Copy Back

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Copy Back

Revised July 10, 2012

What is copy back?

How does the copy back process work?

When won’t the copy back process work?

How do I make changes to copied back information?

What is copy back?

· Copy back is the process where ACES takes the information entered in the ongoing month during Option O – Interview, and automatically enters it into all months in which the client or AU is pending.

How does the copy back process work?

· For cases with no active AUs:

o If there is no other AUs active during the application period, all information entered during the interview is copied back from the ongoing month to the application month.

· For cases with active AUs:

o Any information specific to the new AU will copy back to AU specific screens. For Example, the WORK and NCPS screens.

· For cases with pending clients on active AUs:

o If the pending client is not active on any other AU, all client related data will be copied back.

EXAMPLE

Application screened on May 5th and interviewed on May 10th.

Information entered in Option O – Interview, for the ongoing month of June, will be copied back to May. Any information entered in the ongoing month (June) that is not correct for the application month (May) must be changed in Option P - Process Application Month.

EXAMPLE

Other parent, new to ACES, was screened in and added to the active Basic Food AU on May 15.

Client demographic, earnings, and WORK screen information entered in Option O – Interview, for the ongoing month of June, will be copied back to May. Any information entered in the ongoing month (June) that is not correct in application month (May) must be changed in Option P - Process Application Month.

EXAMPLE

Mom and child receive Basic Food. On July 17^th she requests F04 medical for herself and her child.

AU specific information such as Non-Custodial Parent (NCPS) information entered in Option O – Interview, for the ongoing month of August copies back to July.

When won’t the copy back process work?

· When historical data has already been saved in ACES. The copy back process will not change previously entered information.

· Historical updates must be entered by the user into each individual month to ensure accuracy.

EXAMPLE

· Client applies for S02 – SSI related CN and S03 – QMB medical.

· The S02 AU was processed and finalized first.

· When finalizing the S03 AU the worker notices that the S03 is denying for no Medicare Part A eligibility.

· Normally this change could be corrected in all months by making the update in interview. However, in this case because the S02 AU has been finalized and is now in A - Active status, any information changed in interview for the S03 AU will no longer copy back.

· The user must go into each month and enter a Medicare Part A valid value of [Y] for benefits to be approved.

How do I make changes to copied back information?

· When the application is processed through Option P - Process Application Month, the user can change any information ACES copied back that is not correct. See Process Application Month.