NC DEPARTMENT OF HEALTH AND HUMAN SERVICES EIS MANUAL

ELIGIBILITY INFORMATION SYSTEM EIS 2256

--------------------------------------------------------------------------------

--------------------------------------------------------------------------------

DHHS Home Page NC DHHS On-Line Manuals
View Manual in PDF      DHHS Manual Home Manual Admin Letters Change Notices Archive Search Index HelpFeedback

EIS 2256 – APPROVING M-PW NEW APPLICATIONS OR REAPPLICATIONS


I. GENERAL INFORMATION

II. COMPLETING THE DSS-8125

III. KEY THE DSS-8125.

IV. OUTPUTS

V. AUTOMATED NOTICES


Previous PageTable Of ContentsNext Page

EIS 2256 – APPROVING M-PW NEW APPLICATIONS OR REAPPLICATIONS

REVISED 08/01/04 - CHANGE NO. 01-05

Top Of Page

I. GENERAL INFORMATION

REISSUED 08/01/04 - CHANGE NO. 01-05

I. (CONT'D)

Top Of Page

II. COMPLETING THE DSS-8125

REVISED 10/01/96 - CHANGE NO. 2-96

II. A. (CONT'D)

REVISED 10/01/96 - CHANGE NO. 2-96

REVISED 10/01/96 - CHANGE NO. 2-96

REVISED 10/01/96 - CHANGE NO. 2-96

II. E. 2. a. (CONT'D)

REVISED 10/01/96 - CHANGE NO. 2-96

II. E. 1. d. (CONT'D)

REISSUED 10/01/96 - CHANGE NO. 2-96

II. F. (CONT'D)

REISSUED 07/01/10 - CHANGE NO. 01-11

II. F. (CONT'D)

REVISED 07/01/10 - CHANGE NO. 01-11

II. (CONT'D)

REISSUED 07/01/10 - CHANGE NO.01-11

II. K. (CONT'D)

      4. Enter TOTAL COUNTABLE MONTHLY INCOME. If entered, amount must be dollars and cents.

    L. SPECIAL DATA

      1. Do not enter FOOD STAMP NUMBER.
      2. Do not enter STEPPARENT INDICATOR.
      3. Do not enter GRANDFATHER STATUS CODE and DATE.
      4. Mark “YES” or “NO” for VA PAYMENT.
      5. Enter SPECIAL REVIEW TYPE “B” if ONGOING DISPOSITION REASON CODE IS “P1”, or “P5”.
      6. Enter SPECIAL REVIEW DATE if ONGOING DISPOSITION REASON CODE is “P1”, or “P5”.
      7. Do not enter JOBS/WORK REQUIREMENT SAVINGS REASON and AMOUNT.
      8. Enter SPECIAL USE CODE “PT” or “PL” for all DISPOSITION REASON CODES EXCEPT “P5”.

          PT = Provider Timely PL = Provider Late

      9. Enter the provider number in the SPECIAL USE DATA field for all DISPOSITION REASON CODES except “P5”.

    M. DO NOT ENTER SPECIAL COVERAGE GROUPS (INCLUDING SPECIAL NEEDS)

    N. SUPPLEMENTAL NOTICE INFORMATION

      The following three data elements have been added to the DSS-8125 Data Entry screen. A recommended form in which to enter the information can be found at the end of this section. This form should be attached to your DSS-8125 when submitting to Data Entry for keying.

      1. AUTHORIZED REPRESENTATIVE NAME AND ADDRESS

        If an applicant had an authorized representative acting in his behalf, the authorized representative's name and address may be entered for the purpose of mailing an automated notice to the authorized representative in addition to the applicant.

      2. SECONDARY NOTICE CODE

        This code may be used in addition to the disposition code at approval time only. You may use it in situations when additional information is needed. Refer to Secondary Notice Codes in the Codes Appendix.

REISSUED 07/01/10 - CHANGE NO. 01-11

II. N. (CONT'D)

      3. NOTICE TEXT

        This section may be used to provide additional information to the applicant, when a Secondary Notice Code is not applicable.

        NOTE: If you are approving both parts of a two-part application at the   same time and you use two different disposition codes, you cannot enter the Secondary Notice Code or the Notice Text.

    O. INDIVIDUAL DATA

      The casehead name and the individual data for the individual(s) included on the case will be brought forward from the case or the application and cannot be changed. When a DSS-8125 is keyed, EIS reads the common name database to retrieve the individual assigned to the case id with a casehead/payee status of “P”. If any of the individual(s) data is incorrect, use the NAME CHANGE screen to make the appropriate correction(s).

      Enter the following data:

      1. Do not enter INDIVIDUAL TERM DATE.
      2. Do not enter CASE STATUS. The system enters an “R”.
      3. Enter the RSDI CLAIM NUMBER if the individual receives Social Security benefits or has Medicare coverage.
      4. Enter “Y” or “N” in MEDICARE A to indicate whether the individual has Medicare A. If “Y” is entered, the RSDI CLAIM NUMBER must also be entered.
      5. Enter “Y” or “N” in MEDICARE B to indicate whether the individual has Medicare B. If “Y” is entered, the RSDI CLAIM NUMBER must also be entered.
      6. Do not enter FAMILY STATUS. The system enters a “P”.
      7. Enter LIVING ARRANGEMENT CODE. See the Codes Appendix to determine the appropriate living arrangement code.
      8. Enter SPECIAL REPORT CODE, if needed. See the Codes Appendix to determine the appropriate special report code.
      9. Do not enter JOBS/WORK REGISTRATION/EXEMPTION.
      10. Enter SPECIAL USE CODE and DATA if needed. See the Codes Appendix to determine the appropriate special use code and dates. Do not enter if CASE TERMINATION REASON and DATE are entered.

REISSUED 07/01/10 - CHANGE NO. 01-11

II. O. (CONT'D)

      11. Enter the REFUGEE STATUS CODE and U.S. ENTRY DATE (in MMCCYY format), if applicable. See the Codes Appendix to determine the appropriate Refugee Status Code.
      12. Enter DATE of DEATH if the individual is deceased.
        a. If DATE OF DEATH is entered, CASE TERMINATION REASON and DATE are required.
        b. The DATE of DEATH:
          (1) Must be before or the same as CASE TERMINATION DATE.
          (2) Must be before or the same as the current date.
          (3) Cannot be more than three (3) months before the application month.
      13. Enter the two digit CITIZEN/ID code and the date (in MMDDCCYY format), if applicable. Enter Citizen/ID codes for refugee, asylee, Cuban/Haitian status, Amerasian, trafficking victim or special immigrant. See the Codes Appendix to determine the appropriate Citizen/ID code and what the date reflects.
      14. Enter Alien ID number, if applicable. Key only the numeric parts of the Alien ID number. Do not enter the alpha “A”.
      15. Enter the RELATIONSHIP TO PAYEE code. See Codes Appendix to determine the appropriate code.
      16. Do not enter JOBS/WORK REQUIREMENT SAVINGS REASON and AMOUNT.
      17. Do not enter WORK EXPERIENCE.
      18. Do not enter GROSS EARNED INCOME.
      19. Do not enter WORK EXPENSES.
      20. Do not enter CHILD/ADULT CARE.
      21. Do not enter NET EARNED INCOME.
      22. Do not enter EDUCATIONAL LEVEL.
      23. Enter type and date of EDUCATION provided. Refer to EIS 4100, Community Care of North Carolina, for more information.
      24. Enter “Y” or “N” for ISSUE CARD. If the individual has an annual Medicaid card from a prior time, enter “N”. A new card will not be issued. If the individual states they do not have an annual Medicaid card, enter “Y”. A new card will be produced the night the approval processes and mailed the following workday.

REISSUED 07/01/10 - CHANGE NO. 01-11

II. O. (CONT'D)

      25. Enter COMMUNITY CARE OF NORTH CAROLINA (CCNC) provider or exempt number. Refer to EIS 4100, Community Care of North Carolina, for more information.

    P. SIGNATURES AND DATE

      1. Enter the DATE COMPLETED.
      2. Sign the DSS-8125 in the WORKER'S SIGNATURE field.
      3. The county director or his designee must sign the form in the DIRECTOR'S SIGNATURE field.

Top Of Page

III. KEY THE DSS-8125.

Top Of Page

IV. OUTPUTS

    When the DSS-8125 has processed successfully, the following are received:

    A. CASE PROFILES

      A case profile is produced the night the approval processes and is mailed to the county the following workday.

    B. APPLICATION TURNAROUND DOCUMENT

      If one part of a two part application is approved, an Application Turnaround Document is received for the second part of the application still pending.

    C. CASEWORKER SUPERVISOR REPORT

      Application approval is reported on the Caseworker Supervisor Report. The number of application approvals completed is determined from the WORKER NUMBER.

REISSUED 07/01/10 - CHANGE NO. 01-11

Top Of Page

V. AUTOMATED NOTICES

    A. An automated notice (DSS-8108A) is produced for each MPW approval the night the DSS-8125 processes in the system unless “Y” is entered for “NOTICE OVERRIDE”.

    B. The DISPOSITION REASON CODE, the SECONDARY NOTICE CODE, and the NOTICE TEXT entered on the DSS-8125 determines the text of the notice.

    C. The system calculates the 60th calendar day for the notice.

    D. The date of the automated notice is the next state workday after the DSS-8125 processes. This is the date the notice is mailed to the recipient. A copy of the notice is mailed to the authorized representative if Authorized Representative Name and Address are entered on the DSS-8125. A copy of the notice is not mailed to the county.

    E. A Notice Register Report is produced each night and is mailed to the county the following workday. This report lists vital information related to all automated notices produced for that day. See EIS 2304 for more information regarding the Notice Register Report.

Previous PageTop Of PageNext Page



 


View Manual in PDF      DHHS Manual Home Manual Admin Letters Change Notices Archive Search Index Help Feedback