1. Ohio Integrated Eligibility System VC Training: Timely and Adequate Notice and Entering Non- Citizens Ohio Integrated Eligibility System VC Training: Timely and Adequate Notice and Entering Non- Citizens May 19, 2014

2. Ground Rules If you have a microphone, make sure it’s set to mute. If you have questions during or after the presentation, please email: OhioIntegratedEligibilityTraining@das.ohio.gov

3. This course is intended for county case workers, who use the Ohio Integrated Eligibility system to input and process resident Medicaid applications. This course prepares end users to successfully use Timely and Adequate Notice and enter Non-Citizens into the Ohio Integrated Eligibility system. This course does not cover basic case creation, but rather it identifies and provides solutions for case maintenance. Course Purpose

4. Course Objectives After completing this course, you will be able to: Understand Timely and Adequate Notice Effectively use the Timely Notice Exception during EDBC Correctly completing the Non-Citizens records in the Ohio Integrated Eligibility system

5. Course Objectives Topic / ActivitySpeaker  Welcome and Introductions -Welcome and Introductions Nitesh Gupta Janel Monroe Jay Turgeon Nancy Texidor  Timely Notices- Budget Results -Regular vs Read Only EDBC Results -Overview of Timely and Adequate Notice Overview -Demonstration  Timely Notices- Timely Notice Exception -Timely and Adequate Notice -Demonstration  Non-Citizenship- Overview and Entry -Required Data -Data Collection Page – Non-Citizenship -Non-citizenship data validation through Federal HUB -Demonstration  Wrap-Up and Summary -Open Q&A

6. 6 W ELCOME AND I NTRODUCTIONS

7. 7 T IMELY AND A DEQUATE N OTICE

8. Regular versus Read Only Budget Results Regular Budget Result A Regular Budget Result will impact a client’s Medicaid You can receive a Regular Budget Result for a pending program and an active program A Regular Budget Result can have an open or closed span Generates a NOA Read Only Budget Result A Read only Budget Result will NOT impact a client’s Medicaid and is designed for record purposes only You can only receive a Read Only Budget Result for an active program Does NOT generate a NOA 8

9. Benefit Month 9 Benefit Month- The month in which benefits are being determined. (Caseworker determined) Default benefit month for an pending program is the last month that was pending. Default benefit month for an active program is the come up month.

10. Timely and Adequate Notice Overview Timely and Adequate Notice Date (Adverse Date) - 15 days prior to the first of the month. Cut-off Date (Regular Cutoff Date) - Date in which benefits for the following month are considered issued. Clearly defined in Timely and Adequate Notice Job Aid. 10 Window Period (CRIS-E) May 16 - May 20

11. Cut-Off Date List 11 Benefit Month Timely and Adequate Notice Date Cutoff Date 1/1/201412/16/201312/18/2013 2/1/20141/16/20141/22/2014 3/1/20142/13/20142/19/2014 4/1/20143/16/20143/20/2014 5/1/20144/15/20144/21/2014 6/1/20145/16/20145/20/2014 7/1/20146/15/20146/19/2014 8/1/20147/16/20147/22/2014 9/1/20148/16/20148/20/2014 10/1/20149/15/20149/19/2014 11/1/201410/16/201410/21/2014 12/1/201411/15/201411/18/2014 1/1/201512/16/201412/18/2014 2/1/20151/16/20151/21/2015 3/1/20152/13/20152/18/2015 4/1/20153/16/20153/20/2015 5/1/20154/15/20154/21/2015 6/1/20155/16/20155/19/2015 7/1/20156/15/20156/19/2015 8/1/20157/16/20157/22/2015 9/1/20158/16/20158/20/2015 10/1/20159/15/20159/21/2015 11/1/201510/16/201510/21/2015 12/1/201511/15/201511/18/2015 *Cut off dates are the same in CRIS-E

12. Demonstration Scenario 1- 12 No Timely Notice Exception Ma Last applied and was approved for Medicaid for her husband, her daughter, and herself on January 1, 2014. All three members were in the household. Dad Last provided his income as $500 per week starting in January 2000. Today is May 19 th. Dad Last reported Ma Last moved out of the household on March 1 st. The caseworker entered in the change in household status and re- ran EDBC with Continuous Eligibility Reset.

13. Run EDBC Screen 13 *Use CE Reset option to avoid Continuous Eligibility budget Live Demonstration

14. EDBC Results 14 Live Demonstration

15. Medicaid Result Screen 15 *Medicaid benefits would not end for Ma Last or Dad Last until July (assuming the date of processing is May 19th). This is because we would be past the Timely Notice date for March, April, May, and June, and this would not be an exception. Live Demonstration

16. Medicaid Result Screen Continued 16 Live Demonstration

17. Timely and Adequate Notice Overview Timely and Adequate Notice Date (Adverse Date) - 15 days prior to the first of the following month. Cut-off Date (Regular Cutoff Date) - Date in which benefits for the following month are considered issued. Dates are clearly defined in Timely and Adequate Notice Job Aid. 17 Window Period (CRIS-E) May 16 - May 20

18. Timely Notice Exception The Timely Notice Exception dropdown is only used in 3 specific circumstances currently. These reasons include: Deceased Moved Out of State Request to Discontinue Stop Aid Paid Pending- DO NOT USE Waiver on File- DO NOT USE To apply a Timely Notice Exception, select ‘Yes’ in the dropdown and select one of the above reasons. 18

19. Demonstration Scenario 2- 19 Timely Notice Exception- Request to Discontinue John Black applied for and was approved for Medicaid benefits in January 2014. Today’s date of processing is May 19th. John’s sister called in to report he passed away on March 1, 2014. The Caseworker entered his death in the Ohio Integrated Eligibility system today and will re-run EDBC using the Timely Notice Exception reason of deceased.

20. Run EDBC Screen 20 Live Demonstration

21. EBDC Result 21 Live Demonstration

22. Medicaid Result Screen 22 *Medicaid benefits would end for John Black end on the first of March as death is an exception. Live Demonstration

23. 23 P ROCESSING C ASES WITH N ON - C ITIZENS / N ATURALIZED US C ITIZENS

24. What data/ information is required? 24 The table below captures which pages that should be completed when handling individuals who are citizens, non-citizens or naturalized US citizens. Today, we will cover three scenarios that involve non-citizens and demonstrate how to enter non-citizens in the Ohio Integrated Eligibility System.

25. What data/ information is required? 25 Non-Citizens: Individual Demographics page & Non-Citizenship page 1 2

26. What data/ information is required? 26 1 Naturalized Citizens: Individual Demographics page, US Citizenship page, & Non-Citizenship page. 3 2

27. Data Collection Page – Non-Citizenship 27 The non-citizenship page collects data from INS documents which include section codes, refugee type (if applicable), country of citizenship, and date of entry. Based on the information entered from the INS Document and Section Code fields, the system will automatically generate “Citizenship Type” for the applicant. (Refer to the Non-Citizenship & Naturalized Citizen Status job aid, Appendix B.)Non-Citizenship & Naturalized Citizen Status

28. Data Collection Page – Non-Citizenship 28 Once the INS documentation has been selected, the citizenship type will display.

29. Non-citizenship data validation through Federal HUB 29 Description Field Value Status Field ValueAction Required SuccessVerifiedNo action required Nothing (Blank)PendingTry pinging the HUB again. If nothing returns, manually verify Error Description (eg. No Match) PendingFollow manual verification process When the Federal Hub successfully verifies that the resident is either a Naturalized or Non-Citizen, the Verification Detail page will indicate ”Success” in the Description field, and “Verified "in the status field. Special Case- Naturalized US Citizen: For naturalized US Citizens, ping for “US Citizenship” first. If the HUB response comes back as “verified”, go ahead and update the Non-Citizenship details screen with the naturalized citizen information, manually, and mark it verified. If there is no HUB response, follow manual verification process and request Non-Citizen verification documents.

30. Non-citizenship data validation through Federal HUB 30 Example: Successful Hub Verification

31. Demonstration Scenario - 1 31 Non-citizenship Manny Aseffa (35) is a non-US citizen who was born in Somalia. Manny moved to Ohio as a refugee. Now in the US he wants to apply for Medicaid. Manny doesn’t currently work, but is living with family members. He has the following document to support his refugee status. INS Document type: I-94 Section Code : 207C Alien Number:8743211

32. Demonstration Scenario - 2 32 Non-US Citizen (Undocumented) Pilar Cardona (35) and her husband, Alejandro (34), are migrant workers from Mexico. She and her husband came to Ohio with her two children, Paloma and Francisco. Pilar and her husband both work as migrant workers on an apple tree farm. They both make $7 an hour for 20 hours a week. Paloma and Francisco were both born in the US and are US citizens. Pilar is applying for Medicaid for her family. She and her husband have no documentation but can provide birth certificates for her children. INS Document type: None Section Code : None

33. Demonstration Scenario - 3 33 Naturalized US Citizen Amy Smith (33) is a non- US citizen who was born in England. She moved to Ohio 8 years ago, and since satisfying the citizenship requirements, is now a naturalized US citizen. She now wants to apply for Medicaid and to establish her naturalized citizenship status, she provides the following document: INS Document type: Certificate of Naturalization (N-550) Section Code : None required

34. Wrap-Up Summary 34 In the course, you learned how to: Understand Timely and Adequate Notice Effectively use the Timely Notice Exception during EDBC Correctly enter Non-Citizens into the Ohio Integrated Eligibility system

35. 35 Q UESTIONS

36. 36 A PPENDIX

37. Update to the Override Job Aid A new situation has been added and approved to perform an override. 37 The system does not consider the “40 work quarters” for non- citizens under the 5 year bar when determining eligibility. Thus, an eligible non-citizen is incorrectly denied for “Immigration Status”. Since a household and a budget are not created in this scenario, please make sure to determine if the person is otherwise eligible by completing a manual determination. Once determined eligible, complete an override to resolve this issue. NOTE: The federal Hub does not verify the “40 quarters worked.” If open in CRIS-E, you can do the request for the information within CRIS-E. If open in the Ohio Integrated Eligibility system, you will need to request that the resident call Social Security or call Social Security for the work quarters information. 40 Work Quarters Caseworker may perform override An updated version of the Override Job Aid can be found here.here

38. INS Documentation References 38 US Citizenship and Immigration Services: http://www.uscis.gov/http://www.uscis.gov/ ODJFS Refugee Services: http://jfs.ohio.gov/refugee/index.stmhttp://jfs.ohio.gov/refugee/index.stm -Typical documents used to verify refugee status: http://jfs.ohio.gov/refugee/docs/Refugee-Typical-Doc.stm http://jfs.ohio.gov/refugee/docs/Refugee-Typical-Doc.stm US Department of Health and Human Services Immigration Policy Guidelines: http://www.hhs.gov/ocr/civilrights/resources/specialtopics/origin/policyguida nceregardinginquiriesintocitizenshipimmigrationstatus.html

39. Non-Citizen Desk Aid Table 39 Information obtained from the ODM-TA Video Conference on May 7th