STATE OF ALASKA

Department of Health and Social Services

Division of Public Assistance

TRANSMITTAL NUMBER: 2021-03

MANUAL: Administrative Procedures Manual

DATE: December 1, 2021

Several sections of the Administrative Procedures Manual have been revised. 

If you have questions, please contact Division Operations Support Team at hss.dpadost@alaska.gov or the Policy and Program Development Team at hss.dpa.policy@alaska.gov.

OVERVIEW OF CHANGES

MS 100-11 F      PROCEDURES FOR SUPERVISORS AND MANAGERS FOR HANDLING COMPLAINTS

• Updated references from regional manager to Field Services Manager as the job title has changed

MS 103-1      ELECTRONIC DOCUMENT MANAGEMENT SYSTEM

• Renamed section from "The Case File Folder" to "Electronic Document Management System"
• Removed process related to paper file folder as it is no longer valid since all documents are stored in the ILINX. Specific subsections were removed: 103-1B General Rules for Creating Case File Folders; 103-1D Organization of the Manila Folder; 103-1E Purging Case Files; 103-1F Creating Case File Volumes; and 103-1G General Rules for Creating Temporary Files
• Sections 103-1A and 103-1C are renumbered to 103-1 and 103-1A

MS 103-2      IDENTIFIABLE APPLICATIONS

• Renamed section from "Request for Service" to "Identifiable Applications"
• Updated process for handling identifiable applications

MS 105-10      SOCIAL SECURITY ENUMERATION

• Added note that legal names should be used in the eligibility systems. The legal name is what is used in Social Security Administration records so if an individual's social security card has not been corrected to reflect their current name, the applicant or recipient must correct their social security card

MS 106-5      INSTANT ELIGIBILITY VERIFICATION SYSTEM (IEVS)

• Added new IEVS sources
• Clarified that APPRISS provides national incarceration data

MS 115-8 E      BIA / DPA INFORMATION EXCHANGE

• Removed references to regional manager as this is no longer a valid position

MS 117-4 A      SCHEDULING THE PRE-HEARING CONFERENCE

• Replaced reference of regional manager to eligibility manager since the position regional manager has been renamed to eligibility manager and the old tile is no longer valid

MS 117-4 B      RESPONSIBILITIES OF THE SUPERVISOR OR ELIGIBILITY MANAGER

• Renamed title section from "Responsibilities of the Supervisor, Site Manager, or Regional Manager" to "Responsibilities of the Supervisor or Eligibility Manager" since regional manager position is no longer valid and has been renamed to eligibility manager
• Updated where staff forwards fair hearing request from dpa.csqa@alaska.gov to I-Sight

MS 117-4 C      PRE-HEARING CONFERENCE FOR INTERIM ASSISTANCE DENIALS BASED ON MEDICAL REVIEW

• Replaced reference of regional manger to eligibility manager since the position regional manager has been renamed and the old title is no longer valid

MS 117-5      DPA HEARING REPRESENTATIVE

• Replaced reference of regional manager to eligibility manager since the position regional manager has been renamed to eligibility manager and the old title is no longer valid

MS 117-10      CONDUCTING THE FAIR HEARING

• Clarified that hearings are conducted at the Office of Administrative Hearings in Anchorage

MS 117-12 B      DENIAL OR DISMISSAL OF A FAIR HEARING

• Replaced reference of regional manager to eligibility manager since the position regional manager has been renamed and the old title is no longer valid

MS 121-2      WHO MAY AUTHORIZE PAYMENTS

• Clarified who may authorized payments through EIS

MS 121-3 D      "CARE OF" A DPA OFFICE

• Replaced references of regional manager to eligibility as regional manager is no longer a valid position

MS 121-16      CANCELING OUTSTANDING PAYMENTS

• Added new subsection regarding canceling outstanding APA and SB payments issued after a client's date of death