*** The Health Care Programs Manual (HCPM) has been replaced by the Minnesota Health Care Programs Eligibility Policy Manual (EPM) as of June 1, 2016. Please refer to the EPM for current health care program policy information. ***
Effective: May 1, 2013 |
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07.20.45 - How to Transfer and Receive an Application |
Archived: June 1, 2016 (Previous Versions) |
Applications can be transferred or shared between county agencies and MinnesotaCare Operations. This section provides the policy on how to transfer an application to another agency and how to receive an application from a transferring agency.
Transferring ApplyMN Applications.
Receiving a Transferred Application.
Complete the Inter-Agency Case Transfer Form (DHS-3195) when transferring an application to a tribal or county agency. Complete the County to MinnesotaCare Case Transfer Form (DHS-6670) when transferring an application to MinnesotaCare Operations.
Send the completed form and the following information to the receiving agency:
l The most recent application or renewal.
l The originals of other information obtained during the application process.
Examples of other information include but are not limited to:
n Tax forms and related schedules.
n Wage verifications.
n Pregnancy verification.
n Notes or letters from the client.
n Current health insurance information.
Note: Include information about Employer Subsidized Insurance (ESI) and insurance during the past four months for MinnesotaCare transfers.
n Third party liability information.
n Child support forms including good cause documentation, if applicable.
n Citizenship and identity documentation unless verified through SSA.
n Immigration verifications including SAVE results.
Do not include old applications or items you know are not required by the other program.
l Retain copies of the application and the information received from the client.
l Send the MHCP Application Transfer Letter (DHS-3358) to the client explaining the application is being transferred and where it is being transferred.
Transferring ApplyMN Applications
When a transferred application is received:
Agencies may electronically transfer ApplyMN applications from one agency's Minnesota Information Transfer System (MN-ITS) mailbox to another agency’s MN-ITS mailbox. For more information, see the "ApplyMN Worker Process Guide" available on the Health Care Training News and Information page; under the Tools section, select Training Tool Kit.
When a transferred application is received:
l The date of application is the date the first agency received the application.
Note: When the county agency receives Social Security Administration (SSA) data as a request for MHCP, the date the Extra Help application was submitted to SSA is the application date for health care.
l Review the application and other documentation received.
l Determine if additional questions need to be answered, or additional information or verifications need to be requested.
n First attempt to contact the client by phone to answer additional questions.
n Request information or verification needed by mail if the client cannot be reached by phone.
m Send copies of the original pages of the application that contain questions that need to be answered.
m Do not return the original application.
l Process eligibility.
Note: The processing period for MA begins the date the county agency receives the application from the transferring agency. See MAXIS System Requirements.
Pend applications transferred to a county agency on PND2 using the original date of application unless there is an existing MAXIS case with a more recent application date. If the case has:
l Pending or active cash or Food Support (FS), use the date of application for those programs as the MA date of application.
Example:
John applied for MinnesotaCare on October 5. MinnesotaCare denies coverage on November 15 due to other health insurance and transfers the application to the county the same day. John has an application currently pending for FS with an application date of November 10.
Action:
Enter November 10 as the MA application date because the FS application is still pending.
l Pending or active health care and the MAXIS application date is after the transferred application date, use the existing MAXIS application date.
l Denied or closed (inactive) cash or FS, enter the MA application date as one day after the cash or FS application date.
l Denied or closed (inactive) health care, reinstate the case back to the effective date of close. FIAT results as necessary to correctly reflect eligibility.
Example:
Mary’s MA was closed on MAXIS effective November 1. She submitted an application to MinnesotaCare on October 28. MinnesotaCare denied Mary’s application on November 15 and transferred it to the county agency the same day.
Action:
MAXIS will not allow entry of the October 28 application date because Mary was active on MA on that date. Reinstate the case for November and FIAT eligibility results as necessary.
Enter the earliest possible date as the Coverage Request Date on STAT/HCRE if the client requests retroactive coverage more than three months before the existing MAXIS date.
Example:
Mark applied for MinnesotaCare on October 5. MinnesotaCare denied coverage on November 11 due to other health insurance. The application, which requests retroactive coverage back to July, is transferred to the county the same day. Mark had previously submitted an application for MA to the county on November 1.
Action:
MAXIS will not allow entry of the October 5 MinnesotaCare application date. Allow the application date to remain November 1. Enter August as the Coverage Request Date on STAT/HCRE. Enter July 1 as the beginning date on RELG in MMIS. Case note the earlier application date and retroactive coverage request.
In all cases, document the earlier date of application and coverage request date in case notes and on the MMIS RELG screen.
If the processing period has expired or it is within 10 days of expiration, MAXIS will generate a pending notice. Send the HCAPP Referred from MinnesotaCare SPEC/LETR, explaining the processing period.