Inquiry / Online Reference Data
DSHS Home Page

ACES
  Search   for:   
DSHS HomeACES ManualEAZ ManualSocial Services ManualWork First Manual
Acronyms  Alerts  Screens  WAC Number Index  WCCC  DSHS Home

Inquiry / Online Reference Data

Revised January 28, 2008

Purpose:

Access the Narrative on a Closed or Denied Case

Active Case

Address

As of Date

As of Date Inquiry

Two Common Errors Encountered in Using As of Date Inquiry

Benefit History

Call a Specific Client Screen or Month

Call a Specific Client Screen

Call a Specific Month

Client Participation

Assistance Unit IDs for an Individual Client

History of a Client's Participation

Closed or Denied Case

Health Insurance Carrier Data

Inquiry by Health Insurance Carrier Code

Inquiry by Health Insurance Carrier Name

Inquiry Activities Available On-line

Long Term Care ( LTC) Provider Data

Inquiry on Long Term Care Provider

Inquiry on Long Term Care Provider Using Provider ID Number

Name

On-line Reference Data

State On-line Query - SOLQ

What is SOLQ?

How do I perform a SOLQ inquiry?

What information is available in SOLQ?

Vendor

Vendor Name List 

Access the Narrative on a Closed or Denied Case

Whenever the narrative screen is accessed either through Update or Inquiry, the date and user ID of the person accessing the narrative is automatically entered on the screen.

To view the narrative without having the user ID and date updated, press <F3> to cancel and return to the previous screen.


NOTE: If inquiring on a case using the client ID, you cannot call the (NARR).

To access the narrative in this situation, call the (ADDR) using the Head of Household CLID number.

Take the following steps to access the narrative on a closed or denied case:

  1. Enter Option [B] - AU / Client Inquiry in the Selection field on the (AMEN).

  2. Enter [the AUID] in the AU ID field.

  3. <TRANSMIT> to enter the case.

  4. From any screen in a case press the <HOME> key and enter [NARR] in the short name field in the upper right corner of the screen.

  5. <TRANSMIT> and ACES take you directly to the (NARR).

Active Case

To inquire on an active case:

  1.  Enter Option [B] – AU / Client Inquiry in the Selection field on the (AMEN).

  2. Enter the [assistance unit ID] in the AU ID field or the [client ID] in the Client ID field.

  3. <TRANSMIT>

    1. If the AUID is entered, the system displays the first AU level screen, which is the (STAT) or (AREP), for the AUID, entered.

    2. If the CLID is entered, the system displays the first client level screen, which is the (ADDR) or (DEM1), based on the client ID you entered.

    3. You can see client level screens for different clients in the AU by entering the [appropriate client pointer with the screen name] in the upper right hand corner of the screen.

       

Address

Address inquiry allows the user to search the database to see if clients in ACES are residing at a particular address.

To inquire on an address:

  1. Enter Option [A] - Assistance Unit / Client  in the Selection field on the (WMEN).

  2. <TRANSMIT> and ACES displays the (AMEN).

  3. Enter Option [D] - Address Inquiry on the (AMEN).

  4. <TRANSMIT> and the (ADIQ) screen displays.

  5. Enter [the address for the search].

Matches will only appear if the information entered is exact, so sometimes entering less information results in more matches.

  1. <TRANSMIT> and ACES redisplays the (ADIQ)  with the possible address matches.

  2. View the list of displayed addresses and find the AU you are looking for.

  3. To scroll through the list, <TRANSMIT> to scroll forward or <F7> to scroll backward.

  4. After a search, to enter a new address or to change one or more of the fields previously entered without returning to the submenu, press <F22 – Redo>.

  5. To view the AU / Client Data screens, enter [Y] in the SEL field to the left of the AUID wanted.

  6. Press <F13> and the (STAT) displays.

  7. Use regular navigation procedures to view any screen in the AU.

  8. When done <F3> to return to the (ADIQ).

  9. To inquire further on a case or to process a case action, from the (ADIQ) enter [Y] in the SEL field to the left of the AUID wanted.

  10. Press <F20 - RETN> and the (AMEN) displays with the AUID of the selected AU pre-filled in the AU field.

As of Date

As of Date Inquiry allows you see what a case looked like on a certain date and to see what changes were made in the case.

As of Date Inquiry, only works through Option B – AU / Client Inquiry - from the (AMEN).

As of Date Inquiry

To complete an As of Date Inquiry:

  1. Enter Option [B] – AU / Client Inquiry in the Selection field on the (AMEN).

  2. Enter [the assistance unit ID] in the AUID field.

  3. Enter [the benefit month if the month you want to look at is different than the default month] in the Benefit Month (MM YY) field.

  4. <TRANSMIT>.

  5. Navigate to the appropriate screen(s).

  6. Look at the date at the top of the screen. This is the last time data on that screen was changed.

  7. Make a note of the date.

  8. Press <F3> to go back to the (AMEN).

  9. On the (AMEN), enter [the day before the date at the top of screen you just looked at] in the As of Date field.

  10. <TRANSMIT>.

  11. If you want to go to a particular screen you can type the screen name here or you can navigate from screen to screen from within the case as stated above.

Two Common Errors Encountered in Using As of Date Inquiry

Because of the way benefit months are structured in ACES (the ongoing month is always at least one month in the future) there are a few limitations on using the As of Date inquiry.

  • Edit Message 1008 - As of Date Cannot Be More Than 1 Month Prior to the Benefit Month.

  • Edit Message 0790 - No Data Available if Benefit Month Is > Than the As of Date (Entered on "AMEN") +1.

This edit is common if the as of date is more than 1 month in the past and no benefit month is entered in the Benefit Month field so the benefit month defaults to the ongoing month.

If either of these edits appear while trying to use as of date inquiry, change the benefit month and try again.

Benefit History

See Issuances.

To inquire on a case benefit history:

  1. Enter Option [J] – Benefit History - in the Selection field on the (WMEN).

  2. <TRANSMIT> and the (JMEN) displays.

  3. Benefit history lists all benefits issued to a client. Information in benefit history details issuance for cash assistance, food assistance, benefit reconciliation, benefits voided, reissued, and cancelled.

Call a Specific Client Screen or Month

Call a Specific Client Screen

To call a specific client screen from within a case:

  1. Press <HOME> and enter [the screen name, including the client pointer (if a client level screen)], or [the AU pointer (if an AU level screen)].

  2. <TRANSMIT>.

    You can go from screen to screen to screen this way as long as the client pointer or AU pointer is entered with the screen name.

Call a Specific Month

You can view different months, from within a case two different ways:

  1. Use Function keys <F17> and <F18>, listed at the bottom of numerous screens.

    • Use Function key, <F17> - to go backward month by month.

    • Use Function key, <F18> - to go forward month by month.

  2. Overtype the month.

Client Participation

Assistance Unit IDs for an Individual Client

To obtain a list of assistance unit IDs for an individual client:

  1. Enter Option [A] - Assistance Unit / Client in the Selection field on the (WMEN).

  2. <TRANSMIT> and ACES displays the (AMEN).

  3. Enter Option [C] – Client Participation in the Selection field on the (AMEN).

  4. Enter [the client ID] in the Client ID field.

  5. <TRANSMIT> and the (CHIS) screen displays.

  6. The (CHIS) displays all AUs in which the client participated, regardless of status of the AU.

  7. Two variable fields on the (CHIS) that allows the user to inquire on a client's participation for:

    • A specific time frame – Months To Go Back field

    • Defaults to 06 Months To Go Back

    • Using specific financial responsibility codes - All Financial Responsibility Codes field.

    • Blank defaults to show only financial responsibility codes RE and PN.

  8. To search on a different time frame or for different financial responsibility codes enter [the appropriate values] in these fields and <TRANSMIT>.

To select and view case details on a specific AU displayed on the (CHIS)for the client:

  1. On the (CHIS) <TAB> down so the cursor is positioned in the field that is directly to the left of the AUID on which you want to inquire.

  2. Enter [Y] in this field.

  3. Press <F13 – DETL>.

  4. The (STAT) for the selected AU displays.

  5. Use regular navigation techniques to view other case data for the AU.

  6. When done press <F3> to cancel back to the (CHIS). To view case details on another assistance unit repeat these steps.

  7. To inquire further on a case or to process a case action, press <F3> and the (AMEN) displays with the AUID of selected case from the (CHIS) pre-filled in the AUID field.

History of a Client's Participation

To inquire on the history of a client's participation on a specific AU.

  1. On the (CHIS) press <TRANSMIT>.

  2. The (PART) screen displays.

  3. The date the client became eligible and the date through which benefits were paid are listed on the screen.

  4. To view details on the next AU press <F13 – Next AU>.

  5. The assistance unit ID in the AUID field is enterable and can be change to view details on another AU if needed.


NOTE: To view details on a specific AU enter a [Y] in the field directly to the left of the AUID on which you want to inquire and <TRANSMIT>.

The client participation details for that specific AU display on the (PART).

  1. For each program and medical coverage group listed on the (CHIS), ACES shows the date that the client became eligible (BEGIN DATE) and date through which benefits were paid (PAID THRU).

    Each line represents a change in the client's status for the AU being displayed.

Closed or Denied Case

The are two common types of inquiry options used to inquire on closed or denied cases:

  1. Inquiry on a closed or denied case using the AUID or CLID.

    1. An important key to successful inquiry on closed or denied cases is to NOT use the AU or client level pointers.

    2. Dependent on what type of information you want to see determines whether you use the AUID number or CLID number.

    3. On the (AMEN) enter Option [B] – AU / Client Inquiry - in the SELECTION field.

    4. To inquire on an AU level screen, enter the [assistance unit ID] in the AU ID field and the [screen name] in the Screen ID field.

    5. To look at a client level screen, enter the [client ID] in the Client ID field and the [screen name] in the Screen ID field.

    6. To go to another AU or client level screen, enter [the screen name with NO pointer].

    7. If you enter a pointer you will be bumped back to the (AMEN). 

  2. Inquiry on a closed or denied case utilizing the last active month to inquire on.

    1. Determining the Paid-Through Date and inquiring on the AU during the last active month allows users to inquire on the AU with active AU functions and client pointer options.

    2. Locating an active benefit month will assist users in locating the CLIDs for all household members as well.

    3. When an active month is located the user can then press <F11> - (CLLI), which displays all CLID and AUID numbers.

    4. Enter Option [B], AU / Client Inquiry in the Selection field on the (AMEN).

    5. Enter the [AUID number] in the AU ID field.

    6. <TRANSMIT> and the (STAT) displays with a "Pd Thru Date" of 12/31/99 listed.

    7. The user can call up benefit month 12/99 and inquire on different client or AU screens as an active AU, utilizing the client pointers and AU pointers.

Health Insurance Carrier Data

Inquiry on health insurance carrier can be done by name or by carrier code if the code is known.

Inquiry by Health Insurance Carrier Code

To display a list of insurance carriers by carrier code.

  1. Enter Option [G] - Health Insurance Carriers - By Code in the SELECTION field on the (LMEN).

  2. Enter the [carrier code] in the CARRIER CODE field.

  3. <TRANSMIT> and the (TPLC) displays.

  4. The (TPLC) screen shows the details for that specific health insurance carrier.

Health carrier information can also be access from the (TPL1).  See Interview – (TPL1) screen.

Inquiry by Health Insurance Carrier Name

To display a list of insurance carriers by name:

  1. On the (WMEN) enter Option [L] - File Inquiry – in the SELECTION field.

  2. <TRANSMIT> and the (LMEN) displays.

  3. On the (LMEN) enter Option [F] – Health Insurance Carriers – By Name – in the SELECTION field.

  4. Enter the [carrier name] in the CARRIER NAME field.


NOTE: If you are not sure of how the name is spelled enter the first two or three letters of the name.

All names in the database fitting that criteria display. If you enter the entire name in this situation and the name is spelled wrong you may not find a match when a match actually exists.

  1. <TRANSMIT> and the (TPLL) screen displays with a list of carriers matching the entered search criteria.

  2. If more than one-carrier displays on the screen enter [Y] in the SEL selection field to the left of the carrier on which you want to see more detail.

  3. Press < F15 - TPLC> and the (TPLC) displays with specific details on the selected carrier.

Inquiry Activities Available Online

  1. <TRANSMIT> and the (TPLL) screen displays with a list of carriers matching the entered search criteria.

  2. If more than one-carrier displays on the screen enter [Y] in the SEL selection field to the left of the carrier on which you want to see more detail.

  3. Press < F15 - TPLC> and the (TPLC) displays with specific details on the selected carrier.


Long Term Care (LTC) Provider Data

Inquiry on Long Term Care Provider

To view data about a LTC provider, including provider address, phone, and certification specialties:

  1.  Enter Option [M] - Vendor Files in the SELECTION field on the (WMEN).

  2. <TRANSMIT> and the (MMEN) screen displays.

  3. Enter Option [A] - Vendor Name List  in the SELECTION field on the (MMEN).

  4. Enter the [name, or the first two – three characters of the name of the LTC Provider] in the Vendor Name field.

  5. <TRANSMIT> and the (VNLS) screen displays.

  6. Enter [Y] in the SEL field to the left of the correct vendor.

  7. <TRANSMIT> and the (PROV) screen for the selected provider displays.

 Inquiry on Long Term Care Provider Using Provider ID Number

  1. Enter option [D] - LTC Provider Inquiry in the Selection field on the (MMEN).

  2. Enter the [provider ID number] in the Vendor ID field.

  3. <TRANSMIT> and the (PROV) displays.

  4. The (PROV) displays basic data about an LTC provider including:

    • Provider Address

    • Phone number

    • Level of care

    • Rate

    • Rate effective date.

Name

Name inquiry allows the user to obtain a client identification number for persons that have applied for or are receiving benefits from ACES.

Take the following steps to inquire on a client in ACES.

  1. Enter Option [A] - Assistance Unit / Client in the Selection field on the (WMEN).

  2. <TRANSMIT> and the (AMEN) displays.

  3. Enter Option  [A] - Name Inquiry in the Selection field on the (AMEN).

  4. <TRANSMIT> and the (NMIQ) - Name Inquiry screen displays.


NOTE: An alternate way to access the (NMIQ) is from the (WMEN) using the (OMEN) - AU / Client Misc Activities Submenu, Option [A] - Name Inquiry.

The remaining steps in the process are identical, regardless of entry point.

  1. The minimum amount of information required for a name inquiry is last name and sex or social security number.

  2. Enter the [client data] in the L Name and Sex or SSN fields.

  3. Your inquiry may also include any other information known about the client including DOB (+ or - 9 years), CSO, SSN, and client STAT in AU.

  4. <TRANSMIT> and list of clients matching the data entered displays.

  5. To scroll forward press <TRANSMIT>.

  6. Press <F7> to scroll backward.

  7. Enter [Y] in the SEL field and press <F13> to access the detail interview screens.

  8. ACES provides access only for those matches with program participation.

  9. To change the key fields after a search without returning to the submenu, press the redo function key, <F22>, which allows you to type over the key fields.

  10. To return to the appropriate submenu without the client ID, press <F3> to return to the (AMEN).

Online Reference Data

Several types of on-line reference data are provided to help the user work in ACES.

  • Two types of on-line help screens are available for each data collection screen.

  • These screens are accessed using function keys.

    F1 Field Level Help - With the cursor in a specific field on a data collection screen press <F1>. A pop-up window displays with all valid values and definitions appropriate for that field.

    F2 Screen Level Help – Press <F2> while on any data collection screen. Helpful information about the screen and data collection fields displays.

  • The help screens provide the user with the necessary information needed to complete a screen or a specific field on a screen.

  • All on-line help functions are provided in the form of pop-up or split screen windows.

  • The user does not have to leave the screen they are working on to access help and will not lose data already entered on the screen.

  • When either F1 or F2 help is requested, the data already entered on the screen is saved.

State Online Query - SOLQ

What is SOLQ?

How do I perform a SOLQ inquiry?

What information is available in SOLQ?

What is SOLQ?

  • The State Online Query (SOLQ) function allows ACES users to inquire on client data maintained by the Social Security Administration (SSA).

WARNING:

Intentional inquiry into a file that is not required to perform your job is a violation of both state and Federal Law and may result in felony prosecution.

All SOLQ inquiries made by users are monitored.

How do I perform a SOLQ inquiry?

To perform a SOLQ inquiry, take the following steps:

  1. Access the SOLQ screen:

    • From the DEM1, DEM2, or UNER screens, press <F15> - solq.

    • From the SDX1, SDX2, or BEN1 screens, or press <F17> - solq.

    • From WMEN, select Option Y – State Online Query, then YMEN, Option A – State Online Query.

    • From LMEN, select Option O - SOLQ.

  2. Client data for the inquiry is auto-populated based on where the inquiry originates:

    • When SOLQ is accessed from the DEM1, DEM2,  SDX1, or SDX2 screens, ACES auto-populates the client’s name, Social Security Number, date of birth, and gender fields.

    • When SOLQ is accessed from the UNER screen, ACES auto-populates the client’s name, date of birth, gender, and the Claim Number and BIC from the first unearned income with a type code of SB, SC, SD, SS, SI, or SW.  If none of these income types are entered on UNER, ACES will populate the client’s social security number instead of the claim number.

    • When SOLQ is accessed from the BEN1 screen, ACES auto-populates the client’s name, date of birth, gender, and the Claim Number and BIC from the BENDEX Claim No. field on BEN1.

    • When the query originates from the YMEN or LMEN screen, the client data must be manually entered.

  3. ACES auto-populates Name of the Requestor and Telephone Number of the Requestor fields based on the User information in ACES.

  4. Press <Enter> and the SSNV screen displays.

What information is available in SOLQ?

  • The first screen displayed in a SOLQ inquiry is the SSNV - State Online Query General Information screen.
    • The SSNV screen displays the Social Security Administration's information associated with the Social Security Number or Claim Number entered.

The other screens in the SOLQ screen flow are:

Screens in the SOLQ screen flow from SSNV forward depend on the type of benefit the client is receiving from Social Security. For example, if the client is only receiving SSI benefits, the SSA1, SSA2, and SSA3 screens may not display.

Vendor

To inquire on a vendor:

  1. Enter Option [M] - Vendor File in the Selection field on the (WMEN).

  2. <TRANSMIT> and the (MMEN) displays.

  3. Enter Option [C] - Vendor Inquiry in the Selection field on the (MMEN).

  4. Enter [the vendor ID number] in the Vendor ID field.

  5. <TRANSMIT> and the (VNDR) screen displays.

  6. The (VNDR) displays basic data about a vendor including type, address, date last updated, and the user ID of the person that updated the information.  See Vendor Payment.


NOTE: To issue a vendor payment, the vendor must be in active status with a valid effective date for a benefit that is being issued.

Vendor Name List

If you have the vendor's name and/or city use the Vendor Name List option to view vendor data by taking the following steps:

  1. On the (WMEN) enter Option [M] - Vendor File - in the Selection field.

  2. <TRANSMIT> and the (MMEN) displays.

  3. On the (MMEN) enter Option [A] – Vendor Name List - in the Selection field.

  4. Enter [the name or the first two - three characters of the name of the vendor] in the VENDOR NAME field.

  5. The Vendor EIN / SSN and Vendor City fields are not mandatory fields, but can be entered to identify a specific vendor.

  6. ACES only displays vendor information that exactly matches the data entered.

  7. In some situations it is easier to find a specific vendor by doing a search by city rather than name.


EXAMPLE

User is looking for a vendor ID for Colonial Court Apartments in Auburn, Washington.

The user selects Option [C] - Vendor Inquiry - and enters Colonial Crt Apt in the VENDOR NAME field. The system does not find a match so the user assigns a new vendor ID number.

If the user had entered the city, Auburn in the Vendor City field instead they would find that Colonial Court Apartments had a vendor ID number but the user did not find it when searching by name because it was spelled Colonial Ct Apts when the number was originally assigned.

  1. <TRANSMIT> and the (VNLS) displays.

Back to top

Modification Date: January 28, 2008
Have comments on the manual? Please e-mail us. You can also use this link to report broken links or content problems.