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Interview - Group 4 Screens

Revised April 21, 2008

Group 4 - Screens INST - Institution / ALF / HCB NSA1 - Services Explanation Documentation(Invalid after 04/20/08) LTCD - LTC / HCB / ALF Community Income / Resources NSA2 - Impairment Documentation (Invalid after 04/20/08) MISC - AU Non- Financial Miscellaneous NSA3 - Supplemental Accommodation Plan (Invalid after 04/20/08) MANC - Managed Care NSA4 - Supplemental Accommodation Plan (Con't.) (Invalid after 04/20/08) NCPS - Non-Custodial Parent Screen

(INST) – Institution / ALF / HCB Screen The INST screen displays when an institutional code is entered in the Living Arrangement  field on the DEM1. Data entered on the INST is used to determine eligibility for the following programs: Long Term Care Medical Alternate Living Facilities ADATSA DETOX Home and Community Based Waiver (HCB) programs.  See LTC / ADATSA / DETOX The INST displays and certain fields are mandatory when an institutional code is entered in the Living Arngmt field on the DEM1.  These codes include: [AF] - Alternate Living Facility ( ALF ) [GH] -  DDD Group Home Large 17+ [GS] -  DDD Group Home Small 16 or Less [HS] - Hospital [NF] - Nursing Facility [DC] - Assisted Living Dept. Contract Facility [FH] - Adult Family Home [IM] -  IMD

1.      Type field: a.      Select the appropriate valid value based on the case situation. b.      The institution type code entered here determines which other fields on the INST will be mandatory. 2.       Prov ID  field: a.      Depending on the valid value used in theType field, the Provider ID field may be mandatory. b.      Press <F16>  MMEN to go to the MMEN. c.      Various selections on this screen can be used to get the provider number. d.      If more details are needed on the provider, enter [ Y] in the SEL field next to the appropriate provider. e.      <TRANSMIT> and the PROV displays. 3.       Level of Care field:  Enter the [appropriate valid value based on the case situation]. See <F1> Help 4.       LTC Payment Auth Date field: a.      Enter the [date payment is to begin]. b.      This field is mandatory for clients in nursing facilities, inpatient psychiatric facilities, IMD, or IMR cases. 5.       LTC Rate field:  Enter the [private and state rate for all cases], ACES uses this amount to determine eligibility and participation. 6.       Housing Maintenance Allowance field a.      Enter the [amount of the housing maintenance allowance]. b.      This field is mandatory for institutionalized clients only. 7.       HCS Date field: a.      Enter the [month and year of the first month the client is eligible for the Housing Maintenance Allowance (HMA)]. b.      Client is not eligible for HMA in the month of application. c.      ACES will allow the HMA for 6 months based on this date. 8.       R & B Exception Type field:  Use this field to reduce room and board charges for COPES ALF clients. 9.       R & B Exception Amt field:  Enter the [Exception Policy amount that is to be deducted from the COPES client’s room and board charge]. 10.  R & B Exception Type V  field: a.      An entry in the verification field is required for a reduction to be made. b.      The verification code should be re-verified at the time an AU is reopened, reviewed and reinstated. The remainder of the fields on this screen may or may not be mandatory based on the type of assistance for which the client is applying. INST Function Keys When the user presses This happens: <F16>  mmen The MMEN is displayed and is used to inquire about or update vendor information including Long Term Care provider rates.

(LTCD) – LTC / HCB / ALF Community Income / Resources Screen The LTCD  screen is an AU level screen and is used to record information about deemed income and resource that may be available to the client applying for assistance. The Long Term Care / Home and Community Based / Alternate Living Facility Community Income / Resources LTCD, is a conditional screen that displays in the screen flow if there is data entered on the screen, or if the program for which the client is applying is an LTC or waivered service program. When applicable LTCD displays after SHEL in the screen flow. Deemor Type field:  Enter the valid value in the appropriate field for the client’s case situation as follows: [CS] - Community Spouse [SL] - Spouse / Legal Dependents to allow a Community Spouse Maintenance Allowance. [SP] - Spouse when the institutionalized spouse is not making funds available to the spouse at home or the institutionalized spouse is otherwise ineligible for the Community Spouse Maintenance Allowance. [LP] - Living Apart when the client has a community spouse and the couple is living apart. This code allows the client a standard single person PNA / CPI deduction in the calculation, yet the client is considered married for allocation purposes. HH Size  field: Enter the [number of household members the institutionalized spouse is responsible to support]. Sep Prop field Policy states that in some cases income and/or resources can be considered as separate and only available to that individual person. Enter [Y] in the Sep Prop field if, based on policy, the income or resource is considered separate and not available to the remainder of the assistance unit. If policy supports this, the income will be budgeted accordingly. If policy does not support this for the program and income type entered, the [Y] in the Sep Prop field will have no affect on the deeming calculation. LTCD Function Keys When the user presses This happens: <F24> del Enter [Y] in the DEL field and press <F24> to delete the income or resource and associated information.

(MANC) – MANAGED CARE SCREEN What is the MANC Screen? The Managed Care MANC screen is a client level screen which collects information regarding clients receiving Managed Care services. The MANC automatically displays the client’s managed care information if it exists. MANC appears in the screen flow after the INST screen. How is the MANC screen completed? The MANC screen it is updated by information ACES receives from the MMIS interface. The MANC screen is an inquiry only screen and cannot be user updated.

(MISC) – AU Non- Financial Miscellaneous Screen  MISC screen is used to record and display various information that affects the non-financial eligibility determination for the AU. MISC follows in the regular screen flow.   The MISC is an assistance unit level screen. Information about the next regularly schedule appointment displays here. Appointments can be scheduled from the MISC. TheMISC must be reviewed in order to complete the interview process regardless of the program for which the client is applying. Most of the fields on the MISC display data or must be completed based on other information entered into ACES.

EXAMPLE When a review is initiated the user will see a yellow question mark ? in the ELIG RVW COMPLETE field with Edit Message 1455 – Did You Mean to Leave Eligibility Review Incomplete on ‘MISC’? - displays.

Mandatory Fields on the (MISC) Retro Med field:  See Medical - Retroactive Medical. For medical assistance cases or cash cases with an associated medical coverage group entry in this field is mandatory. This field is designed to prompt the user to ask the client if they have a need for retroactive medical assistance. The user enters [Y] or [N] based on the whether the client needs retroactive medical assistance.  Entering [Y] in this field only records the client’s response to the questions. If the client needs retro medical the user must still use Option W - RETRO MEDICAID COPYBACK from the AMEN to process the request. For mandatory medical tracks which allow retro medical, when the user does not enter a [ Y] or [ N] in the Retro Med  field, the user will receive Edit 1990 - Retro Medicaid Determination Needed. The entry in this field is not historical, once the user has authorized assistance the value will not display. Calc Elig Ind field: In most cases, when there is more than one AU in a case and a change is made in one AU, eligibility is automatically recalculated in the other AU. If for some reason eligibility is not being run on-line and the user feels it needs to be done enter [Y] in the Calc Elig Ind field. <TRANSMIT> and eligibility will be recalculated for that AU plus any other associated AUs in the case. This can only be used on active AUs. Auto Reassing Override field:  At different times during the life cycle of a case ACES automatically assigns cases to specific users based on caseload information entered into parameters. If a user want a case to remain assigned to a particular worker and not be affected by the automated reassigned process enter [Y] in the Auto Reassign Override field. Entering Y here means the case will not be reassigned when a Reassign Caseload From FW to FW, Reassign FW Caseload, or Reassign Mass CSO caseload assignments are done. If there is a "Y" in this field, the system looks at the STAT and AU stays with that user. There are two circumstances where the Y in this field will be ignored: When transferring an AU to a specific financial worker done on theOMEN. The new financial worker is picked up. or; When transferring an AU to a new CSO. Any case with Y in the Auto Reassign Override field will have to be transferred manually if the user of record has changed.  See Parameters SLAM Ind  field: The SLAM indicator is used to indicate whether or not a client is suspected of living above their means. Each CSO and Region determines criteria for the SLAM profile. The SLAM indicator is a mandatory field when processing a new application or reopening previously closed or denied AU. Lump Sum Remain field:  Because of changes in policy about how lump sums are budgeted this field no longer functions. See EAZ Manual - WAC 388-455-0005 How lump sum payments affect benefits.  Review Send AFB field:  Currently there is no functionality connected to this field.  See Eligibility Review / Recertification Process – Eligibility Review / Recertification Process. ABD Area field:  A mandatory field when processing an ABD related medical assistance unit. Sched Interview field  See Scheduling. MISC Function Keys When the user presses  This happens: <F14> schd ACES displays the Unit Schedule Summary which shows a summary level of a unit's schedule, by each worker's ID number and the appointment type code beside the time slot in which the appointment appears.  <F23> alau The ALAU and AU alerts are displayed.

(NCPS) - Non-custodial Parent Screen NCPS screen replaced the APID screen effective 4/21/03. For new policy See EAZ Manual - Child Support NCPS is the only non-custodial parent information required for completion in ACES. NCPS contains up to 21 questions about the non-custodial parent. The number of questions depends on the case circumstances and how much information the client provides about the non-custodial parent. ACES displays NCPS only when the case is TANF or TANF-related medical (F01, F02, F04, F06, and F07 and F10). The NCPS is an AU level screen. This means it is tied to each STAT screen that is a TANF related Cash/Medical case.

EXAMPLE If a client's STAT “A” screen is TANF, the related NCPS screen would be "NCPS A". If the TANF has a related F06 AU and is listed as STAT “B” the F06 related NCPS screen would be "NCPS B".

Complete an NCPS screen for each child that has a number greater than [0] on the DEM1 screen in the NCPs for Child field.

Definition of Child The definition of a child for NCP is any person under age 21 who Has a relationship to the Head of Household coded on STAT with one of the following codes: [CC] - Co-Parents Child [GC] - Great/Grand Child [CG] - Child Under Leg Guardianship [NN] - Great/Dependent Niece / Nephew [CH] - Natural/Adopted Child [OC] - Other Child [CO] - Dependent First Cousin [SC] - Step Child [FC] - Former Step/Natural Child [SI] - Dependent Sibling Child AND a Finl Resp code of: [PN] - Applicant [RM] - CA Ineligible Person Receiving MA Only [RE] - Recipient [RN] - CA Sanctioned Receiving MA Only/FAP Recipient [RC] - Recipient of Cash Only   If there is no Non-Custodial Parent who is financially responsible for a person aged 18 to 20 (including Head of Household), code the NCPs for Child field with a [0] (zero).

Mandatory Fields Mandatory fields on the NCPS vary according to the amount of information the client knows about the non-custodial parent (NCP) and whether the NCP is known or unknown. Mandatory information about an unknown NCP: NCP Unknown Because field: [D] - Non-custodial Parent Declined to Provide Info but Not Claiming Good Cause [M] - Mail-in Application, No Interview [U] - NCP Data Unknown Rel NCP field - The NCP's financial responsibility to the child. (See <F1> for codes). The number of financially responsible NCP's for each child is directly linked to the number entered on the child’s DEM1 screen. If this information does not match Edit 2107 - DEM1 FIELD 'NCPS FOR CHILD' MUST MATCH CLIENT'S NUMBER OF RELATED NCPS will come up on the screen when the worker tries to complete the interview. IV-D Coop field [Y] - Yes [N] - No Mandatory information about a known NCP: Field Name Description Input Deceased Is the NCP deceased? [N] - NCP is not deceased [Y] - NCP is deceased Sex NCP male or female [F] - Female [M] - Male [U] - Unknown Court Order Legal Support document     [1] - Divorce/Dissolution [2] - Paternity Order  [3] - Other Order [4] - None/Unknown [5] - Paternity Affidavit  Were the NCP and CP Married? This field is mandatory unless the NCP Unknown Because field is completed. [Y] (Yes) [N] (No) [U] (Unknown) Rel NCP NCP's financial responsibility to the child NCP's financial responsibility to the child. (See F1 for codes). See NOTE. IV-D Coop Cooperation with Division of Child Support Y - Yes N – No NOTE: The number of non-custodial parents for each child is directly linked to the number you entered on the child’s DEM1 screen. If this information does not match an Edit 2107 DEM1 FIELD 'NCPS FOR CHILD' MUST MATCH CLIENT'S NUMBER OF RELATED NCPS, is received on ERRO when completing Option O - Interview.  Additional information for a known NCP: NCP Name – Non-Custodial Parent Name - Enter the Non-Custodial parent's name. Death Date – Use this field to indicate if the NCP is deceased. DOB – Enter the Non-Custodial Parent’s date of birth SSN - Social Security Number Enter the Non-Custodial Parent’s social security number, if known. Last Address – Use this field to indicate the last known address for the NCP. Phone - Last known phone number Last Employer Name Use this field to indicate the last known employer for the NCP. Last Employer Address Use this field to indicate the address of the last know employer. Court City Use this field to indicate what city the court order was issued in. Court County Use this field to indicate what county the court order was issued in. Court State Use this field to indicate what state the court order was issued in. Court Date Use this field to indicate what date the court order was issued. Were the NCP and CP Married? Options are Y, N or U (unknown) This field is mandatory unless the NCP Unknown Because field is completed. Marriage Date Enter the Date the NCP and CP were married. Nav Am Tribe Field entry is the numeric Native American Codes on <F1> Help Caretaker ID - This field will show the Client ID of the head of household. If the caretaker is someone other than the head of household the user will need to change the Client ID.  If the Caretaker’s Client ID shown in this field is deleted in error, re-enter it. More NCPs - If the child has more than one non-custodial parent: Enter a [Y] in the More NCPs field at the bottom of the NCPS screen. Another blank NCPS will appear. Repeat the steps above.

To delete a (NCPS) screen: Enter a [Y] in the DEL field and press <F24>.

(NCPL) - Non-Custodial Parent List Screen If the child has ever received TANF or TANF related medical, there will be an NCP list page that lists all non-custodial parents that were previously associated with the child. Press <F22> - NCP List on the NCPS screen to view the list of previously known non-custodial parents. The NCPL  screen displays. Enter a [Y] in the Sel field corresponding to the correct non-custodial parent name listed, press <transmit>. A NCPS for the NCP you selected will display. This screen will contain all the information previously entered in ACES about this specific NCP. This information can be changed or updated. If no non-custodial parent information is known to ACES for a child, Edit 2109 - NO NON-CUSTODIAL PARENTS EXIST TO DISPLAY will be received when <F22> is pressed. Added non-custodial parent information entered in to ACES will be stored on the NCPL screen.  (NCPS) Function Keys When the User Presses ACES will: <F17> - MO< Go Back a Screen <F18> - MO> Display the Next Screen <F22> - NCPL Display NCPL <F23> - ALAU Show Alerts for that AU <F24> – DEL Deletes Information

NSA Screening Screens - (NSA1), (NSA2), (NSA3), & (NSA4) What were the NSA screens?   ·        The Necessary Supplemental Accommodations (NSA) screens were used to record specific information about a client’s individual needs for special accommodation.  There was no automated functioning tied to these screens.   ·        NSA is now referred to as Equal Access. See Interview - Group 3 Screens for Equal Access.    ·        The four NSA screens were:   NSA1 - used to document the explanation of NSA Core services to the client. NSA2 - used to indicate the impairment the client needed supplemental accommodations for. NSA3 - used to document the supplemental accommodation plan for each of the client's              identified impairments. NSA4 - used to continue the documentation of the supplemental accommodation plan              that was initiated on NSA3.    Historical NSA information can be viewed only on aces.online.

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Modification Date: April 21, 2008

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