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Effective: March 1, 2010 |
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07.20.05ar4 - Date of Application (Archive) |
Archived: April 1, 2010 |
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 usually 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 - MinnesotaCare.
Setting Date of Application - MA/GAMC.
Setting Date of Application - MA-BC.
Date of Application - Providers.
Date of Application - Incarcerated Individuals.
Date of Application - Minnesota Community Application Agent (MNCAA) Program.
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 - MinnesotaCare
The date of application for MinnesotaCare is the date a county agency, MinnesotaCare Operations or a designated outstation receives an application. 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, even if the date of application was originally set by a written request to apply. However, the processing period begins the date MinnesotaCare Operations receives the application..
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 less than 11 months from the last completed application or the renewal received date. However, the processing period begins the date the client asks to reapply.
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. The applicant must submit a completed application within 30 days of the request for coverage to preserve the application date.
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, except if the date of application could have been set by a written request to apply. The processing period begins the date the county receives the application.
See How to Transfer and Receive an Application for information on setting the date of application when there is an existing MAXIS case with a more recent application date.
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 or renewal for women not approved under presumptive eligibility is the date the county agency receives the Minnesota Health Care Programs Application/Renewal for Breast and Cervical Cancer Coverage Group (DHS-3525).
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, including but not limited to DHS-3417B, 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 by the end of the processing period 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: Providers may use a unique identifier, such as the patient ID or chart number, to submit the request if the applicant is unable to supply basic identifying information such as name and address.
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.
Enter a request on MAXIS PND1 if it includes enough information.
Note: MAXIS will auto-deny requests if the application is not received within 30 days. Reinstate requests received by the end of the processing period.
Keep the request in your county’s GHO contact file if the request does not include the minimal amount of information.
Treat a Request to Reopen MA (DHS-5038) from an incarcerated individual who does not qualify for the shortened application process as a request for health care coverage for the purpose of setting the date of application. The individual must provide a completed application within the processing period to retain the date of application.
Date of Application - Minnesota Community Application Agent (MNCAA) Program
Minnesota Community Application Agents (MNCAAs) have the ability to set the date of application for Minnesota Health Care Programs.
l MNCAAs who submit a CAF cannot set the date of application for cash or food support. The date of application for these programs is the date the county agency receives the application. The MNCAA will inform cash or food support applicants that these benefits cannot begin until the county agency receives the CAF.
l Upon receipt of a signed application that contains at least the applicant’s name and address, the MNCAA stamps the application with their three-digit MNCAA ID number and enters the date they received the application in the ”Date received” box on the application. If the MNCAA is working with a hospital or other health care providers who set the date of application via the Request to Apply for Minnesota Health Care Programs form (DHS-3417B), a copy of this form, if available, will accompany the application.
See Minnesota Community Application Agent (MNCAA) Program for more information.
For more information on related topics, see the following:
Applications for Health Care Programs.