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Effective: December 1, 2006 |
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13.25.10ar1 - County Transfers (Archive) |
Archived: February 1, 2010 |
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. If the client has a managed care exclusion, no action is required before the transfer.
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.
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.
Do not close or deny assistance only because of the move. Close or deny assistance only if the client is not eligible.
You must have the new address before you transfer the case. Do not require the client to verify the new address. Verify the county where 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.
n Cost effective insurance.
l Enter the new address on MAXIS after completing all MMIS updates.
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.
Do not transfer the case until the household has moved.
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 unit 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.
Follow the procedures below when your county receives a transfer of an active or pending case because of a county residence change.
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 DAIL message on MAXIS 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.