5011-7 DOCUMENTATION OF IDENTITY
See this section for identity verification procedures. See section 5011-6 for U.S. citizenship procedures, including level one documents that are acceptable for both proof of citizenship and identity.
Verification of identity must be obtained from original documents or certified copies from the issuing agency, unless verification is obtained through the State Verification Exchange System (SVES), interface as described below.
Note:
An additional form of identity verification is required when citizenship verification is obtained through the Bureau of Vital Statistics or the Permanent Fund Dividend interface. An additional form of identity verification is not required when citizenship is verified through SVES.
An agency staff member or out-stationed staff will make a photocopy of the documents for the case file and stamp or note on the copy that an original or a certified copy was seen.
A DPA contracted fee agent or authorized member of a tribal health organization may also verify and note on the photocopy that an original or certified copy was seen. Uncertified copies, including notarized copies are not acceptable. A list of currently approved fee agents and tribal health agency staff is available on the DPA web under DPA related links.
Although some documents contain a statement, DO NOT COPY, DPA staff may copy and file these documents in the case file for the official purpose of establishing Medicaid eligibility.
Note:
Once a person’s identity is documented and recorded, it is not necessary to get proof again unless that person’s identity becomes questionable.
Data Match and Interface:
SVES Data Match. The SVES interface may be used to verify a person's identity. The caseworker may accomplish this by submitting a SVES inquiry for one or more persons on the INME/SVIR or SSDO screens. If the person is a Medicaid applicant or recipient and has a valid Social Security Number, EIS will enter an SV code in the Identity verification field on the HERC screen, as follows:
Identity verification, HERC screen. If the SVES inquiry confirms the person's identity, an SV code will be entered in the identity verification field. The SV code will not replace higher priority code of 5A. If the verification field has a PE code and a pend date entered, the SV code will replace the PE code, remove the pend date, and advise the caseworker of the change through a client alert.
If verification is not available through the SVES interface, and there is no record that an original or certified copy was seen, this documentation must be requested from the applicant or recipient.
Level Five: Acceptable Proof of Identity. The list below provides allowable documentation for verifying identity. (The client must have an additional form of citizenship verification. See section 5011-6B.)
A driver’s license issued by a state or territory with a photograph of the individual or other identifying information such as name, age, sex, race, height, weight, or eye color. A voter's registration card or Canadian driver's licenses are not acceptable verification;
Identification card issued by the federal, state, or local government with the same information included on driver’s licenses listed above;
School identification card with a photograph of the individual;
U.S. military card or draft record;
Military dependent’s identification card;
U.S. Coast Guard Merchant Mariner card; or
When no Other Identity Document is Available:
Three or more documents that together reasonably confirm the identity of an individual, such as employer identification cards, high school and college diplomas from accredited institutions (including general education and high school equivalency diplomas), marriage certificates, divorce decrees and property deeds/titles. The documents must list the individual's name, plus any additional information establishing the individual's identity and must have consistent identifying information. This form of identity may not be used when U.S. citizenship is documented under level four (see section 5011-6B).
Identity for Children Under age 16:
Clinic, doctor or hospital records;
School records, which may include nursery or daycare record and report cards. Verification of these records must be made with the issuing school; or
A Medicaid application or a declaration that states the date and place of the child’s birth that is signed by a parent, guardian, or caretaker relative under penalty of perjury. The Medicaid application or an identity declaration may be used for children under age 18 in limited circumstances, such as when school ID cards and drivers' licenses are not available to the individual in their locality.
Note:
Verification of identity for children under age 16 that is obtained through clinic, doctor, hospital or school records or the signature on a Medicaid application should be coded 5A on the HERC screen.
Example:
An 15-year old individual has been receiving Family Medicaid. A recertification is due in September and the individual will be 16 years old. When the household submits the Family Medicaid recertification, the caseworker does not need to verify the identity of the 16-year old again, unless that individual’s identity is questionable.
Identity for Disabled Individuals in Institutional Care:
A declaration signed under penalty of perjury by a residential care facility director or administrator on behalf of the individual in the facility when the individual does not have or cannot get any of the documentation listed above.
Note:
A declaration for identity may not be accepted if a declaration for citizenship was provided.
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