so they can be manually processed.   ksxix-buyin@dxc.com

What’s New for Medical Staff:

Data Collection:

• The income information received from the FFM Account Transfer Interface will no longer be mapped to the Status Information Section of the Employment Detail page in KEES. An agreement was made between Medical and Non-Medical that this section in KEES would be exclusively used by Non-Medical for Employment Services activity hours and Food Assistance rules. KEES therefore will no longer update information from FFM applications to this section for Medical cases.

Automated Social Security Verification Updates:

• The automated batch process that compares the amount of Social Security income budgeted in KEES with the amount of Social Security present in the data sources has been updated. The amount compared to by the batch will increase to a five ($5.00) dollar allowable difference. This should decrease the amount of pre-populated reviews sent out.

Correspondence Updates:

• The Following NOA Fragments have been updated in KEES.

• • The K-R76 fragment has been updated to show “4 months” wording instead of “6 months”.

This action was taken because you are not currently employed, do not have a temporary unemployment plan and/or your 4 month unemployment plan has expired.

If you still qualify under another KanCare Program we will send you a separate letter.

If you think there will be enough medical expenses to equal or exceed the spenddown, call your worker.  If we do not hear from you by (variable), the case will be closed or denied.

If your household’s total cash, savings or other resources goes over $(variable).

• The following forms have been updated in KEES and shall be used by Eligibility Staff after this release.  Staff should begin sending the forms from KEES instead of an off-system mailing process.  

• • D100 – MediKan Approval - The form has been updated to include language related to the Potential Protected Filing Date changes that were implemented with PM2017-03-02.     

Medical Issues We Fixed:

Forms/NOAs:

• The issue with the Reporting Requirements, NOA Fragment M-27 not appearing in the Review NOAs has been fixed. If the Reporting Requirements fragment fails to populate a Review NOA please report this to the KEES Help Desk.

• The issue with the payment end date not populating the Form N985- Facility Notice - Payment Ending - Move to Independent Living correctly has been fixed. The correct end date should now populate the form.

• The issue with the program end date not populating the Form C-N-S941-- Facility – General Closure correctly has been fixed. The correct end date should now populate the form

• The issue with the Interpreter Services page not generating for the KC1600- Pre-Populated Elderly and Disabled Review form has been fixed. The Interpreter Services page should generate.

Data Collection:

• The Non-Citizenship Detail Person dropdown field should now display the suffix (Sr., Jr, etc.). This will help staff distinguish between people that share the same name.

KDHE SSP:

• Consumer will now be able to submit SSN Claim Numbers through the Medical SSP. Staff can expect to see this information.

E-Application:

• The income information on the FFM e-Application and PDF should now be consistent with what the consumer has reported on their FFM application.

• The FFM e-Application should now display Other Health Insurance Information reported by the consumer.

Task/Workflow:

• The issue with Reinstate CHIP Coverage-Premium Paid task not generating appropriately has been fixed.  Staff should now see these tasks generating as expected.

ADAP:

• The issue with the ADAP Coverage Detail page displaying an error message when the correct date format was used has been fixed.  Staff should no longer see this error message when the correct dates and format are used for the Begin/End Date.

Worker Portal:

• Various grammatical issues have been fixed for the Worker Portal.

Review Discontinuance:

• The issue in which consumers were being discontinued without being notified has been fixed.  With that, these consumers will no longer be discontinued through Batch EDBC.  They will now generate EDBC Error task to match design.   

Updates to Training Material:

Added:

• Medical KDOL Wages and UC Interface

• PPS Case Summary Page Foster Care and Adoption Assistance

• SSP Application Search by Confirmation Number

Revised:

• Key Steps in the Review Process

• Other Helpful Information - Verifications

• Real Time Interface

• Requesting KDOL Wages and Unemployment Verification

• Review Type Definitions

• Using the Request Verification Button

Medical Processing Deadlines

Non-Medical Programs

What’s New for Non-Medical Staff:

Child Care:

• The C202: CC Subsidy Eligibility Notice, Approval NOA, and Change NOA have been updated to include the 85% State Median Income (SMI) table for consumer as well as the household’s current countable income.

Data Collection:

• KEES rules no longer use the information entered on the Employment Status Detail page to determine Food Assistance Student Eligibility or Food Assistance Work Registration. Instead, KEES rules use the information entered on the Income Amount Detail page.

• Staff can enter 2 decimal points in the hours field when using the Average Calculator on the Income Amount Detail page.

• A new field to add Weekly Hours has been added to the Self-Employment Income Amount Detail page.

• A soft validation has been added to remind staff to enter hours worked on the Income Amount Detail page.

DCF SSP:

• Logic around when case information will display in the SSP for a consumer with a linked SSP account has been updated.

• • Information for individuals who are coded as Permanently Out of the Home or Temporarily Out of the Home with a reason of Foster Care will no longer display.

  • The Pending Verification page in the SSP will only display for a consumer if they have a Program Block in Pending or Active status or if they have a Program Block that has been Denied or Discontinued in the last 30 days.

  • All case information such as case number, address, individuals on the case, benefit history, etc. is no longer viewable for SSP accounts linked to a case number that does not have at least one Active Program Block.

Employment Services:

• The Employment Status Detail page accessed from the Employment Detail page is now utilized by Employment Services only to record work hours.

• • Employment Services cleanup of the Employment Status Detail page should occur as Career Navigators touch a case for the first time. See the attached document for Editing or Adding Employment Status Information.

• The following Activity Types have been updated in KEES:

• • KSWORKS/KEYTRAIN to Work Program Penalty

  • Post-Secondary Education to Mentoring

  • Vocational Distance Learning to Employment Services Tracking

• Retentions Services has been added as a Need Type and is selectable within the Job Search/Job Retention Type Need Category. This Need Type is used when setting up a Service Arrangement for the Work Retention Payment Program. See KEESM 3414.3 for more information.

• The W806: Work Program Payment Approval form has been updated to auto populate with the consumer’s name and address information.

Non-Medical Issues We Fixed:

e-Applications:

• When a Program Block associated to an e-Application is auto denied for a missed interview, KEES will now update the e-App status from In Progress to Posted automatically.

Employment Services:

• The W407: Transitional Service Offer form has been fixed to generate with correct dates.

• The W001: Work Program Appointment Letter has been fixed to populate with the worker’s name and phone number.

• Work Program tasks for No Open Activity with TANF were generating for discontinued people. This issue has been fixed.

Food Assistance:

• In some scenarios KEES was identifying students as ineligible for Food Assistance incorrectly. This issue has been fixed and staff no longer need to remove the Student Attendance record to correct the eligibility result.

• KEES was identifying the reporting type for 12 month and 6 month reporting incorrectly. This issue has been fixed.

• The PDF for Food Assistance Interim Reports submitted through the SSP have been fixed to display the correct application date and time.

• The issue with TANF income not displaying as Food Assistance unearned income on the EDBC Summary page has been fixed.

LIEAP:

• The L-1: LIEAP Landlord Information Request form has been fixed to display the correct address. Staff no longer need to use an off-system form.

Updates to Training Material:

Added:

• Employment Services (ES): Employment Status Detail

• Interfaces – Web Services

• Searching for an e-Application using the Confirmation Number

• KDOL Wages & UC Interface Desk Aid

Revised:

• Maintaining Historical Records Add vs. Edit K2K

• CAAH K2K

• Child Care – Enhanced Rate

• Child Care – Enhanced Rate for Special Care K2K

• DCF Tasks Desk Aid

• EES Eligibility Programs: Employment

• Household Status

• Income Amount Detail

• Self-Employment

Non-Medical Processing Deadlines

The information contained in the KEES Dispatch is for internal use only.