Additional e-Application Registration

Additional e-Application Registration Process

Medical Registration Staff:

The case number was already deemed as usable:

1. Is the necessary Program already Pending or are there any persons on the program in Pending status?

   • If Yes, proceed to STEP 2.

   • If No, complete the registration and eLinking process. Proceed to How to Handle Tasks.

2. Is the new application date the same as the one already registered? (The Program Application Date displays on the Case Summary page. The Person Application Date displays on the Medical Person History page.)

   • If Yes, proceed to STEP 3.

   • If No, proceed to STEP 4.

3. Is there an e-Application with the same application date already linked to the case?

   • If Yes, proceed to STEP 6.

   • If No, complete the registration and eLinking process. Proceed to How to Handle Tasks.

4. Is the new application date older than the one already registered?

   • If Yes, complete steps for Edit Application Date. Proceed to STEP 5.  

   • If No, Proceed to STEP 5.

5. Is there an e-Application with the status of In Progress or Pending?

   • If Yes, proceed to STEP 6.

   • If No, complete the registration and eLinking process. Proceed to How to Handle Tasks.

6. Are there additional person(s) reported on the new application?

   • If Yes, complete steps for Adding a Case Person and Adding a Program Person as needed. Proceed to STEP 7.

   • If No, proceed to STEP 7.

7. Is the address reported on the new application different than the current address in KEES? (It is important to consider the most recent reported address prior to making any updates.)

   • If Yes, complete steps for Adding or Updating an Address as needed. Proceed to STEP 8.

   • If No, proceed to STEP 8.

8. Is the household status for any of the person(s) on the application different than the current household status in KEES? (It is important to consider the most recent reported household composition prior to making updates.)

   • If Yes, complete steps for Adding or Updating Household Status as needed. Proceed to STEP 9.

   • If No, proceed to STEP 9.

9. Are there additional person(s) applying for Medical or a new Medical program(s) request on the new application?

   • If Yes, complete steps for Rescind, Reapply, or Add New Program as needed, without linking the e-Application. Proceed to STEP 10.

   • If No, proceed to STEP 10.

10. From the e-Application Summary page, click the Edit button. 

    NOTE:  Do NOT link the e-App to the case.

11. Select Not Accepted from the e-App Status drop-down menu.

12. Click the Save button.  Take note of the e-App Source.

13. What is the Source of the e-Application?

    • FFM or LIS (MIPPA), proceed to STEP 14.

    • SSP or Worker Portal, proceed to STEP 15.

14. Create a Journal entry stating: "The <e-App Number> submitted through the <e-App Source> has been left unlinked."  Proceed to STEP 17.

    NOTE:  This standard journal entry should be in addition to any other necessary entries needed during the registration process.

15. Are the new application and any supporting documents indexed to the case in Perceptive Content?

    • If Yes, proceed to STEP 14.

    • If No, complete steps for Registration Reindex.  Proceed to STEP 16.

16. Create a Journal entry stating: "The <e-App Number> submitted through the <e-App Source> has been left unlinked. The application and supporting documents have been reindexed to the case."  Proceed to STEP 17.

    NOTE:  This standard journal entry should be in addition to any other necessary entries needed during the registration process.

17. Click the Close button on the e-Application Summary page.  Proceed to How to Handle Tasks.

    How to Handle Tasks

    Should the task be completed or voided?

    1. Is there a Process Application task associated to the case already in the correct queue?

       Example: MAGI request has a Process Application task in the Eligibility queue. LTC request has a Process Application task in the LTC E and D Eligibility queue. Medical request has a Process Application task in the E and D Eligibility queue.

       • If Yes, proceed to STEP 2.

       • If No, void the task and create a manual Process Application task from within the context of the case for the appropriate queue.

    2. Was the request a new request for PW services?

       • If Yes, proceed to STEP 3.

       • If No, void the task so no downstream task is generated.

    3. Create a Contact Log entry from within the context of the case.

       • Contact Type = Document

       • Contacted By = Household Member

       • Location = KanCare Clearinghouse

       • Agency = KDHE

       • Category = Family Medical Coverage Request

       • Contact Reason = Pregnant Woman

    4. Click the Save button.