STATE OF ALASKA
Department of Health and Social Services
Division of Public Assistance
TRANSMITTAL NUMBER: 2021-02
MANUAL: Administrative Procedures Manual
DATE: September 1, 2021
Several sections of the Administrative Procedures Manual have been revised.
If you have questions, please contact Division Operations Support Team at dpadost@alaska.gov or the Policy and Program Development Team at dpapolicy@alaska.gov.
OVERVIEW OF CHANGES
MS 100-3 H REQUESTS FOR INFORMATION FROM OTHER AGENCIES
- Updated name of organization that we can share information without written consent from CITC to NFAP agencies
MS 100-4 CIVIL RIGHTS
- Added Limited English Proficiency information to meet Federal requirements
MS 100-5 AVAILABILITY OF PROGRAM INFORMATION
- Added Limited English Proficiency information to meet Federal requirements
MS 100-6 INTERPRETER SERVICES
- Added Limited English Proficiency information to meet Federal requirements
MS 100-10 C POTENTIAL CONFLICT OF INTEREST
- Removed reference to INGENS and replaced with IEVS
MS 103-1 C ORGANIZATION OF THE SIX-PART FILE FOLDER
- Removed reference to INGENS and replaced with IEVS
- Removed references to outdated forms
- Rewrote section to list the document categories and document types for how to save documents in ILINX, since DPA no longer maintains paper file folders and uses ILINX to store information
- Renamed section title from "Organization of the Six-Part File Folder" to "ILINX Document Management System"
MS 103-1 D ORGANIZATION OF THE TWO-PART FILE FOLDER
- Removed reference to INGENS and replaced with IEVS
- Removed section and condensed to 103-1 C. Renumbered the following sections
MS 106-5 INSTANT ELIGIBILITY VERIFICATION SYSTEM (IEVS)
- Clarified that IEVS must be checked at application, recertification, and when an adult is being added to the household
MS 108-2 CONTENT OF A NOTICE
- Added ARIES notices are addressed to the Primary Information (PI)
- Added ARIES prints information on back of all notices sent to applicants or recipients
- Clarified notices must contain minimum requirements, including in the free-form section based on what action is taken on the application/case
- Combined 108-2 B 1 and 2 sections and renumbered the rest of the subsections in 108-2 B
MS 108-3 B INCLUDE IMPORTANT INFORMATION SPECIFIC TO THE ACTION TAKEN ON THE CASE OR ELIGIBILITY DECISION
- Clarified that specific information used in the eligibility determination must be included in free form section of the notice
MS 111-2 UNDERPAYMENTS DISCOVERED DURING AN OVERPAYMENT DETERMINATION
- Clarified that for APA and SB, if an underpayment is discovered during an overpayment determination and the overpayment is agency cause, the underpayment should be processed and the GEN 95 regarding the overpayment should be sent to the claims unit
MS 116-1 INTRODUCTION
- Clarified that CITC is the only NFAP agency that uses EIS to issue benefits while other NFAP agencies (TCC, AVCP, and T&H) have EIS read only access
MS 117-1 D (1) TIME LIMITS TO REQUEST A FAIR HEARING
- Clarified that fair hearing requests for Medicaid may be made in person, by telephone, or in writing
MS 119-2 INSTRUCTIONS
- Updated RMS instructions when selecting activity options
MS 119-2 A CASE NUMBER
- Added ARIES case number when recording RMS activity involving specific case
MS 119-2 B COMMENTS
- Added that caseworkers are required to include a brief description in the comment field that supports the selected activity
MS 119-2 C SELECTING PROGRAMS
- Removed "drop down list" of activity for RMS, instead staff should select the best programs listed for the randomly chosen moment
MS 119-3 COST ALLOCATION TIME SAMPLE DEFINITIONS
- Updated RMS program and activity codes in order to include LIHEAP and Senior Benefits
- Removed subsection 119-3 C due to the re-numbering of the section
MS 126-3 A DPA LIS DETERMINATIONS
- Removed reference to the Senior Benefits office as the process has changed
ADDENDUM 101 A FEE AGENT AND NFAP APPLICATION DATE DETERMINATION
- Revised flow chart to align with policy as interviews conducted by NFAP agencies do not meet DPA interview requirements as this policy changed 9/20