STATE OF ALASKA

Department of Health and Social Services

Division of Public Assistance

TRANSMITTAL NUMBER:   2010-02

MANUAL:   Administrative Procedures Manual

DATE:   December 3, 2010

We have revised several sections of the Administrative Procedures Manual in response to requests from staff. The changes include:  

• Procedures for handling returned mail is now included in the manual which includes instructions on processing, documenting, and shredding the mail.
• Guidelines that clarify storage and shredding of request for service applications.
• Procedures for requesting case records from Archives.
• Actions to take on certain alerts.
• Actions to take in handling cases with undocumented aliens.

Highlights of these revisions are described below.  If you have any questions please contact the Policy and Program Development Team at 465-3382 or email dpapolicy@alaska.gov.

OVERVIEW OF CHANGES

MS 103-1  THE CASE FILE FOLDER

• Provides guidance instructing staff that returned mail will not be retained in the case file.

• Deletes all references suggesting that returned mail are kept in the file or transferred to a new file when voluming case files.

• Includes returned mail as one of the examples of documents staff may purge from case files.

MS 103-2   REQUEST FOR SERVICE

• Provides guidance on when to pull requests out of the monthly file.

• Clarifies the procedure for storing request of service applications in the office (requests must be kept for three years).

• Clarifies when request for service applications can be destroyed or shredded.

MS 103-4  PROCESSING RETURNED MAIL

• Provides guidance on handling mail that is returned to DPA office for various reasons.

MS 103-6  RETENTION OF CASE RECORDS

• Provides instructions to field offices when requesting case records from Archives.

MS 104-3  TOOLS FOR EFFECTIVE CASE LOAD MANAGEMENT

• Includes guidance on processing alerts and the required action needed to ensure cases are worked properly.

MS 104-4  ADVERSE ACTION CALENDAR

• Clarifies the 10-day count for sending adverse action notices begins the day after the date the notice is mailed.

MS 105-14  SYSTEMATIC ALIEN VERIFICATION FOR ENTITLEMENT

•  Includes guidance on handling cases with suspected undocumented aliens.

MS 109-9  CASE NOTE DOCUMENTATION

• Provides guidance on documenting receipt of returned mail.

MS 127-5  CHILD NEEDS TRANSPORTATION TO AN IN-STATE TREATMENT FACILITY

• Revises the contact information for sending TEFRA Medicaid packet submitted by parents for children applying for TEFRA Medicaid

ADDENDUM 103 A

• Adds the Records Reference Request form