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

MS 108-4      How EIS Notices Work

• Renumbers subsection
• Updates names of program notice series

MS 108-5      EIS Notice Listing

• 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

• Removes obsolete AFDC program information
• Adds subsections for Alaska Temporary Assistance Family Medicaid/DKC
• Adds text from the Family Medicaid manual that briefly explains rules on assigning rights to medical support and establishing paternity

MS 115-7      Early Periodic Screening, Diagnostic and Treatment (EPSDT)

• Adds a brief description of EPSDT from the Division of Health Care Services web site
• Deletes reference to the AFDC program
• Adds reference that the recipient uses an ID card or coupons, as indicated on the EPSDT website

MS 115-8      BIA General Assistance

• Replaces AFDC with ATAP

MS 115-8C      BIA-GA Program Description

• Removes obsolete information regarding the basic BIA-GA program

MS 115-8D      BIA-GA Benefit

• Removes obsolete information regarding BIA-GA burial assistance

MS 115-8E      Removed

• Removes obsolete section on BIA-GA effects on DPA programs
• Changes subsections MS 115-8F to 115-8E and MS 115-8G to 115-8F

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 AD 2 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 IV-E/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

• Replaces references to DFYS with OCS
• Updates language to reflect that all DPA offices handle cases for children in custody
• Adds note from section 124-3 regarding SSI kids age 18 (making 124-3 redundant).
• References program manual sections that address Title IV-E eligibility

MS 124-2      Child Receiving DKC Taken Into OCS Custody

• Replaces DFYS with OCS

MS 124-3      Reserved

• Information regarding SSI children is already included in MS 124-2
• Moves note regarding SSI child who turns 18 to MS 124-1

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

• Replaces references to DFYS with OCS
• Replaces "Pro West" with Qualis Health"
• Replaces "OCS worker" with "OCS eligibility technician"
• Adds reference to MS 124-1

MS 124-7      Caretaker Relative Chooses Foster Care Payments

• Renames subsection title
• Replaces DFYS with OCS
• Removes language about overpayment that was in "note," and references Alaska Temporary Assistance manual sections
• Adds explanation for use of an adequate notice instead of adverse action notice

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