*** The Health Care Programs Manual (HCPM) has been replaced by the Minnesota Health Care Programs Eligibility Policy Manual (EPM) as of June 1, 2016.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: September 1, 2012 |
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13.25.10 - County Transfers |
Archived: June 1, 2016 (Previous Versions) |
Communication between the transferring and receiving counties will ensure a smooth transition. Never interrupt client service during negotiations between counties about servicing and financial responsibility issues.
If either the servicing county or the receiving county is a managed care county, see the Prepaid MHCP Manual. No action is required before the transfer if the client has a managed care exclusion.
See County Residence for information on processing applications when applicants move to other counties.
Financially Responsible County Maintains Case.
Financially Responsible County Maintains Case
It may be appropriate for the county of financial responsibility to continue servicing a case when a client moves to another county. These situations include:
l Temporary placements (less than 90 days).
l Moves to battered women's shelters.
l Placement in a regional treatment center (RTC) or the Minnesota Sex Offender Program (MSOP).
l Other placements for which the financially responsible county continues to provide social services.
Do not send a referral to the county of residence if the financially responsible county will continue to service the case.
Close or deny assistance if the client is no longer eligible for MHCP. However, do not close or deny assistance simply because the client is moving.
The client's new address is required before transferring the case. Do not require the client to verify the new address, but do determine the county in which the new address is located.
Take the following actions before transferring the case to the new county:
l Process applications, income reports, and renewals received before the move.
l Complete the outstanding work on active cases before transferring.
Reminder: Document incomplete work on the case and the reasons in case notes before the transfer.
l Resolve outstanding MAXIS issues as much as possible, including:
n Resolve IEVS matches. Document unresolved IEVS issues in case notes.
n Clear STAT edits.
n Act on DAIL messages if possible.
n Approve ELIG results if needed.
l Update MMIS if needed. See the MMIS User Manual for instructions for:
n Client Option Spenddown (Spenddowns).
n Cost effective insurance (TPL Resources).
l Enter the new address on MAXIS after completing all MMIS updates.
After the household has moved, transfer the electronic case using MAXIS SPEC/XFER to the new county by the later of these dates:
l Within one working day following the date you received the report of the move.
l By the end of the day following the date of the move.
Send the physical case record to the new county of residence within five working days after the date of the reported change or after the date of the move, whichever is later.
l Do not transfer the physical case record until the household has actually moved.
l The physical case file should include all verifications and documentation required for current and past eligibility. Follow the guidelines established by the County Human Services Records Retention Schedule and county retention policy.
If an applicant or client moves to a new county and your county retains financial responsibility beyond the usual county of financial responsibility transfer period (such as moves to excluded time), follow the transfer procedures outlined above. Maintain a separate file for administrative payments if needed.
Counties may decide together where the physical file stays when the case closes.
Receiving a Transferred Case from another County
Follow the procedures below when your county receives a transfer of an active or pending case from another county.
l Verify that the address for the transferred case is in your county.
n If it is not, transfer the case to the correct county immediately.
n Notify the sending county to transfer the physical case file to the correct county.
l Accept the case. Any issues related to electronic or paper cases received in unsatisfactory condition should be resolved at the supervisory level or above.
l Check the financial responsibility begin date on SPEC/XFER and correct it if necessary. MAXIS will automatically transfer financial responsibility on the date shown.
l Update MAXIS with new and changed information.
l Complete outstanding work as needed.
l Before the transfer period ends, you will receive a MAXIS DAIL message reminding you to update MMIS with the new county of financial responsibility.
n Close the RELG span for the old county.
n Open a new RELG span for your county.