Friday 11/20: 6am – 9pm (ImageNow is View Only from 6pm-9pm)
Saturday 11/21: 2pm – 9pm (November Release)
Sunday 11/22: 6am – 9pm
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.
Updates made to the Self-Service Portal (SSP) for both Medical and Non-Medical include:
Separation of Portal Information
Paper Opt-Out Option
Text/Email Notifications
Message Center Functionality
Remember, consumers may call the Tier 1 Help Desk at 1-877-782-7358 if they have issues using the SSP.
Separation of Portal Information
Consumers can use one account to access both the Medical and Non-Medical SSP. Changes have been made to ensure consumers are only able to view and select case or application information that is associated to the specific portal the consumer is logged into. The two SSPs will still share a Message Center, allowing consumers to view messages from either DCF or KDHE in a single location if they use the same account information to access both portals.
Paper Opt-Out
Consumers will have the ability to indicate they would like to opt-out of receiving paper, meaning they want to receive their Forms and NOAs from KDHE and DCF electronically in their SSP Message Center.
They can select the paper opt-out option when setting up their SSP account or when updating their account information.
If a consumer uses a single account to access both the Medical and Non-Medical portal, then their paper opt-out preference will apply to their Forms and NOAs sent from both agencies.
Consumers who have opted out of paper mailings will receive a message via their preferred method of communication (text/email) advising them to check their SSP Message Center when a Form or NOA is sent on their case.
A new Document Status of Online Only on Distributed Documents can be used to identify Forms and NOAs sent electronically.
Certain forms will still be sent via paper even though the consumer has opted out of paper mailings, such as Medical or Non-Medical Review Forms.
Text/Email Notifications
Consumers will have the ability to indicate if they prefer to receive an email or text to notify them they have a message waiting for them in the SSP Message Center.
They can select or update their preferred notification option when setting up their SSP account or when updating their account information.
If they select both options, they will receive a text message and email notification.
Message Center
All Forms and NOAs sent to the consumer will now be attached as PDFs to a standardized message in the Message Center. In addition, standard messaging language has been updated and also includes a statement to notify the consumer that messages in the Message Center are auto generated and they cannot reply to these messages.
Additionally, the From: field on the SSP messages will be suppressed, so the staff/worker name will not appear in the message when messages are triggered from KEES.
Updates made to KEES for both Medical and Non-Medical include:
ACSSP User Detail Page (New Page)
ACSSP Registration Search Page
Filtering Task Inventory by Task Name for Batch/Interface Tasks
Task Details Hard Warning
ACSSP User Detail Page in KEES
The ACSSP User Detail page is a new page in KEES that contains information regarding an SSP Account holder’s paper opt-out and text/email preferences. This information was previously part of the Individual Demographics page. This page is accessed by clicking on the SSP User Name from the Case Summary page.
After an initial SSP link request is processed to link an SSP account to a KEES Case Number, staff can update preferences on this page for a consumer if needed.
Help Desk tickets are no longer needed when a SSP Account needs to be unlinked from a KEES Case Number. Staff can use the unlink button on this page.
Updates made to Text/Email preferences by staff on this page are updated to the consumer’s SSP Account.
A message will be generated to the consumer’s SSP Message Center when their paper opt-out and preferred method of contact preferences are updated and when the request to link or unlink their SSP accounts are processed in KEES.
ACSSP Registration Search Page in KEES
The ACSSP Registration Search page in KEES can be accessed via e-Tools and is utilized to view Link and Unlink Requests submitted from the SSP. You can find more information about Account Linking and processes specific to your agency under the Medical and Non-Medical only headers.
Two new pages have been added to KEES to view the details related to Link and Unlink Requests.
The Link Request Summary page provides a summary of the information submitted with the link request and allows the user to process the link request.
The Unlink Request Summary page provides a summary of the information submitted with the unlink request and allows the user to process the unlink request.
NOTE: Staff can also manually unlink an SSP account from KEES outside of the SSP link/unlink process using the Unlink button located on the ACSSP User Detail page.
Filtering by Batch and Interface Task Name on the Task Inventory Page
Batch and Interface task names have been added to the Task drop-down menu on the Task Inventory Page, allowing staff to filter by and search for batch and interface tasks by task name.
Task Details Hard Warning
A hard warning will now be received when a worker fails to assign a Worker ID to a Program Block and attempts to Complete a registration task. The hard stop validation message is: Worker ID/Casebank ID Assignment – Task cannot be completed without all programs being associated to a Worker ID or Casebank ID.
If staff receive this error, they need to close out of the Task Detail page and go to the Worker Assignment page to assign a worker to the Program Block.
On the New Case Application page, the Primary dropdown menu has been fixed to display Last Name, First Name.
When KEES creates an automatic journal, the journal source will now be listed as Auto Log and will not have a worker ID listed.
Staff should now be able to access the Re-Index Documents button on the Case Summary page without using the workaround.
Please remember to never use the back button in KEES. It causes several issues and errors. The back button is not compatible with the KEES system.
Updates made to the Medical SSP include:
Medical SSP Data Collection page updates
Enabling Supplemental Application
Account Linking
As a reminder: The Medical Self Service Portal is a secure site that provides online access to consumers who want to check for potential eligibility, apply for benefits, check on the status of their e-Application, and view their notices electronically. In addition, the Access My Benefits portlet on the SSP gives consumers the ability to view information specific to their case through the SSP, complete reviews online, request to link and unlink an SSP account from a KEES case when the SSP account is linked to their KEES case number. Currently, the Access My Benefits functionality is turned off for Medical. Staff will be notified before the functionality is available.
Medical SSP Data Collection page updates
Employer Sponsored Insurance (ESI) questions were updated to be more aligned with Base Product.
The questions were moved and will now appear under the Submit Application chevron on the Additional Information page.
Additionally, a new dynamic question was added: Does anyone have a medical condition or emotional problem as a result from an accident or injury? A Yes answer will trigger the Medical Condition page to display. This page will gather more information related to the condition(s).
Tax filing questions were updated to be more aligned with Base Product.
Two new mandatory questions were added to the Income Information page.
Does anyone in the household plan to file a tax return this year?
Has anyone in the household been claimed as a dependent on a Tax return last year, or plan to be claimed as a dependent this year.
A Yes answer to either of the above questions will cause the Tax Information about the people in your home page to display- These pages are used to gather the tax information for the household.
Tax filing information pages were moved and will now appear under the Other chevron on the Tax Information About the People in Our Home page.
The PDF will continue to display the answers provided by the consumer and information provided on the SSP application will continue to map into the KEES Data Collection pages as appropriate.
Enabling Supplemental Application
The Medical SSP application page flow has been updated to allow consumers the ability to choose to see additional supplemental E&D related questions when completing an online application. These questions will not appear if completing a family medical application.
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Chevron |
Screen |
Question Text |
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Expenses |
Expense Information |
Dependent Care Expense (Child, Disabled Adult, Elder care)? |
|
Expenses |
Expense Information |
Housing expenses?
|
|
Expenses |
Expense Information |
Medical Expenses (wheelchair, medical treatment, in home support, health care services)? |
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Expenses |
Expense Information |
Medicare Coverage Expenses? |
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Expenses |
Expense Information |
Expenses from a disability that allow them to work? |
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Resources |
Resource Information |
Does anyone have any cash, stocks, bonds, or bank accounts? · Cash · Checking, Savings, or Credit Union account · Certificate of Deposit (CD) · Money Market · Stocks/Bonds · Other Accounts |
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Resources |
Resource Information |
Does anyone own a home? Is anyone buying a home or other property such as land, buildings, or mobile homes? |
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Resources |
Resource Information |
Has anyone sold, traded, given away or changed ownership of any property such as a house or money, or any other property in the last 5 years |
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Resources |
Resource Information |
Does anyone own one or more of the motor vehicles listed below? · Car · Truck · RV · Boat, Off-road vehicle, Mobile home, Camper, Trailer |
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Resources |
Resource Information |
Does anyone have any retirement plans? · IRA or 401(k) · Deferred Compensation Plan · Annuity · Other Retirement Plan |
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Resources |
Resource Information |
Does anyone have any of these types of resources? · Life Insurance · Life Estate · Burial/Funeral Plan · Oil/Mineral Rights · Trust Fund · Promissory Note/Contract Sales/Loans · Reverse mortgage · Business Property · Other resources |
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Other |
Other Information |
Has anyone been in the U.S. Military service or is a spouse, parent or child of a person who has been in the military service? |
If Consumer indicates they are 65 or older, in long-term care, disabled, and/or blind, new dynamic questions will help Consumers apply for Non-MAGI Medicaid coverage in the SSP.
The new Health Coverage Qualification page enables Consumers to answer a few additional E&D related questions.
A Supplemental Application block will now display on the e-Application Summary page and maps in from the supplemental E&D questions. The information displayed will help staff identify E&D and LTC applications.
The PDF will continue to display the answers provided by the Consumer.
Information provided on the SSP application will continue to map into the KEES Data Collection pages.
Account Linking and Unlinking
For the Medical SSP, consumers will only be allowed to link their SSP account to a KEES case during the Medical SSP account sign up.
Note: In the future when Access My Benefits is turned on for the Medical SSP, consumers will have the opportunity to link and unlink their existing SSP account to a case through the Access My Benefits portlet.
Consumers are now required to provide their Case Number, First Name, Last Name, Date of Birth and electronic signature when submitting their link request.
Consumers will receive a confirmation message when they submit a link or unlink request in the SSP. They will also receive a message in their SSP Message Center when the request to link or unlink their SSP accounts are processed in KEES.
An e-Request task will generate for the Administrative-CH queue as appropriate when a consumer submits a link request through the SSP.
An Unlink e-Request task will generate for the Administrative-CH queue as appropriate when a consumer submits an unlink request through the SSP.
Remember to use the ACSSP User Detail page to manually unlink an account without a request submitted through the SSP.
Even though the above logic is built into KEES and the SSP, it is best practice to manually unlink an SSP account when:
A Case Head or Primary Applicant on a case verbally requests an SSP account be removed.
Staff are registering a program on an existing case number and notice an SSP account holder is no longer in the household.
A consumer reports a household member as Out of the Home and the household member has an SSP account
There is a child on the case who is Temporarily Out of the Home due to Foster Care.
Updates made to KEES and Medical Programs include:
Casebanks
Remove Worker Portal
No Touch
Data Mapping and Partial Records
TransMed Updates
MAGI Income Changes
With the November release, KDHE will begin to use new functionality to manage workflow for Medical eligibility determinations. The new functionality is known as a Casebank and can be seen on Program Blocks. Like our Worker ID structure and usage, Casebanks will allow for Medical to organize/structure our Programs in a more streamlined and efficient way. Doing so will essentially end our current usage of the GhostWorker ID’s.
With the November release, the Worker Portal for Medical will be removed. Paper Applications will now be handled by the Registration staff.
Registration staff will now be responsible for Registering the application as well as re-Indexing the images and tasks associated to the Application.
We have now created more granular Application and Review Document Types to help identify work as it comes in through the mailroom. This will help separate work between LTC, E&D, MAGI, SOBRA, AGO, etc. For example, ES-3160, ES-3161, and MS-2126 will be routed to LTC.
With the November release, No Touch can now process People and Programs that are already known to KEES in some scenarios. No Touch will only occur for Applications submitted through the Medical SSP, FFM and MIPPA.
Important Call outs:
A new case number is generated, rather than utilizing the already known case(s) in KEES.
Applications going through No Touch will attempt to process through EDBC.
People who are currently Active or have been Discontinued within the 90 Day Reactivation window will not Pass through No Touch and will fall out at Registration.
No Touch can now register applications with a RMT other than MAGI.
Requests for MSP only – received from SSP/MIPPA will attempt to go through the No Touch Process through EDBC.
Some Medical (RMT) applications can go through Registration; however they will fall out of No Touch after Registration.
LTC (RMT) Applications will always fall out of No Touch at Registration.
Streamlined Fall Out Task – KEES will only create one Task when a case fails and Falls Out of No Touch. The Task created will be specific to where the process failed. For eligibility, there will be no additional downstream task after this task. The task details will indicate what caused the application to fall out of No Touch.
Additionally, a separate enhancement will allow KEES to add Retro Medicaid Months during the No Touch Process for persons who are new to KEES and are requesting a MAGI Eligibility determination.
Logic was added to KEES to display a NEW indicator when information is submitted on a consumer but KEES cannot make a complete data collection record. For example, income without hours worked or frequency paid. This was added to help with the Medical No-Touch process as incomplete records will fall out and be routed to staff.
With the November release, the KEES TransMed and Extended Medical functionality will now be fully aligned with Policy. This allows us to retire WA522- TransMed and Extended Medical. However, the business process currently documented in the Medical KEES User Manual related to processing TransMed when moving between cases will remain in place.
With the November release KEES will be aligned with recent CMS updates associated to MAGI income changes for Family Medical programs. This will allow Medical rules to correctly budget and calculate the following income types:
Qualified lottery/gambling winnings (Lump sum payments)
In order to be budgeted & calculated correctly, this income type needs to be recorded under a Frequency of One Time Only.
Need to enter the lump sum amount in the Reported Amount field.
A new dynamic field labeled Payment Received Date has been added to the Income Amount Detail page for this income type.
This field records the date that the applicant received the lump sum payment of the lottery or gambling winnings.
Rules uses the Payment Received Date to calculate the monthly amount.
Spousal Support
A new field labeled Spousal Support Agreement/Modification Date has been added for the income of type Spousal Support.
This field records the date that the applicant began receiving spousal support under a new or modified pre-existing agreement.
Rules uses the Spousal Support Agreement/Modification Date to determine if the Spousal Support income is countable.
Any income with a date on or after 12/31/2018 is considered exempt.
This impacts Extended Medical determinations. If the Spousal Support income is exempt, then staff should not expect to see an Extended Medical determination.
Discharged, Forgiven, or Cancelled Student Loan Debt
Two new income types have been added to record countable and exempt discharged student loan debt as per Policy:
Discharged, Forgiven, or Cancelled Student Loan Debt — Countable (Used when income is countable)
Discharged, Forgiven, or Cancelled Student Loan Debt — Not Countable (Used when income is not countable)
These new Income Types will be listed under the Medical Income Category of ‘Education’.
The issue where the begin date on the Non-Citizenship record was blank has been fixed. The begin date is now populated with the 1st day of the application month.
New indicators were appearing on a case related to the case that the e-App was linked to. This issue has been corrected so the New indicator only appears on the case the e-App is linked to.
The SOBRA NOA fragment has been corrected to include the emergency type.
The issue where the notices for facilitators and authorized representatives did not include the City, State, and Zip Code when being printed has been resolved.
The issue where Spanish NOAs have headers in English has been fixed.
The issue where Unemployment income was being used by EDBC results but did not actually exist has been resolved.
The issue has been fixed where EDBC for PE was not showing the aid code correctly when it was Active and the caret was not displaying.
In the PE Manual EDBC page, the issue where the calculate button causes a zero error has been resolved.
The issue where the Close button does not work has been resolved. The Save and Accept button on the EDBC now directs to the correct page.
The issue where KDOL hyperlinks were not displaying but the call was successful has been fixed.
The issue where tasks were not being produced when Appeal documents were imaged to a case has been corrected.
The issue where the CE period was displaying incorrectly on the Case Summary and Medical Detail page has been corrected.
The issue where the e-App Status cannot be updated to Posted because there were duplicate e-Apps with the same e-App Number (one has a Source, and one does not) has been resolved.
Case flags were being created by users on security roles that should not have this access. This has been corrected so only those with specific security roles will see the Add button for case flags.
Below is a list of training materials that have been created or updated for this release:
Recorded Demos and PPTs
Casebanks demo
KEES November 2020 Release Med PPT
Mailroom ImageNow demo
Medical November Release demo
P3 November 2020 Release Med TTT/ILT PPT
Worker Portal demo
User Manual
Account Linking
Existing Case Manual Application Registration
Income from Child or Spousal Support
KDHE Task Desk Aid
Lottery and Gambling Winnings
Manually Assigning a Casebank on Pending Cases
Medical Income Values
Reindex Documents Button Not Displayed
Transfer a Program Block or Case
WA 587 Determine TMD when CTM Continued Past CE Date
Final KDHE Processing Deadlines - Fiscal Year 2021 has been updated and can be found on the KEES Repository under Other Helpful Information.
Self-Service Portal (SSP) Updates
Updates made to the DCF SSP include:
Account Linking and Unlinking
Uploading Documents in the SSP
New ImageNow Document Types for SSP Documents
As a reminder: The DCF Self Service Portal is a secure site that provides online access to consumers who want to check for potential eligibility, apply for benefits, complete reviews or IRs online, check on the status of their e-Application, and view their notices electronically. In addition, the Access My Benefits portlet on the SSP gives consumers the ability to view information specific to their case through the SSP when the SSP account is linked to their KEES case number. Access My Benefits allows consumers to:
View case details
View their benefit history
View pending verifications
View outstanding overpayments
Report changes
Upload a Document
Consumers are now required to provide their Case Number, First Name, Last Name, Date of Birth and electronic signature when submitting their link request.
Consumers will receive a confirmation message when they submit a link or unlink request in the SSP. They will also receive a message in their SSP Message Center when the request to link or unlink their SSP accounts are processed in KEES.
A SSP Request task will continue to generate for the Purple or LIEAP queue as appropriate when a consumer submits a link request through the SSP.
A SSP Unlink Request task will generate for the Purple or LIEAP queue as appropriate when a consumer submits an unlink request through the SSP.
Remember to use the ACSSP User Detail page to manually unlink an account without a request submitted through the SSP.
As a reminder:
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 not display in the SSP.
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 not viewable for SSP accounts linked to a case number that does not have at least one Active Program Block.
Even though the above logic is built into KEES and the SSP, it is best practice to manually unlink an SSP account when:
A Case Head or Primary Applicant on a case verbally requests an SSP account be removed.
Staff are registering a program on an existing case number and notice an SSP account holder is no longer in the household.
A consumer reports a household member as Out of the Home and the household member has an SSP account
There is a child on the case who is Temporarily Out of the Home due to Foster Care.
Today, consumers can only upload a document while submitting an application or review. With this release, they will now be able to upload a document if their SSP account is linked to a case with a Program Block that is:
Pending
Active
Denied or Discontinued within 30 calendar days
The uploaded document will generate a Change task for the Purple or LIEAP queue, depending on which program the consumer selects in the SSP.
Currently, the SSP Uploaded Documents document type in ImageNow is utilized for all images (PDFs and Attached Documents) received from the SSP. This includes e-Applications, e-Reviews, e-Changes and uploaded documents. These documents are stored in the SSP Uploaded Documents document type until they are re-indexed to a more appropriate folder by staff.
This change will add new document types to replace the SSP Uploaded Documents document type. The new document types listed below will be utilized by SSP Processes:
Non-Medical SSP Application
LIEAP SSP Application
Non-Medical SSP Review
Non-Medical Report a Change
LIEAP SSP Report a Change
Non-Medical Uploaded Documents
LIEAP Uploaded Documents
Updates made to KEES and Non-Medical Programs include:
Casebanks
Data Mapping and Partial Records
Email Address Added to Forms
LIEAP Only Updates
Removal of P-EBT from KEES
With the November Release, KDHE will begin to use new functionality to manage workflow for Medical eligibility determinations. Although DCF will not use this functionality, it will be visible on Non-Medical cases. The new functionality is known as a Casebank and can be seen on Program Blocks. Since DCF will continue to use Worker IDs for Program Block assignment, the Casebank field on Non-Medical Program Blocks will remain blank.
Logic was added to KEES to display a NEW indicator when information is submitted on a consumer but KEES cannot make a complete data collection record. For example, income without hours worked or frequency paid. This was added to help with the Medical No-Touch process, but should not change the look and feel of data acceptance for DCF workers.
The following forms have been updated to populate office email, giving the consumer the opportunity to return requested information via email.
V003: Request for Employment Information
ES-3115: Food Assistance 12 Month Report Form
ES-3501: LIEAP – Request for Information
Preventing Duplicate LIEAP Benefits
Staff will experience a hard stop validation if EDBC is ran on a reapplied LIEAP Program Block and benefits have already been issued for that season. The hard stop validation message is: Error! LIEAP – EDBC Cannot be ran because this case already received LIEAP benefits this season. When staff experience this hard stop validation they should negative action the Program Block to get it out of a Pending status. A report will be run to identify these cases so that Supplemental benefits can be manually processed if appropriate at the end of the season. This hard stop validation will not prevent supplemental issuances or the overpayment/underpayment process.
LIEAP Registration Task Updates
The August 2020 KEES release added a hard validation to tasks to prevent staff from updating the status reason of the task to DCF Complete if there are pending verifications and the task is in one of the following queues: Red, Green, Purple, Blue, Orange-Purple or LIEAP. With the November release, updates have been made so that the pending verification hard validation will NOT be applied to LIEAP registration tasks:
LIEAP Application Task
LIEAP Exp 18 Hr App
LIEAP Exp 48 Hr App
The P-EBT, or Pandemic Food Assistance, program season ended 9/30/2020. P-EBT fields are being removed from KEES. Staff should no longer see P-EBT and related fields when selecting programs at registration, creating OPA records, running EDBC, etc.
Staff should be able to hide Authorized Representatives that have an end date.
Below is a list of training materials that have been created or updated for this release:
Recorded Demos and PPTs
KEES November 2020 Release Non-Med PPT
KEES November 2020 Release Non-Med demo
User Manual
Account Linking
System Errors and Warnings
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.