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Effective: May 1, 2010 |
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11.05.10ar4 - Process for Documentation of U.S. Citizenship and Identity (Archive) |
Archived: December 1, 2010 |
Verification of U.S. citizenship and identity is a one-time activity. Do not request additional documentation if acceptable documentation is already in the case record.
Once a person’s citizenship and identity is documented and recorded in the case record, subsequent changes in eligibility do not require repeating the documentation process. Request further documentation only if later evidence raises a question of the person’s citizenship or identity.
Example:
Ryan applies for Minnesota Health Care Program (MHCP) coverage for his family and declares that he is a U.S. citizen. He is potentially eligible for MA or MinnesotaCare for families with children. Ryan provides documentation of his citizenship and identity.
Action:
Retain copies in Ryan’s case record and update the system to indicate Ryan has provided the required documentation. Enter documentation details in case notes. Do not require him to repeat documentation of his citizenship if he reapplies for MHCP at any time in the future in his current county of residence, or if he moves to another county.
Worker Checklist and Case Notes.
Transfer and Retention of Documentation.
At application, check the case record before requesting documentation. Also verify that documentation is available in the case record at the annual renewal.
l Check all case records, including MFIP, food support, child support and child care records, to determine if the client has previously provided acceptable documentation.
l If the client has ever received services from a social worker or case manager, check with them to see if they have documents verifying citizenship and identity.
l If documentation is not available within the agency but the client previously received assistance in another agency (county or MinnesotaCare Operations), ask the former agency to provide copies of the documentation.
Note: The agency in possession of citizenship or identity documentation must provide copies for the current case record.
If previously provided copies are difficult to obtain from other records, request that clients provide the documentation of citizenship or identity again, if it is readily available to them.
l If documentation is not readily available to the applicant/enrollee, offer to assist them with obtaining the documentation.
l If the case record has been purged or destroyed, request that the client provide the documentation again.
Do not delay approving eligibility if the client meets all other eligibility requirements. Approve eligibility and track for the return of the required citizenship verification.
Exception: Do not approve health care coverage until the client submits verification of citizenship if the verification was previously requested and the applicant failed to provide it.
If acceptable documentation is not available (or must be provided again) after checking the case record:
l Send the Request for Proof of Citizenship and Identity (DHS-4807). This form explains the types of documentation that clients can provide, the date it is due, and who to contact if they have questions or need help. Request a response within two months from the date of request.
l If the client does not respond, follow up by sending the Second Request for Proof of Citizenship and Identity (DHS-4940). Indicate on the second request that proofs must be received within 30 days from the date of the second request.
l If the client is not cooperating, or is otherwise unable to provide documentation, see Cooperation with Documentation Requirements.
Assist clients in obtaining the required documents if they ask for help or are having difficulty obtaining documents. MinnesotaCare Operations and county and tribal agencies must pay the fees involved in helping clients obtain the required documentation. Costs associated with documentation of U.S. citizenship and identity are eligible for 50% federal matching administrative funds.
Worker Checklist and Case Notes
Complete the Worker Checklist - Proof of Citizenship and Identity (DHS-4842) and keep a copy in the case record for households with members who are required to submit verification of citizenship and identity. It is not necessary to complete the DHS-4842 for households comprised entirely of enrollees who are exempt from citizenship documentation requirements.
Enter case notes with detailed information about citizenship and identity documentation or exemption from documentation for all cases. At a minimum, the first line must state in capital letters, ”CITIZENSHIP AND IDENTITY” so that the information can be easily located for reviews and audits.
Transfer and Retention of Documentation
When a case is transferred from one county to another, or between a county agency and MinnesotaCare Operations, the transferring agency is responsible for assuring that paper or electronic copies of citizenship and identity documentation are in the transferred case record.
County agencies and MinnesotaCare Operations are responsible for ensuring that documentations of citizenship and identity are maintained in the case record after the initial documentation has been provided. A paper or electronic copy of citizenship and identity documentation must be available in the current case record.
Follow the current retention schedule for destroying case records when cases become inactive.
Note: The Centers for Medicare and Medicaid Services (CMS) has advised states to find a way to integrate current record retention policy with the policy that citizenship documentation is a one-time activity. This process has not yet been developed.