STATE OF ALASKA
Department of Health and Social Services
Division of Public Assistance
TRANSMITTAL NUMBER: 2013-03
MANUAL: Administrative Procedures Manual
DATE: November 15, 2013
Several sections of the Administrative Procedures Manual have been revised. Highlights of the revisions are described below.
If you have any questions, please contact Field Services at dpafield@alaska.gov or Policy and Program Development Team at dpapolicy@alaska.gov.
OVERVIEW OF CHANGES
100-8 Health Insurance Portability and Accountability Act
- 100-8 Provides new information about HIPAA and the Privacy Rule.
- 100-8A Provides information about Protected Health Information and identifiers, and possible sources of PHI.
- 100-8G Clarifies the instruction for DPA staff in handling HIPAA complaints.
- 100-8H Clarifies the instruction for staff in handling breach or suspected breach of confidential information.
- 100-8I New section that provides instruction for sending electronic information to ensure that PHI is transferred securely.
- 100-8J Renumbered – HIPAA Privacy Officers
101 The Application Process
- 101-2C Updates the form number from GEN 50B to GEN 50C and includes the programs for which the form can be used as an application
- 101-5B Adds reference to MS 120 for additional information about fee agents in DPA.
- 101-5B Includes exceptions and examples for handling applications received in Central Region and Specialized offices.
103-1 Case File Folder
- 103-1A Includes instruction that DKC cases may be filed in a six part folder if the household has other open programs, and the PI for each program and case numbers are the same.
- 103-1B Clarifies that for part V and VI of the six-part folder, information about major and non-major programs may be filed in either section.
103-2 Request for Service
- 103-2 Clarifies that a GEN 72 received after the month following the end of a certification period is considered a request for service, and a GEN 72 received in the month following case closure for any reason may be used as an initial application.
- 103-2A Updates the form number from GEN 50B to GEN 50C; updates the page number in the application which may be used as a request for service form.
103-6 Record Storage Procedures
- 103-6C Updates the procedure for preparing cases for archiving.
- 103-6D Updates the procedure for completing the Records Transfer List.
- 103-6E Updates the procedure for requesting stored records in Archives.
103-7 Transferring an Active Case File
- 103-7D Adds the caseload number 9-99 to clarify that cases are assigned to this number when in transit.
105-14 SAVE - Submitting an Initial Verification
- 105-14C Includes additional tips for entering information in SAVE.
- 105-14E Adds the number for technical support.
- 105-14F Adds additional guidelines for submitting the G-845 for USCIS.
111 Program Losses and Claims Collections
- 111 Adds instructions that a supervisor or lead must review and sign the GEN 95 prior to submission to the Claims Unit.
- 111-3 Clarifies that a supervisor or lead worker signature is required on the G-845.
116-6 Change Reporting
- 116-6B Changes the procedure in field offices for handling reports of change for NFAP agencies. This aligns with the current procedure in the Statewide Process Management Guide.
117 Fair Hearings
- 117-2G Clarifies that one of the reasons for ineligibility for continued benefits is if the sole issue is due to a mass change.
122 Electronic Benefit Transfer
- 122-15 Adds information about restricting the use of ATM benefits in bars, liquors, gambling, or adult entertainment establishments.
127 Medicaid Case Processing
- 127-1 and 2 Clarifies that if a DKC household has other programs, the case will remain carc'd with the open programs. If it is a stand-alone, it is assigned to DKC.
- 127-3 Clarifies that only stand-alone DKC cases will be transferred to the DKC office.
128-4 Refugee Assistance
- 128-4A Updates the amount of one-time refugee settlement payment.
Addendum 109-F
- Adds acronyms related to MAGI Medicaid and ARIES