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Effective: December 1, 2010 |
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11.05.10ar5 - Process for Verifying U.S. Citizenship and Identity (Archive) |
Archived: June 1, 2012 |
There is a different process to follow for each program to request verification of citizenship and identity.
For MA clients, use the SSA data match to verify citizenship and identity.
Note: MMIS has not been programmed to interface with the SSA data match. As a result, the SSA data match cannot be used to verify citizenship and identity for MinnesotaCare families with children and the Minnesota Family Planning Program (MFPP).
This section provides information and instructions about:
l The MMIS automated citizenship and identity request process for MinnesotaCare families with children.
l The manual process to request citizenship and identity verification for MinnesotaCare applicants and enrollees who are U.S. citizens who are eligible for major programs JJ or KK and MFPP applicants and enrollees.
MinnesotaCare Automated Citizenship and Identity Request Process.
When to Use a Manual Process to Request Verification of Citizenship and Identity.
MinnesotaCare Automated Citizenship and Identity Request Process
MMIS will automatically send notices requesting verification of citizenship and identity for most MinnesotaCare families with children.
l MMIS will issue the first notice the day eligibility is approved.
l MMIS will send a second notice 60 days later if proof has not been received.
l MMIS will close or deny MinnesotaCare eligibility with 10-day notice if verification is not returned within 30 days of the second request.
Refer to the MMIS User Manual and ”r;MMIS Walk-thru: CHIPRA System Changes” in the MMIS section of the State Information Resource (SIR) for coding instructions.
Follow these steps to verify citizenship and identity for MinnesotaCare families with children applicants:
1. Check the case file to determine if citizenship and identity documentation was previously provided. If so, indicate in case notes the source of the verification. If verification was obtained by another agency, contact that agency to request copies of the documents.
2. If the client previously applied for MA, check MAXIS to determine if the SSA data match verified citizenship.
3. If an SSA data match request submitted prior to the MinnesotaCare determination did not verify citizenship, mail the Request for Proof of Citizenship and Identity (DHS-6230) and Citizenship and Identity Proofs (DHS-6231) to the client. The Request for Proof of citizenship and Identity informs the enrollee that the agency was unable to verify his or her U.S. citizenship through the SSA data match and lists three options for resolving the inconsistency. Check the appropriate boxes for follow up when sending the request.
4. Approve MinnesotaCare if the client meets all eligibility criteria except for proof of citizenship and/or identity.
5. Send the MHCP Request for Information (DHS-3271) when other information or verifications are needed (such as verification of income). Request all necessary verifications, including proof of citizenship (if it has not already been provided) and enclose the MHCP Citizenship and Identity Proofs (DHS-6231).
Note: The MMIS automated citizenship and identity request process will not begin until eligibility is approved. If other verifications are required, the client will get additional time to return citizenship and identity documents upon approval.
6. Continue eligibility if the client is cooperating but is not able to provide complete citizenship verification by the date requested.
7. Enter case notes with detailed information about citizenship and identity verification, cooperation or exemption from the citizenship verification requirement.
Note: The Minnesota Health Care Programs (MHCP) Worker Checklist - Proof of U.S. Citizenship and Identity (DHS-4842) is no longer required. MMIS coding and case notes meet documentation requirements for MinnesotaCare cases.
MMIS will prevent MinnesotaCare approval when a client reapplies after denial or closure for failure to provide citizenship and identity documents, unless the client meets an exception. The client must provide verification of citizenship and identity in order for eligibility to be approved.
Clients who reapply for MinnesotaCare after closure for failing to provide verification of citizenship and identity will have a break in coverage. Consider this a new request for MinnesotaCare. Do not apply the four-month penalty if citizenship and identity verification was the sole reason the case closed.
When to Use a Manual Process to Request Verification of Citizenship and Identity
MMIS will not send automated citizenship and identity verification request notices or close or deny coverage for the following groups:
l MinnesotaCare applicants and enrollees who are U.S. citizens who are eligible for major programs JJ or KK. These include guardians, foster parents or incarcerated individuals who are eligible for MinnesotaCare but are not eligible for federal funding.
l MFPP applicants and enrollees.
Follow the steps below to manually request verification of citizenship and identity for these clients:
1. Approve eligibility when clients meet all other eligibility criteria, except for verification of citizenship and identity.
2. Send the MHCP Request for Information (DHS-3271) and the MHCP Citizenship and Identity Proofs (DHS-6231) to the client. Check the box requesting verification of citizenship and identity. Request a response within two months from the date of request. Track for the return of requested verifications.
3. If the client does not respond, follow up by sending a second MHCP Request for Information (DHS-3271) and MHCP Citizenship and Identity Proofs (DHS-6231). Indicate on the second request that proofs must be received within 30 days from the date of the second request.
4. Assist the client with obtaining verification of citizenship and identity if the client does not have verifications readily available.
5. If the client is not cooperating, or is otherwise unable to provide documentation, close MinnesotaCare or MFPP with 10-day notice.
6. Enter a separate case note with detailed information about citizenship and identity verification, cooperation or exemption for all applying household members on each case. At a minimum, the first line must state in capital letters, ”r;CITIZENSHIP AND IDENTITY.”
For more information about U.S. citizenship and identity verification requirements, see:
U.S. Citizenship and Identity Verification Requirements.
Sources of Citizenship and Identity Verification.