STATE OF WEST VIRGINIA DEPARTMENT OF HEALTH AND HUMAN RESOURCES Bureau for Children and Families Joe Manchin III Martha Yeager Walker Office of Children and Family Policy Governor Secretary Division of Family Assistance 350 Capitol Street, Room B-18 Charleston, West Virginia 25301-3705 Telephone: (304) 558-8290 Fax: (304) 558-2059 MEMORANDUM DATE: December 12, 2005 TO: Regional Directors, Community Services Managers, Regional Program Managers, Economic Services Supervisors, and Family Support Supervisors FROM: Debbie Mullins, Director, RAPIDS Sue Ellen Buster, Director, Division of Family Assistance SUBJECT: Hurricane Katrina Evacuees POLICY INSTRUCTIONS FOR TERMINATION OR REDETERMINATION OF MEDICAID, FOOD STAMP AND WV WORKS BENEFITS The following outlines procedures which must be followed by local office staff in order to terminate or redetermine Medicaid, Food Stamp and WV WORKS benefits approved for hurricane Katrina evacuees under special provisions contained in the Governor’s Proclamation of September 3, 2005, guidance from Food and Nutrition Service (FNS) and the Administration for Children and Families (ACF). The following outlines each benefit and the action which must be taken. RAPIDS instructions will be issued in a separate document. ALL MEDICAID COVERAGE GROUPS EXCEPT SSI MEDICAID The Governor’s proclamation provided a 90-day period for special certification procedures to assist evacuees of hurricane Katrina who came into West Virginia. All Medicaid recipients, except those who receive SSI Medicaid, must have coverage terminated as of January 31, 2006. The 90-day time period permitted under the Governor’s proclamation has expired. Instructions for SSI Medicaid recipients are outlined below. Termination or Redetermination of Medicaid, Food Stamp and WV WORKS Benefits Page 2 December 12, 2005 RAPIDS will generate a list of Medicaid recipients certified in each county that are currently active in RAPIDS and provide the list to local offices. A Worker-generated letter NKCE will be available in RAPIDS on December 13 th and must be sent to each Medicaid recipient identified by RAPIDS. The letters must be mailed so that the recipient receives the letter no later than December 31, 2005. If at all possible, the letters should be mailed by December 23, 2005, but under no circumstances should the letter be mailed later than December 27, 2005, in order to meet the December 31 st deadline for receipt. This procedure is being used to ensure that the letter is mailed to the recipient’s most recent address known to the local office. We realize that many of the evacuees used the local office address for mail, but resided in local hotels/motels or other accommodations. Local office staff is expected to make every effort to send the notice to the recipient’s actual address, if the information is known. These lists must not be sent to the Customer Service Change Center for completion. The Medicaid for those identified to receive letters must be terminated by the local office Worker no later than the RAPIDS January deadline (pull-down). RAPIDS will identify any open AG’s for evacuees which are still open after the January deadline and notify local offices. Medicaid recipients who also receive Food Stamp or WV WORKS benefits must remain active for January Medicaid benefits, regardless of any action taken for Food Stamp or WV WORKS benefits in accordance with the instructions for those programs outlined below. All rights to a Fair Hearing for Medicaid apply to evacuees, including continued benefits. Recipients who contact the local office regarding receipt of continued benefits after January must be provided information about how to reapply. All usual certification and verification procedures apply upon reapplication. Evacuees may also apply using inROADS. SSI MEDICAID RECIPIENTS SSI Medicaid for evacuees who remain in West Virginia must not be terminated. However, if the individual is currently receiving his WV Medicaid card at an out-of-state address, the termination notice is required and benefits must be terminated January 31, 2006. If the medical card has been returned, follow the instructions for those who receive a card at an out-of-state address. FOOD STAMP RECIPIENTS Guidance from the Food and Nutrition Service provided special certification provisions to assist evacuees of hurricane Katrina who came into West Virginia. All Food Stamp recipients certified under these provisions must be terminated as of December 31, 2005. Evacuees who intend to remain in West Virginia must have their eligibility reevaluated under normal Food Stamp policy in December in order to receive benefits in January. Termination or Redetermination of Medicaid, Food Stamp and WV WORKS Benefits Page 3 December 12, 2005 Food Stamp AG’s certified correctly under these provisions will receive a notice of redetermination to be completed in December. All Food Stamp AG’s determined eligible for ongoing benefits in December will begin a new certification period in January. Food Stamp AG’s certified incorrectly under these provisions and given a certification period longer than allowed must be notified that their certification period will end December 31, 2005 and provided the opportunity to complete a redetermination of their eligibility. RAPIDS will provide a list of AG’s which must be notified of the shortened certification period. This must be completed by December 16, 2005. This list must not be sent to the Customer Service Change Center for completion. All rights to a Fair Hearing for Food Stamp benefits apply to evacuees. No continued or reinstated benefits will be approved until a redetermination is completed. Recipients who contact the local office regarding receipt of continued benefits after December must be provided information about how to reapply. All usual certification and verification procedures apply upon reapplication. Evacuees may also apply using inROADS. WV WORKS RECIPIENTS Evacuees who remain in West Virginia and are currently receiving WV WORKS benefits must be scheduled for redeterminations in December, 2005 to make sure all WV Works eligibility and participation requirements are met. The regular review letters in RAPIDS are to be sent by staff. Instructions for completion of the termination/redetermination of these cases in RAPIDS is attached - “RAPIDS Desk Guide – Katrina Procedures”. Policy questions should be directed to the DFA Policy Units. RAPIDS questions should be directed to the RAPIDS Help Desk. cc: BCF Management Team Nancy Atkins, BMS Leonard Kelley, BMS Shannon Riley, BMS Vickie Dodd, BMS Cecilia Matheny, RAPIDS Kristen Childress, RAPIDS DFA Policy Units RAPIDS Desk Guide - Katrina Procedures To terminate Food Stamp Benefits, Medical Assistance, and WV WORKS Benefits for evacuees of Hurricane Katrina, update the affected screens as follows: 1. ACCH: Update this screen to reflect the clients current situation. 2. ANLA: Update this screen to reflect the clients current situation. 3. ANAR: Do not make any changes to the information on the screen. Do the following: - Enter a Begin MMYY of 1205, an End MMYY of 1205, and press PF17 to process and redisplay ANAR. - Enter the delete code NL and press enter. 4. ANDA: Once ANAR has been NL deleted, ANDA will be displayed with the individual response for US CTZN set to Y and a ? in the VR field. Enter a valid verification code. 5. ANDC: Update this screen to reflect the clients current situation, paying particular to the question: INTENT TO RESIDE 6. ANAE: Update this screen to reflect the clients current situation. Once these screen changes have been made, take the following action: Program of Termination Instructions Assistance Date Food Stamps 12/31/05 For FS AGs certified for 4 months - These AGs were (FS) scheduled for review in 12/05 and need no further action. For FS AGs certified longer than 4 months, the following must be completed no later than 12/16/05: Print Worker Requested notice NNCP to notify the AG their certification period ends 12/31/05 and mail it along with a Fair Hearing form.* Print Worker Requested letter NARH to schedule a review appointment for December and mail it. Fail the FS AG by overriding AGOE using reason code 077. Complete Worker Requested notice NCLS and include a Fair Hearing form.* Do not suppress the worker requested notice on CNIN WV WORKS 01/31/06 Use Worker Requested letter NARH to schedule the ADCW AGs for a 01/06 review. Medicaid 01/31/06 Print Worker-Requested Closure notice NKCE and mail it no later than 12/23/05, along with a Fair Hearing form.* Do not Suppress NKCE on CNIN after printing. After 12/05 BI Pulldown, take action to end the MA coverage effective 01/31/06. NOTE: Worker-Requested notice NKCE will not be available until Tuesday, December 13, 2005. SSI Medicaid 01/31/06 If residing in WV, AGs will remain open. If not, print Worker-Requested Closure notice NKCE and mail it no later than 12/23/05, along with a Fair Hearing form.* Do not Suppress NKCE on CNIN after printing. After 12/05 BI Pulldown, take action to end the MA coverage effective 01/31/06. NOTE: Worker-Requested notice NKCE will not be available until Tuesday, December 13, 2005. The Fair Hearing form can be found at http://intranet.wvdhhr.org/ofs/forms.html. System questions should be directed to the RAPIDS Help Desk.
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