take charge family planning medical (p06)
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take charge family planning medical (p06)

Revised April 24, 2009


What is P06 medical?

Who is eligible to receive P06 medical?

How long is the P06 certification period?

Who can open P06 medical?

How do I screen P06 medical?

How do I process P06 medical?

How do I finalize P06?

Does P06 issue a MAID?

What happens if a client who is active on P06 applies for another program?


What is P06 medical?

Who is eligible to receive P06 medical?

How long is the P06 certification period?

  • The P06 certification period is 12 months.

Who can open P06 medical?

  • The Take Charge Unit is responsible for the administration of the P06 program.

How do I screen P06 medical?

To screen a P06 AU, take the following steps:

  1. From the Welcome Back page in aces.online, click the Screen New Application link at the top of the page. The Applicant page displays in a new window.

  2. On the Applicant page:

    • Enter the applicant's (head of household) Name.

    • Check the AREP/Payee box.

    • Enter the applicant's Residential and Mailing Addresses.

  3. Click the Next button and the Address Validation page displays.

    • ACES attempts to verify both the Residential and Mailing addresses, in real time, through a United States Postal Services - USPS software program called Finalist.

    • If the address is found, then the address is considered "standardized" and the USPS description changes from Not Standardized to Standardized.

  4. Click the Next button and the Programs page displays.

  5. On the Programs page, enter a checkmark in the checkbox next to the Take Charge program.

  6. Click the Next button and the Add Member - Search Criteria page displays.

  7. On the Add Member - Search Criteria page, enter the head of household's Client ID, SSN and/or Member Information.

  8. Click the Next button and the Add Member - Client Matches page displays.

    • If an exact match is found, the Exact Match section displays the matched client's demographic information. If this client is the same as your client, click the Next button to confirm and the Add Member page displays.

    • If you find a client that looks like it may be the same as your client, you can review the ACES case information by clicking the Client ID next to that client. If you find a match for your client, click to select that client and then click the Next button. The Add Member page displays.

    • If no match is found, click Assign new Client ID. Click the Next button and the Add Member page displays.

  9. Click the Next button and the Add AREP page displays.

  10. On the Add AREP page:

    • In the Type drop down box, select Take Charge Clinic (TC) and the following message displays: "This AREP Type must be matched to a list of valid values: Enter Name and/or City to search for AREP -or- leave fields blank for complete list."

  11. Enter the clinic name in the Name field (must be entered exactly) or city where the clinic is located.

    • Click Next and the Add AREP - Matches page displays the clinics that meet your search criteria.

  12. Select the appropriate clinic; click the Next button, and the Verify AREP - Match page displays.

    • If no search criteria are entered, the Add AREP - Matches page will display all active clinics known to ACES.

    • On the Verify AREP - Match page, confirm that the clinic information is correct, click the Next button and the Finalize page displays.

    • If the clinic displayed is incorrect and you want to refine your search criteria, click the Back button and the Add AREP - Matches page displays. Click the Back button again and the Add AREP page displays.

  13. On the Finalize page, under the Program column, click Medical Assistance (MA) to view the Program Details page.

  14. On the Program Details page, you can view members in the assistance unit.

    • Click the client's name to view the Edit Member page for a client.

    • Click the AREP/Payee Name (Clinic name) link to go to the Edit AREP page where you can review or edit the AREP/Payee details as needed.

  15. After you have reviewed the Program Details page, click the Next button and the Finalize page displays again.

  16. On the Finalize page,

    • Enter a checkmark in the checkbox next to the Medical Assistance (MA) Take Charge (P06) program.

    • Identify if the Take Charge case is confidential by selecting the appropriate button.

    • Enter the Application Date. The Application Date must not be greater than 36 months in the past.

    • Confirm that the case is assigned to the correct User in the Take Charge unit.

    • Click the Commit button.

  17. From the Commit Status page you can take the following actions:

    • Print RFB

    • Schedule Appointment

    • Update/View Case Narrative

    • Screen HOH for NSA

    • Take me to Letters List - Click to view the Letters List for your client and/or assistance unit.

    • Exit Screening - Click to close the Screening window. Because all Screening data has been written to the database, data will not be lost when the Exit Screening button is clicked.

    • Screen New Application - Click to screen a new application. The Applicant page displays, allowing you to enter a new application.

How do I process P06 medical?

To process a pending P06, take the following steps:


NOTE:

ACES requires workers to record the types of verification used for multiple eligibility factors. For information about the verification codes, see the Verification/Valid Values section in How do I Initiate an Intake Interview?

  1. On the AMEN:

    • In the Selection field, enter [O] - Interview.

    • In the AU ID field, enter [Assistance Unit number].

    • Press <Enter> and the ADDR screen displays.

  2. On the ADDR screen, press <Enter> and the STAT screen displays.

  3. On the STAT screen, the system defaults to the following valid value codes:

    • Head-of-Household (HOH) Relationship [SE] - Head of Household/Self

    • HOH verification [CC] - Collateral Statement

    • Financial Responsibility (Finl Resp) [PN] - Applicant


NOTE:

A P06 AU can only have one [PN] - Applicant coded under the Finl Resp field. If other household members are listed, code their Finl Resp as [NM] - Not Related and Not Financially Responsible to the Applicant.

  • Press <Enter> and the DEM1 screen displays

  1. No entry is required on the DEM1 screen, but the system default values can be updated if needed. Press <Enter> and the DEM2 screen displays.

  2. On the DEM2 screen:

    • Enter Citizenship and verification code. See <F1> Help.

    • Enter Identity code. See <F1> Help.

    • The system defaults the Necessary Supplemental Accommodations (NSA) field to [N].

    • Press <Enter> and the EARN displays.

  3. On the EARN screen, press <Enter> and the UNER screen displays.

  4. On the UNER screen, press and the MISC screen displays.

  5. On the MISC screen:

    • Enter the income amount in the HH Income Amt field.

    • Enter the number of people in the household in the HH size field.


NOTE:

The P06 income standard is based upon the total number of household members indicated on the MISC screen.

  • Update the Confidentiality field indicator if needed.

    • The Medical Assistance Identification Card (MAID) is sent to the clinic if the case is marked confidential.

    • The MAID is sent to the client if the case is not marked confidential.

  • The clinic number and name are pre-populated from information entered during screening.

  1. Call [DONE] and commit the data.

How do I finalize P06?

To finalize P06, take the following steps:

  1. On the AMEN screen, enter Option Q - Finalize Application, in the Selection field.

  2. Enter the [AUID] in the AU ID field, press <Enter> and the APP2 screen displays.

    • The APP2 displays twice during the finalize process. It is the first and last screen that displays.

    • The first time it displays the Sel field for the first application month is pre-filled with a [Y] and the Review Status field indicates the current status of the AU. The status will be WAITING REVIEW.

  3. On the ELIG screen, review and confirm non-financial eligibility.

    • If all the information is correct enter [Y] in the Confirm field.

    • If the information is not correct press <F3> to cancel out of Finalize and go back through Option [O] - Interview to correct the case information.

    • Press <Enter> and the MAFI screen displays.

  4. On the MAFI screen, review and confirm financial eligibility.

    • If the information is correct, enter [Y] in the Bnft Confirm field.

    • Press <Enter> to commit the information to the database.

    • Go to the next ELIG screen or return to the APP2 screen. One ELIG screen displays for each pending application month that has not been confirmed. When all application months have been confirmed the APP2 screen displays again.

  5. On the APP2 screen, enter [Y] in the Finalize field and press <Enter> to commit the information to the database.

Does P06 issue a MAID?

  • P06 will issue only one MAID.  The MAID will cover the entire certification period.

What happens if a client who is active on P06 applies for another program?

  • If a client who is active on a P06 AU applies for other programs, the CSO worker screens in the appropriate programs. If the client is approved for another coverage type that provides Family Planning services during the P06 certification period, ACES will automatically close the P06.

  • Letter 008-07 (Change in Medical) will be auto-generated to the AREP for cases marked confidential. If the case is not marked confidential, the letter will auto-generate to the AREP and the client.

  • If a client is no longer receiving medical assistance from a medical coverage type that provides Family Planning services, and the client has months remaining under a prior P06 certification period, ACES will automatically re-open the P06. If the P06 AU is auto reinstated, no MAID will be issued.

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Modification Date: April 24, 2009
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