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NC DEPARTMENT OF HEALTH AND HUMAN SERVICES EIS MANUAL

ELIGIBILITY INFORMATION SYSTEM EIS 3402

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ERROR AND ATTENTION REPORT

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ERROR AND ATTENTION REPORT

I. THE ELIGIBILITY INFORMATION SYSTEM (EIS) PRODUCES AN ERROR AND ATTENTION REPORT NIGHTLY.

II. THIS IS A LIST OF THE ERROR MESSAGES WHICH MIGHT APPEAR ON THE ERROR AND ATTENTION REPORT FOR THE DSS-8124 OR DSS-8125.

III. ANOTHER FUNCTION OF THE ERROR AND ATTENTION REPORT IS TO ASSIST INCOME MAINTENANCE CASEWORKERS AND DATA ENTRY OPERATORS IN TRACKING work first, MEDICAID, AND SA ACTIONS THAT ARE ON HOLD PENDING A TEN DAY TIMELY NOTICE PERIOD.

EIS 3402 - ERROR AND ATTENTION REPORT

REVISED 05/01/03 - CHANGE NO. 06-03

I. THE ELIGIBILITY INFORMATION SYSTEM (EIS) PRODUCES AN ERROR AND ATTENTION REPORT NIGHTLY.

The report is available daily in XPTR and is printed in each county. The function of this report is to assist Income Maintenance Caseworkers and Data Entry Operators in tracking forms that are not accepted into EIS or have been put on hold. The report uses the Form ID number as the tracking device. The Form ID's remain on the report until the form is rekeyed and accepted into EIS. Please make sure all forms are corrected as soon as possible.

II. THIS IS A LIST OF THE ERROR MESSAGES WHICH MIGHT APPEAR ON THE ERROR AND ATTENTION REPORT FOR THE DSS-8124 OR DSS-8125.

A. The following error messages appear under the header “Online Forms On Hold or Rejected”.

MESSAGE: DSS 8125 IN ERROR

REASON: The DSS-8125 approving an application is in error, causing the DSS-8124 to be placed on hold. This message only displays the first day the form is on hold.

ACTION: Correct the error on the DSS-8125. The DSS-8124 processes when the DSS-8125 is corrected and processed.

MESSAGE: FORMS ALREADY IN HOLD STATUS

REASON: This message displays for a DSS-8124 when the DSS-8125 is in error. The original error message was displayed the first day the form was on hold.

ACTION: Correct the error on the DSS-8125. The DSS-8124 processes when the DSS-8125 is corrected and processed.

MESSAGE: FORM ON HOLD DUE TO SSI ACTION

REASON: An SDX update was received for one or more individuals on the pending application, causing the DSS-8124 to be placed on hold.

ACTION: Determine the effect of the information on SDX update on the pending application. Process the DSS-8124 accordingly.

REISSUED 05/01/03 - CHANGE NO. 06-03

II.A. (CONT’D)

MESSAGE: ON HOLD DUE TO SSI UPDATE

REASON: An SDX update was received for one or more individuals on an active case, causing the pending DSS-8125 to be placed on hold.

ACTION: Determine the effect of the information on the SDX update on the active case.

If the action is no longer appropriate, delete the pending DSS-8125.

If the action is still appropriate, you must rekey it.

If this was a timely action, key the action again, using an adequate change code, on the day the timely action would have processed. The adequate action will rescind the timely action.

If the action was on hold with errors or placed on hold by the worker, you must rekey it.

If the action was an application approval, you must rekey it.

MESSAGE: COVERAGE NOT ALLOWED FOR GF CASES.

REASON: CAP COVERAGE is not allowed for cases in Grandfathered status.

ACTION: If CAP coverage is approved, terminate the case. Register a new application (type 1). Post CAP at application approval.

REISSUED 11/01/00 - CHANGE NO. 02-01

II.A. (C0NT'D)

MESSAGE: XFER TO MAA IN GF STATUS ONLY ONE ACTIVE IND.

REASON: The 8125 is attempting to transfer a case to MAA. The case is in Grandfathered status (it has a Grandfathered segment) but it has only one active individual on the case. (A Grandfathered case should also have an active essential spouse.)

ACTION: Terminate the MAD case. Enter a new application (type 1) marked ADMINISTRATIVE. Approve MAA.

MESSAGE: ADD IND ONG STATUS TO TERMINATED CASE.

REASON: The 8125 is attempting to disposition an add-on application. The 8125 has no Case Termination Date but the case itself is terminated.

ACTION: Rekey the approval. Enter a Case Termination Date less than or equal to the Case Termination date on the case.

MESSAGE: ADD IND/PERIOD OF TIM EXCEEDS TIME CASE ESTAB.

REASON: The 8125 is attempting to disposition an add-on application. The 8125 has a Case Termination Date which is greater than the termination date on the case.

ACTION: Rekey the approval. Enter a Case Termination Date less than or equal to the Case Termination date on the case.

MESSAGE: NO MATCHING CASE SITUATION FOR ADD INDIVIDUAL.

REASON: The 8125 is attempting to disposition an add-on application.

There is no matching case ID, aid program/category, county number combination for the period of time specified on the 8125.

ACTION: Review the Case Data (CD), Case History (CH), and/or Check History (PC) for the Case ID entered on the DSS-8124 add-an-individual application or inclusion.

If the case was transferred to or from another county and the date of application on the DSS-8124 is prior to the transfer effective date, you must approve and terminate the add-an-individual application or inclusion on the same DSS-8125 (open/shut). Refer to EIS 2257 for MAF, MRF, and MIC, or EIS 2261 for AAF, or EIS 2263 for RRF, or EIS 2266 for SCD.

REVISED 11/01/00 - CHANGE NO. 02-01

II.A. (CONT'D) (no matching case situation for add individual)

If the case was transferred to or from another aid program/category and the date of application on the DSS-8124 is prior to the Create Date on the Case Data (CD) or prior to the ending date of the previous aid program/category on Case History (CH), you must approve and terminate the add-an-individual application or inclusion on the same DSS-8125 (open/shut). Refer to EIS 2257 for MAF, MRF, and MIC, or EIS 2261 for AAF, or EIS 2263 for RRF, or EIS 2266 for SCD.

If the case was terminated and the date of application on the DSS-8124 is prior to the Case Termination Date, you must approve and terminate the add-an-individual application or inclusion on the same DSS-8125 (open/shut). Refer to EIS 2257 for MAF, MRF, and MIC, or EIS 2261 for AAF, or EIS 2263 for RRF, or EIS 2266 for SCD.

If the case was terminated and later reopened or reapproved and the date of application on the DSS-8124 is prior to the Create Date on the Case Data (CD), you must approve and terminate the add-an-individual application or inclusion on the same DSS-8125 (open/shut). Refer to the instructions in EIS 2257 for MAF, MRF, and MIC, or EIS 2261 for AAF, or EIS 2263 for RRF, or EIS 2266 for SCD.

MESSAGE: TRYING TO ADD IND ONG STATUS TO TERMINATED C/HI.

REASON: The 8125 is attempting to disposition an add-on application. The matching case id, aid program/category, county, and “begin” date belong to a case history segment (which has a termination date), but the 8125 doesn't have a termination date.

ACTION: Rekey the 8125. Enter a Case Termination Date equal to or less than the Case Termination date on the case.

MESSAGE: ADD IND/PERIOD OF TIME EXCEEDS TIME C/HI.

REASON: The 8125 is attempting to disposition an add-on application. The matching case id, aid program/category, county, and “begin” date belong to a case history segment and the 8125 termination date is greater than the case history termination date.

ACTION: Rekey the 8125. Enter a Case Termination Date equal to or less than the Case Termination date on the case.

REVISED 05/01/03 - CHANGE NO. 06-03

II.A. (C0NT'D)

MESSAGE: ADD INDIV C/HI FOUND/CANNOT FIND APC & OR CO NO.

REASON: The 8125 is attempting to disposition an add-on application. The matching case id and “begin” date belong to a case history segment but the case history segment has a different aid program/category and/or county number than what is on the 8125.

ACTION: Rekey the 8125 with the correct aid/program category and/or county number.

MESSAGE: TRYING TO ADD INDIV BUT CANNOT FIND CASE.

REASON: The 8125 is attempting to disposition an add-on application and the case id cannot be found.

ACTION: Check the Case ID on the 8125 approval. Rekey the 8125.

MESSAGE: REAPP TO AAF TRANSITIONAL WHEN PERIOD EXPIRED.

REASON: The 8125 is attempting to reapp to a transitional AAF case with the reapp also in transitional status. But, according to the special review date associated with special review code = 'T', the transitional period has expired prior to the application date.

MESSAGE: TRANSITIONAL BENEFITS/EXCEEDS PERIOD ENTITLED.

REASON: The 8125 is attempting to reapp to a transitional AAF case with the reapp also in transitional status. The transitional period was not expired at the time the app was taken, but expired prior to the ongoing benefit month currently processing.

MESSAGE: FORMS ON HOLD-FUNDING FOR MQB-E EXHAUSTED.

REASON: The DSS-8125 is attempting to transfer a case to MQB-E or change the Medicaid classification of a MQB case to E. EIS has placed the DSS-8125 on hold because the case cannot be changed to MQB-E because there are no funds available for additional cases to be changed to MQB-E. The DSS-8125 must be deleted or rescinded.

REVISED 05/01/03 - CHANGE NO. 06-03

II. (CONT’D)

B. The following error messages would appear under the header “Forms Updated With Errors”.

MESSAGE: UP COVERAGE CANNOT BE TERMINATED RETROACTIVELY.

REASON: The 8125 is processed, however, the UP coverage END DATE is incorrect. UP coverage cannot be terminated retroactively. The END DATE must be the last calendar day of the current processing month. Correct this information and resubmit to terminate the UP coverage.

MESSAGE: UP COVERAGE ALREADY EXISTS FOR THIS CODE AND DATE.

REASON: The 8125 is processed, however, the UP coverage indicated on the form was not posted. The UP coverage dates entered on the DSS-8125 already exist for this case. No further action is required.

III. ANOTHER FUNCTION OF THE ERROR AND ATTENTION REPORT IS TO ASSIST INCOME MAINTENANCE CASEWORKERS AND DATA ENTRY OPERATORS IN TRACKING work first, MEDICAID, AND SA ACTIONS THAT ARE ON HOLD PENDING A TEN DAY TIMELY NOTICE PERIOD.

These actions are listed in case ID order under the header “8125 FORMS ON HOLD-ACTION PENDING 10 DAYS”. The message for each entry reads “ACTION PENDING 10 DAYS-WILL PROCESS MM/DD/YY”. The date indicates the day the action will process in EIS.

A. “ACTION DELETED – QTRLY REPORTING XFER” will print as the message when EIS deletes an action pending the ten workday notice period. This occurs when EIS automatically transfers a Work First case because the payee fails to return a complete quarterly report form.

B. “ACTION DELETED - TRANSITIONAL XFER” will print as the message when EIS deletes an action pending the ten workday notice period. This occurs in the following situations.

1. EIS automatically transfers a transitional case (payment type 4 or 5) to MAF-C at the end of the four or twelve month transitional benefit period.

2. EIS automatically transfers a transitional Medicaid case (payment type 5) to MAF-C where the payee neither completed the required transitional quarterly report nor established good cause for the 4th, 7th, 10th month review.