Commonwealth of Kentucky s82

COMMONWEALTH OF KENTUCKY

Cabinet for Health and Family Services

Department for Community Based Services

Frankfort, Kentucky

Operation Manual

Transmittal Letter No. 294 June 1, 2008

To: All Field Staff

Subject: Revisions to Volume IV

Volume IV

The Table of Contents is revised to add the subchapter, Long Term Care Certification, MS 2720-2749. It is also revised to add MS 2645, Private Non-Profit Adoptions Overview, MS 2720, Long Term Care Certification and MS 3470, Verification of Zero Income. It is also revised to remove “related” from the title of MS 3160.

The Volume name on all manual sections is changed from “Family Related Medicaid” to “Family Medicaid”.

MS 1000 is revised to change the title to “Family Medicaid Overview” and to replace “AFDC Related MA” with “Family MA”. It is also revised to incorporate MS 1010 and MS 1080.

MS 1010 is incorporated into MS 1000 and is now obsolete.

MS 1050 is revised to clarify the definition of “minor parent” and to add definitions for “Paternity Adjudication”, “categorically needy” and “medically needy”.

MS 1070 and MS 2310 are revised to incorporate OM Policy Upd. No. 03-16, MA KWP Disqualifications, MS 99621, 4/1/03, and its Errata, which clarifies that K-TAP recipients who are penalized for failing to participate in the Kentucky Works Program will lose their Medicaid coverage. The reference to children “born after 9/30/83” is removed because these children have aged out of the program. The cross-references to OM Policy Upd. No. 03-16 and its Errata are removed. MS 2310 is also revised to change “AFDC” to “K-TAP”, replace “JOBS” with “KWP”, remove “Related” from Family MA, to correct punctuation and to remove the cross-reference to children “born after 9/30/83” because these children have aged out. Wording has been added for clarification purposes and category “K” has been added. It has also been revised to clarify the “U” category.

MS 1080 is incorporated into MS 1000 and is now obsolete.

MS 1200 is revised to correct the manual section link number and to incorporate information on where to apply.

MS 1210 is incorporated into MS 1200 and is now obsolete.

MS 1220 is revised to add the statement that DMS considers IRA funds the same as entitled benefits.

MS 1270 is revised to correct punctuation and to incorporate information on household options. It is also revised to incorporate Vol. VI instructions for adding a Juvenile Justice child on KAMES.

MS 1280 is incorporated into MS 1270 and is now obsolete.

MS 1290 is revised to clarify in which situations form PAFS-126 is required when a change is reported and to add citizenship verification policy.

MS 1320 is revised to add the example of requested documentation delays as an unusual circumstance to pend applications over 30 days.

MS 1330 is revised to incorporate OM Policy Upd. No. 03-18, Interested Party Authorization, MS 99623, 5/1/03, which clarifies procedures required to assure applicant/recipient confidentiality for all Medicaid applications made by an interested party. The cross-reference to OM Policy Upd. No. 03-18 is removed. The link to Volume I, MS 0151, is removed as this information is incorporated in this manual section. It is also revised to change the title name of the manual section and to remove resource information.

MS 1450 is revised to add “MA” to Family/AFDC.

MS 1470 is revised to correct punctuation and to remove the “under age 65 and enters a TB hospital” as a timely notice situation.

MS 1500 is revised to correct the address for OIG and correct the manual section link.

MS 1520 is created to give instruction on how to process special circumstance transactions.

MS 1550 is revised to incorporate OM Upd. No. 04-26, IM Certification Period Change, MS 99680, 11/1/04, which changes all Family MA and AFDC-Related MA case approvals to a 12-month certification period that starts with the application month instead of the approval month. The cross-reference to OM Upd. No. 04-26 is removed. The cross-references to OM Upd. No. 02-14, Recertification by Mail, MS 99585, 7/1/02, and its Errata, and OM Upd. 04-25, Mail-In Renewal Changes, MS 99679, 10/1/04, are removed because they were previously incorporated. It is revised to incorporate OM Policy Upd. No. 01-10, Family MA and AFDC-Related MA Policy Changes, MS 99558, 6/1/01, which no longer allows self-declaration of income in all MA categories and no longer allows mail-in recertifications for all MA categories. This update requires that all income be verified. OM Policy Upd. 02-14 no longer requires face-to-face interviews for “I” category recertifications and allows mail-in recertifications for this category only. OM Upd. No. 04-25 changes the due dates for “I” category mail-in renewal forms (KIP-2SR and KIP-2SRA) to earlier dates in order to allow workers more time to enter the renewals. The cross-references to OM Policy Upd. No. 01-10, OM Policy Upd. 02-14, and its Errata, and OM Upd. No. 04-25 are removed. It is also revised to incorporate information from MS 1560 as this is now obsolete.

MS 1560 is now obsolete as the information is incorporated into MS 1550.

MS 2000 is revised to correct punctuation.

MS 2010 is revised to clarify that a copy of the new Social Security card is required for verification of a name change. It is also revised to add a link for good cause criteria for failure to enumerate.

MS 2020 is revised to incorporate citizenship verification procedures from OM Policy Upd. No. 06-18, Citizenship Verification, MS 99737, 7/1/06, and its Addendum, OM Policy Upd. No. 07-05, System Modifications for Citizenship Verification, MS 99754, 2/1/07, and OM Policy Upd. No. 07-25, Citizenship Change, MS 99774, 12/1/07. The cross-references to these updates are removed as the material is incorporated.

MS 2030 is revised to add an introductory paragraph, to correct the eligibility date in “Example 3” and to remove the reference to “P4” in the K-CHIP category. It is also revised to add “E” and “T” to the list of categories and add the 150% and 200% Poverty Level scale age requirements, to clarify the school requirements for children who are age 18, to change “Eligibility Services Branch” to “Medical Support and Benefits Branch” and to add punctuation.

MS 2040 is revised to incorporate OM Policy Upd. No. 02-25, Residency Requirements for Temporary Residents, MS 99596, 9/1/02, which clarifies that individuals who are residing in the state on a temporary basis do not meet residency requirements. The cross-reference to OM Policy Upd. No. 02-25 is removed. It is also revised to add MS links.

MS 2050 is revised to correct the manual section link and to change “DSS” to “Division of Protection and Permanency (P&P)”.

MS 2070 is revised to correct punctuation. It is also revised to remove the cross-reference to OM Upd. No. 06-30, MS 99749, 12/1/06, and Addendum to OM Upd. No. 06-30, MS 99749, 12/1/06, as they are not applicable.

MS 2080 is revised to remove the instructions for the Field Services Supervisor to make the determination of whether an individual is in a community residence or a public institution as it is no longer applicable.

MS 2100 is revised to remove the cross-references to OM Upd. No. 06-30, MS 99749, 12/1/06, and Addendum to OM Upd. No. 06-30, MS 99749, 12/1/06, as they are not applicable. It is also revised to incorporate information from Vol. IV, MS 2110 and to change “DSI” to Department for Community Based Services (DCBS).

MS 2110 is now obsolete as it is incorporated into Vol. IV, MS 2100.

MS 2120 is revised to change the name and address for forwarding good cause claims.

MS 2130 is revised to change “Champus” to “TRICARE” and to remove the term “TPL” when referring to DCBS workers. It is also revised to remove the cross-references to OM Upd. No. 06-30, MS 99749, 12/1/06, and Addendum to OM Upd. No. 06-30, MS 99749, 12/1/06, as they are not applicable.

MS 2150 and MS 2160 are revised to incorporate OM Upd. No. 05-07, KHIPP Changes, MS 99691, 2/1/05, which changes the name “UNISYS” to “Department for Medicaid Services (DMS)”. MS 2160 is also revised to include the new address for KHIPP procedures. The cross-references to OM Upd. No. 05-07 are removed.

MS 2200 is revised to correct punctuation and to incorporate information from MS 2260 on situations that do not require a MSE referral. MS 2260 is now obsolete.

MS 2210 is revised to change “OSB” to “MSBB” and to add MSBB’s address.

MS 2220 is revised to change “Form CS-333” to “CS-333.3” and add the form name. It is also revised to remove the cross-reference to OM Policy Upd. No. 02-15, KCHIP Applications, MS 99586, 7/1/02, as it was previously incorporated. OM Policy Upd. No. 02-15 is now obsolete.

MS 2230 and MS 2250 are revised to change “CS-333” to “CS-333.3”.

MS 2240 is revised to change “Operation Support Branch (OSB)” to “Medical Supports and Benefits Branch (MSBB)” and to clarify that DCS is the Division of Child Support. It is also revised to remove the cross-reference to OM Policy Upd. No. 02-15 as it is an inappropriate cross-reference.

MS 2250 is revised to incorporate information from MS 2260 on situations that require a MSE Referral. MS 2260 is now obsolete.

MS 2260 is incorporated into MS 2200, 2250 and 2280 and is now obsolete.

MS 2280 is revised to add Child Support Agency responsibilities when a MSE Referral is made. This information is obtained from MS 2260, which is now obsolete.

MS 2300 is revised to add “Family MA” and to change “AFDC” to “K-TAP”.

MS 2310 is revised to correct punctuation and to include K-TAP individuals who fail to participate in the Kentucky Works Program (KWP) as sanctioned individuals.

MS 2320 is revised to remove instructions for workers to send the Notice of Adverse Action and to state that participants in a strike are eligible to receive MA only in the “I” category. It is also revised to state that “I” eligibility is to be explored if a SR or SP is a strike participant as of the last day of the month and the strike is not resolved within the 10-day timely notice period and if a nonresponsible SR is removed on the first work day of the next month if that individual is a strike participant as of the last day of the previous month.

MS 2400 is revised to add “AFDC Related MA” and to correct punctuation.

MS 2410 is revised to incorporate OM Policy Upd. 03-24, Caretaker/Specified Relative, MS 99632, 7/1/03, which removes great-great-great grandparents, step-grandparents and first cousins once removed as caretaker/specified relatives. The cross-reference to OM Policy Upd. No. 03-24 is removed. OM Policy Upd No. 03-24 is now obsolete as the material is incorporated in the manual.

MS 2420 is revised to remove information regarding “Grandfathered-In” children.

MS 2500 is revised to remove “Related” from Family MA.

MS 2520 is revised to add an introductory paragraph and to remove “Related” from Family MA.

MS 2530 is revised to add the “T” category to the “Desertion” section when explaining that the 30-day criteria does not apply when a child is receiving benefits in the “N” or “T” category and one of the parents leaves the home. It is also revised to clarify forced separation.

MS 2560 is revised to state that both parents’ income is not considered when joint custody is not being followed.

MS 2570 is revised to remove “Related” from Family MA.

MS 2600 is revised for grammatical changes.

MS 2610 is revised to clarify the work registration procedures and to remove the cross-references to OM Upd. No. 06-13, K-TAP and Medicaid Work Registration, MS 99732, 4/1/06, and its Addendum, as they are incorporated.

MS 2615 is revised to clarify the requirements for unemployment deprivation.

MS 2630 is revised to remove the cross-reference to OM Upd. 05-31, New Recipient Status Codes for Special Circumstance, MS 99715, 10/1/05, as it is an inappropriate cross-reference. It is also revised to correct punctuation.

MS 2640 is revised to change the “U” category to “P” category, as it was an incorrect category, to change the wording to say that “S” category vendor payments must be issued by special circumstance, and to remove the cross-reference to OM Upd. 04-09, Changes in Special Circumstance Processing, MS 99661, 2/7/04, as it is an inappropriate cross-reference. It is revised to remove OM Upd. No. 06-30, MS 99749, 12/1/06, and Addendum to OM Upd. No. 06-30, MS 99749, 12/1/06, as they are now obsolete.

MS 2645 is created to clarify that private non-profit adoption agencies are required to provide affidavits to the court addressing reimbursement for medical expenses paid by credit card.

MS 2660 is revised to change the instructions to establish a new case record from the “P” category to the “S” category and to change “P & P worker” to “Children Benefits Worker (CBW)”.

MS 2670 is revised to clarify field staff responsibilities for referring “U” category individuals to Central Office and adding Central Office’s case processing responsibilities. It is also revised to incorporate OM Upd. No. 07-20, MS 99769, PAFS-97 Process An On-Line Function of KAMES, 10/1/07.

MS 2690 and MS 2710 are revised to incorporate OM Upd. 05-06, Long Term Care Certification Automation, MS 99690, 2/1/05, which outlines the procedures for using the automated certifications from the Peer Review Organization (PRO). References to category “U” in these sections are also changed to read category “P” as it was an incorrect category. MS 2710 is also revised to change one reference from category “U” to category “I” as it was an incorrect category. Both sections are further revised to remove the cross-references to OM Upd. No. 04-09 as it is an inappropriate cross-reference. The cross- references to OM Upd. 04-09 and OM Upd. 05-06 are removed from both sections.