Dhs Ssp - Person Alias Process
DHS SSP - PERSON ALIAS PROCESS
For ALL Person Alias Cases, DHS will complete the process below with prior approval from management and Central Office. For directions on coding/creating a Person Alias case follow the directions at the bottom of this process.
DHS should rarely use Person Alias for a survivor. Use of a Person Alias will affect case tracking in all programs. If the survivor believes it is necessary for safety reasons to use an Person Alias, DHS is to help them understand the pros and cons of using an Person Alias.
Reasons for creating Person Alias case: • The abuser has access to our data. • The abuser is a DHS employee. • The abuser is a community partner who has access to TRACS and other case files. • The abuser is part of the household and has access to the case records. • The survivor is working with the courts to get a legal name change and/or Social Security Administration to get a new social security number (SSN). • Other safety concerns regarding access to DHS systems. • Survivor is DHS employee and DHS manager approved Person Alias for safety.
Note: This list may not be all inclusive. Staff with Central Office for other situations. To request Person Alias for a survivor, follow the process below.
Process Overview: 1. Determine safety need for Person Alias request 2. Have conversation about Considerations (see below) with survivor 3. Staff with local manager for approval 4. Email TA-DVS Policy following Person Alias Request, Step 4 (see below) 5. If approved by policy – Follow Approval Process (see below) 6. If denied by TA-DVS policy, protect case information as directed on TA-DVS Narrative Guide.
Determine Safety Need: 1 Page
TA-DVS Policy Updated 11/2018 DHS SSP - PERSON ALIAS PROCESS
Does the request meet the criterion listed in Reasons for creating Person Alias case above? If the reason for the request is not listed, please staff with Central Office and local management.
Be detailed in the reason why this survivor needs to have a Person Alias case.
Considerations: Have a conversation with the survivor about the benefits and disadvantages (below) when using a Person Alias.
1. Using a Person Alias does not change the eligibility requirements for any program. 2. Verification and documentation of identity as required by the specific program still applies. 3. There are no waivers to determining eligibility for all programs, DHS still requires verification of real identity. 4. If Person Alias approved – all benefits will be issued under that name. 5. If the survivor does not have ID under the new name, it may be a problem for them to use their benefits. a. This especially applies to use of medical benefits where there will be a disconnect from all prior medical records, immunizations records for the children, etc.
Person Alias Request:
1. Ask the survivor if they have requested a Person Alias before. a. If they have, attempt to gather previous Person Alias information. b. If they have not, ask what names the survivor would like to use for everyone in the Filing group. i. Names of all household members will be changed. 2. For the birth dates, ask the survivor what dates they would like to use. a. Do not change the birth years because changing the birth year could affect eligibility for some programs. i. Birth dates of all household members will be changed. 3. Bring Person Alias request to local management for approval.
a. If approved by management, continue to Step 4.
2 Page
TA-DVS Policy Updated 11/2018 DHS SSP - PERSON ALIAS PROCESS
b. If denied by management, protect case information as directed on TA-DVS Narrative Guide. 4. Send a secure (#secure#) email to TADVS.POLICY ([email protected]) with the Person Alias request. Carbon Copy (CC) Manager that approved Person Alias Request. Email to include the following: • Full legal names of all household members, • Birth dates of all household members, • SSN of all household members, • Requested Person Alias information o Requested ALIAS names and birth dates for all household members o If applicable - Previously used Person Alias name birth dates of everyone in the Filing Group • Reason Person Alias is being requested (be detailed) 5. Wait for a response from the TA-DVS Analyst. A response should be sent either same day or next business day. a. If approved – Follow Approval Process (see below) b. If denied - protect case information as directed on TA-DVS Narrative Guide.
Approval Process:
1. Close all open cases on FSMIS and UCMS under the real identity. 2. Open new cases (See UCMS & FSMIS below) as if the client is brand new to DHS and isn't on our CI database. a. A new CI record and prime number are created for everyone just like any new customer. b. It is critical that a Person Alias record on CI is not created. Do not type over the old name to change it. i. If an alias is created this way, when the new Person Alias name is used to look up the survivor, the original record with SSN, Address, etc. will display. 3. MUST Send a final secure email to TADVS.POLICY providing the following: a. Person Alias UCMS E2 case number b. Person Alias FSMIS T-number
3
Page
TA-DVS Policy Updated 11/2018 DHS SSP - PERSON ALIAS PROCESS
Program Coding Processes UCMS & FSMIS: Important: We never use a false SSN.
Instructions: For the FSMIS case: • Enter the Person Alias for everyone in the Filing Group, including the new birth dates. • Use a T-number for the FSMIS case number. • Leave all SSN fields blank for others on the case. • A bypass code of “S,” will need to be used.
Benefits will be issued like any other SNAP case. The survivor will need a new EBT card under the Person Alias name.
For creating UCMS case: • Create a new UCMS case • SSN is not required, and nothing should be entered in the SSN field for anyone. • Do not add any absent parent info. • Create a “UF” for the absent parent and add good cause coding on the UF. This will prevent DCS from working the case when they do special projects to investigate all UFs on our cases.
TANF payments will be issued as usual, each month.
Note: A Person Alias will generate a notice each month asking for an SSN for everyone over 1 year old. Explain to the survivor why they are getting the notice and to ignore it.
TRACS: Narrate future case notes under the Person Alias case number as this information is protected and not accessible to the abuser. Case records can be retrieved using the new
UCMS case number, new Prime Number or Person Alias names. 4
Page
TA-DVS Policy Updated 11/2018 DHS SSP - PERSON ALIAS PROCESS
JASR Payments Whenever a JAS record is created for a survivor without an SSN, for example non-citizens or DV survivors, the JAS system will create a J-number and it will display in the JAS ID field just like the SSN does. The J-number will be used to access WSIT/WJSS and JASR. JASR payments are made using the J-number. A note can be added to the narrative, “See hard file for confidential information.”
SPL2 does not require a SSN - How to Issue TA-DVS Funds: Work with your local Advocacy Group or Co-Located Advocate. If it is their process, the advocate can use their agency’s funds for the payment (they can use their credit card, monies they have in group, etc.) and DHS can reimburse them is this is prior approved. We reimburse the agency using special cash pay (SPL2).
Important: Our contract with Corporate Travel Management requires us to purchase air travel through them.
5 Page
TA-DVS Policy Updated 11/2018