Close an Assistance Unit / Client
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Close an Assistance Unit / Client


Revised March 25, 2011



Purpose:

When is an assistance unit (AU) or client closed?

 

When does AUTO close an AU or client?

 

How do I manually close an AU or client?

 

Can a pending AU or client be closed?



When is an assistance unit (AU) or client closed?

 

·         An AU or client in A – Active status is closed when the AU or client is no longer eligible to receive benefits. See Change of Circumstance and  EAZ Manual - WAC 388-418-0020 How does the department determine the date a change affects my benefits?

·         Only 500 level reason codes can be manually entered by the user to close an AU or close a client within an assistance unit.  All other closing reason codes are generated by the system when case data entered into ACES results in the AU or client no longer meeting eligibility requirements.

 

When does AUTO close an AU or client?

 

·         AUTO closes an AU or client when they are no longer eligible to receive assistance. Examples of this would be:

 

o    When a client fails to provide an Eligibility Review, AUTO will close the AU with Reason Code 235 – Review Not Complete.

 

o    At monthly issuance when a child turns 19 years of age and is no longer eligible for children’s medical.

 

·         For more information see Deny an Assistance Unit/Client chapter.

 

How do I manually close an AU or client?

 

·         To manually close an AU or client:

 

1.    On the AMEN, select Option R – Interim /Historical change.

 

2.    Enter the [AUID or CLID] in the AU ID or Client ID field.

 

3.    On the STAT screen, enter [the appropriate 500 level reason code] in the AU Status Reason field.  See Deny an Assistance Unit/Client chapter.

 

4.    If closing only a client, enter the [appropriate 500 level reason code] in the RSN field for each client being closed.

 

5.    Call Home and DONE and the ELIG screen will display.

 

o    On the ELIG screen, review the status code, reason codes, and paid thru dates for the closed AU/client to make sure they are correct.

 

o    Client status should be:

 

¨        C – Closed/Terminated, when terminating the ongoing benefit month

 

¨        H – Historically Closed/Terminated, when terminating a historical benefit month.


NOTE:

Start with the earliest month if closing multiple historical months.


6.    Enter a [Y] in the Confirm field and <TRANSMIT>.

 

Can a pending AU or client be closed?

 

·         Only cases in A – Active status can be closed.

 

·          See Deny an Assistance Unit/Client chapter.

 

·         If there is a client pending on an AU, this client must be denied or approved before the AU can be closed. Otherwise, you will receive EDIT Message 1927- PENDING CLIENT(S) NEED TO BE PROCESSED.

 

Modification Date: March 25, 2011