DATE: June 25, 2008
DISTRIBUTION: County Directors of Social Services
Medicaid/Work First Supervisors/Staff
A priority objective of the Eligibility Information System (EIS) is to uniquely identify each individual in the system. This is necessary for proper tracking and monitoring for possible fraud and duplicate benefits (an individual active in more than one case).
Completing a Social Security Number Search and Name Search on each applicant helps to ensure that a previously assigned Individual ID number is reused at reapplication. If the Social Security Number Search and the Name Search are not performed correctly, duplicate Individual ID numbers may be assigned to the same individual.
Duplicate Individual ID numbers may be detected by the worker or by the EIS. State generated DSS-8128s and county initiated DSS-8128s have allowed the worker to combine duplicate IDs if it is determined that the individuals are the same. A drawback to the current combine process is that both Individual IDs must have eligibility history in EIS to be combined. If one or more of the IDs had only been used on a denied application in EIS or in another system, such as FSIS, the IDs could not be combined. The new 8128 ID combine process will now allow these IDs to be combined.
The purpose of this letter is to provide an example of the new 8128 screen and instructions for using the new 8128 Individual ID combine process. The changes indicated in this letter are effective June 30, 2008.
The new 8128 combine process performs the same functionality as the old 8128 process. Plus it now allows Individual ID numbers to be combined when eligibility does not exist for one or both ID numbers.
In addition, the 8128 screen was modified to display the name, social security number, date of birth, and sex for each individual entered or each individual associated with the control number entered. Displaying the demographic data for each individual should help prevent ID numbers from being combined in error.
Procedures for accessing the EIS 8128 function have not changed.
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).
Check the demographic data to ensure the ID numbers being combined are really the same person. After the demographic data has been checked, the ID numbers can be selected for matching.
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). 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.
If the Individual ID number entered is on the individual database, the client demographic information displayed is from the EIS Individual Database.
If the Individual ID number entered is not on the Individual Database, the client demographic information displayed is from CNDS (if the Individual ID number is a valid CNDS Person ID number).
Individuals are selected for matching by entering a “Y” in the Match (M) column. The only valid values for this field are space and Y.
Y – Individuals are the same and should be combined.
Space – Individuals are not the same and should not be combined.
If a control number is entered, no further editing is done, other than to make sure at least 2 Individual IDs have a “Y” in the M column. If more than two Individual ID numbers are displayed, leaving the M column a space prevents this ID number from being combined with the other IDs.
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.
All demographic information for both Individual ID numbers must match in CNDS unless one of the individuals is active on the EIS Individual Database. If one Individual ID is active on the Individual Database, this ID number and demographic data is retained as the Target ID.
NOTE: An individual is not on the EIS Individual Database when they are a payee only or have applied for benefits and never been approved (denied/withdrawn application only).
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.
The NCXPTR report “DHREJA ERRORS & UPDATES FM 8128” is produced out of the nightly process. The report displays a confirmation message for successful combines and an error message for unsuccessful combines.
If you have any questions, please contact your Medicaid/Work First Program Representative.
William W. Lawrence, Jr., M. D. Acting Director
Division of Medical Assistance
Sherry S. Bradsher, Director
Division of Social Services
For questions or clarification on any of the policy contained in these manuals, please contact your local county office.