Effective: December 1, 2006 |
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07.20.05ar1 - Date of Application (Archive) |
Archived: February 1, 2008 |
Determining the date of application is important for several reasons:
l The start date of coverage for most programs is dependent on the application date. See Eligibility Begin Date.
l The order in which submitted applications are processed may be dependent on the date of application.
Follow the policies in this section to determine the date of application.
Recording the Application Receipt Date.
Setting Date of Application – MA-BC.
Setting Date of Application – General Provisions.
Setting Date of Application – MinnesotaCare (MCRE).
Setting Date of Application – MA/GAMC.
Date of Application – Providers.
Recording the Application Receipt Date
Record the application receipt date on the application form or other written request. Use of a date stamp is recommended.
Setting Date of Application – MA-BC
The date of application for women approved for presumptive MA for Breast and Cervical Cancer (MA-BC) eligibility is the date the provider grants presumptive eligibility.
The date of application for women not approved under presumptive eligibility is the date the county agency receives the MA-BC Application/Renewal Form (DHS-3525).
Setting Date of Application – General Provisions
The date of application is the date a written request for health care is received by a county agency, MCRE Operations, an RTC reimbursement officer or a designated outstation.
The request for health care may be on an application form or another type of written request.
l The Request to Apply for Minnesota Health Care Programs (DHS-3417B) is available online for clients to complete before submitting an application.
l Accept faxed applications to set the application date and determine initial eligibility. See Processing Applications.
l See How to Apply for more information on requests for health care.
l Health care providers may assist the client in setting the date of application for patients who are unable to do so at the time services are received.
n See Date of Application for specific policy on when and how a provider may set the date of application.
n See Who May Apply for more information on who may apply for an individual.
Require at least the following information to set the date of application:
l Client’s Name.
l Client’s Address.
l Signature. See Application Signature for more information on requesting a missing signature.
l Date.
If the date of application is set in a manner other than with an application form, the applicant must follow up by providing an application form which is completed to the best of the applicant's ability with required information and verifications before eligibility can be determined.
Setting Date of Application - MCRE
After initial application, the date of application for a reapplication is the date of the most recent application or renewal on file, as long as the household is re-applying within 11 months of the application or renewal received date.
MCRE Operations processes applications in the order received. Transferred applications are placed in order according to the date of application, not the date it is received at MCRE Operations.
Setting Date of Application – MA/GAMC
If the request includes enough information enter it on MAXIS.
Note: If the application is not received within 45 days MAXIS will auto-deny the request.
If the request does not include the minimal amount of information, keep the request in your county’s GHO contact file.
Date of Application - Providers
If applicants are unable to submit a written request for GAMC because of illness or incapacity, a health care provider may submit the request on their behalf.
l Accept all applications or written requests submitted by providers to set the date of application.
l Assume that the applicant was unable to submit the request.
l The applicant or an authorized representative must submit a completed application before eligibility can be determined. It is the applicant or authorized representative’s responsibility to complete the application and supply all necessary information and verifications.
Note: The provider does not have to be the applicant’s authorized representative.
The request must contain the minimal information listed in General Provisions.
Exception: If the applicant is unable to supply basic identifying information such as name and address, the provider may use a unique identifier, such as the patient ID or chart number, to submit the request.
The date of application is the date the county agency receives the request.
Exception: For after hours, weekend and holiday hospital admissions, accept provider requests that were faxed or delivered to the county agency on the date of admission, even if no county staff was available to receive the request.
In-person delivery would include methods such as placing the request in a designated after hours mail drop.
For more information on related topics, see the following: