STATE OF ALASKA
Department of Health and Social Services
Division of Public Assistance
TRANSMITTAL NUMBER: 2014-01
MANUAL: Administrative Procedures Manual
DATE: April 21, 2014
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
100-6 Interpreter Services
- 100-6B Adds information about utilizing ASL vendors available in the community, if necessary, and to contact Field Services for information on paying for the service.
100-8 Health Insurance Portability and Accountability Act
- 100-8B Updates the link to the Notice of Privacy Practices online.
- 100-8I Adds Clarification that client information may be exchanged via email between DPA and non-DPA Work Services contractors using only certain and specific identifiers.
100-10 Ethical Conduct
- 100-10C Adds guidelines for handling and assigning cases which involve current or former DPA employees.
103-3 Case Numbering on EIS
- 103-3C(10) Adds GA (burial) in the list of programs to be registered under unique case numbers.
- 103-3D Adds information about registering GA (burial) as a stand-alone case; MAGI Medicaid as a stand-alone case.
104 Statewide Process Management
- 104 Renames the section from Caseload Management to Statewide Process Management; this section will eventually house the current Statewide Process Management Guide (SPMG) and the guide on DPAweb.
104-1 First Contact Resolution
- 104-1 Replaces the case maintenance information with first contact resolution guidelines; some of the case maintenance information was incorporated in MS 107 (Changes).
104-2 Recertification and Review
- 104-2(5) Aligns the procedure with MS 103-2A; recertification/reviews received after there is a one month break in service is registered as a request for service.
104-3 Tools for Effective Workload Management
- 104-3 Updates the section title from "caseload management" to "workload management"; adds ET Resources on DPAweb to the list of workload management tools.
104-5 Alerts
- 104-5 Adds additional instruction and guidance for utilizing system and manually generated alerts in EIS.
105-1 Verification of Information
- 105-1(B) Updates the verification requirements for Medicaid under MAGI rules and clarifies requirements for other programs.
105-14 SAVE - Submitting an Initial Verification
- 105-14B Reflects changes to the SAVE system's new design which became effective on 2/23/14.
107 Changes
- 107-1 Incorporates information from previous MS 104-1 (Case Maintenance) about reports of change.
- 107-2B Updates and clarifies the responsibility of Work Services case managers (DPA and non-DPA) for reporting changes to eligibility staff.
- 107-2D Clarifies the assignment of due dates for setting alerts.
113 Quality Assessment
- 113 Deletes case manager references throughout chapter 113; updates to Food Stamp review processing, updates to providing QA feedback and review findings; changes in notification of errors and storing client confidential documents by using SharePoint; updates to error feedback and how errors are challenged; updates to QARC purpose and responsibilities; changes to refusal and failure to cooperate processing that involve special reviews; updates to Fraud process; and updates to Q-Form process.
115-9 DDS Referral Process
- 115-9 Clarifies and updates the process for referring cases to DDS and sending files and/or documentation.
125 Interim Assistance Medical Screening Process
- 125 This is a new section; explains the process for field offices in sending medical records to the IA Medical Reviewer and obtaining decisions.
126-2 Senior Benefits Office
- 126-2A Clarifies that SB applications are registered as full application rather than request for service.
Addendum 107-A Change Flowchart
- Updates the flowchart for processing changes in field offices.