*** The Health Care Programs Manual (HCPM) has been replaced by the Minnesota Health Care Programs Eligibility Policy Manual (EPM) as of June 1, 2016.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: January 1, 2012 |
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Archived: June 1, 2016 (Previous Versions) |
The Department of Human Services (DHS) uses Social Security Numbers (SSNs) to identify enrollees and to administer Minnesota Health Care Programs. DHS matches SSNs against employment records, Social Security records, tax records, and records of other governmental agencies as part of the IEVS process. Clients must provide SSNs to be eligible for Minnesota Health Care Programs unless they meet one of the exceptions outlined in this chapter.
Children Receiving Adoption Assistance.
There are several exceptions to the requirement that people provide Social Security numbers. Some exceptions apply to all programs. Others are program-specific.
People are not required to provide Social Security Numbers (SSNs) if they provide convincing evidence that the refusal to apply for SSNs is based on religious objections. This exception applies to all Health Care Programs.
l A person who claims this exemption must show membership in a recognized sect or division.
l A statement that the person objects to obtaining a SSN for religious reasons or other personal beliefs is not sufficient.
l Convincing evidence includes but is not limited to:
n Proof of filing for a waiver with the IRS using Form 4029.
n Statements from leaders of the recognized sect or division.
Submit a HealthQuest to DHS if you are uncertain that the evidence is sufficient.
Children eligible for Medical Assistance (MA) or MinnesotaCare as auto newborns are not required to provide SSNs through the month of their first birthday.
Newly adopted children of any age on MinnesotaCare are not required to provide SSNs until the first scheduled renewal.
IV-E: The SSN is not required. Request the SSN, but do not terminate eligibility if it is not provided.
Non-IV-E: The SSN is required. Require receipt of the SSN or a completed Application for Social Security Number (SS-5) by the first scheduled renewal.
l At application, request the SSN or a completed Application for Social Security Number (SS-5) from the foster child’s social worker or foster parent(s).
l Close MA if the child’s SSN or SS-5 is not provided by the first renewal.
Children Receiving Adoption Assistance
IV-E: The SSN is not required. Request the SSN, but do not terminate eligibility if it is not provided.
State-funded: The SSN is required. Require receipt of the SSN or a completed Application for Social Security Number (SS-5) within six months of MA approval.
l Upon MA approval, request the child’s SSN or obtain a completed Application for Social Security Number (SS-5) from the adoptive parent(s).
l Close MA if the SSN or SS-5 is not provided within six months of approval.
Adults and children who are not requesting or receiving coverage for themselves are not required to provide SSNs.
Note: The Minnesota Health Care Programs Application (DHS-3417) requests the SSN of all household members as a means of verifying income electronically. Do not require clients to provide the SSN of a household member who is not applying for coverage. Follow standard income verification guidelines if income cannot be verified electronically.
Do not require Social Security Numbers for:
l Refugees applying for or receiving Refugee Medical Assistance (RMA).
l Undocumented and nonimmigrant people applying for or receiving EMA, state-funded MA for pregnant women, or state-funded MA for people receiving services from the Center for Victims of Torture (CVT).
l People who do not have SSNs and do not meet an exception must apply for an SSN.
l People who report having SSNs but do not know the number must apply for a duplicate SSN.
For MinnesotaCare:
1. Instruct applicants to contact the Social Security Administration (SSA) to apply for SSNs. Mail Minnesota Health Care Programs Request for Social Security Number (DHS-3328) to the client if you are unable to contact the client by phone.
2. Instruct the applicant to submit a receipt verifying that the person has applied. This is acceptable proof of cooperation.
3. Instruct the applicant to report the number when it is received.
For MA:
1. Ask the client to submit the completed Application for Social Security Number (SS-5) to the county agency. You may give the client an Application Form SS-5, which is available at www.ssa.gov.
2. In the NPN block at the bottom of the SS-5 enter the three-digit Minnesota state code (240) followed by the client's eight-digit MAXIS PMI number.
Example:
If the PMI number is 00012345, enter 240-00012345.
This number will enable SSA to match DHS records and to interface the SSN to the correct DHS client record.
3. Keep a photocopy of the signed SS-5 in the case file.
4. Refer the applicant to contact the local SSA office.
l The client can mail or take the SS-5 form and the supporting evidence to the local SSA office.
l The client must be able to verify age, identity, and citizenship or lawful immigration status. The SS-5 form describes acceptable types of supporting evidence.
5. SSA will provide a receipt to verify that the client applied for an SSN. This is acceptable proof until client receives the SSN.
A parent may request an SSN for a newborn child on the birth certificate application.
l Accept the form, Information about When You Will Receive Your Baby's Social Security Card (SSA-2853-OP4), as proof of application for a SSN for MinnesotaCare and for MA.
l Newborn SSNs requested on the birth certificate application are not included in the SSA/DHS data exchange described in Verification. Parents must report the numbers to the agency.
See SSN Application for acceptable verification that a client has applied for a SSN.
Do not require people who report SSNs to submit documents to verify the number. Instead, MAXIS verifies the social security numbers through the SSA/DHS data exchange.
l For MinnesotaCare, SSNs entered on MAXIS as part of the PMI assignment process will be interfaced to MMIS.
l For MA, MAXIS will display the number as validated or send a message if there are discrepancies.
POLI/TEMP contains detailed information about the automated verification process and how to handle discrepancies. In particular, see section TE02.13.06, Social Security Number Match.