103-3          CASE NUMBERING ON EISEligibility Information System AND ARIESAlaska's Resource for Integrated Eligibility Services

There are certain rules to follow when assigning case numbers to individual programs, cases, and clients on EISEligibility Information System and ARIESAlaska'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 should not use a case number that has already been assigned to another Primary Information (PI) person. However, the same case number may be used when the adult household members remain the same but another non-PIPrimary Information Person adult on the case signs and submits an application or review form.

Note:

Example when to use same case number:

The household consists of mom, who signed the original application as the PIPrimary Information Person, dad, and 2 children. Case closes and dad signs and submits another application. The adult household members remain the same. In this situation, since dad signed the application and adult household members are the same, the same case number can be used while mom still remains the PIPrimary Information Person on the case.

Example when not to use same case number:

Same scenario as above, but dad applies and signs the application and mom is no longer listed in the household. Since the adult household members are not the same, a new case number for dad as the PIPrimary Information Person is used or assigned.

Using case numbers that have already been assigned to another PIPrimary Information Person person causes system problems and affects case history information on EISEligibility Information System. Staff must carefully review the Client Profile Maintenance (CLPM) screens in EISEligibility Information System for all adults on the application before determining the correct or appropriate case number to use. In ARIESAlaska'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 SNAPSupplemental Nutrition Assistance Program programs, staff may also view the EBPMEBT Payee Maintenance Screen screen to verify the Primary Payee is the PIPrimary Information Person person originally assigned to the case number.

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

Note:

For APAAdult Public Assistance and APAAdult Public Assistance-related Medicaid Couple cases and also Senior Benefits cases, where both PIPrimary Information Person and Spouse are applying, each will be the PIPrimary Information Person person on their own APAAdult Public Assistance/MEMedicaid and Senior Benefit cases.

APAAdult Public Assistance couple cases have special processing steps - see EIS Procedures Manual section 2009-1.

103-3 B.      TIMEFRAME FOR USING CASE NUMBERS

EISEligibility Information System and ARIESAlaska'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 (PIPrimary Information Person) person regardless of the length of time the case number was inactive.

Exception:

Systems Support will sometimes recommend staff not use the same case number previously assigned to a Primary Information (PIPrimary Information Person) person for certain reasons. In EISEligibility Information System, these case numbers are marked on the CLPMCase Profile Maintenance screen. Systems Support 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 CLPMCase Profile Maintenance screen.

Note:

Do not re-use cases CARCCase Record Control to FSOField Service Office 090 - this is the CARCCase Record Control for Native TANFTemporary Assistance for Needy Families (CITCCook Inlet Tribal Council).

103-3 C.      CASE NUMBERING RULES FOR DPA PROGRAMS

The case numbering rules for all DPADivision 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-HHPermanent 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 IAInterim Assistance case is not considered cash in this situation and may have the same case number as an APAAdult Public Assistance Assistance case. However, IAInterim Assistance and APAAdult Public Assistance may not exist in the same benefit month.

Example: APAAdult 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 (PIPrimary 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, age 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. MAGIModified Adjusted Gross Income Medicaid

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

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

Note:

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

Example:

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

Closing or Ending MAGIModified Adjusted Gross Income Medicaid to Set-up Medicaid Coverage on New Case

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

1. A child enters OCSOffice of Children's Services custody or certain subsidized adoption programs.

The OCSOffice of Children's Services caseworker notifies DOSTDivision Operations Support Team hss.dpadost@alaska.gov of the situation. DOSTDivision Operations Support Team will either process the change or notify the appropriate DPADivision of Public Assistance office or team to take appropriate action on the case. The DPADivision of Public Assistance caseworker marks the child out of the household and uses the Absence Reason of "Foster Care." The DPADivision 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 MAGIModified Adjusted Gross Income Medicaid case, the caseworker closes the case. The DPADivision of Public Assistance caseworker then contacts the appropriate OCSOffice 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, TEFRATax Equity and Fiscal Responsibility Act, APAAdult Public Assistance-related Medicaid, or Nursing Home Medicaid.

In this situation, the case is referred to the Long Term Care office and the LTCLong Term Care caseworker closes the benefits for that client by following the guidance in the ARIESAlaska's Resource for Integrated Eligibility Services Help Guide.

MAGIModified Adjusted Gross Income Medicaid - PI only case for child

A child can be the PIPrimary Information Person person on a MAGIModified 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 MAGIModified Adjusted Gross Income Medicaid with the 19 year-old as the PIPrimary Information Person person. Case is processed as Under 21 Medicaid.

Note:

There may be other situations where the child can be the PIPrimary 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 TATemporary 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 EISEligibility Information System since there was a Helpdesk ticket on the ARIESAlaska'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 MAGIModified Adjusted Gross Income Medicaid at the appropriate local district office.

3. Incarceration Medicaid

MAGIModified Adjusted Gross Income and APAAdult Public Assistance-related Medicaid for incarcerated individuals are processed in EISEligibility Information System as PIPrimary Information Person only cases. No other household members are listed on the case. An existing MAGIModified Adjusted Gross Income or APAAdult Public Assistance-related ARIESAlaska's Resource for Integrated Eligibility Services Medicaid case number can be used for incarceration Medicaid if the individual was the PIPrimary Information Person person and only household member on the case. As with any MAGIModified Adjusted Gross Income Medicaid cases in EISEligibility Information System, MAGIModified 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 PIPrimary Information Person only case in ARIESAlaska's Resource for Integrated Eligibility Services, the caseworker continues to use the ongoing ARIESAlaska'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 EISEligibility 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 ARIESAlaska's Resource for Integrated Eligibility Services. There is no existing MAGIModified Adjusted Gross Income case in EISEligibility Information System associated with the incarcerated individual as the PIPrimary Information Person person only. A MAGIModified Adjusted Gross Income incarceration Medicaid case is registered in EISEligibility 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 ARIESAlaska'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 EISEligibility Information System, but changes the living situation to "Penal Institution" on the ARIESAlaska's Resource for Integrated Eligibility Services case.

4. Combination MAGIModified Adjusted Gross Income Medicaid, Temporary Assistance, and SNAPSupplemental Nutrition Assistance Program in EISEligibility Information System

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

Example: MAGIModified Adjusted Gross Income Medicaid in EISEligibility Information System and SNAPSupplemental Nutrition Assistance Program

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

Example: MAGIModified Adjusted Gross Income Medicaid in EISEligibility Information System and SNAPSupplemental 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 SNAPSupplemental Nutrition Assistance Program, Temporary Assistance, and Medicaid for all family members. Register the SNAPSupplemental Nutrition Assistance Program and Temporary Assistance on one case number in EISEligibility Information System and the MAGIModified Adjusted Gross Income Medicaid in ARIESAlaska's Resource for Integrated Eligibility Services. If unable to process MAGIModified Adjusted Gross Income Medicaid in ARIESAlaska's Resource for Integrated Eligibility Services and there is a Helpdesk ticket, register the case in EISEligibility Information System on a separate case number from the SNAPSupplemental Nutrition Assistance Program and Temporary Assistance case.

Example: Two-parent household applying for TANFTemporary Assistance for Needy Families

A household consists of a husband, wife, and 3 children under the age of 18. The family is applying for Temporary Assistance for their own children and there are no common children in the home. The husband and wife both complete and sign the same TANFTemporary Assistance for Needy Families application. Register the application for two different TANFTemporary Assistance for Needy Families cases with each as the respective PIPrimary Information Person to their children's TANFTemporary Assistance for Needy Families case. The husband and wife will have separate TANFTemporary Assistance for Needy Families cases for their own children.

Note: The spouse on each case must be coded as "ST" instead of "IN" on the SEPA screen to allow for deeming of the step-parent's income. The caseworker should also determine if an entry on the NOMD screen is required.

5. Adult Public Assistance Related Medicaid

An individual receiving APAAdult Public Assistance-related Medicaid (SSISupplemental Security Income, TEFRATax Equity and Fiscal Responsibility Act, Home and Community Based Waiver, and Nursing Home) will be the PIPrimary Information Person person on the case and will not participate on any other Medicaid case.

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

Exception:

An exception to this is if a child receiving SSISupplemental Security Income and Medicaid (MEMedicaid-ADAid to the Disabled DCDisabled 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 MAGIModified Adjusted Gross Income Medicaid in ARIESAlaska's Resource for Integrated Eligibility Services. One of the children in the home becomes eligible and begins receiving SSISupplemental Security Income. The caseworker leaves the SSISupplemental Security Income child in the household and denied MAGIModified Adjusted Gross Income Medicaid following the guidance in the ARIESAlaska's Resource for Integrated Eligibility Services Help Guide. Register a new APAAdult Public Assistance-related Medicaid case with the SSISupplemental Security Income child as the PIPrimary Information Person person. The mother and the other child continue to receive coverage under the MAGIModified 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 MAGIModified Adjusted Gross Income Medicaid. The five-year-old becomes eligible for the HCBHome and Community Based Waiver programs. The case is referred to the Long Term Care office and the LTCLong Term Care caseworker closes benefits for that child by following the guidance in the ARIESAlaska's Resource for Integrated Eligibility Services Help Guide. An APAAdult Public Assistance-related Medicaid case is registered in EISEligibility Information System with the child as the PIPrimary Information Person person.

Note:

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

Example:

A household consists of a mother and her 2 children, ages 14 and 6. The household receives MAGIModified 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 months. Determine Transitional Medicaid for the household, including the 6 year old. 

6. Combination APAAdult Public Assistance, APAAdult Public Assistance-related Medicaid, and SNAPSupplemental Nutrition Assistance Program

Adults receiving APAAdult Public Assistance, APAAdult Public Assistance-related Medicaid, and SNAPSupplemental Nutrition Assistance Program may use the same case number. Nursing Home cases where the PIPrimary Information Person person moves in and out of the Nursing Home continue to use the same case number. If they are applying for APAAdult Public Assistance and TANFTemporary Assistance for Needy Families, separate case numbers must be used for the two different cash assistance programs for same PIPrimary Information Person.

For APAAdult Public Assistance and APAAdult Public Assistance-related Medicaid Couple cases, where both PIPrimary Information Person person and Spouse are applying, each will be the PIPrimary Information Person on their own APAAdult Public Assistance/MEMedicaid cases. APAAdult Public Assistance couple case have special processing steps - see EIS Procedures Manual section 2009-1.

Exception:

Exceptions to this rule include Working Disabled Medicaid Buy-in, SLMBSpecial Low Income Medicare Beneficiary, and cases with a qualifying income trust. Waiver Determination (WDWaiver Determination 19) and Disability Examination Medicaid (DEDisability Examination 25) are also stand-alone cases. These cases must have unique case numbers and may not be combined with any existing cash assistance, SNAPSupplemental Nutrition Assistance Program case number, or any other Medicaid case.

Note: WDWaiver Determination 19 coupons and DEDisability Examination 25 coupons must be issued under separate case numbers. A case that has issued a WDWaiver Determination 19 cannot be used to issue a DEDisability Examination 25 coupon and vice versa.

Example:

A man receives Adult Public Assistance, SNAPSupplemental Nutrition Assistance Program, and APAAdult Public Assistance-related Medicaid. Recently he returned to work and became over income for Adult Public Assistance and SNAPSupplemental 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, SNAPSupplemental Nutrition Assistance Program, and Medicaid case.

Example:

A woman receives Adult Public Assistance (APAAdult Public Assistance) and APAAdult Public Assistance-related Medicaid. She reports that she is now pursuing a Home and Community Base (HCBHome and Community Based) Waiver. The woman's care coordinator submits a release of information and requests that a screening coupon (WDWaiver Determination 19) be issued. The case is referred to Long Term Care Office. The Long Term Care caseworker reviews for Medicaid eligibility. If potentially eligible, the caseworker authorizes a WDWaiver Determination 19 screening coupon under a case number separate from the Medicaid case and immediately closes this screening coupon case. The separate case under which the WDWaiver 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 can be on the same case number with Adult Public Assistance and SNAPSupplemental Nutrition Assistance Program.

Example:

A 25 year-old man is applying for SSISupplemental Security Income, Adult Public Assistance, SNAPSupplemental Nutrition Assistance Program, and Medicaid. He is eligible for Interim Assistance while waiting for a decision on his application for SSISupplemental Security Income. He is income eligible for Medicaid in the Expansion Group category. Register one case number for Interim Assistance and SNAPSupplemental Nutrition Assistance Program in EISEligibility Information System and a separate case number for MAGIModified Adjusted Gross Income Medicaid in ARIESAlaska's Resource for Integrated Eligibility Services.

Interim Assistance payments end when Social Security makes its final SSISupplemental 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 MAGIModified Adjusted Gross Income Medicaid case, as APAAdult Public Assistance/MEMedicaid will be processed on the EISEligibility Information System APAAdult Public Assistance/Medicaid case number. Refer to EIS Procedure 2012-1 for more information.

8. General Assistance, Senior Benefits, Diversion, and PFDPermanent Fund Dividend Hold-Harmless

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

PFDPermanent Fund Dividend Hold Harmless cases which are paid under the GAGeneral Relief Assistance program type are automatically created from SNAPSupplemental Nutrition Assistance Program case that contains hold harmless coding.

Notes:

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

Senior Benefit cases are CARCCase Record Control to FSOField Service Office 030.

9. Hospital Presumptive Eligibility (HPEHospital Presumptive Eligibility)

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

103-3 D.      CASE NUMBERING AT A GLANCE