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Letters


Revised January 10, 2014



Where is the letters function?

 

How are letters created?

 

How do I manually create a letter?

 

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 if my letter needs translation?

 

How do I send a letter in Large Print?

 

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?

 

What are the current Letters?

 

Where do I find DSHS forms online?

 



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.  If more than 60 months are needed, identify those months in the free-form text box.


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 attachments are available for inclusion with letters?

 

·         The following Attachments are available for inclusion with letters.  Click on Letter Attachments link to view the attachments in English or other supported languages.

 

Attachments

Maximum number of copies

ACES Direct Deposit Enrollment (14-432)

1

Alien Emergency Medical Program Referral and Tracking (13-751)

5

Application for Benefits (14-001)

1

Authorization for Alternate EBT Cardholder (98-004)

1

Authorization to Obtain/Release Information (14-012)

3

Authorized Representative (14-532)

5

Client Rights and Responsibilities (14-113)

1

Consent (14-012)

3

DSHS Eligibility Review (14-078)

2

Eligibility Review for Long Term Care Benefits (14-416)

2

Employment Verification (14-252)

2

Estate Recovery Fact Sheet (14-454)

1

Family and Children’s Medical Benefits Renewal (13-836)

1

HCA (Application for Health Care Coverage (18-001)

14

HCA (Health Care Coverage Rights & Responsibilities) (18-003)

3

HCA (Washington Apple Health Appeal Rights (12-508)

1

HCA (Washington Apple Health Appeal Form (12-507)

1

HCA (Washington Apple Health Supplemental Form (18-005)

4

Medical Assistance Only-Election of Support Enforcement Services  (09-793)

5

Medical Coverage Information (14-194)

2

Mid-Certification review (14-467)

1

Notice and Finding of Responsibility (14-515)

1

*Notice of Privacy Practices For Client Confidential Information (03-387)

1

*Providing Medical Insurance Coverage for Children (18-628) (translated)

1

Self-Employment (07-098)

3

Statement from Landlord/Manager (14-224)

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

Statewide Resources (98-005)

1

Stop Work (14-438)

5

Veteran's Referral Part 1 (14-162)

2

WASHCAP Application (14-439)

1

Your DSHS Cash or Food Assistance Benefits (14-520)

1

Your Medicaid Mental Health Benefit (98-006)

1

Your Options for Child Support Collection while receiving Temporary Assistance for Needy Families (TANF) or Medical Assistance  (18-334)

5

* 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).

·         013-03 (Weekly Appointment for Eligibility Review).

·         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 14-392 Childrens Eligibility

DSHS 22-019 Early and Periodic Screening, Diagnosis and Treatment

Postage Paid Return Envelope – HCS (Home and Community Services) (Station 4)

Postage Paid Return Envelope – CSD (Community Service Division) (Station 5)

DSHS 22-922 Family Planning

DSHS 22-422(x) Pregnant? Plan For a Healthy Future Summary Sheet

 

·         If a letter that would have an insert is locally printed, the user should  manually include the insert.

 

What if my letter needs translation?

 

·         For information about Limited English Proficiency (LEP) and ACES Correspondence see EAZ Manual Limited English Proficiency (LEP), Written Translation Services.

 

How do I send a letter in Large Print?

 

1.    On the ADDR screen in the Prim Lang field enter [LP – Large Print English].

 

o    Only centrally printed letters coded LP are sent in Large Print.

 

o    To print a letter locally in Large Print, check with your local office procedure for manually copying the letter in Large Print.

 

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.    Click Update Printer to save the change.


NOTE:

Changing the printer ID is valid for the duration of your aces.online session. When your aces.online session expires the Printer ID setting reverts back to the Printer ID assigned in your security profile. To change your printer ID in your security profile, see How is a security request to change user information submitted through aces.online?


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.


What are the current Letters?

 

·       Current letters are listed below. To see the letter number and name, click on one of the following categories.

 

Administrative Hearing ETR (Exception to Rule) Spenddown
Appointment Miscellaneous Supplemental (or Underpayment)
Approval Overpayment Suspension
Change Redetermination Termination
Denial Referral WorkFirst/E&T
Disqualification Requests for Information
EBT/EFT

 

 

Administrative Hearing Letters

 

060-01 Administrative Hearing Communication - Internal
060-02 Pre-Hearing Conference
060-03 Referral to AG – Internal

 

Appointment Letters

 

011-01 Interview Appointment for Applicant
011-02 Phone Appointment for Applicant
013-01 Office Appointment for ER
013-02 Phone Appointment for ER
013-03 Weekly Appointment for Eligibility Review
045-01 Preliminary Overpayment Appointment Letter - All Programs
050-05 General Appointment Letter

 

Approval Letters

 

002-01 Approval Letter
002-07 Approval for DCA
002-16 Approval for Medical/Waivered Services
002-17 Approval for LTC & Medical Benefits
002-18 Approval for Hospice Services
002-19 Approval for COPES Residential Services
002-20 Approval for Institutional Benefits with Spenddown
002-21 Approval for Institutional SSI with State Supplement
002-22 Approval for Institutional, GAX or GAU
002-24 Approval for Expedited Food Assistance
002-25 Approval for Medicare Cost Sharing
002-31 Approval for PII
002-32 Short Stay Approval Letter
002-33 Approval for Children's Full Premium Medical

002-34 Approval for Disaster Assistance
025-01 Approval for Transitional Medical - 4 Months
025-02 Approval for Medical Extension Benefits from Cash Assistance
025-03 Approval for Transitional Refugee Medical
025-04 Approval for Medical Extension Benefits from Medical Termination
025-05 Approval for Extension of TANF Past 60 Months
075-05 Approval for AREQ

 

Change Letters

 

008-01 Change in Cash/Food Assistance
008-03 Change in ADATSA Residential to Outpatient
008-04 Change in ADATSA Outpatient to Residential
008-05 Conversion to WASHCAP
008-06 Resetting TANF Timeclock
008-07 Change in Medical Premiums
009-01 Change from GAX to GAU
009-02 Change to Family Planning Extension
010-01 General - No Change in Benefits
018-01 Change in Participation Amount LTC
018-02 Change in COPES Residential Cost of Care
018-03 LTC Change or Termination
024-01 Change in Case Worker

 

Denial Letters

 

004-01 Cash Denial for AU
004-02 Food Assistance Denial for AU
004-03 Medical/LTC Denial for AU
004-05 General Denial - No Information
004-06 Condolence Denial
004-07 Full Premium Children's Medical

004-08 Disaster Cash Assistance Denial

004-09 Disaster Food Assistance Denial
005-01 Cash Denial for Individual
005-02 Food Assistance Denial for Individual
005-03 Medical/LTC Denial for Individual

 

Disqualification Letters

 

055-01 ADH for 1st or 2nd Offense Before 1/1/97
055-02 1st or 2nd Food Assistance Disqualification After 12/31/96
055-03 ADH for 1st or 2nd Offense/Duplicate Participation
055-04 ADH for Permanent Disqualification
055-05 Disqualification for Children's Full Premium Medical
056-01 Food Assistance Disqualification - ADH Decision
056-02 Food Assistance Disqualification - Court Decision
056-03 Food Assistance Disqualification - Diversion Agreement

 

EBT/EFT Letters

 

037-01 60 Days Non-Use of EBT

037-02 330 Days of Non-Use of EBT

037-03 Notice of EBT Adjustment Decision

037-04 EBT High Balance

038-01 Food Assistance Payee Remittance

038-02 Cash Assistance Payee Remittance

038-03 Cancellation of Food Assistance Benefits

039-01 Reject Pre-Note/Direct Deposit

039-02 EFT Reversal Letter


ETR (Exception to Rule) Letters

 

070-01 ETR Request - Internal
070-02 ETR Request
070-03 ETR not Requested
070-04 ETR Approval
070-05 ETR Denial

  
Miscellaneous Letters

 

016-01 Failure to Appear for Application Interview
026-01 Termination for no ER
026-02 Termination for No Mail-In ER
030-01 Vendor Payment
031-01 Notice to Vendor About Change in Payment
032-01 Vendor Payment Termination

033-02 Receipt of Medical Extension Report
040-01 CHIP Out-of-Pocket Maximums Reached
050-01 General Correspondence
050-02 Received Application - No Appointment Needed
075-01 Additional DCA Status
075-02 AREN Status
075-03 CEAP Status
075-04 Hardship Waiver Request Status
080-01 Quality Assurance Appointment
  
Overpayment Letters

 

045-02 Cash Assistance Overpayment - Intentional
045-03 Cash Assistance Overpayment - Unintentional
045-04 DCA Loan
045-05 Food Assistance Overpayment - Inadvertent Error
045-06 Food Assistance Overpayment - Administrative Error
045-07 Food Assistance Overpayment - IPV
045-08 Medical Assistance Overpayment
045-09 Overpayment Modification

Redetermination Letters

 

022-01 Mail-In ER for Cash/Food/Medical (Non-LTC)
022-03 Food Assistance Expiration
022-04 Redetermination for LTC
022-05 Redetermination for Medical at SSI Termination
022-06 WASHCAP Expiration
022-07 Mid-Certification Review
022-08 DSHS Eligibility Review for Children's & Family Medical
022-09 Redetermination for Medical (BCCTP)
022-10 Medical Extension Report

022-11 Mid Certification Review - Food Assistance Only
027-01 Cash/Medical/ Food Recertification
027-02 Incapacity Redetermination
027-04 LTC Recertification
027-05 WASHCAP Post Review
027-06 Disability Redetermination

027-07 Renewal

027-08 Renewal Reminder
  
Referral Letters

 

065-01 Communication Referral - Internal
065-02 ADATSA Assessment Referral
065-04 Record Transfer - Internal
065-05 VOCS Referral - Internal
065-06 VOCS Summary - Internal
065-09 Railroad Insurance Clearance - Internal
065-10 LTC Communication - Internal
065-11 VOCS Response - Internal
   
Request for Information Letters

 

023-01 Missing Verification for Interview
023-02 General Request for Information or Action
023-03 Transfer Letter
023-07 SSN Discrepancy
023-08 SSN Referral
023-09 Wait List Information Request

023-10 Request for Supplemental Form

Spenddown Letters

 

020-01 MN Spenddown
020-05 PII with Spenddown


Supplement (or Underpayment) Letter

 

017-01 Supplemental Payment for Cash/Food

Suspension Letter

 

007-01 Suspension for Cash/Food

Termination Letters

 

006-01 Termination for AU
006-02 Termination of TANF/SFA
006-03 GA Termination on Reconsideration
006-04 GA Termination for Clear Improvement
006-05 GA Termination for No Medical Information
006-06 GA Termination for Medical Evidence Inconclusive
006-07 GA Termination for No Incapacity - Prior Error
006-08 General Termination of Benefits for an Individual
006-09 Condolence Termination

006-10 Renewal Termination
026-04 Eligibility Review Termination 

026-05 Medical/LTC ER Termination
033-03 Non-Receipt of Change Report Form


WorkFirst/E&T Letters

 

036-01 Community Jobs
085-01 WorkFirst Non-Participation Appointment
085-02 Food Assistance E&T Good Cause
085-03 Missed Appointment or Activity for IRP
085-06 Workfirst Participation - TANF Pending

 

Where do I find DSHS forms online?

 

To view DSHS forms go to http://www.dshs.wa.gov/forms/eforms.shtml.

 

Modification Date: January 10, 2014