NC DEPARTMENT OF HEALTH & HUMAN SERVICES EIS MANUAL

ELIGIBILITY INFORMATION SYSTEM EIS 3600

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WORK FIRST/TRANSITIONAL QUARTERLY REPORTING

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EIS 3600 – WORK FIRST/TRANSITIONAL QUARTERLY REPORTING


I. GENERAL INFORMATION

II. WORK FIRST/TRANSITIONAL quarterly REPORTING CASE SELECTION

III. THE SELECTION CYCLE

IV. Work First/TRANSITIONAL quarterly REPORTING SCREENS

V. WORK FIRST QUARTERLY REPORTING REGISTER

I. GENERAL INFORMATION

II. LOGON PROCEDURES

III. VIEWING AND/OR UPDATING THE Quarterly REPORTING DATABASE

IV. MOVING TO OTHER IMS FUNCTIONS

V. LOGOFF PROCEDURES

I. GENERAL INFORMATION

II. Work First/TRANSITIONAL quarterly REPORTING SCREEN UPDATE

III. Work First/TRANSITIONAL SECOND quarterly REPORTS

IV. WORK FIRST QUARTERLY/Transitional REPORTING REGISTER

I. GENERAL INFORMATION

II. Work First/TRANSITIONAL Quarterly REPORTING SCREEN UPDATE

III. Work First/TRANSITIONAL CASE TRANSFERS

IV. WORK FIRST/Transitional QUARTERLY REPORTING REGISTER

V. OTHER NOTICE ACTIVITY


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EIS 3600 – WORK FIRST/TRANSITIONAL QUARTERLY REPORTING

PART ONE
REVISED 10/01/01 - CHANGE NO. 04-02

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I. GENERAL INFORMATION

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II. WORK FIRST/TRANSITIONAL quarterly REPORTING CASE SELECTION

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III. THE SELECTION CYCLE

PART ONE

REVISED 10/01/01 - CHANGE NO. 04-02

III. B. (CONT'D)

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IV. Work First/TRANSITIONAL quarterly REPORTING SCREENS

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V. WORK FIRST QUARTERLY REPORTING REGISTER

WORK FIRST/TRANSITIONAL QUARTERLY REPORTING – PART TWO

REVISED 04/01/06 - CHANGE NO. 04-06

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I. GENERAL INFORMATION

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II. LOGON PROCEDURES

PART TWO

REVISED 04/01/06 - CHANGE NO. 04-06

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III. VIEWING AND/OR UPDATING THE Quarterly REPORTING DATABASE

PART TWO

REVISED 04/01/06 - CHANGE NO. 04-06

III. A. 2. a. (CONT'D)

PART TWO

REVISED 04/01/06 - CHANGE NO. 04-06

III. A. 2. (CONT'D)

PART TWO

REVISED 04/01/06 - CHANGE NO. 04-06

III. A. 3. (CONT'D)

PART TWO

REVISED 04/01/06 - CHANGE NO. 04-06

III. A. 4.(CONT’D)

PART TWO

REVISED 04/01/06 - CHANGE NO. 04-06

III. A. 4. (CONT'D)

PART TWO

REISSUED 04/01/06 - CHANGE NO. 04-06

III. (CONT'D)

PART TWO

REISSUED 04/01/06 - CHANGE NO. 04-06

III. B. 5. (CONT'D)

PART TWO

REVISED 04/01/06 - CHANGE NO. 04-06

III. B. 8. (CONT'D)

        These codes are discussed further in PART THREE, WORK FIRST/TRANSITIONAL SECOND QUARTERLY REPORTS, and PART FOUR, WORK FIRST/TRANSITIONAL QUARTERLY REPORTING CASE TRANSFERS.

      9. When all highlighted STATUS CODES have been corrected and the ENTER key depressed, the following message is displayed: UPDATE COMPLETE.
        a. When you enter a STATUS CODE of C, G, or I for a transitional benefit case, EIS automatically moves the STATUS CODE you key on the Work First/Transitional Quarterly Reporting Screen to the corresponding REPORT RESPONSE fields of the three months in the current quarter on the Transitional Benefits Reports Tracking Screen. This is an on-line update.
        b. To view the TBR Tracking screen, move the cursor to the SELECTION field at the bottom of the Work First QR screen. Enter TR in the SELECTION field and the Case ID in the KEY field and press ENTER. The tracking screen is displayed.
      10. You may update only one Work First/Transitional screen of information at a time. Press ENTER to update each screen before moving on to the next screen.

        CAUTION: THE PF7/19 AND PF8/20 KEYS WILL NOT UPDATE THE STATUS CODES YOU HAVE KEYED. These keys will move you backward or forward to other screens for viewing purposes only. YOU MUST PRESS ENTER TO UPDATE.

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IV. MOVING TO OTHER IMS FUNCTIONS

    You may return to the EIS Inquiry Menu, or move to another authorized IMS function, at any time. To return to the Inquiry Menu, enter "I" in the SELECTION field at the bottom of the screen and press ENTER. The EIS Inquiry Menu is displayed.

    Use the same procedure to move to other IMS functions or to move back to the Quarterly Reporting function.

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V. LOGOFF PROCEDURES

WORK FIRST/TRANSITIONAL QUARTERLY REPORTING – PART THREE

REVISED 10/01/01 – CHANGE NO. 04-02

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I. GENERAL INFORMATION

    A. After the close of business on the deadline established in the Work First/Transitional Quarterly Reporting Schedule, EIS compares the information on the Quarterly Reporting Screens to the information in the Case Database.

    B. The Quarterly Reporting Database is then updated before the second quarterly reports are produced. This ensures the information printed on the second quarterly report is the most current information available.

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II. Work First/TRANSITIONAL quarterly REPORTING SCREEN UPDATE

    A. The Work First/Transitional Quarterly Reporting Screens are updated in IMS the night the Second Quarterly Report Cycle is run. The updated screens are online in IMS the following workday.

    B. The Work First/Transitional Quarterly Reporting Screens are updated as follows:

      1. A STATUS CODE of "X" is system generated for any Work First quarterly reporting case that transferred to Medicaid or Continuation after the initial Selection Cycle.

        A STATUS CODE of "X" is system generated for any transitional case that transferred to Continuation benefits (payment type 4), Medicaid benefits (MAF, MIC, or MPW), or is reapproved for Work First (payment type 1 or 2) after the initial Selection Cycle.

        EIS does not produce second quarterly reports for cases with a STATUS CODE OF "X".

      2. A STATUS CODE of "T" is system generated for any Work First or transitional quarterly reporting case that was terminated after the initial Selection Cycle.

        EIS does not produce second quarterly reports for cases with a STATUS CODE of "T".

      3. All other information on the Quarterly Reporting Screen is updated to match the actual case information in the Case Database. This update is completed before the second quarterly reports are produced to ensure the correct payee name, address, district number, and other information is printed on the second report.

PART THREE

REVISED 10/01/01 - CHANGE NO. 04-02

II. B. (CONT'D)

      4. If a quarterly reporting case transferred to a new county after the Selection Cycle, the county number in the Quarterly Reporting Database is changed to the new county number during the Second Quarterly Reporting Cycle.
        a. The second quarterly report is produced with the new county's number and return address.
        b. The quarterly reporting case is moved to the new county's Quarterly Reporting Screen.
      5. A REPORT NUMBER of "2" is displayed for each selected Work First or transitional quarterly reporting case mailed a second quarterly report form.

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III. Work First/TRANSITIONAL SECOND quarterly REPORTS

    A. Once the Quarterly Reporting Database has been updated, EIS produces a second quarterly report form for each Work First or transitional case listed on the Work First/Transitional Quarterly Reporting screen with a STATUS CODE of "S".

      1. "SECOND REPORT" is printed at the top of the report.
      2. The second deadline established in the Work First/Transitional Quarterly Reporting Schedule is printed at the top of the report.

    B. State staff mail the second Work First quarterly report, a DSS-8138, and a return envelope to the payee the following workday.

      State staff mail the second transitional benefit report, a good cause insert (DMA-5084), and a return envelope to the payee the following workday.

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IV. WORK FIRST QUARTERLY/Transitional REPORTING REGISTER

    A. The first Work First Quarterly/Transitional Reporting Register in XPTR is overlaid by the second register the night the second quarterly reports are produced. The second register is available for viewing and/or printing the following workday.

    B. The second register lists those Work First and transitional cases selected to receive a second quarterly report form (STATUS CODE = S) and those cases whose payee returned an incomplete form (STATUS CODE = I).

    B. The REPORT NUMBER for each case mailed a second quarterly report is changed from "1" to "2". The REPORT NUMBER for each case whose payee returned an incomplete form remains "1".

PART THREE

REVISED 10/01/01 - CHANGE NO. 04-02

IV. (CONT'D)

    D. The case information is updated in XPTR to reflect any county number, name, or other change that occurred in the case after the Selection Cycle.

    E. Figure 2 at the end of this section illustrates how the register might look after the Work First/Transitional Second Quarterly Reporting Cycle.

WORK FIRST/TRANSITIONAL QUARTERLY REPORTING – PART FOUR

REVISED 10/01/01 - CHANGE NO. 04-02

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I. GENERAL INFORMATION

    A. The updated Work First/Transitional Quarterly Reporting screen is available in EIS the first workday following the Work First/Transitional Second Quarterly Reporting Cycle.

    B. County staff must ensure that STATUS CODES are updated no later than the established deadline indicated on the Work First/Transitional Quarterly Reporting Schedule. This is required to ensure that Work First cases are transferred correctly in the Work First/Transitional Quarterly Reporting Case Transfer Cycle.

    C. After the close of business on the deadline established in the Work First/Transitional Quarterly Reporting Schedule, EIS compares the information on the Quarterly Reporting Screens to the information in the Case Database.

    D. The Quarterly Reporting Database is then updated before EIS begins the transfer process. This ensures that transfers are executed correctly and automated notices are printed using the most current information available.

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II. Work First/TRANSITIONAL Quarterly REPORTING SCREEN UPDATE

    A. The Work First/Transitional Quarterly Reporting screens are updated in IMS the night the transfer cycle is run. The updated screens are online in IMS the following workday.

    B. The Work First/Transitional Quarterly Reporting Screens are updated as follows:

      1. A STATUS CODE of "X" is system generated for any Work First quarterly reporting case that transferred to Medicaid or Continuation after the Second Quarterly Reporting Cycle.

        A STATUS CODE of "X" is system generated for any transitional case that transferred to Continued Medicaid assistance (payment type 4), or transferred to another aid program/category (MAF, MIC, or MPW), or was reapproved for Work First (payment type 1 or 2).

      2. A STATUS CODE of "T" is system generated for any Work First or transitional reporting case that was terminated after the Second Quarterly Reporting Cycle.
      3. All other information on the Quarterly Reporting Screen is updated to match the actual case information in the Case Database. This update is completed before the automated transfers are run to ensure the correct payee name, address, district number, and other information is printed on the transfer notice.
      4. A REPORT NUMBER of "3" is displayed for each Work First case or transitional reporting case that is transferred by EIS in the transfer cycle.

PART FOUR

REVISED 10/01/01 - CHANGE NO. 04-02

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III. Work First/TRANSITIONAL CASE TRANSFERS

    A. Work First Case Transfers (Payment Type 1 or 2)

      Once the Quarterly Reporting Database is updated, EIS transfers the case for two months or the remainder of the payment review period, which ever is greater for:

        Any Work First case (payment type 1 or 2) listed on the Work First/Transitional Quarterly Reporting screen that has a STATUS CODE of "S" or "I".

        The system processes the Work First case transfers during the Work First/Transitional Quarterly Reporting Transfer Cycle.

    B. Transitional Case Transfers (Payment Type 5)

      EIS selects each transitional Medicaid reporting case (payment type 5) that is in the 6th, 7th, or 10th month of transitional benefit coverage. EIS then reviews the Transitional Benefits Reports Tracking screen for each of the selected cases.

      1. CASES IN THE 6TH MONTH OF TRANSITIONAL COVERAGE

        EIS automatically transfers the case to MAF-C for 2 months when the recipient:

        a. Did not return the complete transitional benefit report for the 1st quarter (1st, 2nd, and 3rd months) of transitional coverage, and
        b. Did not establish good cause.

          The tracking screen REPORT RESPONSE for the 1ST QUARTER REPORT MONTHS must be "C" or "G" or EIS will transfer the case to MAF-C for 2 months effective the last day of the 6th month.

      2. CASES IN THE 7TH MONTH OF TRANSITIONAL COVERAGE

        EIS automatically transfers the case to MAF-C for 2 months when the recipient:

        a. Did not return the complete transitional benefit report for the 2nd quarter (4th, 5th, and 6th months) of transitional coverage, and
        b. Did not establish good cause.

        The tracking screen REPORT RESPONSE for the 2ND QUARTER REPORT MONTHS must be "C" or "G" or EIS will transfer the case effective the last day of the 7th month.

PART FOUR

REVISED 10/01/01 - CHANGE NO. 04-02

III. B. (CONT'D)

      3. CASES IN THE 10TH MONTH OF TRANSITIONAL COVERAGE

        EIS automatically transfers the case to MAF-C for 2 months when the recipient:

        a. Did not return the complete transitional benefit report for the 3rd quarter (7th, 8th, and 9th months) of transitional coverage, and
        b. Did not establish good cause.

          The tracking screen REPORT RESPONSE for each of the 3RD QUARTER REPORT MONTHS must be "C" or "G" or EIS will transfer the case to MAF-C for 2 months effective the last day of the 10th month.

      4. CASES IN THE 12TH MONTH OF TRANSITIONAL COVERAGE

        EIS automatically transfers the case to MAF-C for 2 months at the end of the 12th month when the caseworker has not completed the review and transferred the case to Medicaid, reapproved the case into Work First, or terminated the case.

    C. Transitional Case Transfers (Payment Type 4)

      EIS automatically transfers the case to MAF-C for 2 months at the end of the 4th month when the caseworker has not completed the review and transferred the case to Medicaid, reapproved the case into Work First, or terminated the case.

      The system processes the transitional case transfers during the Work First/Transitional Quarterly Reporting Transfer Cycle.

    D. Automated Notice (DSS-8110A)

      1. An automated notice is produced for each Work First case (payment type 1 or 2) that is transferred to two months continued Medicaid by EIS. This notice is the DSS-8110A.

          a. The mail date on the notice is the first workday following the day the notice is produced.
          b. If the STATUS CODE for the case was “S”, the following text is printed on the notice:

          "You failed to return your quarterly report by the established deadline."

          c. If the STATUS CODE for the case was “I”, the following text is printed on the notice:

        "You filed an incomplete quarterly report."

          d. State staff mail the notices to the payees the first workday following the transfer cycle.

PART FOUR

REVISED 10/01/01 - CHANGE NO. 04-02

III. D. (CONT'D)

      2. An automated notice is produced for each transitional case (payment type 5) that is transferred to two months of MAF-C by EIS. This notice is the DSS-8110A.
        a. The mail date on the notice is the first workday following the day the notice is produced.
        b. If the STATUS CODE for the case was “S” or “I”, the following text is printed on the notice:

          "You failed to meet transitional benefit quarterly reporting requirements. You are being evaluated for Medicaid."

        c State staff mail the notices to the payees the first workday following the transfer cycle.

    E. Case Profiles

      A Case Profile is generated for each case that is transferred by EIS.

      State staff mail the Case Profiles the first workday following the transfer cycle.

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IV. WORK FIRST/Transitional QUARTERLY REPORTING REGISTER

    A. The Work First/Transitional Quarterly Reporting Register, in XPTR, is not updated after the Work First/Transitional Quarterly Reporting Transfer Cycle. The next time it is updated online is after the next Selection Cycle.

    B. A final Work First/Transitional Quarterly Reporting Register is produced on one part 8 1/2" x 11" paper.

      1. This register lists all of the Work First and transitional quarterly reporting cases for each county and includes the full month's activity for each case.
      2. The register is sorted by county number, district number, payee last name, and payee first name.

    C. Figure 3 at the end of this section is a sample of this register.

    D. Refer to EIS 3558 for additional information regarding this register.

    E. State staff mail one copy of this register to each county department the first workday following the transfer cycle.

PART FOUR

REVISED 04/01/06 - CHANGE NO. 04-06

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V. OTHER NOTICE ACTIVITY

    A. WORK FIRST CASES (PAYMENT TYPE 1,2)

      1. Any automated timely or redetermination notice produced for the case the same night the Work First case is system transferred is not mailed to the payee.

        Any notice deleted by EIS on the transfer night will appear on the Notice Register Report as "QR-DELETED". The notice date and the 60th day fields of the report are blank.

      2. For each case the system transfers in the transfer cycle, all pending actions are deleted from the pending database. These actions will appear on the Notice Register Report as "QR-DELETED". The notice date and the 60th day fields of the report are blank.
      3. Any add-an-individual approval, reapplication approval, or denial notice produced for the case on the same night the Work First case is system transferred is mailed.
      4. Any adequate termination or aid program/category transfer notice produced for a case on the system transfer night is mailed. EIS does not transfer these cases.

    B. TRANSITIONAL CASE (PAYMENT TYPE 5)

      1. Any automated timely notice produced on QR Transfer night for a system transferred transitional case is not mailed to the payee.

        Any notice for a transitional case that is deleted by EIS on termination night will appear on the Notice Register Report as "QR-DELETED". The notice date and the 60th day fields of the report are blank.

      2. Any timely case action that is pending against a transitional case that EIS transfers will be deleted. These actions will appear on the Notice Register Report as "QR-DELETED". The notice date and the 60th day fields of the report are blank.
      3. Any reapplication approval or denial notice produced for the transitional case on QR Transfer night is mailed.
      4. Any adequate termination or aid program/category transfer notice produced for a transitional case on QR Transfer night is mailed. EIS does not transfer these cases.

REVISED 04/01/06 - CHANGE NO. 04-06

REVISED 04/01/06 – CHANGE NO. 04-06

REVISED 04/01/06 – CHANGE NO. 04-06

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