103-3          CASE NUMBERING ON EIS Eligibility Information System

There are certain rules to follow when assigning case numbers to individual programs, cases, and clients on EIS Eligibility Information System .  Some rules are mandated by EIS Eligibility Information System programming.  Others ensure that records are kept in an orderly, easy-to-follow manner for statewide consistency.  

A.  Assigning Case Numbers  

When assigning a case number to an application, staff must not use a case number that has already been assigned to another Primary Information ( PI Primary Information Person ) person. Using case numbers that have already been assigned to another PI causes system problems and affects case history information on EIS Eligibility Information System . Staff must carefully review the Client Profile Maintenance (CLPM Case Profile Maintenance) screens on all adults on the application before determining the correct or appropriate case number to use. For Temporary Assistance and Food Stamp programs, staff may also view the EBPM screen to verify the Primary Payee. The name displayed as the Primary Payee is the PI originally assigned to the case number.

Staff may contact System Operations’ Help Desk when they encounter a case where a PI Primary Information Person has been changed.  Incorrect application registrations that involve PI Primary Information Person changes can be deleted as long as the application has not been processed and does not have benefits issued.

B.  Timeframe for Using Case Numbers

EIS Eligibility Information System case numbers do not expire. Staff may use case numbers that have been previously assigned to a Primary Information (PI Primary Information Person ) person regardless of the length of time the case number was inactive.

Exception:

Systems Operations will sometimes recommend staff not use the same case number previously assigned to a Primary Information (PI Primary Information Person) person for certain reasons. These case numbers are marked on the CLPM Case Profile Maintenance screen. Systems Operations make this entry by setting up an alias for the person that reads “DO NOT USE CASE, 55555555.” After setting up the alias, the information will appear directly under the client’s name on the CLPM Case Profile Maintenance screen

C.  Case Numbering Rules for DPA Programs

The case numbering rules for all DPA Division of Public Assistance programs and the exceptions to these rules are described below.  Caseworkers are to adhere to these rules.

1. Cash Assistance

No two cash assistance cases can have the same case number regardless of case status.  A Permanent Fund Dividend Hold Harmless (PFD-HH Permanent Fund Dividend Hold-Harmless) case is not considered to be a cash assistance case and may have the same case number as a cash assistance case.  An IA Interim Assistance case is not considered cash in this situation and may have the same case number as an APA Adult Public Assistance Assistance case.   However, IA Interim Assistance and APA Adult Public Assistance may not exist in the same benefit month.

Example: APA Adult Public Assistance and Temporary Assistance

A household consists of a father, his 16-year-old daughter and his 13-year-old son.  The father receives Adult Public Assistance and applies for Temporary Assistance for his son and daughter.  The father is the Primary Information (PI Primary Information Person) person for both the Adult Public Assistance and Temporary Assistance cases.  The Adult Public Assistance and Temporary Assistance cases will each have their own case number.

Example:  Two Temporary Assistance Cases in One Household

A household consists of a mother and her two daughters, ages 16 and 20, and the 3-month-old son of the 20-year-old daughter.  The mother receives Temporary Assistance for herself and her 16-year-old daughter.  The 20-year-old daughter applies for Temporary Assistance for herself and her son.  Each Temporary Assistance case will have its own number.

2. Denali KidCare

Denali KidCare cases will always stand-alone and case numbers registered to District 072 are not to be used by other regions.  

Example:  Denali KidCare and Food Stamps

A mother applies for Pregnant Woman coverage and Denali KidCare for herself and her two children.  Four months later she submits a Food Stamp application.  The Food Stamp case will be registered to a separate case number at the appropriate district office.  The pregnant woman and Denali KidCare coverage case will remain registered to District 072.  

Example: Food Stamps, Family Medicaid, and Denali KidCare

A mother and father apply for Food Stamps and Family Medicaid for their family at a local district office on November 13, 2001.  The Client Profile shows that in 1999 the children received Denali KidCare coverage and the case number is registered to District 072.  The children are no longer receiving Denali KidCare.  The Food Stamp and Family Medicaid will be registered to a new case number at the local district office.  

Closing Denali KidCare to Set-up Medicaid Coverage

There are five situations when the Denali KidCare caseworker will close the DKC Denali KidCare case so the client can be set up with other Medicaid coverage.

1. A child turns 19 years of age.

The Denali KidCare caseworker closes the Denali KidCare case if there are no other eligible Medicaid clients on the case.  The caseworker refers the client to the appropriate DPA Division of Public Assistance District Office to apply for Under 21 Medicaid.

2. A pregnant woman’s pregnancy and post-partum eligibility ends.

In this situation the Denali KidCare caseworker looks in EIS Eligibility Information System to determine if there is an on-going Family Medicaid case.  If there is, the Denali KidCare caseworker notifies the Family Medicaid caseworker that Denali KidCare coverage has ended for the mother so the mother can be added to the Family Medicaid case. When a Family Medicaid case does not exist, the Denali KidCare caseworker refers the mother to the appropriate DPA Division of Public Assistance District Office where she can apply for Family Medicaid.

3. A child enters into OCS Office of Children's Services custody or certain subsidized adoption programs.

The OCS Office of Children's Services caseworker notifies the DKC Denali KidCare caseworker of the situation.  The Denali KidCare caseworker  changes the child’s  continuous eligibility period (CEP Continuous Eligibility Period) on the DKC Denali KidCare  case (MIBW Medical insurance Budget Worksheet screen) to the last paid month and then code the child ”OUT” or close the Denali KidCare case.  The DKC Denali KidCare caseworker then contacts the appropriate OCS Office of Children's Services caseworker so they can establish a new Title IV E Medicaid case for the child.

4. A child is found eligible for long-term care coverage such as Home and Community Based Waiver, TEFRA Tax Equity and Fiscal Responsibility Act, or Nursing Home Medicaid.
    

In this situation the DKC Denali KidCare caseworker changes the child’s CEP Continuous Eligibility Period or eligibility period on the DKC Denali KidCare  case (MIBW Medical insurance Budget Worksheet screen) to the last paid month and then the child is coded ”OUT” of the Denali KidCare case.  The child can then be registered as PI Primary Information Person on a separate case number assigned to the appropriate Long-Term Care Unit..  If the child was the only recipient on the Denali KidCare case, the Denali KidCare caseworker will close the case.

5. A family does not submit a Denali KidCare renewal and a parent is a Family Medicaid recipient.

In this situation, the DKC Denali KidCare worker notifies the Family Medicaid caseworker who  adds the children to the open Family Medicaid case.  The Family Medicaid caseworker will then send the M701 - CHANGE IN MEDICAID notice.

Note:  

Denali KidCare caseworkers do not determine eligibility for Family Medicaid or Under 21 Medicaid when a pregnant woman’s coverage has ended or when a child turns 19 years of age.  

3. Family Medicaid
 

Family Medicaid may be combined on one case number with Temporary Assistance and Food Stamps.

A child can be the PI Primary Information Person on a Family Medicaid case in the following situations:
 

1. A minor child is admitted into long-term residential treatment or long-term hospitalization.  When a child is admitted to a long-term residential psychiatric treatment center, both the medical benefits and all correspondence must be sent to the residential facility.  This is to ensure proper reporting once the child leaves the facility.
   
    
   

Example:

A six-year-old child is admitted to an inpatient psychiatric residential treatment center in Utah.  Projected length of treatment is 12 months.  Register a Family Medicaid case with the child as PI Primary Information Person and enter the mailing address of the treatment center in Utah in the MAILING ADDRESS field on the Address (ADDR) screen and in the MED BEN ADDRESS field on the ADD2 screen.  The MAILING ADDRESS field is used for mailing notices; the MED BEN ADDRESS field is used for mailing benefits.  Retain the Alaska address in the RESIDENCE field on the ADDR.

Example:

A household consists of a father and his 15-year-old son.  The son is currently receiving Denali KidCare and has recently been admitted to long-term residential treatment for an indefinite period of time.  Register a new Denali KidCare case with the son as PI Primary Information Person and close the Denali KidCare case with dad as PI Primary Information Person. Enter the mailing address of the residential treatment facility in the MAILING ADDRESS field on the Address (ADDR) screen and in the MED BEN ADDRESS field on the ADD2 screen.  The MAILING ADDRESS  field is used for mailing notices; the MED BEN ADDRESS field is used for mailing benefits.  Retain the Alaska address in the RESIDENCE field on the ADDR screen

2. A 19 or 20 year-old living out of parental home or living in the home of an adult who applies on their behalf.

Example:

A 19-year old is living with his aunt and uncle.  The aunt applies for Under 21 Medicaid for him.  Register an Under 21 Medicaid case with the 19-year old as PI.  

4. Pregnant Woman Medicaid

A woman receiving Pregnant Woman Medicaid coverage through Denali KidCare, applying for third trimester ATAP Adult Temporary Assistance Program , will have a separate case number registered for the Temporary Assistance case.

Example:

A woman applied for Denali KidCare Pregnant Woman coverage when she was two months pregnant.  In her third trimester she applies for Temporary Assistance.  Register a separate Temporary Assistance case number at the appropriate local district office.   Maintain the woman’s Medicaid coverage through Denali KidCare.  

When the baby is born add the unborn to the Denali KidCare case, change the baby’s name and authorize Baby Medicaid.  After the postpartum period ends, the mother can receive Family Medicaid on the Temporary Assistance case number, provided she is eligible. If the mother becomes eligible for Family Medicaid, move the baby to the Family Medicaid case.

5. Baby Medicaid

Baby Medicaid cases can reside on a Denali KidCare case number or with a Family Medicaid case number.  

Example:

A household consists of a husband, wife, their 3-year old child, and a newborn.  The mother, father, and three-year-old are Family Medicaid recipients.  The baby can be added to the Family Medicaid case, but the BA code must be used to ensure proper coverage through the child’s first birthday.  

When adding a baby to a Family Medicaid case using the BA code the caseworker must explain to the parent that the baby will receive a Denali KidCare card, however the local DPA Division of Public Assistance district office is the contact office, not Denali KidCare.

Example:

A household consists of a mother and her newborn.  The mother has an open Temporary Assistance case for third trimester TA and has an open Pregnant Woman Denali KidCare case.  Add the newborn to the Denali KidCare case (this newborn is actually the unborn who is on the TA case; do not create a new client) using the BA code and certify eligibility through the first 6 months.  The system will automatically set up the second 7 month eligibility period through the month of the child’s first birthdays long as the case remains open and in the current system month.  At the end of the mother’s post-partum coverage, register a Family Medicaid case to the Temporary Assistance case number and authorize Family Medicaid for mom while the BA child moves with mom to the family med case number.  

Example:

A household consists of a husband, wife, two children ages eight and six, and a newborn.  The family receives Food Stamps, the husband and wife receives Family Medicaid, and the 8 and 6 year-old receive Denali KidCare.  Add the newborn to the Denali KidCare using the BA code.     

6. Combination Medicaid, Temporary Assistance, and Food Stamps

Family Medicaid, Under 21 Medicaid, Transitional (T1 and T2) Medicaid, and Post (4M) Medicaid can be on the same case number as a Food Stamps and ATAP Adult Temporary Assistance Program case number.

Transitional Medicaid (T1) may not be combined with other Medicaid types such as Under 21(TO) and Baby Medicaid (BA).in the same benefit month.  The Transitional Medicaid is mandatory all meaning all clients must have the same Medicaid Subtype for a specified benefit month.

Note:  

In the event of ineligibility for Family Medicaid, Transitional Medicaid, or Post Medicaid, Denali KidCare eligibility under a separate case number must be considered.

Example:

A household consists of a husband, wife, and 4 children ages 20, 15, 13, and 10.  The family is applying for Food Stamps and Medicaid for all family members.  Register one case number for the Food Stamps and Medicaid.  This case number can be used to determine eligibility for Under 21 Medicaid and Family Medicaid.

Example:

A household consists of a father and 2 children ages 10 and 9.  The family currently receives Food Stamps and Family Medicaid.  The father has submitted an application for Temporary Assistance.  Register the Temporary Assistance case to the Food Stamp and Family Medicaid number.

Example:

A household consists of a mother her 3 children ages 15, 13, and 11.  The household currently receives Food Stamps and Family Medicaid.  The mother recently received a raise and became over income for Family Medicaid, but remains eligible for Food Stamps.  Convert the Family Medicaid case to Transitional Medicaid and maintain the Transitional Medicaid on the same case number as the Food Stamps.

Example:

A household consists of a mother and her two children ages ten and eight.  The family is currently receiving Transitional Medicaid only.  Mom was recently laid off and is applying for Temporary Assistance.  Register the Temporary Assistance case to the Transitional Medicaid number and convert the Transitional Medicaid number back to Family Medicaid.

7. Adult Public Assistance Related Medicaid

Children receiving APA Adult Public Assistance-related Medicaid (SSI Supplemental Security Income, TEFRA Tax Equity and Fiscal Responsibility Act, Home and Community Based Waiver, and Nursing Home) will be the PI Primary Information Person on the case and will not participate on any other Medicaid case.  

Exception:

An exception to this is if a child receiving SSI Supplemental Security Income and Medicaid ( ME Medicaid -AD DC) turns 18 years old and is eligible for Adult Public Assistance.  Register the Adult Public Assistance case to the Medicaid-only case number.  

Example:

A household consists of a mother and her child.  Both receive Family Medicaid.  The child becomes eligible and begins receiving SSI Supplemental Security Income.  The child’s CEP Continuous Eligibility Period or eligibility period on the Family Medicaid case must be changed to the last paid month  and then the child should be coded out of the Family Medicaid case.  The mother will continue to receive Medicaid under the Family Medicaid case number.  Register a new APA Adult Public Assistance-Related Medicaid case with child as PI Primary Information Person.  

Example:

A household consists of a husband, wife, and 3 children ages 10, 8, and 5.  All children receive Denali KidCare.  The five-year-old becomes eligible for the Home and Community Based (HCB Home and Community Based) Waiver program.  The child’s CEP Continuous Eligibility Period or eligibility period on the DKC Denali KidCare case must be changed to the last paid month then the child should be coded out of the Denali KidCare case and an APA Adult Public Assistance-Related Medicaid case registered to a separate case number with the child as PI Primary Information Person.   

Note:  

In this scenario a Long Term Care caseworker registers and authorizes the HCB Home and Community Based Waiver Medicaid.

Example:

A household consists of a mother and her 2 children ages 14 and 6.  The children receive Denali KidCare.  Mom recently received a promotion and at their next renewal they will be over income for Denali KidCare.  Mom reports that the 6 year old has disabilities that will last more than 12 months.  At the Denali KidCare renewal, close the Denali KidCare case.  Register an APA Adult Public Assistance -related Medicaid case with disabled child as PI Primary Information Person , than refer the case to a specialized TEFRA Tax Equity and Fiscal Responsibility Act caseworker for case processing.

8. Combination APA Adult Public Assistance , APA Adult Public Assistance -related Medicaid, and Food Stamps

Adults receiving APA Adult Public Assistance , APA Adult Public Assistance -related Medicaid, and Food Stamps may use the same case number.  Nursing Home cases where the PI Primary Information Person moves in and out of the Nursing Home continue to use the same case number.  

Exception:   

Exceptions to this rule include Working Disabled Medicaid Buy-in, SLMB Special Low Income Medicare Beneficiary, and cases with a qualifying income trust. Waiver Determination and Disability exam med cases are also stand alone cases.  These cases must have unique case numbers and may not be combined with any existing cash assistance or Food Stamp case number.

Example:

A man receives Adult Public Assistance, Food Stamps, and APA Adult Public Assistance -related Medicaid.  Recently he returned to work and became over income for Adult Public Assistance and Food Stamps, but is eligible for Working Disabled Medicaid Buy-in.  Register a new Medicaid only case number for the Working Disabled Medicaid Buy-in case and close the Adult Public Assistance, Food Stamps, and Medicaid case.  

9. Interim Assistance

Interim Assistance can be on the same case number with Adult Public Assistance, and Food Stamps.
  

Example:

A 20 year-old man is applying for SSI Supplemental Security Income, Adult Public Assistance, Food Stamps, and Medicaid.  He is eligible for Interim Assistance while waiting for a decision on his application for SSI Supplemental Security Income.  He is income and resource eligible for Under 21 Medicaid.  Register one case number for Interim Assistance and Food Stamps and a separate case number for Under 21 Medicaid.

Interim Assistance payments end when Social Security makes its final SSI Supplemental Security Income eligibility decision and notifies the applicant. When this happens, the caseworker will convert Interim Assistance to Adult Public Assistance. Refer to EIS Eligibility Information System Procedure 1996-2 for more information

Interim Assistance payments end when Social Security makes its final SSI Supplemental Security Income eligibility decision and notifies the applicant. When this happens, the caseworker will convert Interim Assistance to Adult Public Assistance. Refer to EIS Eligibility Information System Procedure 1996-2 for more information

10. GENERAL ASSISTANCE, SENIOR BENEFITS, DIVERSION AND PFD HOLD-HARMLESS

Applications for General Assistance (rental and utilities), Senior Benefits, and Diversion must each be registered under unique case numbers.

PFD Hold Harmless cases which are paid under the GA program type are automatically created from a Food Stamp program that contains hold harmless coding.

Note:

If a GA General Relief Assistance case number has previously been used for PFD-HH Permanent Fund Dividend Hold-Harmless, it must not be registered or used again for GA General Relief Assistance, Senior Benefits, or Diversion Similarly, GA General Relief Assistance case numbers that were previously used for GA General Relief Assistance, Senior Benefits, or Diversion, must not be used for PFD Permanent Fund Dividend Hold Harmless.

11.  Chronic and Acute Medical Assistance (CAMA Chronic and Acute medical Assistance)

Applications for Chronic and Acute Medical Assistance must be registered using separate case numbers under the GM General Relief Medical program

Exception:

GM General Relief Medical and GA General Relief Assistance (for rental or utility assistance only) may be combined in one case number.

D.  Case Numbering at a Glance