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Letters

Revised November 5, 2009

Purpose:

Where is the letters function?   How are letters created?   How do I manually create a letter?   What are the available categories in the Letter Category section?   What attachments are available for inclusion with letters?   How do I include attachment(s) with a letter?   What DSHS Mailroom inserts are sent with letters?   What DSHS Mailroom inserts are included in which letters? What are the pending letters icons?   How do I view pending letters and/or letter history?   How do I view pending letters for a specific user?   How do I change my ACES printer ID?   How do I print a pending letter?   How do I reprint a letter from Letter History?   How do I print individual letter attachments?

Where is the letters function?   ·         The letters function is only available through aces.online.   How are letters created?   ·         Letters can be created automatically by ACES.   ·         Letters can be manually created by a User.   o    A letter can be manually created through the Client>>Letter Summary page or the Assistance Unit>>Letter Summary page.   How do I manually create a letter?   1.    On the Welcome Back page of aces.online, use the Quick Navigation section to do the following:   o    In the Select a Type of ID drop down box, click Client or Assistance Unit.   o    In the Enter an ID box, enter [the client or AU id].   o    In the Select a Page drop down box, click Letters.   o    Click the Go button, the Client>>Letter Summary or Assistance Unit>>Letter Summary page displays.   OR   1.    From the Client>>Summary or Assistance Unit>>Summary page, click on the Letters link.  The Client>>Letter Summary or Assistance Unit>>Letter Summary page displays.   2.    Click the Create Letter link.   o    When using the Client>>Letter Summary, select an AU from the Create Letter page.   o    When using the Assistance Unit>>Letter Summary, the Create Letter page displays with the chosen AU.    3.    Click the Next button.   4.    Select a letter category from the Letter Category drop down box.   5.    Select the appropriate letter from the Letter drop down box.   6.    Click the Next button.   7.    If required, select the benefit month(s) affected by the case action.

NOTE: The benefit months on the Letter are listed chronologically from left to right, starting with the ongoing benefit month followed by any historical months. The program is capable of listing 60 benefit months.

8.    Click Next.   9.    The Letter Edit page displays with the selected letter.    10.    In the Print Options box, choose Local, State or None (if available).   11.    Data from ACES mainframe may be pre-filled on the letter.  The data field boxes can be changed as needed.   12.    Complete the Mandatory Freeform text box and/or Optional Freeform Text box as necessary.    o    Click the Spell Check link to verify spelling.   13.    If attachments are necessary, click the Attachment(s) link.   o    Select the number of copies for each attachment desired in the # Copies field.   o    Click Done.   14.    If Inserts are necessary, click the Insert(s) link.   o    Select the appropriate insert(s) to include with the letter.   o    Click Done.   15.    When all data is entered on the letter, choose one of the following options:   o    Back - Takes the user back to the Letter Selection page.   o    Print - The letter will either print locally or be sent from State Office depending on which option is chosen in the Print Options box.   o    Save as Draft - The letter will be stored as a draft in pending letters for a period not to exceed 30 days.   o    Cancel - Cancels the letter request.

What are the available categories in the Letter Category section?   The following selections are available in the Letter Category section: Administrative Hearing Redetermination Appointment Referral Approval Reinstatement Change Requests for Information Denial Spenddown Disqualification Supplement EBT/EFT Suspension ETR Termination Miscellaneous WorkFirst/E&T Overpayment     What attachments are available for inclusion with letters?   ·         The following Attachments are available for inclusion with letters:   Attachments Maximum number of copies ACES Direct Deposit Enrollment (14-432) 1 Administrative Hearing Rights 1 Alien Emergency Medical Program Referral and Tracking (13-751) 5 Authorization for Alternate EBT Cardholder (98-004) 1 Categorically Needy Information (98-001) 1 Citizenship and Identity Declaration Form (13-789) 1 Client Rights and Responsibilities (14-113) 1 Consent (14-012) 3 Eligibility Review (14-078) 2 Eligibility Review for Long Term Care Benefits (14-416) 2 Employment Verification (14-252) 2 Family and Children’s Medical Benefits Renewal (13-836) 1 Medical Coverage Information (14-194) 2 Medically Needy Information (98-003) 1 Medical Program for General Assistance Information (98-002) 1 *Notice of Privacy Practices For Client Confidential Information (03-387) 1 *Providing Medical Insurance Coverage for Children (18-628) (translated) 1 Self-Employment Income Report (07-042B) 5 Start Work (14-252) 2 Statement from Landlord/Manager (12-224) 1 Statement from School (14-223) 5 Statement of Applicant/Recipient or Other Person (14-251) 2 Statement of Collateral Information (14-222) 3 Statement of Health, Education, and Employment (14-050) 2 Statement of Shared Living Arrangement (14-393) 2 Stop Work (14-438) 2 Veteran's Referral Part 1 (14-162) 2 * Not available for selection - one copy is automatically sent.

NOTE: The Eligibility Review 14-078 is AUTO attached to the following letters in the eight supported languages: ·         006-01 (Termination for AU). ·         013-01 (Office Appointment for ER). ·         013-02 (Telephone Appointment for ER). ·         022-01 (Mail-In ER for Cash, Food, Medical [Non-LTC]) for non-LTC AUs and non-F08 AUs. ·         022-03 (Food Assistance Expiration). ·         022-05 (Redetermination for Medical at SSI Termination). ·         022-09 (Redetermination for Medical [BCCTP]).

How do I include attachment(s) with a letter?   1.    When creating a letter, from the Letter Edit Display screen, click the Attachment(s) link.   2.    Enter the number of copies in the # Copies field for the attachment(s) desired.   3.    Click Done.   What DSHS Mailroom inserts are sent with letters?   The DSHS Mailroom inserts are as follows: DSHS 22-019 Early and Periodic Screening, Diagnosis and Treatment (EPSDT) DSHS 22-422(x) Pregnant? Plan for a Healthy Future Summary Sheet DSHS 22-922(x) Family Planning   What DSHS Mailroom inserts are included in which letters?   ·         Insert DSHS 22-019 (Early and Periodic Screening, Diagnosis and Testing - EPSDT) is included with letter:   o    002-01 (General Approval for Cash and Food) – on all TANF/F01 and all categorically needy (CN) and medically needy (MN) approvals in households with children and/or a head of household under 21 years of age.   ·         Insert DSHS 22-422(x) (Pregnant? Plan for a Healthy Future Summary Sheet) is included with letters:   o    002-01 (General Approval for Cash and Food) o    008-01 (Change in Medical Cash-Food Assistance) o    021-01 (General Reinstatement for Cash and Food) o    021-02 (General Reinstatement for Medical) o    025-01 (Approval for Transitional Medical-4 Months) o    025-02 (Approval for Medical Extension Benefits from Cash Assistance) o    025-03 (Approval for Transitional Refugee Medical) o    025-04 (Approval for Medical Extension Benefits from Medical Termination) o    027-01 (Cash-Medical-Food Recertification)   ·         Insert DSHS 22-922(x) (Family Planning) is included with letter:   o    009-02 (Change to Family Planning Extension)   ·         If a letter that would have an insert is locally printed, the user should  manually include the insert.   What are the pending letters icons?   ·         Pending letters show the following icons:

Draft – can remain in draft status up to 30 days Mail Ready (Editable) Mail Ready (Non-editable) Deleted Draft Deleted Mail Ready (Non-editable) Mandatory Freeform Text Field Indicator Mandatory Freeform Text Required Freeform Text Completed Reprint (Non-editable)

How do I view pending letters and/or letter history?   1.    On the Welcome Back page of aces.online, use the Quick Navigation section to do the following:   o    In the Select a Type of ID drop down box, click one of the following: Assistance Unit, Client, Group Home, User or Vendor.   o    In the Enter an ID box, enter [an identification number or User ID].   o    In the Select a Page drop down box, select Letters.   o    Click the Go button, the Letter Summary page displays.   ·         Letter History displays the print status of the client copy as follows:   o    L/O – If all copies were locally printed.   o    L/O – If client copy was local printed and other copies were selected for State office print.   o    S/O (in Red) – Appears on the day the letter was created if the client copy was selected for State Office print and at least one AREP copy was local printed.   o    S/O – After the client copy of a letter is printed from State Office in batch.   How do I view pending letters for a specific user?   1.    On the Welcome Back page of aces.online, use the Quick Navigation section to do the following:   o    In the Select a Type of ID drop down box, click User.   o    In the Enter an ID box, enter [User ID].   o    In the Select a Page drop down box, select Letters.   o    Click the Go button, the Letter Summary page displays.   ·         Accessing letters by User ID allows the user to view all pending letters that were either system or user generated that day.   This action also allows users to view all letters in Save as Draft status.   ·         This option shows pending letters that require mandatory text entries.   ·         Changes to pending letters can be made throughout the day until batch is run (usually after 8PM), at which time, letters will be printed and mailed from State Office.  The letter then moves to Letter History.

NOTE: Clicking on the CLID or AUID hyperlink will give the client's name and information regarding the case.

How do I change my ACES printer ID?   1.    From the Client>>Letter Summary or the Assistance Unit>>Letter Summary page, go to the ACES Printer ID field, and click the <Change Printer> link.   2.    In the Change to field, enter the [printer id].   3.    In the Make Permanent? field, choose the radio button [Yes] or [No].   4.    Click Update Printer to save the change.

NOTE: If the change is not marked as permanent, printer ID reverts back to the default printer each time the user leaves the aces.online session.

How do I print a pending letter?   1.    From Pending Letters, the box preceding the letter can be checked and the selection buttons; Delete, Undelete or Local Print can be clicked.   OR   1.    Click on the letter name link to open the letter.   2.    The Print Options box defaults to State.  To print the letter locally, check Local.   o    If the letter has multiple addressees and one copy has already been printed locally, the Reprint Option displays with a default to None.    ¨        Choose Local or State to reprint the copy that had already been printed.   o    If Local Print is chosen, the letter prints locally and shows in the Letter History with an icon indicating the item is Mail Ready (Non-editable).   o    If there is an AREP and one copy is chosen for Local print and the other for State print, the locally printed letter displays in the Letter History with an icon indicating the item is Mail Ready (Non-editable) and the State print letter displays in Pending Letters with an icon indicating the item is Mail Ready (Non-editable).  A State print letter will go out in the overnight batch process.   o    Once any copy of a letter has been printed locally, the letter is no longer editable.    o    If the client copy was locally printed, the AREP copy can be deleted from Pending Letters, but if the AREP copy was printed locally and the client copy saved for State print, the client copy cannot be deleted from Pending Letters.   3.    Click the Print button.

NOTE: When printing a pending letter locally, the following warning appears:  "Local Printing this letter will permanently save all changes to letter history. You will no longer be able to make changes to the letter”. Click 'OK' to print or click 'Cancel' to Cancel. The letter appears in letter history after it is printed.

How do I reprint a letter from letter history?   ·         To reprint a letter from Letter History, take the following steps:   1.    On the Welcome Back page of aces.online, use the Quick Navigation section to do the following:   o    In the Select a Type of ID drop down box, click Client or Assistance Unit.   o    In the Enter an ID box, enter [Client ID or AU ID].   o    In the Select a Page drop down box, click Letters.   o    Click the Go button and the Letter Summary page displays.   o    Select the desired letter and click the Reprint button, a pop-up Reprint Options box appears.   ¨        The system defaults to Local Print. To request a State Office reprint, choose the button for State.     ¨        The system defaults to include carbon copies (cc’s) for any AREPs on the case. Uncheck the Include Carbon Copies (cc’s) box to not reprint the AREP copy.   ¨        The system defaults to include attachments.  Uncheck the Include Attachments box to not include attachments/inserts that had been sent with the original letter.   ¨        For an English Only copy of a letter for an LEP client, check the English Only box.   2.    Click the Reprint button.   OR   1.    From the Letter Summary page, click on the letter name link to open the letter.   ·         In the Reprint Options box for each addressee, check the radio button for Local, State or None.  The system defaults to Local.    o    None can be used when there are multiple addressees and a reprint is not needed for all of them.   o    There is a check by Include Attachments if the original letter included attachments.  To reprint the letter without the attachments/inserts, uncheck the Include Attachments box.   2.    Click the Print button. How do I print individual letter attachments?   1.    On the Welcome Back Page of aces.online under Other Links, click Letters Attachments.   2.    From the Support Central>>Letters Attachments page, select the attachment and  language desired.   3.    The attachment opens as a PDF file.    4.    To print, go to File, then Print.   OR   1.    On the Welcome Back page of aces.online, use the Quick Navigation section to do the following:   o    In the Select a Type of ID drop down box, click one of the following: Assistance Unit, Client, Group Home, User or Vendor.   o    In the Enter an ID box, enter [an identification number or User ID].   o    In the Select a Page drop down box, select Letters.   o    Click the Go button, the Letter Summary page displays.   2.    Click on the Letters Attachments link.   3.    From the Support Central>>Letters Attachments page, select the attachment and  language desired.   4.    The attachment opens as a PDF file.    5.    To print, go to File, then Print.

NOTE: Attachments printed this way do not contain the Client ID or Barcode information and these print requests are not posted into Letter History.

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Modification Date: November 5, 2009

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