An Adoption Assistance Subsidy (Cash) case is opened in KAECSES at the time the Adoption Assistance Agreement is signed based on PPS policy. A case for the Foster Care Medical program is already opened in KEES. The Type of Assistance will remain as Foster Care in KEES on the Other Program Assistance page until the adoption is finalized.
Although the type of assistance remains Foster Care, a new administrative role may need to be added if the child is placed with someone other than the current foster parent. The type of administrative role will remain “Placement Provider” until finalization. The address on the Contact Summary page will remain the Foster Care contractor’s address.
Access the case through Person Search or enter the Case Number in the quick search field from Task Navigation and click Go. The Case Summary page displays.
Click the View Details button in the Medical Programs block. The Medical Program Detail page displays.
Click the Edit button. The Medical Detail page displays to make the page editable.
Click the Edit button for the current Placement Provider in the Administrative Roles section if the placement has changed. The Administrative Role Detail page displays.
Enter the date prior to the signing of the adoption assistance agreement in the End Date using the <mm/dd/yyyy> format or the calendar icon.
Click the Save and Return button. The Medical Program Detail page displays.
Click the Add button in the Administrative Roles section. The Administrative Role Detail page displays.
Select Placement Provider from the Administrative Role drop-down menu. The Resource label displays.
Click the Select button under Resource. The Select Resource page displays.
Select Foster Care in the Category drop-down menu.
Enter Name and any other known search criteria to minimize the list of results.
NOTE: A misspelled name may incorrectly limit results.
NOTE: If the resource Name is not found on the first search, try entering a portion of the Facility Name. If the resource Name is still not found or needs to be updated, see KDHE Licensed and Child Care Centers.
Click the Search button. The Select Resource page displays with results.
Click the radio button for the correct resource.
Click the Select button. The Administrative Role Detail page displays.
Enter the same date as the adoption assistance agreement was signed in the Begin Date field using the <mm/dd/yyyy> format or the calendar icon.
Click the Save and Return button. The Medical Detail page displays.
NOTE: Changing the name of the Placement Provider identified as an Administrative Role does not require running EDBC. Information is sent to MMIS by a nightly batch.
NOTE: An auto Journal log entry is generated showing the new person as the placement provider.
Select Tasks from Utility Navigation. The Task Management window opens.
Click the Add Task button. A data entry window opens with the Case Number, Case Name, Status, Created Date, Created Time and Created By fields auto-populated.
Enter the Due Date using the <mm/dd/yyyy> format or the calendar icon. Best practice is to set it for 6 months out.
Enter the date information is entered in the Received Date field using the <mm/dd/yyyy> format or the calendar icon.
Select the appropriate value from the Region drop-down menu.
Select the appropriate value from the Location drop-down menu.
NOTE: The Location values populate based on the Region selection.
Select PPS from the Queue drop-down menu.
Select Change from the Task drop-down menu.
Enter Task Details with appropriate text related to updating the type of assistance when adoption is finalized.
Click the Save and Return button. The data entry window closes leaving the Task Management window.
Click the red x box in upper right corner to close the window.
Select Journal from Utility Navigation. Record all actions taken on the case. See Journal for more information about journaling functionality.
Notify Adoption Assistance Eligibility worker of Placement Provider change per current PPS procedures when applicable.
Once the adoption is finalized, several changes need to be made to the PPS medical program. These changes are made on the following pages within KEES:
Case Summary for Administrative Role
Contact Summary for Address
Individual Demographics for Name, SSN and Aliases
Other Program Assistance for Type of Assistance
The adoptive parent will currently display as a Placement Provider. Refer to Adoption Assistance Pre-Finalization for more information. User will now need to add an administrative role of PPS Payee. This provides the adoptive parent with the authority to talk with the Managed Care Organization (MCO) and, if desired, change the MCO.
Access the case through Person Search or enter the Case Number in the quick search field from Task Navigation and click Go. The Case Summary page displays.
Click the View Details button in the Medical Programs block. The Medical Detail page displays.
Click the Edit button. The Medical Detail page displays.
Click the Edit button for the current Placement Provider in the Administrative Roles section. The Administrative Role Detail page displays.
Enter the day prior to the date of the adoption finalization in the End Date using the <mm/dd/yyyy> format or the calendar icon.
Click the Save and Return button. The Medical Detail page displays.
Click the Add button in the Administrative Roles section. The Administrative Role Detail page displays.
Select PPS Payee from the Administrative Role drop-down menu. The Resource label displays.
Click the Select button under Resource. The Select Resource page displays.
Select Foster Care from the Category drop-down menu.
Click the Search button. The Select Resource page displays with results.
NOTE: Enter Name and any other known search criteria to minimize list of results.
Click the radio button for the correct resource.
Click the Select button. The Administrative Role Detail page displays.
Enter the date the adoption assistance agreement was signed in the Begin Date using the <mm/dd/yyyy> format or the calendar icon.
Click the Save and Return button. The Medical Detail page displays.
Click the Save and Return button. The Case Summary page displays.
The address needs to be changed from the Foster Care contractor to the Adoptive Parent(s).
Click the Contact hyperlink from Task Navigation. The Contact Summary page displays.
Click the Add button. The Address Detail page displays.
Select the Consumer’s name from the Address Applies To drop-down menu.
Enter the date the adoption is finalized in the Begin Date using the <mm/dd/yyyy> format or the calendar icon.
Multi-select Mailing and Physical by holding Ctrl key while clicking each value for the Address Type(s) field.
Enter the address of the Adoptive Parent for Address Line 1, City, State and ZIP code fields.
Click the Save and Return button. The Select Address page displays.
Click the radio button for the Normalized Address.
Click the Select button. The Effective Dating Confirmation List page displays.
NOTE: When there is an existing record in KEES, the Effective Dating Confirmation List page displays. This page indicates KEES is end dating the existing record and starting a new record. It displays twice – once for the Mailing Address record change and once for the Physical Address record change.
Verify the dates are correct then click the Save button on each page displayed. The second Save navigates the user to the Contact Summary page.
The user needs to record the name change of the child, establish an alias for the old name and, if needed, record a new SSN.
Click Customer Information from Local Navigation. The Contact Summary page displays.
Click the Individual Demographics hyperlink from Task Navigation. The Individual Demographics List page displays.
Click the Edit button. The Individual Demographics Detail page displays.
Before user enters new information, such as First Name, Middle Name/Initial, Last Name and Social Security Number, copy each field and paste in the Previous Names and Previous Social Security Numbers section at the bottom of the page. Do not click the Add button. It is only needed if there is a second set of alias information to enter while still on the page.
Back at the top of the page in the Name section, enter adopted name in the First Name, Middle Name/Initial and Last Name fields.
If applicable, enter new Social Security Number in the Social Security Number field.
Click the Save and Return button. The Individual Demographics List page displays.
NOTE: The Case Name that displays in the Utility Navigation Bar will remain unchanged; however, the actual data collections screens will display the adopted name. Entering the birth name in the Previous Names section will allow the user to search under either name.
The Type of Assistance needs to be changed from Foster Care to Adoption Assistance.
Click the Other Prog. Assist. hyperlink from Task Navigation. The Other Program Assistance List page displays.
Click the Edit button for the Foster Care Type of Assistance to be ended. The Other Program Assistance Detail page displays.
Enter the last day of the current month in the End Date using the <mm/dd/yyyy> format or use the calendar icon. Example: child is placed for adoption on 01/15/2015. Foster Care medical is end-dated for 01/31/2015.
Click the Save and Return button. The Other Program Assistance List page displays.
Click the Add button. The Other Program Assistance Detail page displays.
Select the Consumer’s name from the Name drop-down menu.
Select Adoption Assistance from the Type of Assistance drop-down menu. Additional dynamic fields display.
Select KS from the State drop-down menu.
Select the appropriate Aid Code from the Aid Code drop-down menu.
NOTE: Although Aid Code is not a required field on this page, it must be entered to successfully Run EDBC.
Enter the first day of the month following the end date of the Foster Care Type of Assistance in the Begin Date field using the <mm/dd/yyyy> format or use the calendar icon. Example: Foster Care medical end-dated 01/31/2015. Begin Date for Adoption Assistance is 02/01/2015.
Select Verified from the Medical Verified drop-down menu.
Click the Save and Return button. The Other Program Assistance List page displays.
Click Run EDBC hyperlink from Task Navigation. The Run EDBC page displays.
Select the month following the month the Foster Care medical end dated from the Benefit Month drop-down menu. Example: Foster Care Medical end-dated with 01/31/2015. User runs EDBC for February to establish Adoption medical effective 02/01/2015.
Click the Select button.
Select the check box for the Medical program.
If the come-up month is later than the month you want:
Select Yes from the Timely Notice Exception drop-down menu
Select Waiver on File from the Reason drop-down menu
Click the Run EDBC button. The EDBC List page displays.
Click the Medical hyperlink. The Medical EDBC Summary page displays.
Review the information:
Begin Month
Program Status = Active
In the Eligible Budgets section,
Test = Adoption Support Medical
Result = Pass
FPL% = 0%
Premium/LTC/Spenddown = $0.00
Aid Code = ASM/CH/N/N
LTC Details = blank
Members Tested = Consumer’s name
Role = Mem
Click the Accept button. The EDBC List page displays with Run Status of ‘Accepted – Not Saved’.
Click the Save and Continue button. The Distributed Documents Search page displays with the NOA just generated. In this situation it is the NOA – Medical – Approval.
See NOAs (Notices of Action) for steps to print the NOA.
NOTE: This NOA should be sent to the adoptive parent(s). It will indicate a change in benefit of coverage for the child effective the date the user entered on the Other Program Assistance page for Begin Date.
If the Begin Month for Adoption Assistance is earlier than the come-up month, then Run EDBC through the come-up month to ensure the medical program is high-dated.
Select Journal from Utility Navigation. Record a Journal entry of the actions taken on the case. See Journal for more information about journaling functionality.
When applicable, notify Child Support Services of the adoption finalization per agency policy.