Effective: February 1, 2008 |
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07.20.05ar2 - Date of Application (Archive) |
Archived: July 1, 2009 |
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 date of application determines the start date of the processing period.
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 - 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 - MCRE
The date of application for MinnesotaCare is the date an application form is received by a county agency, MinnesotaCare Operations or a designated outstation. A written request to apply for health care, such as the Request to Apply for Minnesota Health Care Programs (DHS-3417B), does not set the date of application for MinnesotaCare.
For applications received at a county agency and processed first for MA/GAMC, the date of application for MinnesotaCare is the same as the date of application used for MA/GAMC.
If a client contacts the agency to reapply, the date of application 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.
Setting Date of Application - MA/GAMC
The date of application for MA or GAMC is the date a written request for coverage for health care or an application form is received by a county agency, MinnesotaCare Operations or a designated outstation.
Clients can request to apply for MA or GAMC by submitting any of the following to the county agency:
l A note, letter or e-mail.
l Request to Apply for Minnesota Health Care Programs (DHS-3417B).
l An application form containing the minimum required information to be considered complete.
To be considered complete, a request for coverage must contain at least the applicant’s:
l Name.
l Address or another means to contact the applicant.
Accept any complete request to set the date of application for MA and GAMC.
Accept requests that are not signed or dated to set the date of application. Follow the steps in application signature when processing the application.
Note: The DHS-3417B requests the applicant’s social security number. However, do not require this information to set the date of application.
For applications received at MinnesotaCare Operations and processed first for MinnesotaCare, the date of application for MA/GAMC is the same as the date of application used for MinnesotaCare.
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 Setting Date of Application - MA/GAMC.
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.
If the request includes enough information enter it on MAXIS on PND 1.
Note: If the application is not received within 30 days MAXIS will auto-deny the request. Reinstate requests received by the end of the processing period.
If the request does not include the minimal amount of information, keep the request in your county’s GHO contact file.
For more information on related topics, see the following: