Joe Manchin III by 387BA9V

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									                                      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 clients current situation.


2.    ANLA: Update this screen to reflect the clients 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 clients current situation, paying
      particular to the question: INTENT TO RESIDE


6.    ANAE:     Update this screen to reflect the clients 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 AGs certified for 4 months - These AGs were
 (FS)                            scheduled for review in 12/05 and need no further action.

                                 For FS AGs 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 AGs 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, AGs 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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