STATE OF ALASKA
Department of Health
Division of Public Assistance
TRANSMITTAL NUMBER: 2022-02
MANUAL: Administrative Procedures Manual
DATE: September 1, 2022
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 100-4 CIVIL RIGHTS
- Added the FNS process requirement to collect ethnic and racial data on SNAP applicants who do not self-identify
MS 100-5 A PROGRAM POLICY MANUALS
- Updated the weblink for the program and policy manuals on the Public Assistance website because the old weblink had expired
MS 100-5 D LIMITED ENGLISH PROFICIENCY (LEP)
- Added information if DPA receives any emails, correspondence, forms, or documents written in a language other than English for translation, it should be sent to hss.dpadost@alaska.gov
MS 100-8 G ASSISTING AN INDIVIDUAL IN FILING A HIPAA COMPLAINT
- Revised the steps for filing a HIPAA complaint
MS 100-8 H BREACH OR SUSPECTED BREACH OF CONFIDENTIAL INFORMATION
- Revised the reporting process for potential HIPAA breaches
MS 100-8 J HIPAA PRIVACY OFFICERS
- Updated the HIPAA privacy officer information
MS 103-2 B NOTICE AND INTERVIEW REQUIREMENT
- Added note explaining when to send an N000 or N004
MS 105-16 VERIFICATION OF VIRTUAL CURRENCY/CRYPTOCURRENCY
- Added subsection regarding the procedure to calculate fair market value for virtual currency/cryptocurrency (i.e. Bitcoin)
MS 106-2 B CONFIDENTIALITY AND DISCLOSURE OF INFORMATION
- Added language that requires staff to wear identification badges when near federal tax information
MS 106-5 INSTANT ELIGIBILITY VERIFICATION SYSTEM (IEVS)
- Clarified that the three parts of PARIS are: the Veterans Administration Match; Department of Defense/Office of Personnel Management Match (regarding active or retired military and Federal employees); the Interstate Match (duplicate payments made to the same client in more than one State)
- Clarified that Appriss felony data is considered verified upon receipt
- Revised by adding note stating that the only time minors are entered into IEVS is to receive SAVE verification. This is done at application and when an alien is being added to a case
- Added Alaska Health Analytics & Vital Records to the Data Source table
MS 108-2 B REQUIRED NOTICE CONTENT
- Clarified that the conversion factor should be included in the gross income calculation whenever possible and added an example
MS 108-3 B INCLUDE IMPORTANT INFORMATION SPECIFIC TO THE ACTION TAKEN ON THE CASE OR ELIGIBILITY DECISION
- Revised subsection, due to CAPS errors, to clarify that when denying or closing a case for failure to provide, the caseworker should only list information in the denial/closure notice that is required to determine eligibility (not deductions)
MS 108-5 EIS NOTICE LISTING
- Added L100 and removed L018 and L704 based on 4/1/22 broadcast
- Added N004 (Notice of Flexible Interview) to the list of EIS notices
- Amended W419 to read "Case Closed - Client Deceased"
MS 121-3 D "CARE OF" A DPA OFFICE AND MAILING BENEFITS
- Revised title to include Mailing Benefits
- Clarified that DPA must ensure all Medicaid cards are available and issued to eligible individuals and methods of receiving those cards
MS 121-3 E PROHIBITION AGAINST DPA EMPLOYEES
- Clarified that a DPA employee cannot act as an authorized representative on a specific case they are directly involved in processing, authorizing, or recertifying benefits and/or case
MS 121-14 STOP PAYMENT AND FORGERY PROCEDURES
MS 128-4 B REFUGEE CASH AND MEDICAL ASSISTANCE
- Updated the eligibility period for Refugee Cash and Medical Assistance from eight months to twelve months per a change in federal rules