STATE OF ALASKA
Department of Health and Social Services
Division of Public Assistance
TRANSMITTAL NUMBER: 2008-01
MANUAL: Administrative Procedures Manual
DATE: June 30, 2008
We have updated several chapters of the Administrative Procedures Manual. The General Information chapter now includes new sections on ethical conduct and reporting abuse and neglect and additional instruction on the disclosure of client information. Several sections on processes are now in the manual, including fee agent verification of citizenship and identity documents, a pre-hearing process for Interim Assistance cases, the State On-line Query (SOLQ), and the voter registration requirements. We updated the EIS notice list in the Notice chapter. Numerous revisions are made in the Referrals chapter. Several revisions were made in the Title IV-E/DPA Transfer Protocols chapter. We updated the Senior Benefits and Medicare Part D Low-Income Subsidy (LIS ) Case Processing chapter.
Highlights of these revisions are described below. If you have any questions please contact the Policy and Program Development Team at 465-3347 or email dpapolicy@alaska.gov.
OVERVIEW OF CHANGES
MS 100-3 Confidentiality
Adds introduction section
Adds references to Addenda 100A and 100B which lists the state statutes and regulations on confidentiality
MS 100-3A Disclosure of Information
Incorporates text from MS 103-4
Adds information from the Management Administrative Procedures Manual (MAP 30-11) regarding client release of information
Adds cross-reference to the Administrative Procedures Manual sections on exceptions to releasing information without client consent and reports of abuse and neglect
MS 100-3B Client Access to Information
Incorporates text from MS 103-5
Adds clarification explaining that ”case file” includes the contents of the case file folder as well as the information in EIS
Updates instructions for when and how much to charge for copies
MS 100-3C DPA Responsibilities
Moves information from 100-3D
MS 100-3D Legislative Requests for Information
Moves information from 100-3C
Adds information from the Management Administrative Procedures Manual (MAP 30-11)
MS 100-3F Law Enforcement Officials
Adds new subsection with information from the Management Administrative Procedures Manual (MAP 30-11) and from the Alaska Temporary Assistance and Food Stamp program manuals regarding fleeing felons
MS 100-3G Ombudsman
Adds new subsection with information from the Management Administrative Procedures Manual (MAP 30-11)
MS 100-3H Requests for Information from Other Agencies
Adds new subsection with information from MS 103-4
Adds list of agencies with agreements for access to client information through EIS
MS 100-5A Program Policy Manuals
Updates section to reflect use of on-line manuals
Deletes requirement that printed manuals must be kept in the office for clients to reference
Adds requirement to provide up to 25 printed pages from manuals and refer requests for more than 25 pages to the Policy and Program Development Section
MS 100-8C Authorization for Release of Protected Health Information
Clarifies that a separate form is needed for each provider
MS 100-9 Reporting Abuse and Neglect
Adds sections with updated information from MS 115-2B and 115-2C
MS 100-9A Child Abuse and Neglect
Adds section with updated information from MS 115-2B and 115-2C. DPA staff is expected to report observed or suspected child abuse and neglect.
MS 100-9B Adult Abuse and Neglect
Adds section with updated information from MS 115-2B and 115-2C
Incorporates information from the Division of Senior and Disability Services website on reporting adult abuse
MS 100-9C Completing the Report of Contact and Forms
Adds information from MS 115-2B
MS 100-10 Ethical Conduct
Adds new section to address appropriate use of client data, including how to handle a case that has an employee or their family member in the household, client and staff relations, use of State equipment and supplies, and expected conduct while in travel status. Much of this information is from the Management Administrative Procedures sections 10-12 and 10-14.
MS 103-1 The Case File Folder
Removes subsections that are now included in Chapter 109 on documentation
Adds subsections removed from MS 103-2 on the file folder
MS 103-1A General Rules for Creating Case File Folders
Adds subsection from MS 103-2B and simplifies the instructions for creating case files
Describes when programs can and cannot share a hard copy folder and an EIS case number
Updates and clarifies where to place documents within the file folder
MS 103-1B Organization of the Six-Part Case File Folder
Adds subsection to describe organization of the six-part file folder, with updated information from MS 103-2C
MS 103-1C Organization of the Four-Part Case File Folder
Adds subsection to describe organization of the four-part file folder, with updated information from MS 103-2D
MS 103-1D Organization of the Two-Part Manila File Folder
Adds subsection to describe organization of the two-part file folder
MS 103-1E Purging Case Files
Adds subsection on the process for purging case files
MS 103-1F Voluming Case Files
Adds subsection on the process for voluming case files
MS 103-2 Request for Service
Adds new section to provide standardized process for registering, filing and storing requests for service applications
MS 103-3 Case Numbering on EIS
Clarifies when and which programs can share the same EIS case number
MS 103-4 Reserved
Moves all text to 100-3H
MS 103-5 Reserved
Moves text to 100-3B
MS 105-4 Fee Agent Verification
Adds subsection on how the fee agent verifies citizenship and identity documents
MS 105-12 Reserved
Moves section from Verification Procedures chapter to the Referrals chapter
MS 106-4 SSA State Online Query
Adds section that provides information provided by broadcast in January 2008 on access to and use of SOLQ
MS 108 Notices
Rewrites the introduction for clarification
MS 108-1 Who May Receive Copies of Notices
Moves and renumbers subsection (was 108-E)
MS 108-2 Content of a Notice
Reorganizes and expands section to provide more instruction on preparing notices
MS 108-3 Guidelines for Creating the Free Form Section
Expands subsection to provide more instructions on preparing notices
Renumbers subsection
Updates names of program notice series
Updates notice list with new notice titles and effective dates
MS 115 Referrals
Updates introduction and removes obsolete reference
Removes Addendum 115-A
MS 115-2 Office of Children's Services
Moves information regarding reporting abuse and neglect from MS 115-2B and 115-2C to new chapter at MS 100-9
Updates description of agency to include information that was in MS 115-2A
MS 115-3 Child Care Program Office
Replaces DCRA with DPA
MS 115-5 Family Planning Services
Updates section to include information in the Alaska Medicaid Recipient Services booklet
MS 115-6 Child Support Services
MS 115-7 Early and Periodic Screening, Diagnostic and Treatment (EPSDT )
MS 115-8 BIA General Assistance
MS 115-8C BIA -GA Program Description
MS 115-8E Removed
MS 115-9 Disability Determination Service
Adds and expands section on the Disability Determination Service that was moved from MS 105-12
Adds instructions regarding completion of forms
Removes reference to the AD2 form
MS 117-4C Pre-hearing for Interim Assistance Denials
Adds new subsection describing the pre-hearing process for Interim Assistance cases
MS 118 Voter Registration
Adds chapter to describe voter registration requirements and procedures
MS 118 Addendum A Voter Registration
Adds Addendum - NVRA Voter Registration Application Transmittal Form
MS 124 Title IVE/DPA Transfer Protocols
Adds an introduction using information from MS 124-1
Adds reference to the policy manuals for notice requirements
MS 124-1 Child Taken Into Custody
MS 124-2 Child Receiving DKC Taken Into OCS Custody
MS 124-3 Reserved
MS 124-5 Child Returns to Home
Adds bullet from MS 124-1 regarding when the child returns home
MS 124-6 TEFRA Medicaid Eligible Child Taken Into OCS Custody
MS 124-7 Caretaker Relative Chooses Foster Care Payments
MS 126 Senior Benefits and Medicare Part D
Changes SeniorCare to Senior Benefits Program
Updates process description and example
Deletes reference to receiving prescription drug benefit