NC DEPARTMENT OF HEALTH AND HUMAN SERVICES EIS MANUAL
ELIGIBILITY INFORMATION SYSTEM EIS 4900
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DATA ENTRY APPENDIX H à DSS-8128
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IV. 8128 Screen Displays Client Demographic Information
IX. ERRORS AND UPDATES FROM 8128 UPDATE REPORT
REISSUED 10/1/08 - CHANGE NO. 01-09
The EIS 8128 function is used to combine duplicate Individual IDs that are detected either by the worker or the system.
If the 8128 is system-generated, the information on the form will be preprinted and have a control number at the top. If the 8128 is generated by the worker, it will be completely handwritten with no control number.
REVISED 10/1/08 - CHANGE NO. 01-09
II. (CONT’D)
EIS automatically assigns a form number to the action and displays the form number in the top right corner of the screen. If your county procedures require that you document the system-assigned number, record this number when it displays.
NOTE: Line through the form number on the paper form and write in the form number displayed on the screen.
REVISED 10/1/08 - CHANGE NO. 01-09
III. A. (CONT’D)
After pressing enter, the 8128 screen displays with client demographic information for each Individual ID number.
NOTE: The maximum number of Individual IDs to be entered is two (2).
After pressing enter, the 8128 screen displays with client demographic information for each Individual ID number.
NOTE: The maximum number of Individual IDs to be entered is two (2).
EIS displays the Individual ID, First Name, Middle Initial, Last Name, Suffix, SSN, DOB, and Sex for each Individual ID associated with the control number (Race, Ethnicity, and Language are not displayed when using the control number. If the SSN field on the database is spaces, zeroes will display for the SSN). The demographic information displayed is as it appears on the system generated 8128. The maximum number of Individual IDs displayed is five (5).
EIS displays the First Name, Middle Initial, Last Name, Suffix, SSN, DOB, Sex, Race, Ethnicity, and Language for each Individual ID number entered.
REVISED 10/1/08 - CHANGE NO. 01-09
IV. B. (CONT’D)
Check the demographic data to ensure the individuals are really the same person. After verifying that the individuals are the same, the ID numbers can be selected for matching.
Individuals are selected for matching by entering a “Y” in the Match (M) column. To indicate the individuals are not the same and should not be combined, enter an “N” in the Match (M) column. The only valid values for this field are Y and N.
Y – Indicates “Yes” - Individuals are the same and should be combined.
N – Indicates “No” - Individuals are not the same and should not be combined. (Please note “N” is only applicable when the 8128 is system generated).
NOTE: If the individuals are the same person, but the demographic data does not match, press F9 to clear the screen and use the Name Change screen to make changes. Return to the 8128 screen to combine the ID numbers after making the changes to demographic data.
Each Individual ID must have a “Y” or “N” in the M column. If more than two Individual ID numbers are displayed, a “Y” or “N” must be entered for each ID. Individual IDs will not be combined unless at least two of the IDs have a “Y”.
If two Individual ID numbers are entered, a “Y” must be entered in the M column for both IDs after the demographic data displays. If determined the two ID numbers entered are for different individuals, press F9 to clear the screen.
REVISED 10/1/08 - CHANGE NO. 01-09
V. B. (CONT’D)
NOTE: When the demographic data does not match, use the Name Change screen to make changes and then return to the 8128 screen to combine the ID numbers.
REVISED 10/1/08 - CHANGE NO. 01-09
Once the form processes online, EIS displays the Data Entry Menu. You cannot recall the form. When there are no errors, the form processes overnight.
There is no turnaround generated for the 8128. When the IDs are correctly combined, the EIS INDIVIDUAL PROFILE (IP) screen displays the cross-referenced IDs in the CROSS-REF-IDS field.
PF2- Returns to the EIS Main Menu.
PF5- Displays the EIS DATA ENTRY MENU screen, without processing the form.
PF9- Clears the data keyed, without processing the form.
MESSAGE: CONTROL NUMBER NOT FOUND
REASON: The control number is not on file.
ACTION: Compare the printed control number to the same numbers keyed on the 8128. If not the same, rekey.
OTHER SELF EXPLANATORY ONLINE ERROR MESSAGES:
MESSAGE: COUNTY NUMBER REQUIRED
MESSAGE: INVALID COUNTY NUMBER
MESSAGE: WORKER NUMBER REQUIRED
MESSAGE: ENTER EITHER CONTROL NUMBER OR INDIVIDUAL IDS
MESSAGE: TWO INDIVIDUAL IDS MUST BE ENTERED
MESSAGE: ENTER TWO DIFFERENT IDS
MESSAGE: INDIVS ALREADY COMBINED WITH THIS CTL NO
REVISED 10/1/08 - CHANGE NO. 01-09
MESSAGE: INDIVIDUAL NOT FOUND OR ALREADY COMBINED
MESSAGE: MATCH MUST BE Y OR N
MESSAGE: TWO MATCHES (Y) MUST BE ENTERED TO COMBINE OR PF2 OR PF5 TO EXIT
MESSAGE: TWO DIFFERENT SEX CODES – CANNOT COMBINE
MESSAGE: ONE INDIVIDUAL MUST BE TERMINATED
MESSAGE: DEMOGRAPHICS DIFFERENT – USE NAME CHANGE TO CORRECT
MESSAGE: SSN DIFFERENT – USE NAME CHANGE TO CORRECT
MESSAGE: COMBINE NOT ALLOWED – NEITHER INDIVIDUAL IN EIS
This report is produced in XPTR when a DSS-8128 has processed. Refer to EIS 3300 for additional information.
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