103-3          CASE NUMBERING ON EIS Eligibility Information System AND ARIES Alaska's Resource for Integrated Eligibility Services

There are certain rules to follow when assigning case numbers to individual programs, cases, and clients on EIS Eligibility Information System and ARIES Alaska's Resource for Integrated Eligibility Services. Some rules are mandated by system programming.  Others ensure that records are kept in an orderly, easy-to-follow manner for statewide consistency.  

103-3 A.    Assigning Case Numbers  

When assigning a case number to an application, staff must not use a case number that has already been assigned to another Primary Information (PI Primary Information Person) person. Using case numbers that have already been assigned to another PI Primary Information Person person causes system problems and affects case history information on EIS Eligibility Information System. Staff must carefully review the Client Profile Maintenance (CLPM Case Profile Maintenance) screens in EIS Eligibility Information System for all adults on the application before determining the correct or appropriate case number to use. In ARIES Alaska's Resource for Integrated Eligibility Services, staff must search all clients listed on the application on the Person Search page prior to registration to determine the client’s involvement on prior or current cases. For Temporary Assistance and SNAP Supplemental Nutrition Assistance Program programs, staff may also view the EBPM EBT Payee Maintenance Screen screen to verify the Primary Payee. The name displayed as the Primary Payee is the PI Primary Information Person person originally assigned to the case number.

Staff may contact System Operations’ Help Desk when they encounter a case where a PI Primary Information Person person has been changed.  Incorrect application registrations that involve PI Primary Information Person person changes can be deleted as long as the application has not been processed and does not have benefits issued.

Note

For APA Adult Public Assistance and APA Adult Public Assistance related Medicaid Couple cases and also Senior Benefit cases, where both PI Primary Information Person and Spouse are applying, each will be the PI Primary Information Person person on their own APA Adult Public Assistance/ME Medicaid and Senior Benefit cases.

APA Adult Public Assistance couple cases have special processing steps – see EIS Eligibility Information System Procedures Manual section 2009-1.   

103-3 B.     Timeframe for Using Case Numbers

EIS Eligibility Information System and ARIES Alaska's Resource for Integrated Eligibility Services case numbers do not expire. Staff may use case numbers that have been previously assigned to a Primary Information (PI Primary Information Person) person regardless of the length of time the case number was inactive.

Exception:

Systems Operations will sometimes recommend staff not use the same case number previously assigned to a Primary Information (PI Primary Information Person) person for certain reasons. In EIS Eligibility Information System, these case numbers are marked on the CLPM Case Profile Maintenance screen. Systems Operations make this entry by setting up an alias for the person that reads “DO NOT USE CASE, 55555555.” After setting up the alias, the information will appear directly under the client’s name on the CLPM Case Profile Maintenance screen.

Note:

Do not re-use cases CARC Case Record Control to FSO Field Service Office 090 – this is the CARC Case Record Control for Native TANF Temporary Assistance for Needy Families (CITC Cook Inlet Tribal Council).   

103-3 C.     Case Numbering Rules for DPA Division of Public Assistance Programs

The case numbering rules for all DPA Division of Public Assistance programs and the exceptions to these rules are described below.  Caseworkers are to adhere to these rules.

1. Cash Assistance

No two cash assistance cases can have the same case number regardless of case status.  A Permanent Fund Dividend Hold Harmless (PFD-HH Permanent Fund Dividend Hold-Harmless) case is not considered to be a cash assistance case and may have the same case number as a cash assistance case.  An IA Interim Assistance case is not considered cash in this situation and may have the same case number as an APA Adult Public Assistance Assistance case.   However, IA Interim Assistance and APA Adult Public Assistance may not exist in the same benefit month.

Example: APA Adult Public Assistance and Temporary Assistance

A household consists of a father, his 16-year-old daughter and his 13-year-old son.  The father receives Adult Public Assistance and applies for Temporary Assistance for his son and daughter.  The father is the Primary Information (PI Primary Information Person) person for both the Adult Public Assistance and Temporary Assistance cases.  The Adult Public Assistance and Temporary Assistance cases will each have their own case number.

Example:  Two Temporary Assistance Cases in One Household

A household consists of a mother and her two daughters, ages 16 and 20, and the 3-month-old son of the 20-year-old daughter.  The mother receives Temporary Assistance for herself and her 16-year-old daughter.  The 20-year-old daughter applies for Temporary Assistance for herself and her son.  Each Temporary Assistance case will have its own number.

2. MAGI Modified Adjusted Gross Income Medicaid

All MAGI Modified Adjusted Gross Income cases and applications are processed in ARIES Alaska's Resource for Integrated Eligibility Services (with the exception of MAGI Modified Adjusted Gross Income Incarceration Medicaid). However, if the case cannot be processed timely in ARIES Alaska's Resource for Integrated Eligibility Services for any reason and it requires a Helpdesk ticket for resolution, the case can be processed in EIS Eligibility Information System.

MAGI Modified Adjusted Gross Income Medicaid cases in ARIES Alaska's Resource for Integrated Eligibility Services will have case numbers different from MAGI Modified Adjusted Gross Income Medicaid in EIS Eligibility Information System. Medicaid cases in ARIES Alaska's Resource for Integrated Eligibility Services will be identified with number starting "300XXXXX", while all MAGI Modified Adjusted Gross Income cases in EIS Eligibility Information System share the same unit identifier of "5". MAGI Modified Adjusted Gross Income Medicaid cases in EIS Eligibility Information System will have separate case numbers and will not be combined with any other programs or cases.

Note:

MAGI Modified Adjusted Gross Income cases in EIS Eligibility Information System must use a MAGI Modified Adjusted Gross Income only case number. Medicaid case numbers that pre-date MAGI Modified Adjusted Gross Income cannot be used or re-used for MAGI Modified Adjusted Gross Income coverage.   

Example:

A MAGI Modified Adjusted Gross Income applicant had a Family Medicaid case from 2005 - 2010. The Family Medicaid case number cannot be used for the current MAGI Modified Adjusted Gross Income application in EIS Eligibility Information System. A new MAGI Modified Adjusted Gross Income case number must be registered.

Closing or Ending MAGI Medicaid to Set-up Medicaid Coverage on New Case

There are situations when the caseworker will close the MAGI Modified Adjusted Gross Income Medicaid case or end benefits so the client can be set up with other Medicaid coverage.

1. A child enters into OCS Office of Children's Services custody or certain subsidized adoption programs.
   
   The OCS Office of Children's Services caseworker notifies DOST Division Operations Support Team at dpadost@alaska.gov of the situation.  DOST Division Operations Support Team will either process the change or notify the appropriate DPA Division of Public Assistance office or team to take appropriate action on the case.  The DPA Division of Public Assistance caseworker marks the child out of the household and uses the Absence Reason of "Foster Care". The DPA Division of Public Assistance caseworker then changes Requesting Assistance from YES to NO on the "Program Request" page for the child. If the child is the only person on the MAGI Modified Adjusted Gross Income Medicaid case, the caseworker closes the case. The DPA Division of Public Assistance caseworker then contacts the appropriate OCS Office of Children's Services caseworker so they can establish a new Title IV-E Medicaid case for the child.
   
   

2. A client is found eligible for long-term care coverage such as Home and Community Based Waiver, TEFRA Tax Equity and Fiscal Responsibility Act, APA Adult Public Assistance-related Medicaid, or Nursing Home Medicaid.
   
   

In this situation the caseworker marks the client either out of the household or in the household on MAGI Modified Adjusted Gross Income Medicaid case, depending on the living situation. The DPA Division of Public Assistance caseworker then changes Requesting Assistance from YES to NO for the individual. The client can then be registered as the PI Primary Information Person person on a separate case number in EIS Eligibility Information System assigned to the appropriate Long-Term Care Unit or field office.  If the client was the only recipient on the MAGI Modified Adjusted Gross Income Medicaid case, the caseworker closes the case.

MAGI Medicaid - PI only case for child

A child can be the PI Primary Information Person person on a MAGI Modified Adjusted Gross Income Medicaid case in the following situations:

1. A minor child is admitted into long-term residential treatment or long-term hospitalization.  Please refer to ADLTC MS 514 G.
   
   

2. A 19 or 20 year-old living out of parental home or living in the home of an adult who applies on their behalf.
   
   

Example:

A 19-year old is living with his aunt and uncle.  The aunt applies for Medicaid on his behalf.  Register MAGI Modified Adjusted Gross Income Medicaid with the 19-year old as the PI Primary Information Person person.  Case is processed as Under 21 Medicaid.

Note:

There may be other situations where the child can be the PI Primary Information Person person on a Medicaid case. Please refer to the appropriate Medicaid Policy Manual.

Pregnant Woman Medicaid and Newborn

A woman receiving Pregnant Woman Medicaid, applying for third trimester TA Temporary Assistance, will have a separate case number registered for the Temporary Assistance case. The newborn will be added to the mother’s Medicaid case.

Example:

A woman applied for Pregnant Women Medicaid when she was two months pregnant.  Her Medicaid case was opened in EIS Eligibility Information System since there was a Helpdesk ticket on the ARIES Alaska's Resource for Integrated Eligibility Services case. In her third trimester she applies for Temporary Assistance.  Register the Temporary Assistance on a case number separate from the MAGI Modified Adjusted Gross Income Medicaid at the appropriate local district office.

3.  Incarceration Medicaid

MAGI Modified Adjusted Gross Income and APA Adult Public Assistance-related Medicaid for incarcerated individuals are processed in EIS Eligibility Information System as PI Primary Information Person only cases. No other household members are listed on the case. An existing MAGI Modified Adjusted Gross Income or APA Adult Public Assistance-related ARIES Alaska's Resource for Integrated Eligibility Services Medicaid case number can be used for incarceration Medicaid if the individual was the PI Primary Information Person person and only household member on the case. As with any MAGI Modified Adjusted Gross Income Medicaid cases in EIS Eligibility Information System, MAGI Modified Adjusted Gross Income incarceration Medicaid must not be combined with other cases or programs.

Exception:  

If the incarcerated individual is receiving Medicaid benefits on an ongoing PI Primary Information Person only case in ARIES Alaska's Resource for Integrated Eligibility Services, the caseworker continues to use the ongoing ARIES Alaska's Resource for Integrated Eligibility Services case to process the new application as a report of change and does not open a new case in EIS Eligibility Information System.

Example:

A Medicaid household consists of a husband, wife, and their child. The husband is reported as incarcerated. The caseworker codes him out of the household with the Absence Reason as “Incarcerated”.  The caseworker changes Requesting Assistance to NO and selects the living situation as “Penal Institution” in ARIES Alaska's Resource for Integrated Eligibility Services. There is no existing MAGI Modified Adjusted Gross Income case in EIS Eligibility Information System associated with the incarcerated individual as the PI Primary Information Person person only. A MAGI Modified Adjusted Gross Income incarceration Medicaid case is registered in EIS Eligibility Information System using a new case number.

Example:

An individual is receiving Medicaid benefits in the Expansion Group category. The individual is the only household member on the ARIES Alaska's Resource for Integrated Eligibility Services case. The caseworker receives a report the individual is now incarcerated. The caseworker does not open a new case in EIS Eligibility Information System, but changes the living situation to “Penal Institution” on the ARIES Alaska's Resource for Integrated Eligibility Services case. 

4. Combination MAGI Modified Adjusted Gross Income Medicaid, Temporary Assistance, and SNAP Supplemental Nutrition Assistance Program in EIS Eligibility Information System

If MAGI Modified Adjusted Gross Income Medicaid case must be processed in EIS Eligibility Information System, it is registered on a stand-alone case number. MAGI Modified Adjusted Gross Income Medicaid may not be combined with Temporary Assistance, SNAP Supplemental Nutrition Assistance Program, and any other programs or case numbers. 

Example:  MAGI Modified Adjusted Gross Income Medicaid in EIS Eligibility Information System and SNAP Supplemental Nutrition Assistance Program

A mother applied for Medicaid for herself and her two children.  Four months later she submits a SNAP Supplemental Nutrition Assistance Program application.  Register the SNAP Supplemental Nutrition Assistance Program case on a separate case number from the MAGI Modified Adjusted Gross Income Medicaid case in EIS Eligibility Information System at the appropriate district office.

Example:  MAGI Modified Adjusted Gross Income Medicaid in EIS Eligibility Information System and SNAP Supplemental Nutrition Assistance Program / Temporary Assistance  

A household consists of a husband, wife, and 4 children ages 20, 15, 13, and 10.  The family is applying for SNAP Supplemental Nutrition Assistance Program, Temporary Assistance, and Medicaid for all family members.  Register the SNAP Supplemental Nutrition Assistance Program and Temporary Assistance on one case number in EIS Eligibility Information System and the MAGI Modified Adjusted Gross Income Medicaid in ARIES Alaska's Resource for Integrated Eligibility Services.  If unable to process MAGI Modified Adjusted Gross Income Medicaid in ARIES Alaska's Resource for Integrated Eligibility Services and there is a Helpdesk ticket, register the case in EIS Eligibility Information System on a separate case number from the SNAP Supplemental Nutrition Assistance Program and Temporary Assistance case.

5. Adult Public Assistance Related Medicaid

An individual receiving APA Adult Public Assistance-related Medicaid (SSI Supplemental Security Income, TEFRA Tax Equity and Fiscal Responsibility Act, Home and Community Based Waiver, and Nursing Home) will be the PI Primary Information Person person on the case and will not participate on any other Medicaid case.  

For APA Adult Public Assistance-related Medicaid Couple cases, where both PI Primary Information Person and Spouse are applying, each will be the PI Primary Information Person on their own Medicaid case.

Exception:

An exception to this is if a child receiving SSI Supplemental Security Income and Medicaid (ME Medicaid-AD Aid to the Disabled DC Disable Child) turns 18 years old and is eligible for Adult Public Assistance.  Register the Adult Public Assistance case to the Medicaid-only case number.  

Example:

A household consists of a mother and her 2 children.  The entire family receives MAGI Modified Adjusted Gross Income Medicaid in ARIES Alaska's Resource for Integrated Eligibility Services.  One of the children in the home becomes eligible and begins receiving SSI Supplemental Security Income.  The caseworker leaves the SSI Supplemental Security Income child in the household and changes Requesting Assistance to NO on the “Program Request” page.  Register a new APA Adult Public Assistance-related Medicaid case with the SSI Supplemental Security Income child as the PI Primary Information Person person.  The mother and the other child continue to receive coverage under the MAGI Modified Adjusted Gross Income Medicaid case number. 

Example:

A household consists of a husband, wife, and 3 children ages 10, 8, and 5.  The entire household receives MAGI Modified Adjusted Gross Income Medicaid.  The five-year-old becomes eligible for the HCB Home and Community Based Waiver program. The caseworker leaves the child in the household and changes Requesting Assistance to NO on the “Program Request” page.  An APA Adult Public Assistance-related Medicaid case is registered in EIS Eligibility Information System with the child as the PI Primary Information Person person.  

Note:  

In this scenario a Long Term Care caseworker registers and authorizes the HCB Home and Community Based Waiver Medicaid.

Example:

A household consists of a mother and her 2 children, ages 14 and 6.  The household receives MAGI Modified Adjusted Gross Income Medicaid.  Mom recently received a promotion and at their next renewal they will be over income for Medicaid.  Mom reports that the 6 year old has disabilities that will last more than 12 month. Determine Transitional Medicaid for the household, including the 6 year old.  Register an APA Adult Public Assistance-related Medicaid case with the disabled child as the PI Primary Information Person person, then refer the case to a specialized TEFRA Tax Equity and Fiscal Responsibility Act caseworker for case processing. Until the TEFRA Tax Equity and Fiscal Responsibility Act is approved, the child receives Transitional Medicaid. 

6. Combination APA Adult Public Assistance, APA Adult Public Assistance-related Medicaid, and SNAP Supplemental Nutrition Assistance Program

Adults receiving APA Adult Public Assistance, APA Adult Public Assistance-related Medicaid, and SNAP Supplemental Nutrition Assistance Program may use the same case number.  Nursing Home cases where the PI Primary Information Person person moves in and out of the Nursing Home continue to use the same case number.  

For APA Adult Public Assistance and APA Adult Public Assistance-related Medicaid Couple cases, where both PI Primary Information Person person and Spouse are applying, each will be the PI Primary Information Person on their own APA Adult Public Assistance/ME Medicaid cases. APA Adult Public Assistance couple cases have special processing steps – see EIS Eligibility Information System Procedures Manual section 2009-1.

Exception:   

Exceptions to this rule include Working Disabled Medicaid Buy-in, SLMB Special Low Income Medicare Beneficiary, and cases with a qualifying income trust. Waiver Determination (WD Waiver Determination 19) and Disability Examination Medicaid (DE Disability Examination 25) are also stand-alone cases.  These cases must have unique case numbers and may not be combined with any existing cash assistance, SNAP Supplemental Nutrition Assistance Program case number, or any other Medicaid case. Note: WD Waiver Determination 19 coupons and DE Disability Examination 25 coupons must be issued under separate case numbers. A case that has issued a WD Waiver Determination 19 cannot be used to issue a DE Disability Examination 25 coupon and vice versa.   

Example:

A man receives Adult Public Assistance, SNAP Supplemental Nutrition Assistance Program, and APA Adult Public Assistance-related Medicaid.  Recently he returned to work and became over income for Adult Public Assistance and SNAP Supplemental Nutrition Assistance Program, but is eligible for Working Disabled Medicaid Buy-in.  Register a new Medicaid only case number for the Working Disabled Medicaid Buy-in case and close the Adult Public Assistance, SNAP Supplemental Nutrition Assistance Program, and Medicaid case.  

Example:

 A woman receives Adult Public Assistance (APA Adult Public Assistance) and APA Adult Public Assistance-related Medicaid. Her situation has changed such that she is now pursuing a Home and Community Based (HCB Home and Community Based) Waiver. The woman’s care coordinator submits a release of information and requests that a screening coupon (WD Waiver Determination 19) be issued. The DPA Division of Public Assistance caseworker authorizes a WD Waiver Determination 19 screening coupon under a case number separate from the ongoing Medicaid case and immediately closes this screening coupon case. The separate case under which the WD Waiver Determination 19 was issued, can only be used as a screening coupon case in the future, and should not be used for any other reason.

7. Interim Assistance (IA Interim Assistance)

Interim Assistance can be on the same case number with Adult Public Assistance, and SNAP Supplemental Nutrition Assistance Program.
  

Example:

A 25 year-old man is applying for SSI Supplemental Security Income, Adult Public Assistance, SNAP Supplemental Nutrition Assistance Program, and Medicaid.  He is eligible for Interim Assistance while waiting for a decision on his application for SSI Supplemental Security Income.  He is income eligible for Medicaid in the Expansion Group category. Register one case number for Interim Assistance and SNAP Supplemental Nutrition Assistance Program in EIS Eligibility Information System and a separate case number for MAGI Modified Adjusted Gross Income Medicaid in ARIES Alaska's Resource for Integrated Eligibility Services.

Interim Assistance payments end when Social Security makes its final SSI Supplemental Security Income eligibility decision and notifies the applicant. When this happens, the caseworker will convert Interim Assistance to Adult Public Assistance and close out the MAGI Modified Adjusted Gross Income Medicaid case, as APA Adult Public Assistance/ME Medicaid will be processed on the EIS Eligibility Information System APA Adult Public Assistance/Medicaid case number. Refer to EIS Eligibility Information System Procedure 2012-1 for more information.

8. General Assistance, Senior Benefits, Diversion and PFD Hold-Harmless

Applications for General Assistance (burial, rental and utilities), Senior Benefits, and Diversion must each be registered under unique case numbers.

PFD Permanent Fund Dividend Hold Harmless cases which are paid under the GA General Relief Assistance program type are automatically created from SNAP Supplemental Nutrition Assistance Program case that contains hold harmless coding.

Notes:

If a GA General Relief Assistance case number has previously been used for PFD-HH Permanent Fund Dividend Hold-Harmless, it must not be registered or used again for GA General Relief Assistance, Senior Benefits, or Diversion. Similarly, GA General Relief Assistance case numbers that were previously used for GA General Relief Assistance, Senior Benefits, or Diversion, must not be used for PFD Permanent Fund Dividend Hold Harmless.

Senior Benefits cases are CARC Case Record Control to FSO Field Service Office 030.

9. Chronic and Acute Medical Assistance (CAMA Chronic and Acute medical Assistance)

Applications for Chronic and Acute Medical Assistance must be registered using separate case numbers under the GM General Relief Medical program.

Exception:

GM General Relief Medical and GA General Relief Assistance (for rental or utility assistance only) may be combined in one case number.

10. Hospital Presumptive Eligibility (HPE Hospital Presumptive Eligibility)

All HPE Hospital Presumptive Eligibility cases are registered in EIS Eligibility Information System and assigned to the new Field Services Office (FSO Field Service Office) #015, which is specific to the HPE Hospital Presumptive Eligibility Program. The assigned Unit number will correlate to the designated Region in which the hospital is located. The Caseload number will reflect the approved hospital that submitted the HPE Hospital Presumptive Eligibility application. The Full Service Office (FSO Field Service Office) processing the HPE Hospital Presumptive Eligibility approved application will be listed in the "FILE LOCATION" field (3 digits) on the CARC Case Record Control screen. This will identify which field office processed the HPE Hospital Presumptive Eligibility application and has the case file.

103-3 D.     Case Numbering at a Glance