STATE OF ALASKA

Department of Health and Social Services

Division of Public Assistance

TRANSMITTAL NUMBER: 2014-02

MANUAL: Administrative Procedures Manual

DATE: October 31, 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

103      Case Files

• 103-1 Clarifies where to file Appendix D: Child Support Information page (04-1603a) in the case file. Adds guidance for filing screen prints from DOL's new system, SAM.
• 103-3(C)(6) Adds instruction to use new case number when opening a Transitional Medicaid case in EIS.
• 103-4 Adds instruction on adding "in care of" to the address field when processing children's Medicaid in EIS.
• 103-6E Updates the instruction for staff to request stored records from Archives; each office will have a designated employee who is approved to request files from Archives.

104      Statewide Process Management

• 104-1C(1) Clarifies that Kodiak and Kotzebue offices are intake-only offices and provides instructions on where to forward applications that are received for these offices. Adds exemption for Coastal Field II offices when processing new applications.
• 104-1F Corrects the 30th requirement for offices to denying application. Verbiage in the note section was changed from 31st to 30th day.
• 104-1G Clarifies that if there is a closed file and it has been longer than 12 months, the interviewing office will keep the application and create a new file.
• 104-1H Revises the process for forwarding recertification/reviews to the home office.
• 104-1I(1) Adds exemption for Coastal Field Office II when handling reports of change. Adds clarification for forwarding reports of change carc'd to 070.
• 104-5(D) Corrects the example for setting alerts and using standard verbiage to align with the language in the SPMG.

105      Verification Procedures

• 105-3 Adds guidance for staff when purchasing out-of-state birth certificates.
• 105-11 Adds clarification that third party vendors may be used when verifying employment and income information.
• 105-13 Updates the list of verifications acceptable as proof of income.

111      Program Losses and Claims Collection

• Adds "Senior Benefits" program losses to the list of programs that are submitted on the GEN 95 to the Benefit Issuance & Recovery Unit and that we can pursue collection.
• Clarifies that the Claim (GEN 95) must be completed and submitted to the Benefit Issuance & Recovery (BI&R) Unit rather than the Claims Specialist.
• Clarifies that all Claims (GEN 95) must be signed by a supervisor or lead worker prior to submitting to BI&R Unit.

112      Fraud Control

• 112-3 Updates the types of investigations conducted by the Fraud Control Unit to include categorically ineligible households.
• 112-3C Includes the description of 3 types of categorical ineligible individuals.
• 112-4C Outlines the Fraud Control Unit's process and action taken for each specific category for investigators and fraud eligibility staff.
• 112-4D Renumber "Fraud Referrals from Quality Assessment" from C to D.
• 112-6 Updates the responsibility for imposing IPV and sending notices from field to Fraud Unit. Replaced "Claims Unit" language with "Benefit Issuance and Recovery"
• 112-8 Updates the verbiage and process to reflect that of the Office of Administrative Hearings.
• 112-10A Updates the responsibility for imposing IPV, sending notices and updating eDRS from the Claims Unit (currently BI&R) to Fraud Unit.

122      Electronic Benefit Transfer

• 122-3 New section; adds guidance for handling excessive request for EBT card replacement.
• Renumbers the rest of the sections starting from 122-4 thru 122-16.

123      DOL Data Screens

• Removes reference to interface screen prints from DOL's DB2 system (BTWI and BB53) and adds information about DOL's new system, SAM (Secure Access Manager).

125      Interim Assistance Medical Screening Process

• 125-4 Clarifies that a blindness determination does not require further medical review by the IA Medical Screener.

127      RESERVED

• This section has been removed; the procedure previously documented under this section is obsolete as a result of regulatory changes in Medicaid.