NC DEPARTMENT OF HEALTH AND HUMAN SERVICES EIS MANUAL

ELIGIBILITY INFORMATION SYSTEM EIS 4900

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DATA ENTRY APPENDIX E DSS-8125 (APPROVING AN APPLICATION)

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EIS 4900 - DATA ENTRY – APPENDIX E - DSS-8125 (APPROVING AN APPLICATION)


I. GENERAL INFORMATION

II. ACCESS

III. KEYING INSTRUCTIONS

IV. ERROR AND ATTENTION REPORT

V. ACCESSING 8125 ACTIONS PLACED ON HOLD

VI. DELETING 8125 ACTIONS

VII. CASE PROFILES

VIII. FORMS PROCESSED REPORT


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EIS 4900 - DATA ENTRY – APPENDIX E - DSS-8125 (APPROVING AN APPLICATION)

REISSUED 07/01/10 – CHANGE NO. 01-11

PART ONE - APPROVING AN APPLICATION

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I. GENERAL INFORMATION

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II. ACCESS

REVISED 07/01/10 – CHANGE NO. 01-11

II. (CONT'D)

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III. KEYING INSTRUCTIONS

ISSUED 07/01/94 – CHANGE NO. 04-94

III.A. (CONT'D)

ISSUED 07/01/94 – CHANGE NO.04-94

III. (CONT'D)

REVISED 02/01/11 – CHANGE NO. 03-11

III.F.1. (CONT'D)

Information keyed on this screen includes SPECIAL COVERAGE GROUP, SUB PROGRAM, SPOUSE INDICATOR, CHILD ONLY REASON, PACE/CAP/AUTHORIZED REPRESENTATIVE, SUPPLEMENTAL NOTICE CODE, RELATIONSHIP TO PAYEE, ISSUE CARD and other INDIVIDUAL DATA. NOTE: Child Only Reason field is applicable only to Work First Cases. Do not complete this field for Medicaid cases. (See WF 700 CODES).

REISSUED 02/01/11 – CHANGE NO. 03-11

III.G. (CONT'D)

        ISSUE CARD field is applicable to new applications, reapplications, and add an individual applications to indicate if the individual needs an annual Medicaid ID card issued. Do not enter data in this field for other 8125 changes.
      2. The individual data that was previously keyed on the application is brought forward to the 8125 CONTINUATION screen. Each individual is displayed in the order he was keyed on the application.

        NOTE: If the CASEHEAD/PAYEE on line one of the application is not included in the case as a recipient, the system does not display individual data for him.

        When approving an add-an-individual/inclusion application, the individual you are adding/including is displayed first followed by the other active members in the case.

      3. Key all necessary information on the 8125 CONTINUATION screen and press ENTER. The system edits the screen for errors.

        NOTE: EIS displays the most current EPICS Claim Indicator in the EPICS CLM field for each individual. THE CLAIM INDICATOR MAY CHANGE EACH TIME YOU KEY AN 8125 FOR THE CASE.

    H. ERRORS - EIS FORM 8125 CONTINUATION SCREEN(S)

      1. If the information is incorrect, the incorrect information is highlighted. The system displays an error number and error message at the bottom of the screen. If there is more than one error, the additional error numbers will also be displayed. Up to 19 additional error numbers can be displayed.
        a. Correct the highlighted fields and press ENTER.
        b. The system will continue to highlight incorrect information until it is corrected.

REISSUED 05/01/09 – CHANGE NO. 03-09

III. H. (CONT'D)

      2. When all information on the continuation screen is entered correctly and there is more than one individual on the application, the system displays another EIS FORM 8125 CONTINUATION screen. This process continues until all individuals on the application have been displayed.

    I. ERRORS - EIS FORM 8125 ERROR SCREEN

      1. The last screen to display when there are errors, is the EIS 8125 ERROR SCREEN. On this screen, the system displays all unresolved errors from any of the preceding screens. Up to 18 error numbers and error messages can be displayed.
      2. To review the preceding screens for errors:
        a. Key "01" beside PAGE NO in the upper left hand corner of the EIS FORM 8125 ERROR SCREEN.
        b. Press ENTER. The system displays the first screen of the 8125.
        c. Press ENTER on the first screen. If there were no errors on the first screen, press ENTER to move to the next screen.
        d. Repeat this process until you have reviewed every screen or the screen with the error is displayed.
      3. You may press PF4 or ENTER on the EIS FORM 8125 ERROR screen to place the action on hold. If the form is error free, you may press PF4 on the last individual screen to place the action on hold.

        NOTE: IF THE SYSTEM REQUIRES YOU TO PRESS PF4 TO PLACE THE FORM ON HOLD, YOU CANNOT RETURN TO THE FIRST SCREEN OF THE 8125 FROM THE EIS FORM 8125 ERROR SCREEN. TO VIEW OR CORRECT THE FORM, YOU MUST DO A REENTRY.

    J. PROCESSING THE APPROVAL

      When information has been entered correctly for all the individuals on the application and ENTER is pressed, a blank 8125 screen is displayed.

REISSUED 05/01/09 – CHANGE NO. 03-09

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IV. ERROR AND ATTENTION REPORT

    A. The Error and Attention Report lists all unprocessed 8125 actions that are on hold in the system. The action appears on the report the first work day after it is placed on hold and continues to appear until the form is successfully processed.

    B. Review the Error and Attention Report daily to determine if any 8125 actions that processed on-line were rejected in the nightly update.

    C. This report is available in the Report Management Distribution System (RMDS). Refer to EIS 1060 for instructions regarding how to view and/or print this report.

    D. 8125 approvals that are on hold in the system are listed in the section of the report entitled "ONLINE FORMS ON-HOLD OR REJECTED".

    E. The 8125 approval could be on hold because:

      1. The keyer placed the action on hold and the form was not processed the same day, or
      2. The system placed the action on hold because it rejected in the nightly update.

      The approval action is listed on the report in either case.

    F. The following information is displayed for each 8125 action:

      1. WORKER NO - The worker number on the 8125 screen.
      2. POST DATE - The date the form was placed on hold.
      3. FORM ID.
      4. TYPE FORM - 8124, 8125, or 2041.
      5. OPERATOR ID - The operator ID (Worker Number) of the individual who keyed the action.
      6. ERROR MESSAGE - A message indicating why the form is on hold.
        a. If the keyer placed the action on hold, the message will read "FORMS ALREADY IN HOLD STATUS" indicating that the form was already on hold before the system began the nightly update.

REISSUED 05/01/09 – CHANGE NO. 03-09

IV.F.6. (CONT'D)

        b. If the system placed the action on hold because it rejects in the nightly update, a message is displayed indicating why the form was rejected.

          Refer to EIS 3402 for a description of each of the error messages.

          The error message is displayed only once on the first work day following the night the form rejects. If the form is not corrected, the next day the error message is replaced with "FORMS ALREADY IN HOLD STATUS".

      7. CASE ID.

    G. Review the actions that are on hold and make the necessary corrections to ensure that all approvals are processed in a timely manner. Follow the instructions below to access any 8125 action that is on hold in the system.

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V. ACCESSING 8125 ACTIONS PLACED ON HOLD

    A. The 8125 approval can be placed on hold in two ways:

      1. The keyer places the 8125 on hold, or
      2. The 8125 approval rejects during the nightly update. When this occurs, the system automatically places the 8125 and the 8124 application on hold.

    B. Important Tips Regarding Forms On Hold

      • When you key the 8125 screens necessary to approve an application and then place the action on hold, the system automatically places the 8124 application on hold.

      Once the 8125 approval is accepted by the system, the system automatically takes the application out of the hold status.

      • If the 8125 approval is on hold and a reentry is done on the application, the system DELETES the 8125.
      • If an 8125 approval has been keyed and accepted by the system and you do a reentry on the 8124 application the same day, the system DELETES the 8125.

REISSUED 05/01/09 – CHANGE NO. 03-09

V. (CONT'D)

    C. To call up any 8125 action that has been placed on hold:

      1. Key "Y" beside RE-ENTRY.
      2. Key the form ID number.
      3. Key your COUNTY NUMBER.
      4. Press ENTER.
      5. The system displays the 8125 screen. Everything that was previously keyed is displayed with the following exception:
        • Any zeroes that were previously keyed (i.e., in the PAYMENT AMOUNT field) will no longer be on the first screen and must be rekeyed. KEY THE ZEROES AGAIN.
      6. Key corrections, if necessary, and press ENTER to process the action.

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VI. DELETING 8125 ACTIONS

    To delete any 8125 approval action that is on hold in the system:

    A. Key "Y" beside RE-ENTRY.

    B. Key the form ID number.

    C. Key your COUNTY NUMBER.

    D. DO NOT PRESS ENTER. PRESS PF7.

    E. The system displays the 8125 with the following message at the bottom of the screen: PF7/19 TO CONFIRM THAT THIS RECORD IS TO BE DELETED. Review the information on the screen to ensure it is the form you wish to delete.

      1. If you have mistakenly called up the wrong form or decide not to delete the action, press ENTER to put the form back on hold. The system displays a blank 8125 screen.
      2. To delete the form, press PF7 again. The system deletes the form and displays a blank 8125 screen with the following message: FORM HAS BEEN DELETED. Press ENTER to display a blank 8125 screen.

REISSUED 05/01/09 – CHANGE NO. 03-09

        CAUTION: PF5 DOES NOT DELETE A FORM ONCE THAT FORM HAS BEEN ACCEPTED BY THE SYSTEM OR PUT ON HOLD. THE ONLY TIME THE PF5 KEY WILL REMOVE A FORM IS WHEN YOU ARE KEYING THE FORM FOR THE FIRST TIME AND YOU HAVE NOT YET PRESSED ENTER ON THE LAST SCREEN.

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VII. CASE PROFILES

    Once an 8125 is keyed and accepted by the system, the system generates a case profile in the nightly update. The case profile is mailed to the county the following work day.

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VIII. FORMS PROCESSED REPORT

    Once an 8125 is keyed and accepted by the system, the form ID, case ID, operator ID, and district number for that case action is listed on the Forms Processed Report the following work day.

    This report is available in the Report Management Distribution System (RMDS). Refer to EIS 1060 for instructions on how to view and/or print this report.

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