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Effective: August 1, 2007 |
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07.20.45ar2 - How to Transfer and Receive an Application (Archive) |
Archived: July 1, 2009 |
Applications can be transferred or shared between county agencies and MCRE 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.
Receiving a Transferred Application.
When transferring an application to another agency:
l Send the following information to the receiving agency:
n The most recent application.
n The originals of other information obtained during the application process.
Note: Do not include old applications or items you know are not required by the other program.
Examples of other information include but are not limited to:
m Tax forms and related schedules.
m Wage verifications.
m Pregnancy verification.
m Notes or letters from the client.
m Health insurance information received that is not on the application.
m Third party liability information.
m Child support forms including good cause documentation, if applicable.
n A completed Inter-Agency Case Transfer Form (DHS-3195).
Note: Be sure to note on the form if the address on the application is different from the address in the system.
l Retain copies of the application and the information received from the client.
Exception: MCRE Operations does not need to retain copies of a client’s medical bills.
l Send a notice to the client explaining the application is being transferred and where it is being transferred.
When a transferred application is received:
l The date of application is the date the first agency received the application.
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 If the client cannot be reached, or information and/or verifications are needed, request the information by mail.
m Send copies of the original pages of the application for questions that are needed to be answered.
m Do not return the original application.
l Process eligibility.
Note: The transfer processing period for MA/GAMC begins the date the county agency receives the application from the transferring agency. See MAXIS System Requirements.
Applications transferred to a county agency should be pended on PND2 using the original date of application unless:
l There is an existing MAXIS case for cash or Food Support (FS) with a more recent application date. If the cash or FS case is:
n Pending or active, use the date of application for those programs as the MA/GAMC date of application.
n Denied or closed (inactive), follow reapplication procedures and enter the MA/GAMC application date as one day after the cash or FS application date.
Example:
John applied for MCRE on October 5. MCRE denied coverage on November 15 due to other health insurance. The application is transferred 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/GAMC application date because the FS application is still pending.
Had the FS application been denied the MA/GAMC application date entered would be November 11.
l There is an existing MAXIS case with a pending MA/GAMC application and the application date is earlier than the transferred application date.
n Use the existing MAXIS application date.
n If the client requests retro coverage for months prior to three months before the existing MAXIS date, override edits.
n Document the earlier date of application for the transferred application in case notes and on the MMIS RELG screen.
Example:
Mark applied for MCRE on October 5. MCRE 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 and application for MA/GAMC to the county on November 1.
Action:
MAXIS will not allow an entry of the October 5 date. Leave the application date of November 1. Use the October application date to set up the certification period and enter that date on RELG. Case note the earlier application date.
l The application date is earlier than the date previously active MA or GAMC was closed on MAXIS.
n For clients who are eligible for MA/GAMC, reinstate the case back to the effective date of close.
n For clients who are not eligible, the case will remain closed on MAXIS. Issue a manual notice denying the transferred application date.
Example:
Mary’s MA was closed on MAXIS effective November 1. She submitted an application to MCRE on October 28. MCRE denied Mary’s application on November 15 and transferred it to the county agency the same day.
Action:
MAXIS will not allow the entry of the October 28 application date because Mary was active on MA. If Mary is eligible for MA/GAMC, reinstate the case and FIAT November eligibility results.
If Mary is not eligible for MA, send a manual denial notice for the October 28 application.
If the original MA/GAMC processing period has expired or it is within 10 days of expiration, based on the date the original application was received, MAXIS will generate a pending notice.
l Add worker comments explaining that you have just received the application, and the processing period will be extended.
l A worker may also choose to send the HCAPP Referred from MinnesotaCare SPEC/LETR which also explains the processing period.