ies ltc caseworker ag08 student guide · 2016-05-29 · training – day 3 9:00am – 4:30pm ies...

IES LTC Caseworker

AG08 Student Guide

v. A

Training – Day 1 9:00am – 4:30pm

IES AG08 STUDENT AGENDA Page 1 of 3 Updated 1/20/2015

Student

Version

Welcome to IES Training for LTC Caseworkers

Time Module Lesson Module Lesson

9:00am - 9:45am Training Overview Training Agenda New IES New Terminology IES Overview and Computer Training Review

9:45am – 10:15am Navigation

Logging in to IES IES Home page Review Navigation IES Help Logging our of IES

10:15am - 10:30am Break

10:30am-11:00am Navigation (cont.) Continue with Navigation Module

11:00am-11:45am Case Structure Overview of IES Case Structure

11:45am - 12:00pm Finding Information in IES

How to find cases in IES Finding a case by name, case, address and

legacy case numbers Finding information on Data Collection pages Inquiry Challenge

12:00pm - 1:00pm Lunch

1:00pm - 2:45pm Finding Information in IES (cont.) Continue with Finding Information Module

2:45pm - 3:00pm Break

3:00pm - 4:30pm Tasks/Reminders View the Virtual Worker's Tasks/Reminders Create a Task/Reminder Dispose of a Task/Reminder

3:00pm - 4:30pm Electronic Document Management (EDM)

Queue Overview Understanding the EDM Inbox Upload a Document View a Document in ECR Search the EDM Inbox Re-Index a Document from the EDM Inbox RE-Index a Document from the Document Inquiry

and Re-Index Page

End of Day 1



Student

Version



9:00am - 9:30am Electronic Document Management (EDM) (cont.)

Continue with EDM Module

9:30am-10:30am Application Registration

Register a Supportive Living Program (SLP) Application

Key Features for Scheduling Appointments Register a Long Term Care (LTC) Application and

Schedule an Appointment Retrieve an ABE Application and Withdraw the

Application Record an Application Comment to a Registered

Application Upload a Paper Application

10:30am - 10:45am Break

10:45am – 12:00pm Application Registration (cont.) Continue with Application Registration Module


1:00pm – 2:15pm Application Registration (cont.) Continue with Application Registration Module

2:15pm – 2:30pm Break

2:30pm - 4:30pm Data Collection

Conduct a Supportive Living Program SNAP and Medical Intake

Run Eligibility, Generate VCL Conduct a Long Term Care Medical Intake Run Eligibility, Generate VCL Individual Merge

End of Day 2



Student

Version



9:00am – 10:30am Data Collection (cont.) Continue with Data Collection Module

10:30am - 10:45am Break

10:45am - 11:45am Spenddown

Enter a Recurring Monthly Medical Premium Enter a One-time Non-Split Bill Medical Expense Enter a One-time, Split-Bill Medical Expense Run Eligibility - Review Spenddown

11:45pm-12:00pm Assets Record Asset Information for an LTC Case Transfer an Asset on a LTC Case


1:00pm – 1:45pm Assets (cont.) Continue with Assets Module

1:45pm – 2:30pm Eligibility

Run Eligibility and View Eligibility Summary View Verification Checklist (VCL) Upload Verification to Resolve Outstanding VCL

Items Certify Results Prevent Duplicate Benefits

2:30pm - 2:45pm Break

2:45pm – 3:00pm Eligibility (cont.) Continue with Eligibility Module

3:00pm - 4:30pm Course Wrap Up

Online Help Wizard Review Timeline of IES Rollout and Functionality of

Phases Overview of How to Use the Practice Environment Review of Modules and Objectives Course Assessment Class Evaluation

End of Day 3

Course: AG01 Clerical/AG02 Caseworker Module: Navigation

IES INSTRUCTOR GUIDE Page 1 of 21 Updated 7/15/2014

Table of Contents

IES Navigation Overview ..................................................................................................................... 2 Module Objectives ........................................................................................................................... 2 Lessons in this Module .................................................................................................................... 2

Lesson 1: Login to IES ........................................................................................................................ 3 Exercise Instructions: ....................................................................................................................... 3

Exercise Steps: ......................................................................................................................... 3

Lesson 2: The Homepage and Left Navigation................................................................................. 6 Exercise Instructions: ....................................................................................................................... 6

Exercise Steps: ......................................................................................................................... 6

Lesson 3: Features of an IES Page .................................................................................................. 11 Exercise Instructions: ..................................................................................................................... 11

Exercise Steps: ....................................................................................................................... 11

Lesson 4: IES Help ............................................................................................................................. 17 Exercise Instructions: ..................................................................................................................... 17

Exercise Steps: ....................................................................................................................... 17

Lesson 5: Logging out of IES ........................................................................................................... 20 Exercise Instructions: ..................................................................................................................... 20

Exercise Steps: ....................................................................................................................... 20

IES Navigation Summary .................................................................................................................. 21 Important Things to Remember about Navigation ........................................................................ 21 Module Objectives ......................................................................................................................... 21



IES Navigation Overview

Time to Complete: 60 Minutes

HANDOUTS:

Data Sheet containing unique User ID’s and Passwords

IES Homepage Activity

IES Button Match Activity

Module Objectives

This module teaches how to log in to IES and some very basic aspects of IES including using Left Navigation.

After completing this module, you will be able to:

Log in to IES and understand the different areas of the Homepage

Use the Left Navigation menu to access different areas of IES

Understand the function of all buttons and icons used in IES

Understand how to use and to access Online Help Wizards and Field/Page Level help

Lessons in this Module

1. Log in to IES

2. IES Homepage and Left Navigation

3. Review features of an IES page

4. IES Help

5. Logout of IES



Lesson 1: Login to IES


HANDOUTS:

Case Data Sheet containing unique User ID’s and Passwords

SAY:

Before we start using IES hands-on, we will practice navigating in IES.

This will help you become comfortable with the layout of IES, because it is set up differently than the systems you currently use.

The Navigation Computer-Based Tutorial covered most of the information we will discuss, so this will be a short refresher.

You will learn how to:

Login to and understand the different areas of the Homepage


Understand the function of all buttons and icons used in IES

Understand how to access and use online help wizards and field/page level help

Let’s get started! I am going to show you how to login to IES. I will demonstrate this on the screen first – and then you can try it on your own.

Begin Instructor-Led Exercise

Walk through this exercise with your instructor in IES.

Exercise Instructions:

Students should refer to the Case Data Sheet Handout to find their User ID and Password information. Have students follow along with the instructor to log in to IES.

Exercise Steps:

1. Open Internet Explorer.

2. Type in the following URL: https://trn-ies.illinois.gov/. The IES Login page displays.

Instructor Note: Use the Setting Up Computer Guide in case of problems. There are also extra credentials for the students to use.

Begin this exercise on slide 5 of the PowerPoint presentation.

https://prt-ies.illinois.gov/



Tip: Note the warning on the Login page in red. The rules followed to keep information private in the legacy systems are the same for IES. The Login page lists the rules. Review them prior to logging in.

SAY:

The User ID is not case sensitive but the Password is case sensitive. IES displays a warning if the Caps lock is on when typing the Password.

3. Type the assigned user ID in the User ID field and type the assigned password in the Password field. These are on the Case Data Sheet

SAY:

For the next 2 days, use the generic user ID’s provided on the Case Data Sheet. This is a training environment. In your office, use your Outlook ID and password.

4. Click . The IES Homepage displays.

Tip: Staff can only log in to IES once. IES does not allow for multiple IES windows

to be open at the same time. If two IES windows are open, IES automatically logs out of the first window opened.

IES logs out the user after 15 minutes of inactivity, even if the user locks the screen. This is to protect the sensitive nature of the collected information. It is very important to finish a Logical Unit of work for IES to save all the entered information.

What is a Logical Unit of Work?

A Logical Unit of Work is a group of pages within IES that need all information completed before IES can save the data. If someone logs out of IES prior to completing a Logical Unit of Work, IES does not save that data.

How do I know if a page is in a Logical Unit of Work?



When ending a logical unit of work, the [Next] button changes to a [Save and Continue] button. We will discuss more about Logical Units of Work later in the

course.

SAY:

Let’s review the information in the four panes of the IES Homepage.

THIS EXERCISE IS COMPLETE.



Lesson 2: The Homepage and Left Navigation


HANDOUTS:

IES Homepage Activity

Data Collection Left Navigation Job Aid

SAY:

Before we start navigating IES, it is important to know that during training we will access all pages of IES. The pages you can view at the office will depend on your IES Security Profile.

This means you may see some tools listed on the IES Homepage that you will not

have access to in your office (or vice-versa - you may be able to access some tools that you will not see in training).

Lastly, in IES you may view information for cases statewide, but you will only be able to access and modify cases within your office.

Let’s take a look at the information on the IES Homepage.




Navigate the 4 sections of the IES Homepage.

Exercise Steps:

1. The IES Homepage is the first page to appear after log in to IES. The IES Homepage displays as the first page for all users in IES, no matter the Security Profile. The IES Homepage is divided into four main sections.

What is a Security Profile?

A Security Profile determines which pages in IES you access to read/write or to read only. The Security Profile you have depends on your job role. For example, caseworkers and clerical staff need access to different pages in IES and will only have access to the necessary pages.

Your Supervisor or Manager determines and establishes your profile.

The IES training User ID may have a different Security Profile than your permanent User ID. Because of this, your permanent IES homepage may have fewer options displayed.

The top of the IES Homepage includes the IES logo and icon buttons used to work within

IES.

The main body of the IES Homepage is divided into four panes: My Tasks and Reminders,

My Schedule, Announcements, EDM Statistics.



The blue bar on the left is the Left Navigation.

2. Look at the top of the IES Homepage:

IES Logo: In the upper left hand corner. Click the [IES LOGO] to return to the IES

Homepage at any time

Help Icon: In the upper right corner. Accesses the IES Online Help page.

Logout Icon: In the upper right hand corner. Logs out of IES properly.

Blue bar with Name, User ID and Office: User ID, user name, and the County or Office displays. Today, the training User ID and training county display.

Search By: Can be used to search for an Application, Case, EDG, Individual, RIN, or Social Security Number.

,

SAY: Workers can search for Pending, Completed, and Withdrawn Applications in their office using the Search By function.

3. Review the body of the IES Homepage:

My Tasks and Reminders: This pane provides notifications of automatically generated

Tasks/Reminders that need to be completed. IES automatically generates Tasks/Reminders



or users you can create manual tasks from the EDM inbox. The highest priority tasks list here.

My Schedule: This pane lists the user’s appointments scheduled on the IES calendar for the current day. This feature is not available until October 2014.

EDM Statistics: This pane displays the progress and number of tasks from the EDM Inbox assigned to the user.

Announcements: This pane displays information about IES updates. For example, it may list the date of the next release, system downtime, or information regarding policy change.

4. Now look at the Left Navigation:

The Navigation tab lists all of the accessible IES functions. Remember, the functions listed

in training may differ from the functions in the office.

The Left Navigation is organized with a menu tree. The menu tree is similar to working within folders in Windows Explorer. As options from the Left Navigation are selected, another menu displays beneath it. To close the menu, click the same option used to open it.

The blue squares indicate additional information is available by clicking on the word next to it. Long titles list on two lines.

Begin Instructor-Led Demonstration


5. Demonstrate opening and closing a menu tree by clicking once on the Application Registration section to open it and point out the menu that appears below.

6. Click Application Registration again to close the menu.

Let Me Try!

Perform the next steps in the exercise on your own.



7. Find the word Inquiry on the Left Navigation. Notice the blue box, which indicates more menus are available.

8. Click Inquiry.

9. A menu displays beneath the word Inquiry. This is a list of all the accessible Inquiry options. Notice there are no more blue boxes listed after clicking the box once – there are no additional menus within Inquiry.

10. Click Case. In IES, a menu item without a blue box next to it opens a particular page. In this example, the navigation opens the Case Search/Summary page used to search for a case.

SAY:

Was everyone able to reach the Case Search/Summary Page? You will have more time to practice finding information from the Left Navigation later today.

Instructor Note: Log in to IES and demonstrate the rest of the module in IES.

SAY:

Now we will learn about the other tabs on the Left Navigation.



11. The History tab on the Left Navigation lists the Case Number and last name of the Head of Household for the last ten cases accessed in IES. This feature is helpful to recall/access a case after returning from a break or being called away. Simply click the History tab to access one of

the last ten cases accessed in IES.

Click the hyperlink on one of the cases to access the Case - Search Summary page, with case number filled in.

12. IES only enables the Case Info tab when a user opens the case record.

The Case Info tab provides a quick snapshot of the case. It lists information such as the name of each household member and the list of every approved program associated with the case (including denied and closed programs).

13. The last tab is the Organizer tab. The Organizer tab helps manage a user’s workload. The main parts of this tab are:

My Tasks and Reminders: This is a shortcut to the page used to search for assigned automatically generated Tasks and Reminders.

My Assignments: This is a tool for caseworkers to help monitor their caseload.

Electronic Document Management (EDM): This lists all documents in the EDM that are assigned to a user. Including manually created Tasks and Reminders.

My Favorites: Adds IES pages to “My Favorites” just like adding a frequently used web page. For example, if the Case Inquiry page is accessed often, add that page to My Favorites. All of a user’s favorite pages listed here on the Organizer tab.

My Calendar: Use this calendar to look up particular dates. By clicking a date on this calendar, the schedule for the selected date displays. Notice that IES highlights today’s date. This feature is not available until October 2014.



Let Me Try!

Continue the exercise on your own.

14. From Left Navigation, click Inquiry and then click Case.

15. The Case/Search-Summary page displays.

16. Click the Star icon.

17. Click the Organizer tab.

18. Click My Favorites. IES adds that page to My Favorites. Use the Trash Can to the right of the page name to delete it.

Locate the IES Homepage activity in the Student guide.

Look at the table beneath the IES Homepage Screen. This lists some of the information you can find on the IES Homepage.

Match the numbers in the table with the place you can find them on the IES Homepage – write the numbers in the appropriate circles.

Allow no more than 5 minutes for this activity.

While the students are working on this exercise pull up the IES Instructor Homepage activity PowerPoint.

When the class completes the activity, go to the answer slide in PowerPoint. Debrief the exercise with the class. Each time you click the mouse the number appears on the screen in the correct location.

Use IES for the remainder of the Navigation course.




Lesson 3: Features of an IES Page


HANDOUTS:

IES Button Match Activity

SAY:

Now that we are familiar with the IES Homepage and Left Navigation, we will take

a look at the standard layout for other IES pages.




The Instructor will review the features of an IES page.

Exercise Steps:

1. On the Left Navigation, click Application Registration and then click Register an Application. The Register Application – Application page displays.

SAY:

This is the page to use to register assistance applications in IES. For now, we will only discuss the layout- you will practice using this page later today.

2. At the top of the page are tabs. Each set of tabs represents a logical unit of work for each section to complete in IES.

Tip: If the tab is:

White with blue lettering, it is the current page.

Blue with white lettering, it is an active tab.

Grey with grey lettering, it is an inactive tab and is not part of the driver flow.

Why would a page not be a part of the driver flow?

In IES, the pages selected to be a part of a specific customer’s driver flow are based on the information previously typed into IES. For instance, if a customer is not marked as pregnant when first typed into IES, IES skips the page requesting detailed information about a pregnancy.



3. Sections of the page:

Page Title: This always lists in green text.

Icons: They list to the right of the page title.

Section Heading: IES pages often have sections; each section has a heading listed in blue.

Required fields: These are marked with an asterisk.

Navigation buttons: Most pages have a series of buttons in the upper and lower right-hand corners of the page. The [Next] and [Reset] buttons are on this page. Use these buttons to navigate from page-to-page (or screen-to-screen) in IES.

Is there any difference between the buttons at the top and bottom of the page?

No, the buttons are in both places to make navigation easier. Some pages are very long. The buttons are at the top and bottom so a user can move to the next or previous page, without the need to scroll up or down on these long pages.

4. Look at the icons listed on this page.

Opens page-level help.

Adds the page to My Favorites. The page lists on the Organizer tab on the Left Navigation quick access. Click the Trash Can icon next to the page name to remove it from the favorites.

Opens the page in print view to enable the option to print the page.

Shows the current spot in the application registration workflow.

Used to stop work and return to the IES Homepage.



Current Wage icon interfaces with the Automated Wage Verification System and displays historical data for a specific year and quarter. A popup appears asking for a year and a quarter.

Historical Wage icon interfaces with the Automated Wage Verification System and displays historical data for a specific year and quarter. A popup appears asking for a year and a quarter.

Shows the last user to update the case file.

Checks the spelling in the fields on the page. This is available on all Intake pages.

Used to create a comment on the page. This is available on all Intake pages.

Opens a popup page in another window to review the comments added to the page. This only appears on a page with previously added comments.

Opens the Electronic Case Record for a specific case. This button only appears on the case pages when an electronic document is associated with the case.

SAY:

The same 3 icons , , display on most pages in IES.

5. Take a closer look at the navigation buttons:

[Reset]: This button clears all typed information from the page.

[Cancel]: This returns the user to the beginning of the Logical Unit of Work.

[Next]: This button opens the next page in the Logical Unit of Work.

[Previous]: This button returns the user to the previous page in the Logical Unit of Work.

[Save + Continue]: This button saves all the data in the Logical unit of work and opens the next page.

[Save + Previous]: This button saves all the data in the Logical unit of work and returns the user to the previous page.

[Submit]: This button submits all the information into IES.

Tip: Do NOT use the back button of the internet browser. The back button opens

another internet page out of IES and may result in lost data.

Remember: Saving work is dependent upon finishing a Logical Unit of Work

(LUW). In the AIS legacy system, each page saves so this is a change. Be careful. Similar to a hallway – enter at the beginning; access the rooms (or pages) go through, and finally exit at the end (saving).

6. Logical Unit of work:

A group of pages within IES that need all information completed before IES saves the data. If a user logs out of IES before the logical unit of work is completed, the data entered on all the pages in the logical unit of work is not saved.

HANDOUTS:

Pass out the IES Button Match Activity and allow students time to complete.




Demonstrate the Questions and LUW pages to the students.

7. Questions Pages, Details Pages, and Summary Pages:

IES follows a consistent approach to collecting customer data. First, the caseworker answers a number of questions about a topic (i.e. non-financial, assets, or individual questions) to determine which screens display during data collection.

By selecting Yes to Is there an absent parent in the case?, IES displays questions about the absent parent. The Absent Parent – Details page displays next, and the user enters information about the absent parent. The tabs at the top of the Absent Parent – Details

page show the Logical Unit of Work added to the IES driver flow as a result of answering yes to the Absent Parent question on the Non-Financial Questions page.



Click [Next] to go to the Absent Parent – Details page and complete the fields on that page. Click [Next] and complete the Child Link page. Click [Save and Continue].

The Absent Parent – Summary page displays a summary of the information typed about

the absent parent. Quickly review information entered previously by viewing summary pages during data collection. To edit information, click the pencil icon next to the summary information.



The IES sequence of Questions, Details, and Summary pages is consistent throughout Data Collection.




Lesson 4: IES Help


SAY:

Now let’s take a look at the various help feature available. This will be useful to you beyond training.




The instructor will demonstrate the different types of help available in IES to the staff members.

Exercise Steps:

1. There are 3 types of help features available in IES:

a. Field-Level Help provides the definition of a specific field.

b. Page - Level Help describes the current page, including the definition of each field on the page.

c. System Help includes Online Help Wizards that provide step-by-step instructions for IES functions as well as links to related information.

2. Field - Level Help:

a. Field Level Help provides the definition of the field in a pop-up window.

b. Navigate to the first page of the Register an Application page.

c. Hold the mouse over the Date Received field and the field name appears.

d. Click the Date Received field.

e. A pop-up with the definition of the Date Received field displays.

f. Close the window to see additional field level help and prevent it from opening in the background.

3. Page - Level Help:

a. Use Page - Level Help to gather additional information about the current page in IES. Page - Level Help displays a description of the page and important information to keep in mind.

b. Click the Show Page Help icon to open the page - level help.

SAY:

This is the question mark icon next to the page name, not the question mark in the upper right corner of the IES Homepage.



a. Upon opening the Page - Level Help page, open the field-level help for every field on the

page by clicking the plus sign next to the word “Fields.” IES lists the page fields in

alphabetical order, not in the order in which they appear on the page.

4. System Help/Online Help Wizards

a. Click the Help icon located in the upper right corner of the IES Homepage.

b. The IES Wizards Overview page displays in a separate popup window.



5. Click the Search tab, then type Reassign a Case in the Search field. Click [Go] to retrieve the Wizard.

6. Wizards that match the search results display on the left panel.

a. IES structures each Wizard the same.

b. The purpose for the wizard lists beneath the title.

c. Light bulbs display throughout the wizards to convey important information about certain tasks.

d. Process steps contain the step-by-step instructions necessary to complete the task in IES.

ASK: How could we use the Index to locate the same wizard alphabetically

ANSWER: You could simply click the “R” to find the Wizard that starts with an “R”.

Demonstrate this by clicking the “R”.

Let Me Try!

Perform this exercise on your own.

Instructor Note: Answers to the student activity below:

a. Register an Application or Begin Application Registration

b. Transfer a Case

c. Upload Documents

1. Determine which Wizard to use to complete the following processes in IES:

a. Process a new application: _______________________________

b. Transfer a case to a different office: ________________________

c. Upload a document:_____________________________________ THIS EXERCISE IS COMPLETE.

SAY:

I will give everyone a few minutes to read about the IES Wizards and learn how to use them.

ASK: If you need to assign a case to a particular Caseworker, does anyone know how to find a Wizard to help with this task?

ANSWER: Notice the Contents panel on the left side of the Help window. This panel has 3 tabs:

1. Contents: Lists every available Wizard

2. Index: Lists the Wizards alphabetically

3. Search: Searches for a specific Wizard

Use the Search tab to search for the Wizard by name





Lesson 5: Logging out of IES


SAY: Now let’s learn how to log out of IES.

Let Me Try!



Practice logging out of IES.

Exercise Steps:

1. Click the Logout icon in the upper right corner of IES.

Always use the Logout button to log out of IES properly.

Tip: As best practice, always log out of IES properly by clicking the Logout icon

in the upper right corner of IES.




IES Navigation Summary


Important Things to Remember about Navigation

A logical unit of work is a group of pages within IES that need all information completed before IES saves the data. If a user logs out of IES before completing the logical unit of work, IES does not save the data entered on any of the pages in that logical unit of work.

Do NOT use the back browser button. Another internet page outside of IES displays and data may be lost.

A Security Profile determines which pages in IES a user accesses to read/write or read only. The user’s job description determines the user’s Security Profile. For instance, caseworkers and clerical staff access different pages in IES and will have access only to the necessary pages.

Module Objectives

This module taught you how to login IES and some very basic aspects of IES including the use of Left Navigation.

After completing this module, you are now able to:

Log in to IES and understand the different areas of the Homepage


Understand the function of all of the IES buttons and icons

Understand how to use and to access online help wizards and field/page-level help

Case Structure

2 State of Illinois Integrated Eligibility System Implementation Project

Module Learning Objectives:


• Identify the key differences between IES and legacy cases

• Understand Eligibility Determination Groups, Certified Groups, and

participation statuses

• Understand the terms that are different in IES versus in the legacy systems


Application comes in and is registered in the system.

Application number starts with a T followed by 8 numbers. After

the application is registered, it is still an application.

Data

Collection

Eligibility

Certification

As soon as you initiate Data Collection the T in the application

number turns to the final digit in the Application Number, unless it

is a 0, then it turns into a 1, and it is now a case. During Data

Collection, staff will put all of the required information into IES to

determine Eligibility.

Application

Registration

Once Eligilbity has been established, the EDG must be certified to

be sent to the CDB and to recieve benefits.

Once all of the data has been collected and verified, Workers are

able to run Eligilibilty.

The lifecycle of an Application & Case


Basic Case Structure

Eligibility Determination Groups (EDGs)

Participation Status

Household Members

• One case can have multiple programs on it (Cash, SNAP, Medical)

• Different programs are broken out into Eligibility Determination Groups

(EDGs)

• Household members are present in each EDG

• Each household member has a participation status for each EDG


• Includes every member of the household, regardless of whether or not they

are requesting assistance

• Similar to the “Household” concept in AIS/ACM

An IES Case

Case

Dad Mom Child Unrelated

Friend


• Similar to “Payee” from AIS/ACM

• The “Payee” from AIS/ACM will be converted to the HOH in IES

• The primary person responsible for the case

• May or may not be requesting assistance

Head of Household (HOH)

Case

Dad Mom Child Unrelated

Friend


• An individual or group of individuals whose assets, income, deductions, and

needs are considered together when determining eligibility for a specific

program.

• Similar to “Benefit Unit” from the legacy systems

• Automatically created by IES based on the case members’ individual

information and relationships to one another.

Eligibility Determination Group (EDG)


At least one EDG is created for each requested program

Medical EDG Medical EDG

Case

Steve Hope Travis Paula

SNAP EDG

Medical EDG**

* There can be more than one Cash EDG per case

** Medical will have an EDG for every individual on the case requesting medical

Cash EDG*


1. EDGs are always created if the program is requested

2. There can ONLY be one SNAP EDG per case

3. There can be multiple Cash EDGs per case

4. But, there can ONLY be one TANF Cash EDG per case

5. There ALWAYS will be one medical EDG per person requesting medical

assistance.

EDG Rules


• Steve, his wife Hope, and their son

Travis request all three programs

(Cash, SNAP, Medical)

• Hope’s friend Paula is currently living

in the household

• Paula is not requesting assistance

Scenario 1

Case

Steve

(HOH)

Hope

(Mom)

Travis

(Son)

Paula

(Friend)

SNAP EDG

Cash EDG

Medical EDG

Medical EDG

Medical EDG


Case

Steve Hope Travis Paula

Case

Steve

Hope

Travis Paula

Scenario 2 – Paula requests SNAP and Medical

SNAP EDG

Cash EDG

Medical EDG

Medical EDG

Medical EDG

SNAP EDG

Medical EDG


Types of Assistance (TOA) by Program (Cash, SNAP, Medial)

SNAP EDGs

SNAP

Cash EDGs

TANF AABD Cash RRP Cash

Medical EDGs

QMB AABD HBWD QI1 DAC 1619

FamilyCare AK Share AK Prem1 LTC SLF LTC NH DoA

Each EDG is named after the Type of Assistance that the EDG is eligible for.


Type of Assistance Eligibility Screen Display

QMB QMB

SLIB SLIB

QI-1 QI1

Widower Widower

DAC DAC

LTC – Supportive Living

Facility

LTC SLF

LTC – Department on Aging DOA

LTC – Nursing Home LTC NH

AABD Community AABD Med

AABD Spenddown AABD SPD

LTC Spenddown NH SLF SPD

HBWD HBWD

1619 1619

Non-MAGI Medical

Type of Assistance Eligibility Screen Display

Parent / Caretaker FamilyCare

Children AK Assist

Pregnant Women Pregnant

Adults ACA Adult

Newborns M&B Newborn

Transitional Medical Med Ext

All Kids Share AK Share

All Kids Premium Level 1 AK Prem 1

All Kids Premium Level 2 AK Prem 2

Former Foster Care ACA FMR FC

Family Health Spenddown Family SPD

MAGI Medical

All Medical Program Types of Assistance


• Each household member has one Participation Status for each EDG

• Participation Status shows how an individual’s information is used for the EDG


Participation

Status

Definition

Eligible Adult (EA)

Eligible Child (EC)

Eligible - income, assets, and needs may be considered

when determining eligibility for the EDG.

Other Adult (OA)

Other Child (OC)

Ineligible - income, assets, and needs may be

considered when determining eligibility for the EDG.

Excluded Adult (XA)

Excluded Child (XC)

Ineligible and excluded from participation in the EDG -

income, assets, and needs are not considered when

determining eligibility for the EDG.


Medical EDG Breakdown

Medical EDG

Medical EDG

Medical EDG

FamilyCare

FamilyCare

AK Assist

EA

OA

OA

OA

EA

OA

OC

OC

EC

TOA Steve Hope Travis

• Remember Rule 5 – one medical EDG per person requesting medical

assistance

• Each person has their own medical EDG. If approved only ONE Eligible

Adult or Child in each EDG

• See below for a depiction of the medical EDGs of the family we have

been discussing:


Scenario 1 - Revisited

• Steve, his wife Hope, and their son Travis request all three programs (Cash,

SNAP, Medical)

• Hope’s friend Paula is living in the house but not requesting assistance

• See below for a depiction of the family we have been discussing:


Certified Group (CG)

• The CG for an EDG is simply the number of Eligible individuals in that EDG

(Participation Status of EAs or ECs)

• Three family members are Eligible for both Cash and SNAP, both of those

EDGs have a CG of 3

• Medical EDGs only have one Eligible individual, the CG for ALL medical

EDGs is always 1


IES Eligibility Results: Screen Shots

This scenario is the same as our scenario minus the Cash request. Three

person case with a Mom, Dad and Child

• All individuals are requesting SNAP and Medical


1. 2 (or more) non-married adults that are 18 and over, requesting Medicaid

and/or Cash and one is claiming the other(s) as a tax dependent.

2. Any situation where the requestors on the case have different Medical

EDG sizes and/or different countable income amounts.

3. Husband/wife – One or both are receiving LTC services and supports

(nursing home, supportive living program or DoA).

4. A person on the case was previously eligible for FamilyCare or Moms &

Babies for pregnant women and is no longer eligible. There is also a child

approved on the case and is continuously eligible.

Rules When Multiple Cases are Needed in IES


5. 2 or more people on a case, and the HOH is requesting AABD (could be

spenddown or HBWD), and a second person is receiving ACA Adult,

HBWD or FamilyCare (FH).

6. Any person qualifying for Former Foster Care Medicaid should be on

their own case.

7. Cases with children in the household that qualify for different CHIP

(SHARE, Premium 1 or Premium 2) programs.

8. Households qualifying for the following combination of programs:

• ASSIST and CHIP

• ASSIST and ACA Adult

• CHIP and ACA Adult

Rules When Multiple Cases are Needed in IES Continued


Case Structure

Eligibility Determination Groups (EDGs)


Household Members

• One case can have multiple programs on it (Cash, SNAP, Medical)

• Different programs are broken out into Eligibility Determination Groups

• Household members are present in each EDG

• Each household member has a participation status for each EDG they are in


NEXT STOP

Course: AG08 LTC Caseworker Module: Finding Information in IES

IES FINDING INFORMATION STUDENT GUIDE Page 1 of 20 Updated: 1/20/2015

Contents

Finding Information in IES Overview ................................................................................................. 2 Module Objectives ........................................................................................................................... 2 Lessons in this Module .................................................................................................................... 2

Lesson 1: Search for a Case ............................................................................................................... 3 Exercise Instructions ........................................................................................................................ 3

Lesson 2: Search for an Individual .................................................................................................. 10 Exercise Instructions ...................................................................................................................... 10

Exercise Steps ......................................................................................................................... 10

Lesson 3: Search for an Address ..................................................................................................... 12 Exercise Instructions ...................................................................................................................... 12

Exercise Steps ......................................................................................................................... 12

Lesson 4: Search for Appointment Status and History ................................................................. 13 Exercise Scenario I Instructions: ................................................................................................... 13

Exercise Steps: ........................................................................................................................ 13 Exercise Scenario II Instructions: .................................................................................................. 14

Exercise Steps: ........................................................................................................................ 14 Exercise Scenario III Instructions: ................................................................................................. 15

Exercise Steps: ........................................................................................................................ 15

Lesson 5: Finding Information on Data Collection Pages............................................................. 16 Exercise Instructions ...................................................................................................................... 16

Tips for this Exercise ............................................................................................................... 16 Exercise Steps ......................................................................................................................... 16

Lesson 6: Inquiry Challenge ............................................................................................................. 18 Exercise Instructions ...................................................................................................................... 18

Exercise Steps ......................................................................................................................... 18

Finding Information in IES Module Summary ................................................................................. 20 Additional Resources for this Module Wizards .............................................................................. 20

Important Things to Remember About Finding Information in IES ......................................... 20 Module Objectives Review ...................................................................................................... 20



Finding Information in IES Overview

Time to Complete: 20 minutes

Module Objectives

This module teaches you how to retrieve summaries of records in IES using the Inquiry and Data Collection functions. After completing this module, you will be able to:

Use Case Cross Reference Inquiry to identify the legacy case number for a case that has been converted to IES.

Retrieve and evaluate summaries of Case and Eligibility Determination Group (EDG) records using Case Inquiry.

Retrieve and evaluate summaries of individual records using Individual Inquiry.

Identify all cases using a particular address using Address Inquiry.

Locate IES Appointment Status and History for applications and cases.


1. Search for a Case

2. Search for an Individual

3. Search for an Address

4. Search for Appointment Status and History

5. Finding information on Data Collection pages

6. Inquiry Challenge



Lesson 1: Search for a Case




Exercise Instructions

You need to obtain the legacy case number for a converted case and additional information about a case for your manager.

Refer to Finding Information in IES- Lesson 1 in your case data sheet to locate the case number for this exercise.

Use Case Cross Reference Inquiry and Case Inquiry to retrieve the information you need. Exercise Steps

Determine the information you need to retrieve in IES. In this exercise, you will first obtain the legacy number for the case. Based on the information you need to retrieve, select the appropriate Inquiry option.

Refer to Finding Information in IES - Lesson 1 in your case data sheet for the customer’s name to use for this exercise.

1. From Left Navigation, select Inquiry and then Case Cross Reference. The Case Cross Reference page displays.

Tip: In Phase 1, after a case is certified, it will be assigned a legacy case number when it is sent to CDB. Case Cross Reference Inquiry will be especially useful for mapping cases in IES.

2. Enter either the IES Application # in the IES Application # field or enter IES Case # in the IES Case # field.



3. Click [Search]. The results display in the Case Cross Reference Results section.

4. Review the information. The information displayed under Case Cross Reference Results show

the IES Application/Case #, Head of Household, Legacy Case #, EBT card # and the Former Legacy Case #.

Tip: You can also search for a case by using the Search By drop-down menu at the top of every page. Select Case from the Search By drop-down and enter the case number. Then click [Go].

5. From Left Navigation, select Case from the Inquiry options. The Case-Search Summary page displays.

6. Enter the Case Number in the Case # field at the top of the page.

7. Click [Search]. The Case – Search/Summary page refreshes with case information.

8. Review the Case Summary Information section to find the information needed.



Review the following key fields:

CASE SUMMARY INFORMATION:

Tip: If a Case has documents attached, the Electronic Case Record (ECR) icon displays on the Case-Search/Summary page and the Search Application –

Application Detail page. Upon clicking on the ECR icon, the Electronic Case Record pop-up page displays in read-only.



Tip: To access the Combined Application Form, click on the CAF icon. The CAF PDF pop-up displays.

Note: The CAF icon only appears after the worker establishes the initial EDGs in Data Collection.

Case Status: Lists the different statuses that IES uses to tell a worker what is happening on the case. Approved means one or more programs have been certified on the case.

Case Name: This is the last name and first name of the Head of Household. Notice the age always displays next to the HOH name. This format is used for every individual name in IES. You can also identify the individual’s gender by the M (male) or F (female) next to the age.

Office Name: The office that currently owns the case is listed here. It’s not possible to determine which office owns the case just by looking at the Case # anymore.

Case Action: Intake means the case is currently in intake or data collection.

Employee User ID, Name and Phone: In the legacy system, the owner of the case was

identified by the Caseload number. In IES all offices are task-based for Intake and cares are assigned the Virtual Worker The Employee Name displays as Virtual, Intake and the Phone field is blank.

Case Mailing Address: IES always displays both the residence address and mailing

address even if they are the same. When sending correspondence the mailing address will be used.

Approved Representative: If there is an approved representative, the name would be listed here.

Application Date: Date the application was registered. NOTE: After the case is closed and the customer reapplies, the most recent application date will appear on case inquiry.

CASE INDIVIDUALS

These are the individuals listed on the case.

Individual Name hyperlink: We will review this in the next exercise. You can click it to learn

more about the individual. The number after their name is their age and the letter is their gender.

Active in Case: This field means present in household, it does not mean they are receiving benefits.

RECENT CASE ACTION:

Lists the latest actions workers took on the case, with the dates and times for each action.

IES APPOINTMENT STATUS AND HISTORY:

Displays a history of the customer’s scheduled appointments with the most recent appointment at the top of the list. The potential appointment statuses are Scheduled, Rescheduled, No Show, Show/Waived, Transfer and Cancel.

VIS APPOINTMENT STATUS AND HISTORY:

Displays VIS appointment information entered into IES for the case prior to the Scheduling go-live.



COLD CALLING HISTORY:

Displays information only if workers attempted a Cold Call on the customer’s application. The history records the phone number used to contact the customer, the outcome of the call, and the person who saved the Cold Call information and the time that information was captured. Workers are able to record information for up to two Cold Call attempts in IES

Tip: The Search Application-Application Details page also displays a cold calling history. The Cold Calling History section..

OIG REFERRAL STATUS:

Displays the status and decisions for cases sent to the Office of the Inspector General.

CASE ACTION:

Shortcut when you want to access a case and make a change. You will learn how to use this shortcut throughout the week.

Tip: Look for hyperlinks on pages to learn detailed information about the information on the page. For example, click the AABD Cash EDG hyperlink to learn more about the AABD Cash EDG. Notice that the hyperlink is blue and underlined.

9. Click the EDG# hyperlink. The EDG – Search/Summary page displays.

EDG- Search/Summary




Back: Returns you to the Case-Search/Summary page.

EDG SUMMARY INFORMATION:

Case #: The case number hyperlink returns the worker to the Case-Search/Summary page.

Last Certified by Employee User ID: Last person who certified this EDG.



Certified Adults and Certified Children: Number of certified adults and children actively receiving benefits or due to receive benefits once the EDG is not pending.

Reason: This is the notice reason that the customer received on their Notice of Case Action. You can determine if there is an issue on the case by reviewing the reason here.

Program Redetermination Date: When the EDG is due for review.

Negative Action Effective Date: If the EDG has an active Negative Action, the effective date will display here.

Last month of the Certification Period: Last month the customer is approved for SNAP benefits.

EDG BENEFIT INFORMATION:

Program Requested Date: At intake this is usually the application date.

Eligibility Begin Date: The first date of the approved benefit period.

Certification Date: The date the benefit amounts were authorized.

Benefit/Spenddown Amount: Fastest way to identify the benefit amounts. This will show any monthly spenddown for Medical Assistance or benefit amounts for other programs.

Recoupment: Indicates if there is recoupment activity on the EDG and the dollar amount.

CURRENT EDG INDIVIDUALS:

This lists all household individuals that are part of the EDG or program group. Basic demographic information is provided.

Tip: Do not use the back button in the browser. Use the Back icon in IES.




Lesson 2: Search for an Individual





You need to obtain information about a customer who called and wants to know certain information about their case.

Refer to Finding Information in IES - Lesson 2 in your case data sheet for the customer’s name to use for this exercise.

Use Individual Inquiry to retrieve the information you need.

Exercise Steps

1. From Left Navigation, select Inquiry and then Individual. The Individual Search page displays.

2. Enter the customer’s First and Last Name in the First and Last Name fields.

3. Click [Search]. The Individual Search page refreshes with all search results that match the First and Last name you entered.

4. Review the Individual Search page results to find the specific customer you are looking for. The % Match field will provide a percentage that shows how closely the record in the Search Results matches the information entered in the Individual Search Criteria section of the page.

Tip: There are many options you can use to search in the Individual Search Criteria section of the page. At a minimum, you must enter data in at least one the

following fields to conduct a search:

Individual #

SSN

RIN

One letter (at least) in First and two letters (at least) in Last

Remember! The more information you record in the Individual Search Criteria section of the page, the narrower the search results will be.

5. Click on the hyperlink of the customer name in the Search Results section to view that customer’s Individual Summary page.

6. Review the Individual Summary page to find the information you need.

Tip: You can also search for a case by using the Search By SSN drop-down menu

at the top of every page.

In all search results in IES, you can use the arrow next to the column name to sort the result by that column




RINs vs. Individual Number: Individual numbers are similar to RINs. Every person listed on

the application or in a household will receive an Individual Number even if that person is not requesting assistance. Individual numbers are assigned at the time of application and are issued regardless of whether the application is approved or denied.

Legacy Identification numbers: Eventually, legacy case numbers, RINs and Caseload numbers will be phased out. All customers will be identified by IES Individual Numbers.

Case/Application Number: In IES all application numbers start with a T followed by eight

digits. All case numbers start with a 1 followed by nine digits. An application becomes a case # as soon as you initiate data collection.

Current Health Insurance: If the individual currently has health insurance information entered in IES this field will display YES.

Health Insurance Company: This field will display the company that provides health insurance to the individual, if applicable.

Living Arrangement: This field describes the living arrangement of the individual. If the

individual is living in the household, this field will display At Home. If the individual is in a nursing home or a supportive living facility, this field will display In Facility.




Lesson 3: Search for an Address





A customer has just submitted an Assistance Application. Before registering the application, determine if there is an active or inactive case at the customer’s address.

Tip: Remember when performing inquiries to determine if a customer already has

an existing case in Phase 1, search in IES and the legacy system for the customer. Only cases from October 2014 on are in IES. Cases prior to October 2014 are found in the legacy system,

Refer to Finding Information in IES - Lesson 3 in your case data sheet for specific information needed to complete this exercise.

Use Address Inquiry to retrieve the information you need.

Exercise Steps

1. From Left Navigation, select Inquiry and then Address. The Address-Search page displays.

2. Enter the customer’s address in the Address fields.

3. Click [Search]. The Address - Search page refreshes with all search results that match the address you entered.

4. Click on the hyperlink of the customer’s address in the Address Search Results section to view that customer’s Address Summary page.

5. Review the Address Summary page to view the cases associated with this particular address.

6. All of the cases for the address display in the Associated Cases section of the page. Click on the Case # hyperlink to view the case summary for the associated cases.




Lesson 4: Search for Appointment Status and History




You will perform these exercises in the Training Environment. Refer to the Exercise Information Handout for information to view the appointment history.

Exercise Scenario I Instructions:

View the IES Appointment Status and History section on the Search Application – Application Detail page. Use Application Number T10025787 for Samantha Rhymes.

Exercise Steps:

1. In the Search By field at the top of the home page select Application from the drop-down list.

2. Enter the Application Number and click [Go]. The Search Application page displays with the Application Search Results at the bottom of the page.

3. Click the Application Number hyperlink. The Search Application – Application Detail pop-up page displays.

4. Scroll to the IES Appointment Status and History section at the bottom of the page.

5. Review the following IES Appointment Status and History columns:

Appointment Status: Displays the status of each appointment or appointment change, with the current appointment status at the top of the list. The status options are Scheduled, Rescheduled, No Show, Show/Waived, Transfer and Cancel

Appointment Date: Displays the date of the appointment

Start Time – End Time: Displays the start and end time of the appointment

Appointment Mode: Displays the mode of the appointment such as In Person, Telephone or Home Visit

Entered/Modified By: Displays the User ID of the employee who claimed or was transferred the appointment

Date Entered/Modified: Displays the date and time the appointment was created or modified

Appointment Schedule For: Displays the User ID currently assigned the appointment

Appointment Type: Displays the type of appointment such as Application or Other




Exercise Scenario II Instructions:

View the IES Appointment Status and History section on the Case-Search/Summary page. Use

case number 210027012 for Marquis Jarvis.

Exercise Steps:

1. In the Search By field at the top of the home page select Case from the drop-down list.

2. Enter the Case Number and click [Go]. The Case - Search/Summary page displays.

Tip: Information on the Case-Search/Summary page cannot be edited.

Tip: If an application is not yet a case, the appointment only displays on the Search Application – Application Detail page. If the application was converted to a case, the best practice is to search appointment history through the Case-Search/Summary page,

3. In the IES Appointment Status and History section of the page review the following columns:

Appointment Status: Displays the status of each appointment or appointment change,

with the current appointment status at the top of the list. The status options are Scheduled, Rescheduled, No Show, Show/Waived, Transfer and Cancel

Appointment Date: Displays the date of the appointment



Entered/Modified By: Displays the User ID of the employee who claimed or was transferred the appointment

Date Entered/Modified: Displays the date and time the appointment was created or modified

Appointment Schedule For: Displays the User ID currently assigned the appointment

Appointment Type: Displays the type of appointment such as Application or Other

Tip: Remember, the appointment history updates anytime the Appointment Status is updated in IES on the View and Maintain Scheduled Appointments page. .




Exercise Scenario III Instructions:

Search for a customer’s appointment from the Searched for Scheduled Appointments page. Enter the First: Mary and Last Names: McDonough and SSN: 429-14-1828.

Exercise Steps:

1. From Left Navigation select Scheduling, and then select Search for Appointments. The Search for Scheduled Appointments page displays.

2. Enter specific identifying information in the Search Criteria section to locate the customer’s appointment.

3. Click [Search]. The Search for Scheduled Appointments page refreshes with the Search Results at the bottom of the page.

4. Under the Search Results section review the following columns:

Appointment Date: Displays the start and end time of the appointment


Employee: Displays the Intake Virtual Worker if the appointment was not yes claimed. If the appointment was claimed it will display the name of the worker who claimed the appointment.

Case/App#: Displays the case or application number for the selected appointment.

Client Name: Displays the name of the HOH listed on the application for the appointment.

Language: Displays the language of the customer such as English or Spanish.


Appointment Status: Displays the status of each appointment or appointment change, with the current status at the top of the list such as Scheduled, Rescheduled, No Show, Show/Waived, Transfer and Cancel

Update Time: Displays the time the appointment was updated or modified.




Lesson 5: Finding Information on Data Collection Pages





You are taking over an application for another caseworker. Review the Data Collection and Eligibility pages to familiarize yourself with the case circumstances.


Use Data Collection and Eligibility pages to retrieve the information you need.

Tips for this Exercise

Use your Data Collection Left Navigation Reference Job Aid to become familiar with the way Data Collection is organized. Each of the Categories listed on this job aid correspond with a section listed on Left Navigation under the Data Collection section.

Use the View Data Collection Screens (Read Only) case action to view case information. Click “V” in the case action field to jump to “View only.”

Look for the green arrow on Left Navigation to see which page you’re currently working on – it also helps you determine which page you’ll visit next.

Exercise Steps

1. Determine the information you need to retrieve in IES. For example, in this scenario you will review income information, household relationships and eligibility information for the case.

Tip: Use your IES Data Collection Left Navigation Reference job aid to become familiar with the way Data Collection is organized.

2. Search for the Case # listed in your data sheet by using the Search By drop-down at the top of the page. Click [Go]. The Case – Search/Summary page displays.

3. Scroll down to the bottom of the page and select the Continue previously selected action radio button. This is another way to get to Data Collection.

4. Click [Submit]. The Initiate Data Collection page displays.

5. Select View data collection screens (read-only) for the “What action do you want to Perform?” field.

6. Click [Next]. The Household Information page displays.

7. From Left Navigation, select Individual Information and then Relationship. The Relationship - Summary page displays.

Tip: Notice the Read Only message, displayed as a watermark on the background of each page in Data Collection. This watermark appears on all case pages when using a “read only” Case Action.



8. Review the Relationship - Summary page to find the information you need.

9. Record the information requested in the questions below about this customer’s household relationships from the Relationship - Summary page.

10. From Left Navigation, select Income and then Unearned Income. The Unearned Income Summary page displays.

11. Review the Unearned Income Summary page to find the information you need. Click the edit

icon next to the record for the Head of Household.

12. Record the information requested in the questions below about this customer’s income from the Unearned Income- Summary page.

13. From Left Navigation, select Individual Information then Facility. The Facility-Summary page displays.

14. Review the Facility-Summary page to find the information you need.

15. Record the information requested in the questions below about this customer’s Facility from the Facility-Summary page.

16. From Left Navigation, select Eligibility and then Eligibility Summary. The Eligibility Summary page displays.

17. Review the Eligibility - Summary page to find the information you need.

18. Record the information requested in the questions below about this customer’s eligibility results from the Eligibility - Summary page.

# Question Answer Page

1 What is other member’s relationship to the head of household?

Relationship Summary (Data Collection>Individual Information>Relationship)

2 What type of unearned income does the customer receive?

Unearned Income (Data Collection>Income>Unearned Income)

3 What is the household’s monthly unearned income budget amount?

Unearned Income - Budget (Data Collection>Income>Unearned Income Budget)

4 What type of Facility does the customer live in?

Facility - Summary (Data Collection>Individual Information>Facility>Facility Summary)

5 What programs is the customer approved for?

Eligibility - Summary (Data Collection>Eligibility>Eligibility Summary)

6 Does the customer have a spenddown? If yes, what program does it apply to and what is the amount?

Eligibility - Summary (Data Collection>Eligibility>Eligibility Summary)




Lesson 6: Inquiry Challenge


Let Me Try!




Exercise Steps

1. Determine the information you need to retrieve in IES. Use the IES Data Collection Left Navigation Reference job aid as needed. Complete the following questions.

# Question Answer Page Name

1 What is David Campbell’s case number?

Inquiry (Individual)>Case Search Summary page

2 What assistance programs has David applied for? Are the EDG’s approved?

Search By (case #)>Case Search Summary page

3 Is there an Approved Representative for the case?

Household Information

(Data Collection>Individual Information>Household)

4 Are all the household members living together at home? If not, who is not and where do they live?

Living Arrangement/Domicile

(Data Collection>Individual Information>Living Arrangement/Domicile -Summary)

5 What is the female household member’s relationship to the Head of Household (HOH)?

Relationship Summary (Data Collection>Individual Information>Relationship)

6 Is everyone on the case a US Citizen?

Individual Demographics- Summary (Data Collection>Individual Information>Individual Demographics)

7 Is there anyone on the case disabled?

Household Information - Questions

(Data Collection>Individual Information>Questions>Disability - Summary)

8 Does the individual require a CAU determination?

Disability- Summary (Data Collection>Disability Details)

9 What type of Facility is the individual living in? Is the Facility a Medicaid LTC?

Facility- Summary (Data Collection>Individual Information>Facility>Facility Details)

10 Does the HOH have any Assets?

Assets - Questions

(Data Collection>Assets> Questions)



# Question Answer Page Name

11 What type of Asset does the customer have? What is the amount of the asset?

Burial Asset-Summary (Data Collection>Assets>Burial Asset - Details)

12 Does the customer have income? If so, what type?

Income – Questions page (Data Collection>Income>Unearned Income - Summary)

13 Does the individual in this case have Medical Expenses? If so, describe.

Medical Expenses- Summary (Data Collection>Expenses>Medical Expenses-Summary)

14 What is the certified group size for the NH LTC EDG?

Eligibility Summary (Eligibility>Eligibility Summary)

15 Are there any excluded members in the NH LTC EDG? Which household member?

NH LTC EDG- Summary (Eligibility>Eligibility Summary>NH LTC Hyperlink

16 What is the Group Care Credit for the NH LTC EDG?

NH LTC EDG - Group Care Credit (Eligibility>Eligibility Summary>NH LTC EDG Hyperlink>Group Care Credit tab)

17 What is the participation status of the HOH’s wife in the NH LTC EDG?

NH LTC EDG- Summary (Eligibility>Eligibility Summary>NH LTC Hyperlink

18 Are there any Case Comments recorded for the case?

Case Comments - Summary (Left Navigation>Data Collection>Case Comments

19 Are there any Outstanding Tasks/Reminders for this case?

Tasks/Reminders (Left Navigation> Tasks/Reminders> Tasks/Reminders>Task/Reminder Preferences: Outstanding Tasks/Reminders> Task/Reminder Type: Run Eligibility> Search by: Due Date> Begin Date: 03/01/2014 – 04/01/2014)

20 Is the EDG(s) approved and Is this case ready for certification?

Eligibility- Summary (Eligibility>Eligibility Summary)




Finding Information in IES Module Summary


Additional Resources for this Module Wizards

Inquiry

Search for a Case

Search for a Legacy Case Number

Search for an Individual

Search for an Address

Search for an EDG

Eligibility

View Historical Eligibility Results

Important Things to Remember About Finding Information in IES

Use the Inquiry function to obtain summaries of case information.

Use the hyperlinks in the Inquiry pages to navigate between Inquiry options.

Use the Back button at the top of an Inquiry page to return to the previous Inquiry page.

Use the Data Collection function to find detailed case information.

Use the View Data Collection Screens (Read Only) Case Action to view case information in Data Collection in a read-only mode.

Module Objectives Review

This module taught you how to retrieve summaries of records in IES using the Inquiry and Data Collection functions. After completing this module, you are now able to:

Use Case Cross Reference Inquiry to identify the legacy case numbers for a case that has

been converted to IES.

Retrieve and evaluate summaries of case and Eligibility Determination Group (EDG) records using Case Inquiry.

Retrieve and evaluate summaries of individual records using Individual Inquiry.

Identify all cases using a particular address using Address Inquiry.

Locate IES Appointment Status and History for applications, cases and customer requests.

Course: AG08 LTC Caseworker Module: Tasks/Reminders

IES TASKS/REMINDERS STUDENT GUIDE Page 1 of 10 Updated 1/20/2015

Table of Contents

Tasks and Reminders Overview ......................................................................................................... 2 Module Objectives ........................................................................................................................... 2 Lessons in this Module .................................................................................................................... 2

Lesson 1: View the Virtual Worker’s Tasks/Reminders ................................................................... 3 Exercise Instructions: ....................................................................................................................... 3

Exercise Steps: ......................................................................................................................... 3

Lesson 2: Create a Task/Reminder .................................................................................................... 5 Exercise Instructions: ....................................................................................................................... 5

Exercise Steps: ......................................................................................................................... 5

Lesson 3: Dispose of a Task/Reminder ............................................................................................. 7 Exercise Instructions: ....................................................................................................................... 7

Steps to Mark a Manually Created Task/Reminder Complete: ................................................ 7 Steps to Dispose of an IES Created Task/Reminder: .............................................................. 7

Tasks/Reminders Frequently Asked Questions for Caseworkers ................................................. 9

IES Tasks/Reminders Summary ....................................................................................................... 10 Additional Resources for this Lesson: Wizards ............................................................................. 10 Important Things to Remember about Tasks/Reminders in IES................................................... 10 Module Objectives Review ............................................................................................................ 10



Tasks and Reminders Overview


Module Objectives

In this module you learn best practices for working with Tasks/Reminders. A Task/Reminder is a notification from IES or another employee. Tasks/Reminders provide you with important information about a case or application and notify you of work to complete. After completing this module, you will be able to:

View the Virtual Worker’s Tasks/Reminders in IES

Create a Task/Reminder

Dispose of a Task/Reminder


1. View the Virtual Worker’s Tasks/Reminders

2. Create a Task/Reminder

3. Dispose of a Task/Reminder



Lesson 1: View the Virtual Worker’s Tasks/Reminders





View the Virtual Worker’s Tasks/Reminders.

Exercise Steps:

1. From Left Navigation, select Tasks/Reminders, then select Tasks/Reminders. The Tasks/Reminders page displays.

2. Complete the Search Criteria by selecting Outstanding Tasks/Reminders from the Task/Reminder Preferences drop-down list.

Tip: Only Managers should select the My Tasks/Reminders option from the Tasks/Reminders Preference drop-down list. If a caseworker selects this option,

no results will generate, as Tasks/Reminders are not assigned to individual workers in a task-based office..

3. In the Tasks/Reminder Type drop-down list select Verifications due.

Tip: IES creates a Verifications Past Due Task/Reminder for a case when the Verifications Checklist (VCL) is 11 or more days old. The due date of the task is the same as the date it is generated.

4. In the Search By field, select the radio button next to Due Date or Issue Date.

5. Enter a date in the Begin Date fields. IES allows a search date range from 180 days in the past to 180 days in the future.

6. Click [Search]. Search results display in the Outstanding Tasks/Reminders section of the page.

Tip:

Click the Case/App# hyperlink to view a summary of the case.

Click the Edit icon next to a Task/Reminder to view specific details.

7. Review the Task/Reminder information:

Case Worker ID: The Virtual Worker assigned to the case

Case/App#: The Case Number to review.

Case/App Name: The case’s Head of Household

Task/Reminder Text: Instructions to perform the Task/Reminder.

Task/Reminder Type: Indicates the nature of the Task/Reminder.

Priority: An indicator to raise the importance of the Task/Reminder.

Due Date: The Task/Reminder due date.



Tip: On the Tasks/Reminders page the Verifications Past Due Task/Reminder is a hyperlink. Workers can click the hyperlink to open the Verification Checklist- Details pop-up page in read-only mode.

To extend the due date of the VCL, refer to the Modify a Verification Due Date Wizard.




Lesson 2: Create a Task/Reminder





Your customer is living in a SLF and is applying for Snap and Medical Assistance. The customer states during intake that she might be receiving an inheritance soon. Create a Tasks/Reminder for to call the customer in a week to inquire about the inheritance.

Exercise Steps:

1. From Left Navigation, select EDM and then select Upload Documents/Create EDM Tasks. The Upload Documents/Create EDM Tasks page displays.

Tip: IES uses the same page to upload a document and to create a manual Task/Reminder.

2. Scroll to the Document/Task Group Level Information section of the page. Complete the following fields:

Requested Action: Create an IES Inbox Task – Do NOT Upload a document

Case/Application #: Click on the magnifying glass, the Client Search window will display

Enter the Case/Application # in the field, click [Search], click on the radio button next to the case in the search results, then click [Submit]. The Upload Documents/Create EDM Tasks page will display with the Case/Application # populated.

Set Due Date: 1 week from today

3. Scroll down to the Document/Task Level Information section.

Individual: Select customer from the dropdown

Document Category: Task Manual

Document Task Title: Select from the drop down

Received Date: Defaults to today’s date, change if necessary

Route to Queue: Select a queue from the drop down

Comments: Enter comments

4. Click [Add]. The Task/Reminder appears in the Results section of the page. Delete or edit the Task/Reminder on this page if an error occurs, such as the creation of an incorrect Task/Reminder.

5. Verify the information in the Results section.

6. Click [Submit]. An Update Successful message displays at the top of the page.



Tip: If a case is denied using the Quick Case Denial page, all tasks associated with the case are automatically closed.




Lesson 3: Dispose of a Task/Reminder





Dispose of Tasks/Reminder created to remind you to call the customer from the previous exercise to follow up on the results of her receiving the inheritance.

There are two different ways to dispose of a Task/Reminder depending on the type of Task/Reminder:

Mark the task/reminder complete

Dispose the task/reminder

Steps to Mark a Manually Created Task/Reminder Complete:

1. From Left Navigation, select Data Collection and then select Initiate Data Collection. The Initiate Data Collection page displays.

2. Complete the following fields on the page:

a. Case or Application #: Enter the case number

b. What Action do you want to Perform? Select View data collection screens (read only)

3. Click [Next]. The Pending Casework page displays.

4. Click the ECR icon at the top of the page. The Electronic Case Records page displays.

5. Click on the PCW tab to show the pending casework.

6. Select Task Complete from the Action drop-down list.

Tip: In the ECR you are also able to view the documents attached to the case or mark them as duplicates.

Tip: PCW stands for Pending Casework

7. Click [Submit]. The Task/Reminder is now marked as complete and IES removes it from the EDM Inbox and the PCW tab.

Steps to Dispose of an IES Created Task/Reminder:

1. From Left Navigation, select Tasks/Reminders, then select Tasks/Reminders. The Tasks/Reminders page displays.

2. Enter the following Search Criteria:

Task/Reminder Preferences: Outstanding Tasks/Reminders

Task/Reminder Type: Select Case Routing/Transfer

Search by: Select Due Date

Begin Date: Enter a due date range



Tip: The Case/App#, Task/Reminder Type, and Completion Type fields are optional. Use these fields to help narrow the search results for outstanding Tasks/Reminders.

3. Click [Search]. The Tasks/Reminders section of the page displays any Tasks/Reminders due within the selected time frame.

4. Check the box to the left of the recently created Task/Reminder.

5. Click [Dispose]. An Alert(s) disposed or deleted successfully message displays at the top of the page, indicating the successful disposition of the Task/Reminder.




Tasks/Reminders Frequently Asked Questions for Caseworkers

1. What is the difference between a Task and a Reminder?

Answer: A Task is an activity that associates an action with it. A Reminder is typically

informational in content. Reminders may not require a specific action on a case whereas a Task usually will.

2. Why can some Tasks/Reminders be disposed but others cannot?

Answer: Usually, an employee disposes of Tasks/Reminders after an action is taken. In IES a checkbox appears next to a Task/Reminder to allow disposition.

If an open checkbox is next to a Task/Reminder, it can be disposed of manually.

3. Why are some Tasks/Reminders escalated? What does this mean?

Answer: Central Office from DHS/HFS determined that overdue Tasks/Reminders escalate to a

manager. Tasks/Reminders shown in red are overdue. Refer to the Tasks/Reminder Job Aid to view the specific Tasks/Reminders that are escalated and when.



IES Tasks/Reminders Summary


Additional Resources for this Lesson: Wizards

View a Virtual Worker’s Tasks/Reminders

Create a Manual Task

Dispose a Task/Reminder

Important Things to Remember about Tasks/Reminders in IES

Search by “Outstanding Tasks/Reminders” to view Tasks/Reminders to be processed

Modify the Task/Reminder Due Date range to prioritize work

An open checkbox displays next to the Tasks/Reminders a user can manually dispose

To dispose of most Tasks/Reminders, perform the required work. Dispose of the Task/Reminder when the work is complete.

Search for newly assigned Tasks/Reminders using future due dates


This module taught you best practices for working with Tasks/Reminders. After completing this module, you are now able to:

View the Virtual Worker’s Tasks/Reminders in IES

Create a Task/Reminder

Dispose of a Task/Reminder

Course: AG08 LTC Caseworker Module 6: Electronic Document Mgt.

IES EDM STUDENT GUIDE Page 1 of 18 Updated 1/20/2015

Table of Contents

IES Electronic Document Management (EDM) Overview ................................................................ 2 Module Objectives ........................................................................................................................... 2 Lessons in this Module .................................................................................................................... 2

Lesson 1: Queue Overview ................................................................................................................. 3 Key Concepts ................................................................................................................................... 3

Lesson 2: Understanding the EDM Inbox ......................................................................................... 6 Exercise Instructions ........................................................................................................................ 6

Exercise Steps: ......................................................................................................................... 6

Lesson 2: View a Document in the ECR .......................................................................................... 10 Exercise Instructions ...................................................................................................................... 10

Exercise Steps: ....................................................................................................................... 10

Lesson 3: Search the EDM Inbox ..................................................................................................... 12 Exercise Instructions ...................................................................................................................... 12

Exercise Steps: ....................................................................................................................... 12

Lesson 4: Re-Index a Document from the EDM Inbox ................................................................... 14 Exercise Instructions: ..................................................................................................................... 14

Exercise Steps: ....................................................................................................................... 14

Lesson 5: Re-Index a Document from the Document Inquiry and Re-Index Page ..................... 15 Exercise Instructions ...................................................................................................................... 15

Exercise Steps: ....................................................................................................................... 15

IES Electronic Document Management (EDM) Summary .............................................................. 18 Additional Resources for this Lesson: Wizards ............................................................................. 18

Important Things to Remember about EDM ........................................................................... 18 Module Objectives Review ..................................................................................................... 18



IES Electronic Document Management (EDM) Overview


Module Objectives

This module teaches you about the EDM Inbox and how to manage electronic documents in IES.


Understand the EDM Inbox functionality

View previously uploaded documents

Upload a document to the Electronic Case Record (ECR)

Re-index a document from one case to another


1. Queue Overview

2. Understanding the EDM Inbox

3. Search the EDM Inbox

4. Re-Index a Document from the EDM Inbox

5. RE-Index a Document from the Document Inquiry and Re-Index Page



Lesson 1: Queue Overview


Show Me! The instructor will demonstrate this exercise in IES.

Key Concepts

There are some scenarios where IES automatically routes New and In Progress tasks for an application/case to the appropriate EDM Inbox queue based on the status of the case, the programs requested, and household circumstances

Paper applications and customer verifications must be manually uploaded and routed to the appropriate queue

Each time a task progresses automatically from one queue to another, the old task is closed out in the current queue.

Queue Tasks associated with

these cases/applications are found in the Queue

Task Title in Queue Who completes tasks

in the Queue?

Screen New Application

Unregistered ABE applications

Unregistered FFM applications

ABE Application Anyone assigned to register applications

Screen New MPE Application

Unregistered MPE applications

ABE Application (with a special indicator of Presumptive)

Anyone assigned to register MPE applications (All Kids only)

Expedited Registered Expedited applications, with a phone number, awaiting a first or second Cold Call attempt

ABE Application

Application – with Cash and SNAP Expedited

Application – with SNAP Expedited

Interviewers assigned to do Expedited Cold Calls



Interview Required-Initiate Data Collection

Registered applications with SNAP and/or Cash/Medical Request that are scheduled for an interview (Includes Expedited SNAP applications where the customer did not provide a phone number, or workers were unable to reach the customer during Cold Call attempts)

SNAP-only applications where the Interview date passed but 30 days have not passed from the Application Date. These applications are auto-denied by IES after 30 days if no interview is conducted

Pending SNAP and/or Cash cases awaiting completion or receipt of verifications prior to the Verification Checklist (VCL) due date

ABE Application

Application – Other

Application - with Cash


Application – with SNAP


Interviewers assigned to interview customers scheduled for appointments and other workers assigned to certify from this queue

No Interviews-Initiate Data Collection

Registered Medical-only applications awaiting Data Collection

Pending Medical-only cases awaiting completion or receipt of verifications prior to the Verification Checklist (VCL) due date

Applications with SNAP and/or Cash where the interview date passed and was not rescheduled. IES automatically marks the customer’s appointment as No Show and moves applications to this queue overnight after a missed appointment when Medical is also a requested program on the application

ABE Application

Application – Medical






FFM Referral

Workers assigned to complete Medical-only applications



Ready to Certify Pending cases with overdue verifications

Uploaded verifications for pending cases

ABE Application

Application – Medical






FFM Referral

<Document Task Title> This field is selected when a worker manually uploads the document on the Upload Documents/Create EDM Tasks page

Workers assigned to certify cases

Tip: IES automatically routes ABE applications for customers potentially eligibile for LTC or DoA services to either the MFO Hub or Macon County LTC Hub, depending on the customer's county.




Lesson 2: Understanding the EDM Inbox


Show Me! The instructor will demonstrate the exercise steps in IES.


The instructor will demonstrate the different EDM related pages and discuss the use of each page.

Exercise Steps:

1. From Left Navigation, click EDM, and then click Inbox. The Electronic Documents Inbox page displays.

2. Scroll to the Choose View section of the page.

3. Click the [+] icon to expand the Choose View section.

4. Scroll to the Search Electronic Document Inbox section of the page.

Tip: Workers are also able to search within the search results for a specific case.

The search results display tasks based on a job function. The items in the queues, associated with the job function of the staff, appear in the search results section.

5. Review the following fields:

Case/Application #: Search by the case or application number, if known

Action Taken By: Search for the document/task by the User ID of the staff member who started the task. If the User ID is unknown, staff are able to search for the User ID

First/Middle/Last Name: Search by either the first, middle, or last name of the customer

Date Received From: The start date for searching when a document or ABE application was added to IES

Date Received To: The start date for searching when a document or ABE application was added to IES

Date Due From: The start date for searching by Application Due Date.

Date Due to: The end date for searching by Application Due Date.

Tip: To search by Application Due Date using the Date Due From and Date Due To fields, workers must select a queue to search in. Application Due Dates are

determined by the programs requested:

Expedited SNAP applications are due 3 days after the Application Received Date

Non-Expedited SNAP applications are due 25 days after the Application Received Date

Medical and Cash applications are due 31 days after the Application Received Date

Medical Only applications are due 41 days after the Application Received Date

Document/Task Title: Search by document type

Queue: IES has 6 Intake queues from which workers can claim and complete work



Cold Calling Attempt: Select First Attempt or Second Attempt to narrow search results for Expedited applications

Show Documents started by others: Click this checkbox to view documents in the queue started by other staff

Show completed/duplicate: Click this checkbox to view complete or duplicate documents/tasks in the search section

Tip: If a worker tries to search by Cold Calling Attempt, without selecting the Expedited queue, a warning message displays: To search by Cold Calling Attempt, the user must select the Expedited queue.

6. Click [Search] (optional) to view specific information in the EDM Inbox Search Results.

7. Scroll to the Search Results section of the page.

8. Review the documents in the Search Results.

Case/Application#: The case or application hyperlink displays. Click on the hyperlink to open a popup window that contains the case/application summary information

Document/Task Title: The task or document title appears here. For self-service applications only, the document title is a hyperlink and opens the ABE Application Details page

Office Name: Provides the name of the office in which the document resides

Special Indicator: The field that displays any special conditions associated with the case (i.e. LTC)

Tip: After Application Registration, IES assigns a LTC Special Indicator if a Special Accomodation is added. The LTC Special Indicators are SLF, Shelter Car, DOA, and LTC. These Special Indicators help LTC hubs to easily identify different types of LTC applications/cases.

Name: This is the customer’s name

Date Received: The date the document or task was created in IES



Status: The status of the document in IES. The status is either New, Completed, In Progress, or Duplicate

IES removes a document from the inbox that has a status of completed

Action Taken By: The staff member who starts or uploads the task/document. Click the username hyperlink to view the user profile and contact information

Action: The next step for a staff member to take with the task/document. The staff member starts a new task or continues an in-progress task

Re-Index: Use the Edit icon to move a document placed in the current queue by mistake to the correct queue

For self-service applications, the staff should select the first application in the list. For all other documents and tasks, staff select any task in the inbox.

Tip: New and existing applications in the Screen New Application Queue are

ordered based on the following prioritization: 1. Urgency of an application (Applications Marked as Urgent on the ABE

Application Details page)

2. Special Indicator for ABE Applications ranked as follows: 1. Expedited 2. Non Expedited 3. Cash Assistance 4. Presumptive (HPE & MPE Applications) 5. Medicaid Application, Potential AABD/LTC Eligible, FFM MAGI

Application, FFM Non MAGI Application, ABE MAGI Application, ABE Non MAGI Application

3. Application Received Date (oldest to newest) Rank Tag Origin

1 Marked Urgent Marked by Worker

2 Expedited (EX) Special Indicator

3 Non Expedited (NE) Special Indicator

4 Cash Assistance (TF) Special Indicator

5 Presumptive (PM) HPE Applications Special Indicator

6 Medicaid Application (MA) Special Indicator

6 Potential AABD/LTC Eligible (AA) Special Indicator

6 FFM MAGI Applications (FM) Special Indicator

6 FFM Non MAGI Applications (FN) Special Indicator

6 ABE MAGI Application (AN) Special Indicator

6 ABE Non MAGI Application (AN) Special Indicator

7 Spanish (SP) Special Indicator

8 Application Received Date - oldest to newest Date

9. Click [View Next Document].

10. The worker will start completing the first task in the Search Results.

Tip: Best practice is for workers to pull applications in the order they appear in the

queue, unless instructed by a manager to do so. However, all tasks/documents have the Start or Continue hyperlink in the Action column. This feature is useful for example, when a customer has an unregistered ABE application and walks-in into the office and needs to be registered right away,

Tip: When a worker starts a document/task that is part of an uploaded group in the

EDM Inbox, all tasks/documents in that group are automatically claimed by the user and the status is updated to In Progress.



Tip: Two workers cannot claim application tasks simultaneously from the Screen New Application and Expedited queues. If two workers attempt to claim the same task from the Screen New Application queue, a This application has already been started by another worker. Please click search again and pull another application message displays. If two workers attempt to claim the same task from the Expedited queue a This task has already been started by another worker. Please click search again to claim a different task message displays.




Lesson 2: View a Document in the ECR


Begin Instructor-Led Exercise Walk through this exercise with your instructor in IES.


You are scheduled to meet with a customer regarding changes to the customer’s case. Review the Electronic Case Record to become familiar with the case’s current documents.

For this exercise, use the case number next to EDM - Lesson 2 on the Case Data Sheet.

Exercise Steps:

1. From Left Navigation, select Data Collection, and then select Initiate Data Collection. The Initiate Data Collection page displays.

2. Enter the Case Number.

3. Select View data collection screens (read-only) from the drop-down list.

4. Click [Next]. The Pending Casework page appears in read only.

5. At the top of the screen, the Electronic Case Records icon appears.

Tip: The ECR button appears on all Data Collection pages, even if a document is not attached to the case. Workers can also access the ECR from the Case/Search Summary page.

6. Click the ECR icon. The Electronic Case Records page appears in a pop up window and the PCW tab view defaults.

Tip: Workers can now upload documents to an application/case from the Electronic Case Records page using the [Upload] button. When a worker clicks the [Upload] button the Upload Documents/Create EDM Tasks pop up page displays with the Case/Application# prefilled and disabled. The Case/Application# cannot be changed. Any uploaded documents will display in the ECR after the batch process runs, which is scheduled for every 15 minutes.



Tip: The tabs in dark navy blue have documents attached. The staff member cannot click on the grey tabs because no documents are attached.

7. Click the navy blue All tab, and then click the Comments icon to the far right of the document row, to add a comment to the document.

8. A new pop up page appears to type in the document comments.

9. Type in the comment.

10. Click [Update]. The pop up page closes.

11. Click the Comments icon again to verify the comment was successfully saved.

12. The pop up page appears again with the comment saved in the Comments History. The Comments History also displays the User ID of the staff member who created the comment, and the date and time the staff member wrote the comment.

Tip If a customer uploads documents through the ABE portal after submitting their application; those documents are still accessible in the ECR. The worker can also search for these uploaded documents using the Electronic Document Inquiry and Re-Index page.




Lesson 3: Search the EDM Inbox


Let Me Try! Perform this exercise on your own.


A customer calls to ask if the office received the pay stubs mailed after the customer applied on ABE. Review the Electronic Case Record to answer the customer’s question.

Exercise Steps:

1. From Left Navigation, select EDM, and then select Documents Inquiry and Re-Index. The Electronic Documents Inquiry and Re-Index page displays.

2. Search for the case by typing the case number into the Case Number field.

3. Click [Search]. Pending documents for the case display in the Search Results section of the page.

4. Review the search results and click the Document/Task title hyperlink for the correct record.



Tip: Documents can be submitted to IES in two different ways: A customer can add a document via ABE and staff can add documents.

Will all previous case documents be uploaded to IES?

No, previous case documents will not be uploaded to IES. Instead, staff should go through the Content Management Portal or paper case files to view documents prior to IES.




Lesson 4: Re-Index a Document from the EDM Inbox


Begin Instructor-Demo

Follow along with your instructor as they demonstrate the exercise in IES.


A worker accidentally uploaded a Medical-Only paper application to the Interview Required-Initiate Data Collection queue. Re-index the paper application to the No Interviews-Initiate Data Collection queue from the EDM Inbox.

Exercise Steps:

1. From Left Navigation, select EDM, then Inbox. The EDM Inbox displays.

2. Enter the Search criteria in the Search Electronic Documents Inbox section of the page.

Case/Application #: Enter the Application or Case number related to the document that

needs to be re-indexed

Queue: Select the Interview Required-Initiate Data Collection queue

3. Click [Search]. The search results display in the Search Results section of the page

4. Select the Edit icon in the Action Column next to the document to re-index.

5. The Re-Index to Queue pop-up page displays.

6. From the Reindex to Queue drop-down list select the No Interviews-Initiate Data Collection queue.

7. Click [Submit]. The task is re-indexed to the correct queue.

Tip: A worker can also use the Mark Task as Complete radio button to mark a task as complete that was created in error.

A document can either be re-indexed or marked as complete from the Re-Index to Queue pop-up page. It is not possible to complete both processes at the same time.




Lesson 5: Re-Index a Document from the Document Inquiry and Re-Index Page


Begin Instructor-Led Demonstration Walk through this exercise with your instructor in IES.


A document is uploaded to IES, but attached to the wrong case. Correct this mistake by re-indexing the document to the correct case.

Tip: If a file is uploaded with the wrong Document Title (for example, Pay Stubs uploaded as a Driver’s License), staff should re-index the document.

Exercise Steps:

1. From Left Navigation, select EDM, and then select Document Inquiry and Re-Index. The Electronic Documents Inquiry and Re-Index page displays.



2. Use the Search Criteria section of the page to search for the current case.

3. Enter the current case number in the Case # field.

4. Click [Search]. The Search Results section of the page displays with the results.

5. Click the Edit icon next to the correct record. The Re-Index Details page displays.

6. Current information on the document displays in the Document Search section of the page.

Individual ID: The individual number of the person associated with the document

Office Name: The office that owns the case associated with the document

Provider ID: If a document is associated with a specific provider, the provider number appears here

Case/Application #: The case or application number associated with the document

Document/Task Title: The name assigned to the document when added to the ECR

Scroll to the Re-Index section of the page and fill out the required information:

Case #: disabled

Individual ID: Enter the individual ID (required)

Application #: Is not an active field

Processed: Yes

Queue: Select a queue from the drop-down list only when the individual, application and case values are blank

Document/Task Title: Select the new document task/title

7. Click [Update]. The document is associated to the new case.

8. An Update Successful message displays at the top of the page.



Check your work! To confirm the document attaches to the new case:

1. Click the navy blue Electronic Document Inquiry and Re-index tab at the top of the page.

2. Search for the document by the new case number.

3. In the Search Results section, click the Assignment History icon to view the history of the document.

4. A separate internet explorer window pops-up and displays the history of the document, including the recent case number change.




IES Electronic Document Management (EDM) Summary



View Electronic Case Record

Inbox

Document Inquiry and Re-Index

Document History

Upload Documents

Important Things to Remember about EDM

The EDM Inbox contains electronic documents and applications submitted through ABE

Documents can be submitted to IES in two different ways: a customer can upload documents in ABE or a staff member can upload documents

Access IES files from the EDM Inquiry and Re-Index page

Documents uploaded to IES cannot be deleted from the system. If necessary, a staff member can re-index a document from one case to another.


This module taught you about the EDM Inbox and how to manage electronic documents in IES.


Understand the EDM Inbox functionality

View previously uploaded documents

Upload a document to the Electronic Case Record (ECR)

Re-index a document from one case to another

Course: AG08 LTC Caseworker Module 5: LTC Application Registration

IES LTC APPLICATION REGISTRATION STUDENT GUIDE Page 1 of 29 Updated 1/20/2015

Table of Contents

IES Application Registration Overview ............................................................................................. 2 Module Objectives ........................................................................................................................... 2 Lessons in this Module .................................................................................................................... 2 Application Registration Features .................................................................................................... 3 Key Application Registration Concepts ........................................................................................... 4 Application Registration Process ..................................................................................................... 4

Lesson 1: Register a Supportive Living Program (SLP) Application ............................................. 7 Exercise Instructions: ....................................................................................................................... 7

Exercise Steps: ......................................................................................................................... 7 Step 2: Perform Inquiry ............................................................................................................. 7 Step 3: Register Application ..................................................................................................... 7 Step 4: Register and File Clear Individuals .............................................................................. 9 Step 5: Register Programs ..................................................................................................... 12 Step 6: Expedited Food Assistance Screening ...................................................................... 12 Step 8: Application Assignment .............................................................................................. 13

Lesson 2: Key Features for Scheduling Appointments................................................................. 15 Key Features .................................................................................................................................. 15 Process for Scheduling Interviews in IES ...................................................................................... 15 Key Features/Concepts of the Office Schedule ............................................................................ 16 Selecting the best Appointment Length on the Office Schedule ................................................... 17

Lesson 3: Register a Long Term Care (LTC) Application and Schedule an Appointment ........ 18 Exercise Instructions: ..................................................................................................................... 18

Exercise Steps: ....................................................................................................................... 18 Step 8: Application Assignment .............................................................................................. 19 Step 9: Review the Office Schedule ....................................................................................... 19 Step 10: Schedule the Appointment ....................................................................................... 20

Lesson 4: Retrieve an ABE Application & Withdraw an Application ........................................... 23 Exercise Instructions: ..................................................................................................................... 23

Exercise Steps: ....................................................................................................................... 23 Step 1: Receive ABE Application ........................................................................................... 23

Lesson 5: Record an Application Comment to a Registered Application ................................... 27 Exercise Instructions: ..................................................................................................................... 27

Exercise Steps: ....................................................................................................................... 27

Lesson 6: Upload a Paper Application ............................................................................................ 28 Exercise Steps: ....................................................................................................................... 28

Application Registration Summary .................................................................................................. 29 Important Things to Remember about Application Registration ................................................... 29 Module Objectives Review ............................................................................................................ 29



IES Application Registration Overview

Time to Complete: 2 hours 50 minutes

Module Objectives

This training module teaches you how to register Supportive Living Program (SLP) and Long Term Care (LTC) applications in IES using Application Registration.


Retrieve an ABE applications in IES

Register Supportive Living Program (SLP) and Long Term Care (LTC) Applications in IES

Understand the differences between applications and cases in IES terms

Record general household and customer demographic information for LTC customers

Perform File Clearance to determine if customers already have an active or inactive case in IES

Record case comments to a pending/registered application

Upload a document to a registered application

Understand how to schedule an appointment as part of Application Registration


1. Register a Supportive Living Program (SLP) Application

2. Retrieve an ABE Application and Withdraw the Application

3. Register a Long Term Care (LTC) Application and Schedule an Appointment

4. Record Case Comments to a Registered Application

5. Upload a Paper Application



Application Registration Features

The Application Registration function allows caseworkers to record application information in one system to track and to report on, as necessary

Application Registration supports the following processes:

Tracking all application information online, including the application received date, in order to measure Standards of Promptness

File clearing of all individuals listed on an Assistance Application against the Master Client Index (MCI) to reduce the potential for duplicate applications and duplicate aid

Establishing new Individual Numbers for clients who do not have a record in the MCI Automatically assessing a customer’s need for Expedited SNAP or Child Presumptive Eligibility

All applications are assigned to the Intake Virtual Worker at the end of Application Registration.

When Application Registration is complete, IES automatically creates an EDM Inbox task for an ABE application in the appropriate Data Collection queue for a caseworker to process the application. For Paper applications, workers must upload the document and create a manual task in the appropriate Data Collection queue



Key Application Registration Concepts

Concept Definition

Application Number

A unique number assigned to each new IES application or application request. The Application Number starts with a “T”, followed by eight digits. You can search for existing applications using the Application Number. IES assigns the application number to a customer after the customer completes an ABE application, OR for a non-ABE application, when a caseworker registers the application in IES.

File Clearance

The File Clearance process compares the individual information recorded in Application Registration against the Master Client Index (MCI). IES returns a score for each potential match based on how closely the data for an individual matches an MCI record:

SSN – IES returns a score of 100% if an applicant’s SSN is exactly

the same as an SSN in the MCI, and IES will not establish a new Individual Number for the applicant. If the SSN match is questionable, record the applicant’s SSN in the Reported SSN

field, which allows the Application Registration process to proceed while resolving the SSN issue

Name – IES searches for matching and similar-sounding names.

For example, IES returns Willy Smith or Will Smythe as potential matches for an applicant named William Smith.

Date of Birth – IES matches exact and similar dates of birth between applicants and individuals in the MCI.

Individual Number

A unique number IES assigns to each customer after the person passes File Clearance. Converted cases also display the RIN and IES assigns a RIN in addition to the Individual Number.

Inquiry A function to confirm if applicants have an active or inactive case in IES and if the applicant’s physical address is in use on another case before registering a new application. Access Inquiry from Left Navigation.

Master Client Index (MCI)

The MCI is a database that stores identifying information for every customer known to IES, AIS, and ACM, including the customer’s name, date of birth, gender, race, ethnicity, and Social Security Number (SSN). IES matches the individual’s name, date of birth, and SSN with records in the MCI to determine if the applicant has an Individual Number with DHS/HFS in Application Registration.

Application Registration Process

The following table lists the steps to follow to register an application.

Process Step Navigation

Step 1: Receive Application

A customer or authorized representative submits a signed application for assistance to the office or submits an ABE application online.

This step occurs outside of IES



Process Step Navigation

Step 2: Perform Inquiry

Perform an inquiry on all household members to determine if an application or an active/inactive case exits. This step is necessary to avoid duplicate cases. Use Address Inquiry to confirm if an existing case uses the listed address.

Inquiry>Individual

Inquiry>Address

Step 3: Register Application

Record information for the entire household, including the primary applicant and address. Indicate if the application is for assistance or is a Medicaid Presumptive Eligibility application.

Application Registration>

Register an Application

Step 4: Register and File Clear Individuals

Record the demographic information for each individual on the application, which allows IES to automatically file clear each against the MCI before assigning a new Individual Number.

Occurs within Application Registration

Step 5: Register Programs

Specify the programs each individual requests on the application.


Step 6: Expedited Food Assistance Screening

If the customer requests Supplemental Nutrition Assistance Program (SNAP), IES automatically screens the application for Expedited processing.


Step 7: Child Presumptive Eligibility

If a Child under the age of 19 requests medical assistance, the CPE tab automatically appears. CPE is similar to the Expedited Food Assistance Screening.


Step 8: Application Assignment

For an ABE Application: IES automatically assigns the application to the Intake Virtual Worker and creates a task in the appropriate Data Collection queue.

For a Paper Application: Upload the paper application and other documents received to the application and route the task to the appropriate queue.


Step 9: Review the Office Schedule

Select the appropriate Appointment Length during an available date and time.

Occurs after Application Registration in the Scheduling Process



Step 10: Schedule the Appointment

Confirm the appointment information and select the Appointment Mode on the Schedule Appointment page.

Occurs after Application Registration in the Scheduling Process



Lesson 1: Register a Supportive Living Program (SLP) Application

Time to Complete: 1 hour



Register a mail-in Supportive Living Program (SLP) application. Refer to the Exercise Information Sheet –SLP

Exercise Steps:

Marilyn is 69 years old and moving into a Supportive Living Program (SLP). She is applying for SNAP and Medical Assistance. She receives RSDI and pays montly rent at the facility.

Step 2: Perform Inquiry

Perform an inquiry to ensure that the individual applying for benefits or other household members do not have an existing application or case. For training purposes, assume there are no existing applications or cases.

Tip: On the Search Application page, search results display for the entire state. Select the Show Application in this Office checkbox to search for applications in the current office the worker is logged into.

Tip: IES displays a message at the top of the page when no matching records are found. Repeat the Individual Inquiry process for each individual listed on the Assistance Application.

Step 3: Register Application

1. Use the Register Application – Application page to enter information about the application and the primary applicant’s contact information.

2. From the Left Navigation, select Application Registration, then select Register an Application. The Register Application – Application page displays.

Tip: The tabs at the top of the page comprise one Logical Unit of Work (LUW). You must complete each of the pages in the LUW for the data to be saved.

Entering the correct Date is very important. For ABE applications, this will

default to the date the application was submitted in ABE. For paper applications, enter the application date from the paper application

Written Language: if Spanish is selected, Spanish will be used on system-

generated client correspondence, when applicable. This accommodates clients with special language needs



Tip: Workers may only enter work days as the application Date Received field. If a worker enters a non-work day as the Date Received, IES displays the following message: The application date entered is either not a valid business date (Monday to Friday) or is a holiday. Please enter a valid application date.

Tip: It is important to enter values for Spoken Language, Special Accommodations, and Facilities/Institutions to help workers choose applications from the queues.

LTC Special Indicators are automatically associated to an application/case by IES in two ways:

1. When a worker selects a LTC Special Accommodation during Application Registration for an ABE application on the Register Application-Application page or during Data Collection on the Household Information page for an ABE Application

2. When a worker uploads a paper application on the Upload Document/Create EDM Inbox Tasks pageand the application was previously registered with a LTC Special Accommodation

The LTC Special Indicators are:

• SLF

• Shelter Care

• DOA

• CILA

• LTC (LTC will be used as the Special Indicator for Nursing Homes)

3. Scroll to the Application Information section. Complete the following fields:

Date Received: Enter today’s date

Written Language: English – leave the default value

Special Accomodations: - Supportive Living Facility

Spoken Language: English – leave the default value

Source: Select Mail-In from the drop down list

4. Scroll to the Primary Applicant section. Complete the following fields:

First: Customer’s first name

Last: Customer’s last name

5. Scroll to the Household Contact Information section. Complete the following fields:

Home #: Customer’s home phone number

Did anyone in the SNAP household receive SNAP benefits in Illinois in the month of the application or the month before the application?: This question is not mandatory and defaults to No. In Data Collection, it is only enabled if SNAP is added as a program request

Tip: The Representative tab is skipped unless the worker indicates that the application

has an approved representative. IES only requires workers to complete pages that are applicable. Notice this tab is inactive at the top of the page. Select Yes in the Approved Representative drop-down list. Notice the tab at the top of the page turns blue for active. Select No in the Approved Representative drop-down list.

6. Click [Next]. The Register Application – Address page displays. Use this page to enter the physical and/or mailing address listed on the application.



Tip: Each application must have a physical address, unless the primary

applicant is marked as homeless. IES automatically verifies that addresses are valid.

Tip: The Physical Address must be the address of the Supportive Living Facility where the customer is living. If the customer designates to have correspondence and/or benefits sent to their home or another address, the worker must enter a mailing address; this address will be sent to the CDB.

Each application can have only one Physical Address.

7. Scroll to the Address Information section. Complete the following fields.

Address Type: Physical Address

Str #: 405

Str. Name/Rural Addr: Central

Str. Type: Ave

Dwelling Type: Room

#: Enter the number from your data sheet

County: Lake

City: Highland Park

State: Illinois

Zip Code: 60035

8. Click [Add] to save the record to the Address Summary section at the bottom of the page. The address displays at the bottom of the page and review the address.

Tip:Click the Edit icon to modify the address record if needed. Click the Edit

icon, click [Update] to save the changes. You must click [Update] even the information did not change.

9. Click [Next]. The Register Application – Type page displays.

10. Review the default responses:

Is this an Application for Assistance: YES – leave the default value, because we are

registering an Assistance Application

Is this a Medicaid Presumptive Eligibility Application: No

11. Click [Next]. The Register Individual – Individual page displays. Use this page to capture demographic information for each member in the household.

Step 4: Register and File Clear Individuals

In this step, you will enter information for every individual that is listed on the application. IES will automatically run the File Clearance process for each individual to see if they already have an Individual Number. You will evaluate the File Clearance results to decide whether or not to create a new Individual Number for a client, or whether to use an existing Individual Number.

12. Scroll to the Indiviual Information section. Complete the following fields.

First: IES defaults to the Primary Applicant’s first name

Last: IES defaults to the Primary Applicant’s last name

13. Scroll to the Demographic Information section. Complete the following fields.



Gender: Enter the individual’s gender

Actual or Estimated Date of Birth: Enter the individual’s DOB

SSN: Enter the individual’s SSN

Race: Enter the individual’s race

Primary Language(s): Enter the individual’s language

Tip: Use the Ctrl key to select more than one Race or Language, if necessary.

14. Scroll to the Other Information section.

Does the individual have alias names?: Defaults to No

Tip: IES uses names recorded as an alias during File Clearance. Alias Name(s)

include a woman’s maiden name or a nickname someone uses.

Does the individual have Social Security Claim Number (SSCN) or Railroad Retirement Number (RRN)? Yes

Tip: If an individual receives Social Security benefits of any kind, a worker MUST answer YES to the SSN/RRN question. If answered YES IES adds the pages for Social Security unearned income later in Data Collection. If a worker does not enter YES here and does not enter the SSCN number, a worker cannot enter that information in Data Collection.

Is the individual a DHS/HFS employee?: Defaults to No

Is the individual pregnant?: Defaults to No

Does the Individual have a disability?: No

Is the individual currently receiving Medicare, Social Security Disability or SSI?: Yes

Is the individual currently in a long term care facility, seeking to enter a long term care facility, or need help with activities of daily living through personal assistance services?: Yes

Disability(s): N/A

15. Click [Next]. The SSCNs/Railroad Retirement Number page displays.

16. Enter the required information:

Type: Social Security Claim Number

Social Security Claim Number: Enter the SSCN with A at the end

17. Click [Add]. The SSCN will populate in the Type section at the bottom of the page.

18. Click [Next]. The File Clearance – Results page displays. Use the File Clearance - Results page to view the results of the File Clearance process and determine if an individual already has an existing Individual Number in the MCI.

19. Scroll to the bottom of the page and complete the following fields.

Do you wish to view associated cases?: No

Do you wish to establish as a new individual?: YES



Tip: If File Clearance returns a 100% match, use that individual. IES generates an error if a worker attempts to establish a new individual with a 100% match to another individual.

IES returns a 100% score if an applicant’s SSN is exactly the same as an SSN in the MCI, and does not allow the worker to establish a new Individual Number for the applicant. If the SSN match is questionable, record the applicant’s SSN in the Reported SSN field. This allows the worker to proceed with the Application Registration process while the SSN issue is resolved.

20. Click [Next]. The Register Individual - Summary page displays. Use this page to view the summary of the individuals you have registered.

Tip: It is important that workers verify that a child on a case is not selected as the Head of Household on the Data Collection – Head of Household page when a child requesting benefits lives with any caretaker relative even if the child is the only one requesting benefits. This is currently causing automatic case cancellations in the Legacy system.

Toolbox: The below can be used for help registering the individuals: Wizards

Register Individuals

Application Registration

21. Review the information for accuracy, and then click [Next]. The Clearance Results page displays.

Tip: The Clearance Results page displays results from interfaces run to other

systems. IES interfaces with the following systems:

1. Federal Data Services (SSA)

2. Accounts Receivable System (ARS)

3. Disqualified Recipients (DRS)

4. IL Residency Verification (IL SoS)

5. Key Information Delivery System (KIDS)

6. State Online Query (SOLQ)

7. Third Party Liability Verification (TPLV)

8. Wage Verification

9. Work Number Verification (TWN)

Green Check means that the person passed that specific verification check

Red X means that they failed that specific verification check

Click the magnifying glass to see details on that particular results

22. Click [Next]. The Register Program - Program page displays. Use this page to specify the programs the applicant has requested and if they are requesting retroactive Medical Assistance.



Step 5: Register Programs

23. Indicate which programs are being requested by the customer and any other household members requesting assistance.

Application Form Type: Notice this defaults to the choice selected on the Register Application – Type page

Programs: SNAP, Medical Assistance (3 Months backdated)

Requesting Aid: Select Marilyn

Click [Next]. The Register Program - Expedited Screening page displays.

Step 6: Expedited Food Assistance Screening

Tip: The expedited screening process works like a cascade – three tests determine

if the application should be expedited. When a household passes (eligible for expedited SNAP) one test, do not complete the information for the subsequent tests.

Expedited Test 1: Does the household have countable liquid assets of $100 or less and a monthly gross income less than $150?

Expedited Test 2: Do countable liquid assets and monthly gross income total less than the most recent monthly expenses?

Expedited Test 3: Is there a migrant or seasonal farm worker in the household who has lost their only source of income and does not expect to receive any additional income?

24. Enter the information on the customer’s circumstances for Assets & Income, Expenses sections and select No for If there is a migrant or seasonal farm worker in the household?

Liquid assets of household (cash on hand, checking/savings, savings certificate:

Enter 0

Monthly gross income of household (wages, cash, contributions, odd jobs, child support, etc.: $1200.90 RSDI unearned income

Rent, mortgage, including taxes and insurance: $631.00

25. Click [Next]. The Register Application - Summary page displays, and provides a summary of the application you have registered.




In this step, assign the application to the Intake Virtual Worker.

Tip: Remember! In this exercise we are registering a new application. Remember

applications start with a ‘T’, and does not become a case until a worker initiates Data Collection. When Data Collection is initiated for the first time, the ‘T’ changes to a number.

26. Change the answer in the Do you wish to schedule an appointment in IES? to NO.

Tip: IES disables or prefills the question, Do you wish to schedule an appointment in IES? with YES or No as follows:

IES defaults the value to No for Expedited SNAP applications with a phone

number provided by the customer. A worker must attempt to Cold Call the

customer two times before scheduling an appointment

IES defaults the value to Yes for Expedited SNAP applications without a

phone number provided by the customer

IES defaults the value to Yes for non-Expedited SNAP applications or Cash

applications

This question is disabled for a Medical Only application

27. Click [Assign]. IES assigns the application to the Intake Virtual Worker and creates a task in the appropriate queue.

28. Scroll to the Application Assignment Details section of the page.

County: Displays the county of the office that registered the application

Office: Displays the logged in office

Queue: Displays No Interview Required – Initiate Data Collection

Case #: This column will be blank during Application Registration. A Case # will appear if you return to this page to maintain an application that has been converted to a case

Tip: Use the [Upload] button to attach documents to the application. Clicking [Upload] opens the Upload Documents/Create EDM Inbox Task pop-up page. Select Create an IES Inbox Task- Upload a Document from the Requested Action drop-down list. If a worker uploads more than one document, IES only creates one EDM Inbox task for the document with the highest priority. All other documents can be found in the ECR and do not need to be marked as complete.

Tip: If the customer drops off the application and is still in the office when the application is registered, use the [Submit and go to Data Collection] button to submit the application and start Data Collection immediately.



29. Click [Submit]. IES displays the Submit Successful message at the top of the page. The Application Registration process is complete, and the application is automatically routed to the Interview Required– Initiate Data Collection queue, as this application requires an interview.




Lesson 2: Key Features for Scheduling Appointments


Key Features

Employees can schedule new appointments or reschedule/edit an existing appointment.

Employees are able to review the Office Schedule on the Intake Virtual Worker’s calendar for a

given day

There are two Appointment Types for scheduling appointments used in Phase 1, Application and Other

Only one Application Type appointment can be scheduled per application or case

All appointments must be associated with an IES application or case and IES automatically assigns the appointment to the Intake Virtual Worker when scheduling the appointment

Multiple staff have the ability to schedule appointments simultaneously from the Office Schedule

Process for Scheduling Interviews in IES

This table lists the steps to schedule an interview in IES.

Scheduling Interviews Process Steps IES Navigation

Step 1: Register the Application

Register the application. The scheduling process begins on the Application Registration – Summary page

Application Registration >



Indicate an appointment needs to be scheduled, assign the application to the Intake Virtual Worker, and submit the application



Select a date and Time Slot to schedule the appointment on the Office Schedule

Occurs after Application Registration


Enter appointment details and schedule the appointment

Occurs after Application Registration



Key Features/Concepts of the Office Schedule

In the table below are key components and concepts of the Office Schedule page.

Concept Definition

Appointment for

Prefills to the current date but changes if a new date is selected using the

Calendar icon.

Calendar Icon

Select a date on the Calendar icon at the top of the page. The Office Schedule for that day displays.

Appointment Length

The Office Schedule is broken down into 15 mins, 30 mins, 45 mins, 1 hour and Phone (2 hour) Appointment Lengths.

The 15 minutes Appointment Length will not be used during Phase 1.

An appointment may take less than the scheduled Appointment Length.

Phone appointments can be scheduled in other Appointment Lengths other than the designated Phone (2 hours)

Time Slot There are 15 minute time blocks on the Office Schedule from 8:00 AM until 5:00 PM each day, including Saturday, in which an appointment can be scheduled any time.

Maximum Slots on the Office Schedule will typically be zero on Saturday. In the rare instances where appointments need to be scheduled on a specific Saturday, a Manager can override the Maximum Slots for the particular Saturday.

Time Slot Colors

Time Slots are displayed with different colors in IES to notify a worker of the current status of each Time Slot:

Red indicates the Scheduled appointment Time Slot is over capacity

Blue indicates the Scheduled appointment Time Slot is at capacity

Green indicates the Scheduled appointment Time Slot is under

capacity and new appointments can be scheduled

Gray indicates that both the Maximum and Scheduled fields are at

zero, so no appointments can be scheduled during this time

Time Slot colors do not impact color blind workers. Color blind workers can

still determine capacity based on the number displayed.

Maximum Column

The Maximum column shows the maximum number of appointments that can be scheduled for that Time Slot and Appointment Length.

Scheduled Column

The Scheduled column shows the total number of scheduled appointments for that Time Slot and Appointment Length.

The number in parentheses in the Scheduled column indicates the number of appointments associated with applications where the Spoken Language on the Household Information and Individual Information pages is Spanish.

Total Maximum The Total Maximum amount in each Maximum column sums the maximum number of appointments that could be scheduled for that specific Appointment Length.



Concept Definition

Total Scheduled

The Total Scheduled amount in each Scheduled column sums all the scheduled appointments for that specific Appointment Length.

Day Total Maximum

The Day Total Maximum amount sums the Total Maximum number of appointments that could be scheduled for that specific day across all Appointment Lengths.

Day Total Scheduled

The Day Total Scheduled amount sums the total amount of appointments scheduled for that specific day across all Appointment Lengths.

Selecting the best Appointment Length on the Office Schedule

In the Transformers Unite: A User’s Guide there is a Scheduling section which is useful for scheduling appointments. Below is a table to provide guidance on which Appointment Lengths to select based upon the programs on the application.

Appointment Length

What type of programs should this Appointment Length be used for?

15 minutes None - not recommended to be used at this time. This may be used for certain types of service coordination appointments in IES Phase 2.

30 minutes All SNAP-only applications.

45 minutes All SNAP + Medical appointments as well as ineligible TANF requests.

1 hour

Potential TANF cash applications (which include children and/or pregnant woman) For example, if a customer requests Cash but does not have children or is not pregnant, they should not be scheduled for the 1 hour Time Slot.

Phone (2 hours)

Option of using this for phone interviews (Note: only phone interviews can be

scheduled in this slot).




Lesson 3: Register a Long Term Care (LTC) Application and Schedule an Appointment


Let Me Try! or Self-Paced Hands-On Exercise


Register a Long Term Care (LTC) Application and schedule an appointment.

Refer to the Exercise Information Sheet – LTC

Exercise Steps:

1. From Left Navigation, select Application Registration, then select Register an Application. The Register Application – Application page displays.

2. Enter the Application Information, Primary Applicant and Household Contact Information sections based on the customers circumstances.

Source: Select Mail-In from the drop down list

Special Accommodations: Long Term Care (LTC)

Facilities/Institutions: click on the magnifying glass, the Address Book pop up window displays

3. Enter the search criteria.

Type: Nursing Home

4. Click [Search]. The Search Results will display in the Address Search Results section.

5. Search for your customers facility on the list, click the Radio Button when found then click [Submit]. The Facility number will populate on the Register Application – Application page in the Facilities/Institutions field.

Is there an Approved Representative: Yes

Is the applicant homeless: No

6. Click [Next]. The Approved Representative page displays.

7. Complete the Filing Representative Information and Address Information sections.

8. Click [Next]. The Register Application – Address page displays.

9. Enter in the address for the LTC facility that the customer is residing.

10. Click [Add]. The address will populate in the Address summary section of the page.

11. Click [Next]. The Register Application – Type page displays

Is this an Application for Assistance? Defaults to Yes

12. Click [Next]. The Register Individual - Individual page displays.

13. Complete the Individual Name, Demographic Information and Other Information sections.


Does the individual have a disability? Yes

Is the individual currently receiving Medicare? No

Is the Individual currently receiving Social Security Disability, or SSI? Yes



Is the individual currently in a long term care facility, seeking to enter a long term care facility, or need help with activities of daily living through personal assistance services? Yes

14. Click [Next]. The Register Individuals SSCNs/RRN page displays.

15. Enter the Individual Information SSCNs/RRNs. Click [Add]. The information will populate at the bottom of the page. Click [Next]. The File Clearances page displays.

16. Click [Next]. The Register Individual – Summary page displays.

17. Click on the [Add Individual] to add the other members of the household. The Register Individual - Individual page displays.

30. Review the information for accuracy, and then click [Next]. The Clearance Results page displays.

18. Click [Next]. The Register Program – Program page displays.

19. Choose the Program the customer is requesting and then select the individual(s) Requesting Aid (and any retro months if applicable).

20. Click [Next]. The Register Program – Summary page displays.

21. Click [Next]. The Register Application – Summary page displays.


22. Make sure the answer in the Do you wish to schedule an appointment in IES? is set to YES.

IES will disable or prefill the question, Do you wish to schedule an appointment in IES? with YES or NO based off of the program requests

23. Click [Assign]. IES assigns the application to the Intake Virtual Worker and creates a task in the Interview Required - Data Collection queue.

24. Click [Submit]. IES navigates to the Office Schedule page. IES displays Submit Successful message at the top of the Office Schedule page.

Tip: Application Registration is not complete until the medical application and Form

3654 have been uploaded to the application, along with any verifications.


In IES, the Office Schedule is also called the Intake Virtual Worker’s Calendar.

25. Review the following fields on the Office Schedule page:

Appointments for: The field prefills to the current date. If a date is chosen on the calendar the field prefills to that date

Calendar icon: Click the date for the coming Monday

Appointment Length: Select the appropriate Appointment Length (based on the Appointment Length/Program table) to schedule appointments on the Intake Virtual worker’s calendar



Time Slots: Within the Appointment Length click any appropriate Time Slot in the Scheduled column which causes the [Schedule Appointment] button to enable

Tip: Each Appointment Length has a Maximum and Scheduled column:

The Maximum column shows the maximum number of appointments that can be scheduled for that Time Slot and Appointment Length.

The Scheduled column shows the total number of scheduled appointments for that Time Slot and Appointment Length.

Tip: Time Slots are displayed with different colors in IES to notify a worker of the current status of each Time Slot:

Red indicates the Scheduled appointment Time Slot is over capacity

Blue indicates the Scheduled appointment Time Slot is at capacity

Green indicates the Scheduled appointment Time Slot is under capacity; Schedule new appointments during this time

Gray indicates that both the Maximum and Scheduled fields are at zero. No appointments can be scheduled during this time

Time Slot colors do not impact color blind workers. Color blind workers can still determine capacity based on the number displayed.

Tip: The number in parentheses in the Scheduled column indicates the number of appointments associated with applications where the Spoken Language on the Household Information and Individual Information pages is Spanish.

The totals for Spanish appointments are meant to help the worker identify how many Spanish appointments can be scheduled based on the number of Spanish workers in the office. However, this does not impact the worker’s ability to schedule an appointment as long as there is open capacity. Hence, IES does not automatically limit the number of Spanish appointments based upon Spanish speaking caseworkers in the office. The scheduler needs to be mindful of this when scheduling appointments.

26. Using the Calendar Icon, navigate to a week from today. Select an appropriate Time Slot based on the type of benefits Jose is applying for. The [Schedule Appointment] button activates.

27. Click [Schedule Appointment]. The Schedule Appointment page displays with an IES message Schedule the eligibility interview as soon as possible but no later than 14 days from the application date. Refer to WAG 02-06-01-c.


Review the information in the Schedule Appointment section:

Green Message at Top of Page: Schedule the eligibility interview as soon as possible but no later than 14 days from the application date. Refer to WAG 02-06-01-c message is always on this page. It does not indicate an error

Appointment Type: Prefills to Application

Associated Office(s): Prefills to the office in which the appointment is created

Date: Prefills to the appointment date selected on the Office Schedule page



Single Or Group Appt: Prefills to Single and cannot be changed

Appointment Length: Prefills to the Appointment Length selected on the Office Schedule page

Begin Time: Prefills to the time selected on the Office Schedule page

End Time: Prefills based upon the Appointment Length chosen on the Office Schedule page

Tip: To edit the time, click [Previous] to return to the Office Schedule page and select another available Time Slot with capacity.

Review the information in the Case Information section:

Case or Application #: When scheduling an appointment during Application Registration, the application number cannot be entered in this field. IES automatically displays the application number in the Selected Case/App Num(s) field that has just been registered and it cannot be changed.

Selected Case/App Num(s): Prefills to the application number that has just been registered and to which the appointment is being scheduled

Review the Appointment Information section:

Appointment Status: Prefills to Not Scheduled for new appointments until the Employee submits the page, which sets the appointment to Scheduled status

Appointment Mode: Select the mode (In Person, Telephone or Home Visit) from the drop-down list

Appointment Title/Description: This field is optional. A title or description does not need to be entered

The Appointment Title/Description can only be viewed from the View Employee Calendar page once they have claimed or been assigned the appointment.

Comments: This field is optional. A comment only needs to be entered under special circumstances, such as if the customer speaks a language other than Spanish

Tip: When Phone (2 hour) is selected on the Office Schedule page, the Appointment Mode prefills to Phone and cannot be changed. Any Appointment Mode can be selected for the 15 minute, 30 minute, 45 minute, and 1 hour Appointment Lengths.

Click [Submit]. The next page that displays varies based on the task performed before the appointment was scheduled:

If the worker was registering a paper application from the Register an Application page in the Left Navigation, completed the application and chose to schedule an appointment, on click of the [Submit] button the worker is redirected to the Register Application – Application page to register another paper application

If the worker was registering an ABE application and initiated the application from the EDM Inbox Screen New Application queue, completed application registration and chose to schedule an appointment, on click of the [Submit] button the worker is redirected to the EDM Inbox page with the Screen New Application queue selected and the results loaded to register another ABE application



If the worker used the View Maintain Office Schedule page to select a Time Slot (covered later in this module), and clicked the [Schedule an Appointment] button to schedule an appointment, on the click of [Submit] the worker is redirected back to the View Maintain Office Schedule page

If the worker did not navigate from Application Registration, the EDM Inbox, or the View Maintain Office Schedule pages and therefore navigated from the View Maintain Scheduled Appointments page, the Submit Successful message displays and the worker stays on the Schedule an Appointment page

Tip: If a worker attempts to schedule an appointment on a Sunday, there is a red message on the Office Schedule page that says Appointments cannot be scheduled on a Sunday. Please select a date from Monday to Saturday to view the office schedule. The worker is not able to schedule the appointment. If a worker attempts to schedule an appointment on a holiday or another non work day, there is a green warning message on the Schedule Appointment page that

says You are trying to schedule an appointment on a weekend, holiday, or another non work day. Please review and click submit to continue. The worker is able to schedule the appointment.

Tip: Remember to manually fill out Form 267 with the appointment information and mail it to the customer. Notices of appointment will not be automated until Phase 2.

Tip: Staff should periodically check for appointments earlier in the application cycle

because new appointments may become available as customers reschedule their interview dates. For instance, if a worker began scheduling or rescheduling appointments for November 2 because November 1 is full, in a day or two the worker should check availability on November 1, because some appointments for November 1 may have been rescheduled.

Tip: Appointments in IES are scheduled on the Intake Virtual Worker’s calendar, which is called the Office Schedule. IES does not schedule appointments on an actual worker’s calendar.

Tip: Appointments should be scheduled immediately after Application Registration. Postponing the scheduling of an appointment after Application Registration is not common.




Lesson 4: Retrieve an ABE Application & Withdraw an Application


Show Me – Instructor Demo Exercise

Direct the class to observe as you demostrate how to retrieve and start processing ABE applications.


Retrieve an ABE application from the EDM Inbox.

Exercise Steps:

Step 1: Receive ABE Application

1. To retrieve an ABE Application, from Left Navigation, select EDM, and then select Inbox. The Electronic Documents Inbox page displays.

2. Select Screen New Application from the Queue drop-down list in the Search Electronic Document Inbox section.

Tip: LTC applications are routed to central units for processing based on the

applicant’s zip code.

3. Click [Search]. Search results display on the screen.

Tip: New and existing applications in the Scree New Application queue are

ordered based on the following prioritization:

1. Urgency of an application (Applications Marked as Urgent on the ABE Application Details page)

2. Special Indicator for ABE Applications ranked as follows: 1. Expedited 2. Non Expedited 3. Cash Assistance 4. Presumptive (HPE & MPE Applications) 5. Medicaid Application, Potential AABD/LTC Eligible, FFM MAGI

Application, FFM Non MAGI Application, ABE MAGI Application, ABE Non MAGI Application

3. Application Received Date (oldest to newest)



Tip: If the customer is waiting in the office or if a manager informs you to mark an ABE application as urgent, select the Mark as Urgent checkbox. Next, select the Reason for Urgent as either customer is waiting or as per manager’s direction.

This places the application at the top of the EDM Inbox queue.

4. Click [Start Next Document] at the bottom of the page. The ABE Application Details page displays.

Tip: Best practice is for workers to pull applications in the order they appear in the queue, unless instructed by a manager to register an application out of order. However, all tasks/documents have the Start or Continue hyperlink in the Action column. This feature is useful, for example, when a customer has an unregistered ABE application and walks into the office and needs to be registered right away.

5. The ABE Application Details page gives an overview of the ABE application completed by the customer.

The Individual Info section lists the individuals in the household who applied for assistance.

Click the Information icon to search for existing cases whose individuals match this

name or social security number. This is a way to save time and to quickly determine any duplicates

The Address Summary section lists the address the customer entered on the ABE online

application. Click the Information icon to search for existing cases at that address. This is useful to find duplicate applications

The Program Summary section lists all programs the customer applied for

Tip: Comments for unregistered ABE applications can be added from the ABE Application Details page in the Program Summary section. After starting Application Registration, workers can review the comments, as well as add additional comments, on the Application Comments - Summary page. For more information about Application Comments review the Add Application Comments Wizard.

The ABE Documents section lists any documents the customer attached to the ABE application. Customers can upload verification documents such as a copy of their driver's license, state issued ID, or pay stubs to the application

The Folder Assignment and Task Priority section allows caseworkers to mark the application as urgent and assign a reason for the urgency

The Inbox Transfer section allows caseworkers to transfer the application to a different

office if the application was sent to that office in error

Use the [Dispose as Duplicate] button to dispose of a duplicate ABE application. Select a reason from the Dispose Reason drop-down list

6. Click [Continue]. The Register Application – Application page displays.

7. Review the information on the Register Application – Application that prefilled from ABE.



Tip: Notice the text at the top of the page. Because this is an ABE application, IES displays the Application Number, Status, and Date Received. For paper applications, this step happens after saving this page. Notice that data the customer completes prefills on the page. Edit this information if necessary. Any

page that has data prefilled from ABE will display the following message at the top of the page:

Remember, on the ABE application, the customer chooses how much information to add for Data Collection, including income, assets, and expenses.

The Source for ABE applications will always be Self Service.

8. Click [Next]. The Register Application – Address page displays. Review the address.

9. Click [Next]. The Register Application – Type page displays.

10. Review the default responses:

Is this an Application for Assistance: YES – leave the default value, because this is

an Assistance Application

Is this a Medicaid Presumptive Eligibility Application: No

11. Click [Next]. The Register Individual – Individual page displays. Use this page to capture demographic information for each member in the household.

STOP when the Register Individual - Individual page displays.


The customer calls to withraw their application for assistance. Write down the application number and withdraw the application by completing the following steps.

12. From Left Navigation, select Application Registration, select Maintain Application, and then select Application Disposition. The Search Application page displays.

13. Enter the Application Number.

14. Click [Search]. The Application Search Results section displays the results at the bottom of the page.

15. Click the Edit icon next to the correct application. The Application Denial/Withdrawl page displays.

16. Enter the Withdrawal Reason: Choose a reason that best fits with the application denial circumstances.

17. Enter the Withdrawal Date: Enter today’s date (default).

18. Enter the Suppress Notices: No.

19. Enter the Legacy Case #: Enter if applicable to the case.

20. Enter the IES Application/Case #: Enter if any associated applications or cases exist.

21. Click [Add]. The information displays in the Denied Programs Summary section.

22. Click [Submit]. IES displays the Submit Successful message at the top of the page. The Withdraw/Deny Application process is complete.



Tip: Click the Trash icon to remove the entry from the summary section. IES does NOT delete the entire application by clicking this icon; only the disposition displayed in the summary. To dispose of an application, add the application to the Denied Programs Summary section and then click [Submit].

Tip: When a worker withdraws an application, they must remember to cancel any scheduled appointments..

Frequently Asked Questions:

Q: What are some reasons to withdraw/deny an application in IES?

A: The only situations to dispose of an application are if the application is a duplicate or if the application has an incorrect Date Received.

Q: TRUE or FALSE? If you forget to enter a program request for a client in Application Registration (for example, the customer requests SNAP and Medical Assistance and you only register SNAP), you should dispose of the application and then register it again in IES.

A. False. A caseworker can correct this by requesting the additional program for the customer during the Data Collection process. Never dispose of an application because you forgot to record information or request a program.

Q. TRUE or FALSE? If you dispose of an application accidentally, IES allows you to retrieve and to reopen it using the Maintain Application feature.

A. False. After disposing of an application, IES cannot reopen it. The application must be registered again.




Lesson 5: Record an Application Comment to a Registered Application




Enter an application comment to a registered application.

Exercise Steps:

1. From Left Navigation, select on Application Registration, Maintain Application and then select Application Comments. The Search Application page will display.


3. Click [Search].

4. The Application Search Results display at the bottom of the page.

5. Click the [Pencil Icon].

6. Click on [Add]. The Application Comments-Details page displays.

7. Enter the details for action taken on the application.

Type of Contact: Choose from the drop-down list

Comments: Enter your comments

8. Click [Submit]. An Insert Successful message appears at the top of the page.

9. From Left Navigation, select Application Comments. The Search Application page will display.


11. Click [Search].

12. The Application Search Results display at the bottom of the page.

13. Click the [Pencil Icon].

14. The Application Comments-Details page displays with the comment.

Tip: There is no limit to the amount of application comments that can be entered into an application/case. Each time an action is performed on an application/case, record the information in the comments.




Lesson 6: Upload a Paper Application




Exercise Steps:

1. On Left Navigation, select EDM, and then select Upload Documents/Create EDM Tasks. The Upload Documents/Create EDM Tasks page displays.

2. In the Document/Task Group level Information section, complete the following fields:

Requested Action: Select Create IES Inbox Task - Upload a document

Search for the Case/Application #

Set Due Date: Set a due date of today

3. In the Document/Task level Information Test section, complete the following fields:

Individual: Select the Individual on the application or case to be associated with the uploaded document.

Document Category: Select Application

Document/Task Title: Select Application- With SNAP

Received Date: Enter the date received

Route to Queue: Select the queue to route the task

4. Click [Browse...] to search the file system in order to locate the document to upload. The document location on in the file system displays in the Choose Document field.

5. Enter Comments.

6. Click [Add]. The new document will be listed in the Results section.

Tip: As a best practice, always click the hyperlink under the Document/Task Title to open the document and verify it is the appropriate document.

7. Click [Submit]. An Insert Successful message appears at the top of the page.

Let Me Try! Perform steps 2-7 for the LTC case you registered on your own.




Application Registration Summary


Application Registration Module


Upload a Document

Important Things to Remember about Application Registration

IES replaces AIS for Application Registration

Before starting a new application, verify that the customer is not already in IES with the Individual Inquiry and Address Inquiry features

Enter the correct Date & Time Received. For ABE applications, IES defaults the date the customer submits the application. For paper applications, select the date of registration. If the office receives the Assistance Application prior to the entry date, as noted by the time stamp on the paper application, enter the stamped date in the Date Received field. The Date Received cannot be a future date. If the Date Received is incorrect, and the application is submitted, it can be updated ONLY when Data Collection is initiated.



Retrieve an ABE applications in IES

Register Supportive Living Program (SLP) and Long Term Care (LTC) Applications in IES

Understand the differences between applications and cases in IES terms

Record general household and customer demographic information for LTC customers

Perform File Clearance to determine if customers already have an active or inactive case in IES

Record case comments to a pending/registered application

Upload a document to a registered application

Understand how to schedule an appointment as part of Application Registration

Course: AG08 LTC Caseworker Module: Data Collection

IES DATA COLLECTION STUDENT GUIDE Page 1 of 30 Updated 1/20/2015

Table of Contents

IES Data Collection Overview ............................................................................................................. 2 Module Objectives ........................................................................................................................... 2 Lessons in this Module .................................................................................................................... 2 Data Collection Process .................................................................................................................. 3

Lesson 1: Conduct a SLP SNAP and Medical Intake ....................................................................... 4 Exercise Instructions ........................................................................................................................ 4

Exercise Steps: ......................................................................................................................... 4 Step 1: Initiate Data Collection ................................................................................................. 4 Step 2: Collect Household and Individual Information ............................................................. 5 Step 3: Establish Preliminary EDGs ....................................................................................... 12 Step 4: Collect Non Financial Information .............................................................................. 12 Step 5: Collect Absent Parent Information ............................................................................. 12 Step 6: Collect Sanctions........................................................................................................ 12 Step 7: Collect Assets ............................................................................................................. 13 Step 8: Collect Income ............................................................................................................ 13 Step 9: Collect Expenses........................................................................................................ 14

Lesson 2: Conduct an LTC Medical Intake ..................................................................................... 16 Exercise Instructions: ..................................................................................................................... 16

Exercise Steps: ....................................................................................................................... 16 Step 1: Initiate Data Collection ............................................................................................... 16 Step 2: Collect Household and Individual Information ........................................................... 17 Step 3: Establish Preliminary EDGs ....................................................................................... 25 Step 4: Collect Non Financial Information .............................................................................. 25 Step 5: Collect Absent Parent Information ............................................................................. 26 Step 6: Collect Sanctions........................................................................................................ 26 Step 7: Collect Assets ............................................................................................................. 26 Step 8: Collect Income ............................................................................................................ 26

Lesson 3: Individual Merge ............................................................................................................... 29 Exercise Instructions: ..................................................................................................................... 29

Data Collection Summary ................................................................................................................. 30 Important Things to Remember ..................................................................................................... 30 Module Objectives Review ............................................................................................................ 30



IES Data Collection Overview

Time to Complete: 3 hours and 30 minutes

Module Objectives This module teaches you how to use Data Collection at Intake to create a new case record for Long Term Care (LTC) and Supportive Living Program (SLP) households that have requested assistance. It will teach you how to collect and verify household information during Intake so that IES has enough information to determine eligibility for all requested programs for LTC and SLP cases. After completing this module, you will be able to:

Initiate the Intake process using Data Collection

Navigate through the Data Collection Intake driver flow

Collect information that is needed to determine eligibility for requested programs during the Intake process

Understand how to view information in IES received from other systems on the Clearance Results page

Establish initial Eligibility Determination Group (EDG) composition for each requested program

Run eligibility after data collection so IES can automatically determine eligibility and calculate benefits for the requested programs

Understand how to merge individual numbers


1. Conduct a Supportive Living Program SNAP and Medical Intake

2. Run Eligibility, Generate VCL

3. Conduct a Long Term Care Medical Intake

4. Run Eligibility, Generate VCL

5. Individual Merge



Data Collection Process This table lists the steps you will follow to complete an Intake interview in IES. They correspond to each of the categories that need to be completed in Data Collection for each case.

Intake Process Steps IES Navigation

Step 1: Initiate Data Collection

Initiate the interview by entering the Application Number and selecting the Intake Case Action.

Left Navigation >

EDM > Inbox

No Interviews-Initiate Data Collection

Step 2: Collect Individual Information and Household Relationships

Enter demographic information and relationships for each household member.

Left Navigation >

Data Collection >

Individual Information

Step 3: Establish Preliminary EDG

Using information from Step 2, IES will automatically establish a preliminary Eligibility Determination Group (EDG) for each requested program.

Left Navigation >

Data Collection >

Individual Information

Step 4: Collect Non Financial Information

Enter the household’s non financial information, including responsibility and service plans and third party resources.

Left Navigation >

Data Collection >

Non Financial Information

Step 5: Collect Absent Parent Information

Enter information about the absent parent for each child in the household. This information will be used to help process child support orders.

Left Navigation >

Data Collection > Absent Parent

Step 6: Record Sanctions

Enter any non-cooperation or Intentional Program Violation (IPV) disqualifications received by household members.

Left Navigation >

Data Collection > Sanctions

Step 7: Collect Assets

Enter all assets owned by the household members.

Left Navigation >

Data Collection > Assets

Step 8: Collect Income

Enter all sources of household income.

Left Navigation >

Data Collection > Income

Step 9: Collect Expenses

Enter dependent care, medical, support, and shelter expenses.

Left Navigation >

Data Collection > Expenses



Lesson 1: Conduct a SLP SNAP and Medical Intake




Refer to the Exercise Information Handout for Marilyn

Marilyn is 69 years old and moving into a Supportive Living Program (SLP). She has applied for SNAP and Medical Assistance, she receives RSDI, and pays monthly rent at the facility.

Exercise Steps:


On Left Navigation, select EDM and then select Inbox. The Electronic Documents Inbox 1.page displays.

Case/Application #: Enter the customer's application number you registered during

Application Registration.

Queue: Select Interview Required - Initiate Data Collection from the drop-down list

Tip: A worker can search the EDM Inbox by Special Indicator for specific Long Term Care program cases. The special indicators are SLF, Shelter Care, DOA and LTC, A worker can select one or multiple special indicators from the Special Indicator field.

Tip: Workers receive alert messages when two employees attempt to initiate Data Collection, or work on a case at the same time. These messages display on the Initiate Data Collection page after the worker clicks [Next]. If two workers attempt to initiate Data Collection on a new application task at the same time from Left Navigation or another path, a “This task has already been

started by another worker. Please click search again to claim a different task” message displays for one of the workers. This is a hard stop message and the worker should return to the EDM Inbox and select another task to complete.

Click [Search]. The Search Results display in the in the Search Results section of the page. 2.

Click the Start hyperlink next to Case/Application record in the Search Results section. The 3.Initiate Data Collection page displays.

Tip: Long Term Care, DoA, and Supportive Living Program applications route to central units at Medical Field Operations (MFO) or Macon County LTC based on County.



Enter the Initiate Data Collection information. 4.

What action do you want to perform: Intake

Click [Next]. The Case Action Confirmation page displays. 5.

Verify that the Current Action is Application Complete and the New Action is Intake. 6.

Do you wish to continue: YES

Tip: When Data Collection is initiated for the first time, a Run Eligibility task/reminder is created at the case level. The Due Date for the task/reminder is

based on the programs requested on the case:

SNAP request: Application Date + 25 days Cash request (without a SNAP request): Application Date + 31 days Medical only request: Application Date + 41 days

Click [Next]. The Household Information page displays. 7.

Step 2: Collect Household and Individual Information

Complete the following fields on the page: 8.

Is there an Approved Representative: Yes

Does anyone in the household want to register to vote: Not Applicable

Was the Guide to Services DHS Form 4474 and appropriate…: Defaults to YES for SNAP applications, otherwise it defaults to blank

Tip: When a worker selects Shelter Care from the Special Accommodations drop- down list on the Household Information page, a Special Indicator is added to the case. Special Indicators are added to applications/cases when the application/case is saved.

Click [Next]. The Approved Representative page displays. 9.

Enter the information for the Approved Representative. 10.

Name: Enter the representative’s First and Last Name

Relationship to Individual: Power of Attorney

Address: Enter the address provided for the Approved Representative

Click [Next]. The Household Address – Summary page displays. 11.

Verify that the address is for the SLP facility where the customer lives

Tip: The physical address must be the address of the facility.

Review the prefilled information from Application Registration on the Individual Information 12.page for the Head of Household. Enter additional information such as verifications.

Date of Birth Verification: Refer to your Exercise Information Handout

Verification Source (for SSN): Refer to your Exercise Information Handout



Tip: The SSN Verification Source field defaults to Federal Data Services Hub/SSA

if the SSA clearance returned results during Application Registration and the customer's SSN is validated.

If the SSA clearance results are not run before reaching the page or the SSN is not validated by the clearance the field defaults to Blank.

IES checks the Validated by SSA checkbox if the SSN is verified by the Social

Security Administration.

Scroll down to the Other Information section of the page. 13.

Enter the following information: 14.

Does the individual have alias names?: No


Is the individual a DHS/HFS employee?: No

Is the individual a member of a federally recognized Indian Tribe?: No


Is the individual currently in a long term care facility, seeking to enter a long term care facility or need help with activities of daily living through personal assistance services?: Yes

Click [Next]. The Household Status page displays. 15.

Review the Individual Household Status Dates for accuracy and update them, if necessary. 16.

Household Status: In/Joined Household

Does this person live at this address at least 50% of the time? Yes

Tip:

The LUW repeats for each member of the household. The person’s name is displayed in the Individual Name section of the page

The Household Status CSCD determines when IES will start to use the

individual’s information in eligibility calculations

You would enter In/Joined for Household Status for each individual on the case, even though the customer applying is in an LTC facility

Click [Save and Continue]. The Individual SSCNs page displays. 17.

Tip: If the SSCN information was completed during the Application Registration process, the SSCN page will not display.

Verify that the information is correct. Click [Save and Continue]. The Head of Household – 18.Details page displays.



Verify that the information is correct. Click [Save and Continue]. The Individual Interviewed/ 19.Applicant – Details page displays.

Tip: You have already learned that Data Collection contains Detail and Summary pages. The Head of Household page is a third type of page - a Combination page.

Combination pages include both a Detail and Summary section. A Combination page allows you to enter information at the top of the page, and save it to a summary section at the bottom of the page using an [Add] button.

Whenever you see an [Add] button in the middle of the page, it means you are working on a Combination page. These pages allow you to enter multiple records on one screen.

To change information on a Combination page, you will use the Edit icon in the Summary section. This populates data in the Detail section at the top of the page.

You will then make your updates and save them back to the Summary using the [Update] button.

Complete the following fields on the page: 20.

Name: Select the customer interviewed from the drop-down list

Date Interviewed: Put the correct date of the interview – this should match interview date in IES or VIS. Walk-in and Service Coordination appointments will continue to be scheduled in VIS

Interview Mode: Select the appropriate method of interview – in this example we will use Not Required

Click [Save and Continue]. The Program Request - Summary page displays. 21.

Verify that the information is correct. Click [Next]. The Clearance Results page displays. 22.



Tip: The Clearance Results page displays results from interfaces run to other systems. IES interfaces with the following systems:

1. Federal Data Services (SSN, Incarceration [level], Citizenship)

2. Accounts Receivable System (ARS) Recoupments

3. Disqualified Recipients (DRS)

4. IL Residency Verification (IL SoS)

5. Key Information Delivery System (KIDS)



6. State Online Query (SOLQ)

7. Third Party Liability Verification (TPLV)

8. Wage Verification

9. Work Number Verification (TWN)

Green Check means that the person passed that specific verification check

Red X means that they failed that specific verification check

Click the magnifying glass to see details on that particular result

A variety of icons may appear at the top of the page when there are clearance

results for the individual. Refer to the Verifications Job Aid for a description of all

icons.

Click [Next]. The Relationship - Summary page displays. 23.

Click [Next]. The Living Arrangement/Domicile-Details page displays. 24.

Complete the following fields on the Living Arrangement/Domicile – Details page: 25.

Tip: Record two entries for this page to ensure IES budgets correctly for both the

time spent at home and in the facility.

CSCD: 1st of the month 3 months prior to reported on date

Living Arrangement Type: Select At Home

Click [Save and Previous]. The Living Arrangement/Domicile – Summary page displays. 26.

Click on the Edit icon, the Living Arrangement/Domicile-Details page displays, with the 27.recorded Living Arrangement Type At Home.

Scroll to the Living Arrangement Dates section of the page. Complete the following fields: 28.

Circumstances Start/Change Date (CSCD): Change to the date that the customer entered

the SLP Program (refer to the Exercise sheet for Marilyn)

Scroll to the Living Arrangement Details section of the page. Complete the following fields: 29.

Living Arrangement Type: Change to Facility

Does this living arrangement apply to everyone in household: Disabled

Has the individual completed and signed the LTC/ADI form 3654? Yes

Scroll down to the Facility Information section at the bottom of the page and enter the 30.following information:

Facility a non profit organization?: No

Facility has less than 17 residents?: No

Facility is a public institution?: No

Facility licensed or certified?: Licensed by State

Click [Save and Previous]. The Living Arrangement/Domicile – Summary page displays with 31.the updated record.

Click [Save and Continue]. The Individual Demographics- Citizen/Residency page displays. 32.

Tip: Some fields will be prefilled on this page when a worker first arrives due to the clearance results from the SSA and IL SoS.



Click on the SSA icon at the top of the page to review information from the SSA clearance. 33.

Click on the IL icon at the top of the page next to the page title to review information from 34.the IL SoS clearance.

Review the Individual Demographic Dates, and make updates, if necessary. 35.

CSCD: Leave the default date at Intake, unless the individual’s demographics have changed since the 1

st of the month, 3 months ago

Reported On: The date the information was reported to DHS/HFS (the application date, in this example)

Date Client Became Aware: Defaults to the date entered in CSCD

Verification Received On: The date the individual demographics were verified

Scroll to the Individual Demographic Information section of the page. Complete the following 36.fields:

State: Illinois

ID Verification: Verified by SSA

Does this person plan to file a Federal Tax Return next year?: Yes

Scroll to the Citizen section of the page. Complete the following fields: 37.

US Citizen: Yes

Citizenship Verification: Verified by SSA

Tip: The question Does this person plan to file a Federal Tax Return next year?

is required but does not have an asterisk. This is because this question is related to MAGI rules, and is only required if the customer is requesting Medical Assistance.

Scroll to the Residency Information section of the page. Complete the following fields: 38.

State of Residence: Defaults to Illinois

Residency Verification: Secretary of State

Does individual plan to remain in the State of residence: Defaults to Yes

Tip: The Residency Verification field defaults to Secretary of State if the SOS Clearance returns results for the customer.

If the SOS Clearance results are not run before reaching the page or the residency is not validated, the field defaults to Blank.

Review the remaining fields as defaulted to determine if they apply to the customer. Edit as 39.needed.

Click [Next]. The Individual Demographics- SSN Application/Armed Services page displays. 40.Review the page and determine if any updates are needed.

Click [Next]. The Individual Demographics- Conviction/Rehabilitation page displays. Review 41.the page and determine if any updates are needed.

Click [Save and Continue]. The Household Individuals – Questions page displays. 42.

Tip: The customer is receiving RSDI benefits and is moving into a facility. Because

this information was recorded during Application Registration, the AABD and Facility questions default to Yes.



Review the following questions and ensure Yes is selected: 43.

Is there anyone in the case receiving or applying for aged, blind, disability benefits such as SSI or RSDI?:Yes

Does anyone in the household reside in facilities such as a hospital, nursing facility/long term care a psychiatric hospital, SLF or CILA?: Yes

Tip: It is very important to carefully review each of these Questions pages to determine if the information is applicable to the case and the correct pages are added to the driver flow. This ensures correct eligibility results.

Click [Next]. The Aged/Disability Benefits – Details page displays. 44.

Complete the required information for each section of the Aged/Disability Benefits-Details 45.page.

Individual Information: Select Marilyn from the drop-down list

Aged/Blind/Disability Benefits Dates: Enter the CSCD (Benefit Begin Date), Reported On, Date Client Became Aware (defaults from CSCD), and Verification Dates

Aged/Blind/Disability Assistance: Benefit Type, Status, Benefit Application Date, Benefit Begin Date, Verification

Click [Save and Continue]. The Facility details page displays. 46.

Tip: The Standard for SLP is $721.00

Enter the Individual Information: 47.

Name: Select from the drop-down list

Scroll down to the Facility Dates section and enter the following fields: 48.

CSCD: Enter the date the customer entered the facility (middle of the month)

Reported On: Application date


Verification Received On: Date the information was verified

Scroll to the Facility Information section and complete the following fields: 49.

Facility Type: Supportive Living Facility

Tip: Click on the Magnifier icon to search for the facility. IES will prefill the

information for the fields.

Facility/Provider #: 46447

Facility Name: Abbott House

Date entered the facility: Same as CSCD

Individual expects to stay in facility more than on calendar month?: Yes

Individual expects to move to community: No

Enrolled from: Home

Individual expects to return home within 6 months?: No

Daily State Rate: $76



Daily Private Rate: $135

Scroll down to the LTC Information section and complete the fields: 50.

Individual in facility for 30 consecutive days? Yes

Date individual left home: Same as CSCD

Medicaid Certified LTC Facility? Yes

Nursing Home/SLF Standard: $721.00

SMIB, Med. Premium, Deductibles: $104.90

Complete the remaining fields as they apply to the customer’s circumstances

Click [Save + Continue]. The Individual Information – Run EDG page displays. 51.

Step 3: Establish Preliminary EDGs

Tip: The Individual Information category in Data Collection is now complete. IES will

now use this information to establish the preliminary EDG, or group composition for each program the case requested.

Click [Next]. IES builds the preliminary EDG composition for each requested program. 52.

The Individual Information-Eligibility Summary page displays. Review the preliminary EDGs 53.

that IES established for each requested program.


Click [Next]. The Non Financial Questions page displays. Use the Non Financial – Questions 54.page to answer non financial questions for individuals on the case.


Click [Next]. There is no Absent Parent in this case. Leave the answer defaulted to No. 55.

Step 6: Collect Sanctions

Click [Next]. The Questions – Sanctions page displays. There are no Sanctions in this case. 56.Leave the answer defaulted to No.




Click [Next]. The Questions – Assets page displays. There are no assets in this case. Leave 57.the answers defaulted to No.


Click [Next]. The Questions – Income page displays. Update the following questions based on 58.the Exercise Information Handout.

Is the client willing to provide or not required to provide income/expense information: Defaults to Yes

Unearned Income – Does anyone in the case receive money from any other source?: Yes

Click [Next]. The Unearned Income – Details page displays. 59.

Enter the customer’s unearned income information on the Unearned Income – Details page. 60.

Use the Unearned Income – Details page to enter information about an individual’s income. 61.

Select Marilyn in the Individual Information section of the page. 62.

Enter the Unearned Income Dates. 63.

CSCD: Enter the date listed as the Benefit Begin Date on the Exercise Information Handout

Reported On: The date the information was reported to DHS/HFS (the Application Date, in

this example)


Complete the Pay History/Projection Period section of the page. 64.

Pay Frequency: Monthly

Pay Verification Start Date (PVSD): Select the date that you would like to use to begin the

customer’s Pay History/Projection Period. In this example, select the 3rd

of the month since Marilyn is collecting RSDI (Retirement) and is paid monthly

Enter the Unearned Income. Refer to the Exercise Information Handout for Marilyn’s 65.information.

Unearned income type: RSDI Disability Benefits (Primary)

Social Security Claim Number SSCN/RRN: Select from the drop-down list

Is income accessible?: Yes

Is unearned income legally obligated to individual?: Yes

Pay type: Paid to Client

Unavailable Amount Paid to Person: 0.00

PASS Account Amount: 0.00

Click [Next]. The Unearned Income – Pay Details page. 66.



Enter the Pay Details. 67.

Unearned income: RSDI Disability Benefits (Primary) – defaults from previous page

Pay Report Date: Today

Date Client Became Aware: Benefit Begin Date

Pay Date: 3rd of this month

Gross Pay Amount: 1200.90

Pay Frequency: Monthly – defaults from previous page

Include in Projections: Yes – defaults

Pay Verification: SOLQ

Pay Verification Received Date: Today’s date

Pay Indicator: Ongoing - defaults

Click [Add]. The information populates at the bottom of the page. 68.

Click [Next]. The Unearned Income – Expenses page displays. 69.

Click [Save and Continue]. The Unearned Income Budget – Summary page displays. 70.

Click on the Plus + icon next to the customer’s name to review the Employment Budget. 71.


Click [Next]. The Questions – Expenses page displays. There are Shelter expenses on this 72.case.

Click [Next]. The Shelter Details page displays. 73.

Enter information for the Shelter Expenses Dates: 74.

Circumstances Start/Change Date: Refer to Exercise Information Handout

Reported On: Refer to Exercise Information Handout

Verification Received: Refer to Exercise Information Handout

Date the Client Became Aware: Defaults to the date entered in CSCD

Enter information for the Shelter Expense Details: 75.

Shelter Occupancy Status: Occupied by group

Expense Type: Home Rent

Expense Frequency: Monthly

Amount: $631.00

Verification: Other acceptable

Click [Save + Continue]. 76.

The SNAP Utilities Standards – Details page displays. 77.

Is the household responsible for heating or air conditioning costs…: NO

Is the household responsible for excess heating or air conditioning costs? NO

Is the household billed for: Select the Telephone checkbox

Click [Save + Continue]. The Changing Circumstances page displays. 78.



Click [Save and Continue]. 79.

At the Wrapup - Run Eligibility page, click [Next] to run Eligibility and generate the VCL. 80.




Lesson 2: Conduct an LTC Medical Intake

Time to Complete: 2 hours and 20 minutes


Refer to the Exercise Information Handout for Anthony.

Anthony has moved into a facility due to an accident and he is requesting LTC Medical. Anthony’s wife Jane lives at home and is not requesting any assistance.

Anthony has designated Jane (his wife) as his Power of Attorney and she is applying for assistance on his behalf as the Approved Representative.

Anthony and his wife both receive RSDI benefits. They have no shelter expenses, Anthony would like to divert the maximum amount of his income to his wife and the Community Spouse diversion for his assets. Anthony has an irrevocable prepaid burial policy with exempt merchandise and a money market account that have been transferred to his son (not in the household).

Complete the intake process for Anthony’s application using Data Collection.

Exercise Steps:

You are assigned to work the No Interviews - Initiate Data Collection queue. You will now begin the Intake process using IES.


On Left Navigation, select EDM and then select Inbox. The Electronic Documents Inbox 1.page displays.

Case/Application #: Enter the customer's application number

Queue: Select No Interviews - Initiate Data Collection from the drop-down list

Click [Search]. The Search Results display in the in the Search Results section of the page. 2.

Click the Start hyperlink next to Case/Application record in the Search Results section. The 3.Initiate Data Collection page displays.

Enter the Initiate Data Collection information. 4.

What action do you want to perform: Intake

Click [Next]. The Case Action Confirmation page displays. 5.

Verify that the Current Action is Application Complete and the New Action is Intake and 6.complete the following field:

Do you wish to continue: YES

Click [Next]. The Household Information page displays. 7.



Step 2: Collect Household and Individual Information

In this step, you will enter information about the household and each household member. You will also establish relationships between each household member.

Enter the following information on the Household Information page. 8.

Is there an approved Representative: Defaults to Yes from Application Registration

Does anyone in the household want to register to vote: No

Was the Guide to Services DHS Form 4474 and appropriate…: Not Applicable

Click [Next]. The Approved Representative page displays. This page is pre-filled from the 9.information entered during Application Registration.

Click [Next]. The Household Address - Summary page displays. Verify the household address 10.that was entered during Application Registration is correct.

Click [Next]. The Individual Information page displays. 11.

Review the Individual Information page for the Head of Household and complete the following 12.fields:

Date of Birth Verification: Refer to your Exercise Information Handout

Verification Source (for SSN): Refer to your Exercise Information Handout

Scroll down to the Other Information section of the page. 13.

Enter the following information. 14.

Does the individual have alias names?: No

Does the individual have Social Security Claim Number (SSCN) or Railroad Retirement Number (RRN)?: Yes

Is the individual a DHS/HFS employee?: No

Is the individual a member of a federally recognized Indian Tribe?: No


Click [Save + Previous] to retrigger the clearances for Anthony. The Individual Household 15.Summary page displays.

Tip: The ECR icon appears on all Data Collection pages, even if a document is

not attached to the case. Workers can also access the ECR from the Case/Search

Summary page The ECR icon does not appear if you are viewing the Data Collection pages in Read Only Mode.



Click [Next]. The Individual Household Status page displays. 16.

Review the Individual Household Status Dates for accuracy and update them, if necessary. 17.

Household Status: In/Joined Household

Does this person live at this address at least 50% of the time?: Yes

Click [Save and Continue]. The Individual SSCNs page displays. 18.

Confirm the SSCN recorded during Application Registration is correct. 19.

Click [Save and Continue]. The Individual Household page displays. 20.

Let Me Try! Repeat steps 9 – 17 for the other customers on the case.

Review the Individual Household for accuracy for each individual in the household, make any 21.changes if necessary.

Tip: On the Individual Household page, a member of a household can be

removed by clicking on the Delete icon

IMPORTANT: Individuals can only be deleted if they meet the following criteria or an error message will display: o They are not a Certified EDG on the case o They are not approved for CPE or HPE o There is more than one individual on the case (otherwise the Quick Case

Denial page must be used) o They are not the Head of Household

Similar to removing an individual in Application Registration, the individual will be disassociated and removed from the case. The only way to determine if the individual was ever on the case would be by reviewing the ABE PDF or Paper Application that was uploaded to the ECR.

Click [Next]. The Head of Household page displays. 22.

Review the page information to confirm that Anthony was selected as Head of Household during 23.Application Registration.

Since no changes are required, click [Save and Continue]. The Individual Interviewed/ 24.Applicant – Details page displays.

Select the individual who was interviewed: 25.

Date Interviewed: In this case because there is no interview, we will leave the default of today’s date, since this is the date we confirmed there is no interview needed

Name: All customers listed on the application are in the Name drop-down list. Select the correct person from the drop-down list

Select the Interview Mode. 26.

Interview Mode: Select the appropriate method of interview – in this example select Not Required

Click [Save and Continue]. The Program Request – Summary page displays. 27.

This information defaults from Application Registration. Review the information for accuracy, and 28.then click [Next]. The Clearance Results page displays.



Tip: The LTC penalty period calculates based on 30 days per month, even if the month has 31 days.

Review the Clearance Results for each person as needed. 29.

Click [Next]. The Relationship – Details page displays. 30.

Tip: Use the Relationship – Details page to enter the relationships of the

individuals in the household. IES will use this information to establish the preliminary Eligibility Determination Group (EDG) for each requested program.

Before you start to complete this page, scroll to the bottom. The Relationships page is another example of a Combination page. You have to modify the existing information in the Summary section at the bottom by entering information at the top.

Tip: A mouse with a roller/wheel can accidentally change answers, making incorrect selections for fields.

Tip: To select more than one value in any list box in IES, press and hold the Ctrl

key on your keyboard. In this example, you can hold Ctrl to select the names of both children.

Only select multiple names if all information entered on the page will be the same for the selected individuals.

Scroll to the bottom of the page, notice every record has a status of NO for Record Completed. 31.To complete this page, you need to edit every record until every row reads YES.

Enter Anthony’s relationship with the other household members. Start by clicking the Edit 32.icon on Anthony’s first row at the bottom of the page.

Scroll to the top of the page. Anthony’s name will display on the left-hand side at the top of the 33.page in the Relationship Details section. Read the relationship from left to right.

Select Husband as the Relationship. 34.



Scroll to the Relationship Dates section of the page. Complete the following fields: 35.

Circumstances Start/Change Date (CSCD): Leave the default date from Intake, unless the relationship has changed since the 1


End Date: N/A – cannot be edited


Date Client Became Aware: Defaults to the Date entered in CSCD

Verification Received On: Client Statement

Complete the Relationship Information section to define Anthony’s relationship with Jane 36.(wife).

Purchase/prepare together: No because Anthony is living in a Facility

Acting as a parent: No

Claiming as a tax dependent: Select No

Elderly disabled person (or spouse if present), who cannot buy and prepare their own food?: Select No

Needs work exemption to provide care for: Defaults to No

Filing taxes jointly?: Select No

Marriage Date: Only enter this date if the customers applying are a married couple. (Refer to the Exercise Information Handout)

Verification: Client Statement

Click [Add] to save the relationship record to the bottom of the page. 37.

When the Record Completed column displays Yes for all records, review all of the relationships 38.to make sure they are correct.

Click [Save and Continue]. The Living Arrangement/Domicile – Details page displays. 39.

Complete the Living Arrangement Dates for the HOH first, and then complete it for other 40.members of the household.


Circumstances Start/Change Date (CSCD): Leave the default date at Intake of the 1st of

the month, 3 months ago




Verification Received On: The date the information was verified


Living Arrangement Type: At Home

Does this living arrangement apply to everyone in household: Yes



Tip: Indicate that the Living Arrangement applies to everyone in the household. This

is because IES will record At Home for the community months prior to the customer entering the LTC Facility. Update the record to indicate when the customer enters the facility.

If you indicate that a Living Arrangement does not apply to everyone in the household, IES requires you to complete this page once for every individual in the household.

Click [Save and Previous]. The Living Arrangement/Domicile – Summary page displays. 43.

The Living Arrangement/Domicile page displays, with the record Living Arrangement Type 44.

At Home. Click on the Edit icon next to Anthony’s name,


Circumstances Start/Change Date (CSCD): Change to the date that the customer entered the LTC Facility (15

th of the current month)


Reported On: The date the information was reported to DHS/HFS (the application date, in

this example)

Date Client Became Aware: Defaults to date entered in CSCD

Verification Received On: The date the information was verified


Living Arrangement Type: change to Facility

Does this living arrangement apply to everyone in household: No - will disable

Has the individual completed and signed the LTC/ADI form 3654? Yes

Scroll down to the Facility Information section at the bottom of the page. 47.

Enter the following information: 48.

Facility a non-profit organization?: Yes

Facility has less than 17 residents?: No

Facility is a public institution?: No

Facility licensed or certified?: Licensed by State

[Save and Previous]. The Living Arrangement/Domicile – Summary page displays. 49.

Click the Edit icon to view the Living Arrangement History for the HOH. The Living 50.Arrangement/Domicile page displays.

Click on the history arrows to view the history of the Living Arrangement At Home record for the 51.customer.

Tip: IES will now budget correctly for the time the customer was living at home.

Click [Save and Continue]. The Individual Demographics – Citizen/Residency page 52.displays.



Tip: The square at the top of the page is used to show all of the pages in the LUW.

Review the Individual Demographic Dates. 53.

CSCD: Leave the default date at Intake, unless the individual’s demographics have changed since the 1




Verification Received On: The date the individual demographics were verified


State: Illinois

ID Verification: Verified by SSA

Does this person plan to file a Federal Tax Return next year? Yes


US Citizen: Yes

Citizenship Verification: Verified by SSA



Residency Verification: Secretary of State

Does individual plan to remain in the State of residence: Yes

Review the remaining fields as defaulted to determine if they apply to the customer. Edit as 57.needed.

Click [Next]. The Individual Demographics – SSN Application /Armed Services page 58.displays.

Tip: The Individual Demographics – SSN Application /Armed Services page is

used to review, add, or modify SSN, Armed Services, Veteran, and VA Survivor information for each household member.

The SSN Application Verification section is disabled if an SSN was entered for the individual. If the customer does not have an SSN and you select No, the other fields in this section become required.

IES defaults the Armed Services / Veteran / Survivor Information answers to NO. Change them only when they are applicable to a particular individual.

Confirm that the defaulted information for the customer is correct. 59.

Click [Next]. The Individual Demographics – Conviction/Rehabilitation page displays. 60.

Review the page to confirm if any of the fields are applicable to the customer. 61.

Click [Save and Continue]. The Individual Demographics – Citizen/Residency page displays 62.again to repeat the LUW for the next individual on the case.

Repeat Steps 51 through 60 for all individuals in the household. 63.




State: Illinois

ID Verification: Not Verified

Does this person plan to file a Federal Tax Return next year? No


US Citizen: Not required to provide

Citizenship Verification: Disabled



Residency Verification: Not Verified

Does individual plan to remain in the State of residence: Yes

Individual Demographics – SSN Application /Armed Services page

Individual Demographics – Conviction/Rehabilitation page

Click [Save and Continue]. The Household Individuals – Questions page displays. 67.

Tip: If there is not enough information to answer a question, select Pend. When you select Pend on a Questions page, a VCL is generated for the case.

For example, If a customer indicated that they applied for SSI, but provided no other information as proof (i.e. they didn’t provide any documentation, didn’t list an application date, etc.), you could select Pend to the Aged/Disability Benefits question.

This does not mean that they have a pending SSI eligibility determination – it means that you don’t have enough information to complete the Aged/Disability page in IES.

Select Yes for the following questions. 68.

Is there anyone in the case receiving or applying for aged, blind, disability benefits such as SSI or RSDI?:Yes

Does anyone in the case claim to be disabled? Yes

Does anyone in the household reside in facilities such as a hospital, nursing facility/long term care a psychiatric hospital, SLF or CILA?: Yes

Click [Next]. The Aged/Disability Benefits – Details page displays. 69.

Complete the required information for each section of the Aged/Disability Benefits page. 70.

Individual Information: Select the individual from the drop-down list

Aged/Blind/Disability Benefits Dates: Enter the CSCD, Reported On, Date Client Became Aware and Verification Dates

Aged/Blind/Disability Assistance: Benefit type, Status, Benefit Application Date, Benefit Begin Date, Verification

Click [Save and Add Aged/Disability Benefits]. The Aged/Disability Benefits – Details page 71.displays.

Repeat step 65 for Anthony’s wife Jane who is also receiving RSDI. 72.

Click [Save and Continue]. The Disability – Details page displays. 73.


Name: select Anthony from the drop-down list

Scroll down and enter the Disability Dates information: 75.

CSCD: Enter the date the customer became disabled



Reported On: Application Date

Date Client Became Aware: Same as CSCD

Verification Received On: Date verification of the information was received (today)

Scroll to the Disability Information section: 76.

Type of Disability: Disabled

Verification: SOLQ

Disability Begin Date: MM/DD/YYYY

Is this related to a TANF medical barrier?: No

Is the individual considered permanently disabled under Social Security requirements?: Yes

Individual requires CAU disability determination?: No

Does the individual need help with activities of daily living through personal assistance services, a nursing home, or other medical facility?: Yes

Click [Save and Previous]. Review the Disability – Summary page. 77.

Click [Next]. The Facility – Details page displays. 78.


Name: select Anthony from the drop-down list

Scroll down and enter the Facility dates information:

CSCD: Enter the date the customer entered the facility (15th of the month)

Reported On: Application Date


Verification Received On: Date verification of the information was received (today)

Scroll to the Facility Information section: 80.

Facility Type: Nursing Home – LTC

Facility/Provider #: 46447

Facility Name: Automatically populates

Date entered the facility: Same as CSCD

Individual expects to stay in facility more than on calendar month?: Yes

Individual expects to move to community: No

Enrolled from: Home

Individual expects to return home within 6 months? : No

Daily State Rate: $125

Daily Private Rate: $190

Batch Code: 4232



Scroll down to the LTC Information Section. 81.

Individual in facility for 30 consecutive days? Yes

Date individual left home: Leave as default, MM/DD/YYYY

Medicaid Certified LTC Facility? Yes

Nursing Home/SLF Standard or Veteran Benefit Disregard: $30

SMIB, Med. Premium, Deductibles, Coinsurance: $104.90

Complete the remaining fields as they apply to your customer’s circumstance

Click [Save and Continue]. The Individual Information – Run EDG page displays. 82.

Step 3: Establish Preliminary EDGs

Click [Next]. IES builds the preliminary EDG composition for each requested program. 83.

The Individual Information - Eligibility Summary page displays the preliminary EDGs that IES 84.established for each requested program.

Review the TOA, Benefit Periods, and Certified Group Size (CG) to verify the results are as 85.expected.

Click the LTC NH EDG Benefit Period hyperlink to access the benefit summary. 86.

Click [Eligibility Summary] to return to the EDG Summary page. 87.

Click [Next]. The Non Financial Questions page displays. 88.


Use the Non Financial Questions page to answer non financial questions for individuals in the case. Review these for this scenario.

Click [Next]. There are no applicable circumstances for this case. 89.




Click [Next]. There is no Absent Parent in this case. This section may not appear as this is a 90.

Medical-Only case.

Step 6: Collect Sanctions

Click [Next]. There are no Sanctions in this case. Click [Next]. The Questions – Assets page 91.displays. This section may not appear as this is a Medical-Only case.


STOP

We will now move to the Assets Module to complete the information on the Money Market and Burial Asset our customer has reported that he owns.

Click [Save and Continue]. The Questions – Income page displays. 92.


Use the Questions – Income page to indicate if the case has any sources of income. 93.

Indicate the case’s income sources, if any. 94.

Is the client willing to provide or not required to provide income/expense information: Defaults to Yes

Unearned Income – Does anyone in the case receive money from any other source?: Yes

Diversion Income – Is there a diversion?: Yes

Click [Next]. The Unearned Income – Details page displays. 95.

Use the Unearned Income – Details page to enter information about an individual’s income. 96.

Select Anthony in the Individual Information section of the page. 97.

Enter the Unearned Income Dates. 98.

CSCD: Enter the date listed as the Benefit Begin Date on the Exercise Information Handout





Complete the Pay History/Projection Period section of the page. 99.

Pay Frequency: Monthly

Pay Verification Start Date (PVSD): Select the date that you would like to use to begin the

customer’s Pay History/Projection Period. In this example, select the 3rd

of the month since Anthony is collecting RSDI (Disability) and is paid monthly

Enter the Unearned Income. Refer to the Exercise Information Handout. 100.

Unearned income type: RSDI Disability Benefits (Primary)

Social Security Claim Number SSCN/RRN: Select from the drop-down list

Is income accessible?: Yes

Is unearned income legally obligated to individual?: Yes

Pay type: Paid to Client

Unavailable Amount Paid to Person: 0.00

PASS Account Amount: 0.00

Click [Next]. The Unearned Income – Pay Details page. 101.

Enter the Pay Details. 102.

Unearned income: Defaults to RSDI Disability Benefits (Primary) from previous page

Pay Report Date: Today

Date Client Became Aware: 3rd

of the month

Pay Date: 3rd

of this month

Gross Pay Amount: 1800.00

Pay Frequency: Defaults to Monthly from previous page

Include in Projections: Defaults to Yes

Pay Verification: SOLQ

Pay Verification Received Date: Today’s date

Pay Indicator: Defaults to Ongoing

Click [Add]. The information populates at the bottom of the page. 103.

Click [Save and Add Unearned Income]. The Unearned Income - Details page displays. 104.

Repeat steps 95 – 104 to enter the RSDI income for Jane (Anthony’s wife). 105.

Click [Next]. The Unearned Income - Expenses page displays. 106.

Click [Save and Continue]. The Unearned Income Budget – Summary page displays. 107.

Click on the Plus + icon next to Anthony’s name to display the Unearned Income Budget. 108.

Click [Next]. The Diversion Amount - Details page displays. 109.



Tip: Make two separate entries for the Diversion Amounts - Details page, one for

Assets and another one for the Income.

Asset Diversion: Community Spouse Resource Allowance – IES will automatically calculate the maximum amount $109,560.00

Income Diversion: This diversion can be to a spouse or to anyone living outside the facility that is a part of the customer’s household. The customer can choose the maximum or a specified amount.

Note: IES will automatically calculate the maximum amount for a spousal diversion

but not non-spousal dependents (Child or Dependent Member). Caseworkers will calculate the non-spousal as they did before using the LTC 2500 smart form that can be downloaded directly from this page.

Enter the Diversion Amount information (Income) 110.

Name: Anthony

Diversion Type: Spousal (Note: This is for Income)

CSCD: Enter the date the customer moved into the LTC Facility

Does the client choose the maximum diversion?: Yes (or a specified amount designated

by the customer)

Click [Save and Continue]. The Questions - Expense page displays. 111.

STOP

We will now move to the Spenddown Module to complete the information on the

Medical expenses our customer reported.

Click [Save and Continue]. The Changing Circumstances page displays. 112.

Click [Save and Continue]. The Wrapup - Run Eligibility page displays. Click [Next]. 113.

STOP

We will complete the Eligibility & Certification process in the next module.




Lesson 3: Individual Merge





A customer applies for assistance but does not provide their SSN. The application is registered and a new individual is created during Application Registration. The customer provides their SSN and it is added to the case during Data Collection. It is discovered that the individual already exists in the MCI with their maiden name. Merge the Individual Numbers so the customer only has one Individual Number.

Tip: The Secondary Individual Number, the Individual Number accidentally created, cannot be the Head of Household on any case or included in an ongoing EDG that is approved or pending in IES.

If the person is set as head of household, you'll need to change it to another adult in the household and change it back after merging, if necessary.

In cases of a single-adult household, where the "new" individual was created without an SSN and the duplicate is not discovered until Data Collection:

o Enter the new SSN as "reported;"

o Add the correct individual to the case, designate as HOH and request programs for that individual;

o Make the new individual a non-requester;

o Merge the two individuals.

From Left Navigation, select Data Collection, select Miscellaneous and then select Multiple 1.ID. The Merge - Individual page displays.

Review the information in the Multiple ID Information section: 2.

Is this a link request?: Select Yes from the drop-down list

Is this a de-link request: Leave the default to No

Review the information in the Primary ID section: 3.

Individual #: Enter the primary Individual Number. This is the original individual number created during Application Registration

Review the information in the Secondary ID section: 4.

Individual #: Enter the secondary Individual Number. This is the accidentally created individual number

Click [Submit]. The message Merge of Individual 1000484784 to Individual 1000330661 was 5.completed successfully displays.




Data Collection Summary


Additional Resources for this Lesson: Data Collection Wizards

Important Things to Remember

IES uses dates to determine when to use information for eligibility purposes. It is critical that you enter the dates correctly in Data Collection in order to yield accurate eligibility results

IES saves information you enter into Data Collection one Logical Unit of Work at a time. If you leave a Logical Unit of Work before completing every required page, you will lose all data entered – data is only saved when you complete the last required page in the current Logical Unit of Work

For an LTC case, the person that is entering in or living in the facility is the only person that can be on the case. Any other individuals would need their own case if requesting assistance

Module Objectives Review This module taught you how to perform Intake and collect the data necessary to determine eligibility for Long Term Care and Supportive Living Facility cases. After completing this module, you are now able to:

Initiate the Intake process using Data Collection

Navigate through the Data Collection Intake driver flow

Collect information that is needed to determine eligibility for requested programs during the Intake process

Understand how to view information in IES received from other systems on the Clearance Results page

Establish initial Eligibility Determination Group (EDG) composition for each requested program


Merge individual numbers

Course: AG08 LTC Caseworker Module: Data Collection - Spenddown

IES SPENDDOWN STUDENT GUIDE Page 1 of 9 Updated 1/20/2015

Table of Contents

Spenddown – Overview ....................................................................................................................... 2 Module Objectives ........................................................................................................................... 2 Lessons in this Module .................................................................................................................... 2

Lesson 1: Enter a Recurring Monthly Medical Premium Expense ................................................. 3 Exercise Instructions: ....................................................................................................................... 3

Exercise Steps: ......................................................................................................................... 3

Lesson 2: Enter a One-Time, Non-Split Bill Medical Expense ........................................................ 4 Exercise Instructions: ....................................................................................................................... 4

Exercise Steps: ........................................................................ Error! Bookmark not defined.

Lesson 3: Enter a One-Time, Split Bill Medical Expense ................................................................ 6 Exercise Instructions: ....................................................................................................................... 6

Exercise Steps: ......................................................................................................................... 6

Lesson 4: Run Eligibility – Review Spenddown ............................................................................... 8 Exercise Instructions: ....................................................................................................................... 8

Exercise Steps: ......................................................................................................................... 8

Spenddown – Summary ...................................................................................................................... 9 Module Objectives ........................................................................................................................... 9



Spenddown – Overview


Module Objectives

This module teaches you how to enter medical expenses on an existing case, review the medical expense summary page, run eligibility, and review results of spenddown met dates.


Enter new medical expenses on an existing case

Review spenddown after running eligibility


1. Enter a recurring monthly medical premium

2. Enter a one-time non-split bill medical expense

3. Enter a one-time, split-bill medical expenseRun Eligibility – Review Spenddown



Lesson 1: Enter a Recurring Monthly Medical Premium Expense




Refer to the Exercise Information Handout. Our customer Anthony has reported he pays a recurring monthly medical premium of $104.90.

Medical Expenses Recurring monthly premium expense

$104.90 began 10/01/2013

Exercise Steps:

1. On the Medical Expenses – Details page, enter in the required information for the recurring monthly medical expense.

2. Enter the required information for the Individual Information and Medical Expense Dates sections.

Name: Select the customer’s name from the drop-down list

CSCD: Enter the date the expense was incurred

Reported On: Enter the application date

Date Client Became Aware: Enter the same date as the CSCD

Verification Received On: The date the expense was verified

3. Scroll down to the Medical Expense Information section, enter the required information.

Medical Expense Type: Premium

Date of Service: Same as CSCD

Verification: Health Insurance Premium Notice

Date Billed/Paid: Same as CSCD

4. Scroll down to the Incurred by – enter one section, enter the required information.

Name: Select customer’s name that incurred the expense from the drop-down list

5. Scroll down to the Medical Expense Details section, enter the required information.

Usage of Bill: Medical

Total Amount Billed: $104.90

Client Liability Amount: $104.90

Is this a one-time expense: No

Budget one-time expense for one month: Disabled

Last month to allow expense: (12 months from now)

Is medical bill overdue: Disabled

Is the individual requesting a split-bill to be issued to the provider: Disabled

Has a third party paid the medical expense for the client: Disabled

6. Click [Save and Continue]. The Medical Expenses – Summary page displays.

Tip: To view the Spenddown history, click on the + next to the name of the customer.



Lesson 2: Enter a One-Time, Non-Split Bill Medical Expense





Medical Expense Incurred one-time, non-split bill expense

$5,000 2 months prior for Jane’s hearing aid

Note: The medical bill was incurred during a time when the customer was not Medicaid eligible.

Exercise Steps:

1. On the Medical Expenses – Details page, enter in the required information for the recurring

monthly medical expense.

2. Enter the required information for the Individual Information and Medical Expense Dates

sections.


CSCD: Date the expense was incurred





Medical Expense Type: Medical Bills not covered by Medicaid


Verification: Medical Bill or Receipt


4. Scroll down to the Incurred by – Enter One section, enter the required information.

Name: Select customer’s name that incurred the expense from the drop-down list



Total Amount Billed: $5000

Client Liability Amount: $5000

Is this a one-time expense: Yes

Budget one-time expense for one month: No

Last month to allow expense: 6 months from the date of service



Is medical bill overdue: Yes

Is the individual requesting a split-bill to be issued to the provider: Disabled

Has a third party paid the medical expense for the client: No

6. Click [Save and Add Medical Expense].




Lesson 3: Enter a One-Time, Split Bill Medical Expense






Medical Expense Incurred a one-time split-bill expense

$6,000 on 3 months prior to application date


Enter dependent care, medical, support, and shelter expenses.

Left Navigation >

Data Collection > Expenses

Exercise Steps:

1. From Left Navigation select Expenses, then select Questions. The Expenses – Questions page displays.

Answer Yes to Does anyone in the case have medical expenses?

2. Click [Next]. The Medical Expenses – Details page displays.

3. Enter the required information for the Individual Information and Medical Expense Dates sections.


CSCD: Date the expense was incurred





Medical Expense Type: Medical Bills not covered by Medicaid


Verification: Medical Bill or Receipt


5. Scroll down to the Incurred by – Enter One section, enter the required information.

Name: Select the customer’s name that incurred the expense from the drop-down list





Total Amount Billed: $6000

Client Liability Amount: $6000

Is this a one-time expense: Yes

Budget one-time expense for one month: Yes

Last month to allow expense: The month the expense was incurred

Is medical bill overdue: Yes

Is the individual requesting a split-bill to be issued to the provider: Yes

Has a third party paid the medical expense for the client: No

7. Click [Save and Add Medical Expense].




Lesson 4: Run Eligibility – Review Spenddown



You have entered all the medical expenses that the customer reported. Now that the information is recorded you need to rerun eligibility so IES can accurately calculate spenddown for the medical assistance the customer has requested.

Exercise Steps:

1. From Left Navigation select Eligibility, then select Run Eligibility. The Run Eligibility page displays.

2. Click [Next]. The Eligibility Summary page displays.

3. Click on the Benefit Period hyperlink. The EDG Summary page displays.

4. Click on the Notice Reasons tab at the top. The Notice Reasons page displays.

5. Click on the Assets tab. The Assets page displays.

6. Click on the Income tab. The Income page displays.

7. Click on the Group Care Credit tab. The Group Care Credit page displays.

8. Click [Eligibility Summary]. The Eligibility Summary page displays.

Below are key fields to review on the tabs of the EDG Summary page that display information related to Long Term Care when applicable to the case:

Tab Use this page too Key Fields Include

Assets View a breakdown of the asset amounts applied to eligibility.

Spousal Protected Resource Amount

Income View a breakdown of the income amounts applied to eligibility.

RSDI Income

SSI Income

Monthly Nursing Home Charges (Private Pay Rate)

Group Care Credit

View a breakdown of the Group Care Credit.

Community Spouse or Dependent Child Needs Allowance

SMIB, Med. Premium, Deductibles, Coinsurance

Total Spenddown amount, Remaining Spenddown, Group Care Credit




Spenddown – Summary

Module Objectives

This module taught you how to enter medical expenses on an existing case, review the medical expense summary page, run eligibility and review eligibility results and spenddown met dates.


Enter new medical expenses on an existing case

Review spenddown after running eligibility

Course: AG08 LTC Caseworker Module: Data Collection – Collecting Assets

IES ASSET STUDENT GUIDE Page 1 of 8 Updated 1/20/2015

Table of Contents

IES Data Collection - Collecting Assets Overview ........................................................................... 2 Module Objectives ........................................................................................................................... 2 Lessons in this Module .................................................................................................................... 2

Data Collection Process ........................................................................................................... 3

Lesson 1: Record Asset Information on an LTC Case .................................................................... 3 Exercise Instructions: ....................................................................................................................... 3

Exercise Steps: ......................................................................................................................... 3

Lesson 2: Transfer an Asset on a LTC Case .................................................................................... 7 Exercise Instructions: ....................................................................................................................... 7

Exercise Steps: ......................................................................................................................... 7

IES Data Collection - Collecting Assets Summary ........................................................................... 8 Module Objectives ........................................................................................................................... 8 Lessons in this Module .................................................................................................................... 8



IES Data Collection - Collecting Assets Overview


Module Objectives

This module teaches you how to navigate through and enter the correct information on the pages that IES queues for the customer’s specific assets.


Understand the Questions - Assets page listing the various types of assets

Know how to navigate through the pages that IES will queue based on the customer’s specific assets

Understand that entering the correct information will allow IES to calculate and determine eligibility results for the requested programs


Record Asset information on a LTC case 1.

Transfer an Asset on a LTC case 2.



Data Collection Process

Step 7 of the Data Collection process will be completed in this module.


Enter all assets owned by the household members.

Left Navigation >

Data Collection > Assets

Lesson 1: Record Asset Information on an LTC Case



Anthony has reported that he has a money market account with $5000 as of the 1st of this month.

The Money Market Account had $4500 the 1st of last month. He has transferred this account to his

son. Anthony also has an irrevocable prepaid burial asset of $12000.00 with exempt merchandise of $7000.00 and has provided a burial contract for this asset. Refer to the Exercise Information Handout – LTC

Exercise Steps:

1. On the Questions – Assets page, indicate if the household owns any assets and whether the household is willing to provide information about its assets.

Is the client willing to provide asset information if required?: Defaults to Yes

2. Review the Assets section of the Exercise Information Handout to determine the assets owned by the household, and answer the questions on the page accordingly.

Does anyone in the case own liquid assets or has sold/given away liquid assets within the last 60 months?: Yes

Does anyone in the case own burial assets or has given away burial assets within the last 60 months?: Yes

Was anyone in this household previously active on an HBWD case? (Office #250)?: Defaults to Blank. This is a required field.

3. Click [Next]. On the Liquid Asset – Details page, record information about the liquid asset owned or transferred by the customer.

4. Refer to the Exercise Information Handout to complete the information about the customer’s assets.

Remember! For any backdated month, workers must enter the verified values of the assets as of the first day of each backdated month.

Tip: When recording assets for back-dated months, it is a best practice to record

the oldest asset information first.



Name: select from the drop-down list

Dates: refer to the Exercise Information Handout

5. Scroll down to the Liquid Asset Details section.

Liquid Asset Type: Money Market Account

Is Liquid Asset accessible: Yes

Has Liquid Asset been combined with other funds: No

Asset Verification: Current statement from financial institution

Is this asset income producing?: No

Has Liquid Asset resulted from child’s earnings?: No

6. Scroll down to the Liquid Asset Amount section.

Asset amount: $4000

7. Scroll down to the Transfer / Joint Ownership section.

Was liquid asset transferred?: No

Is liquid asset jointly owned?: No

Is this resource PREVIOUSLY exempted by HBWD? (code 730, 731, 732): No

8. Click [Save and Previous]. The Liquid Asset – Summary page displays with the record for the Money Market Account.

9. Click the Edit icon next to the Money Market Account record. The Liquid Asset – Details page displays.

10. Update the following fields:

Circumstances Start/Change Date (CSCD): Update to the date the amount of the Money Market changed

Data Client Became Aware: Change to match the CSCD

11. Scroll down to the Liquid Asset Amount section.

Asset amount: $4100.00

Notice the history buttons are activated at the top of the page. These buttons are used to view the history of the Asset.

Tip: If the original application was an ABE application, and the customer provided Liquid Asset information, the following field(s) prefill on the Liquid Asset- Details page:

Name

Liquid Asset Type

Tip: When recording assets for back-dated months, it is a best practice to record the oldest asset information first.



12. Click [Next]. On the Liquid Asset – Summary page displays.

13. Repeat steps 9-12 for the remaining backdated month and current month. Refer to the Exercise Information Handout.

14. Click [Next]. The Liquid Asset – Summary page displays.

15. Click [Next] and the Burial Assets - Details page displays. Record information about a burial asset owned or transferred by the customer.

Tip: In IES, every asset, income, and expense is attached to an individual. If a member leaves the case, their assets, income, and expenses go with them.

Based on the individual’s relationships to other members and policy rules, it knows whether to count the information for the entire group, exclude it, prorate it, etc.

Because community spouses are on the case, do not use the transfer function to transfer an asset to a spouse, instead simply reduce the asset from the spouse entering the facility, and add the asset to the community spouse, and don’t forget to add the Spousal Resource Allowance as a diversion.

16. Select your customer as the Name of the household member who owns the asset.

CSCD: The date the asset began or changed to its current value. Refer to your Exercise Information Handout.


Date Client Became Aware: Change to match the CSCD

Verification Received On: The date the asset was verified (in this example, we’ll leave the defaulted application date, because this is when we received the bank statement of the asset value)

17. Scroll to the Burial Resource Details section, enter the information for the required fields:

Burial Asset Type: Pre-paid burial contract

Is Burial asset revocable: No

Is Burial asset accessible: No

Funding Source: Trust

Verification: Burial policy

18. Scroll to the Burial Resource Amount Information section enter the information for the required fields. Leave the default for all other fields.

Tip: If the original application was an ABE application, and the customer provided

Liquid Asset information, the following field(s) prefill on the Burial Asset-Details

page:

Burial Asset Type

Burial Asset Name

Burial Asset Value

Designated For



Remember! Information to questions regarding Burial Resource Amounts will be determined after reviewing the customer’s burial contract.

Face Value: 12000.00

Withdrawal Penalty?: Yes

Burial asset is jointly owned?: No

Is this asset income producing?: No

Client Contribution: $0.00

Has burial asset been transferred?: No

Cash Value at Time of Designation: $0.00

19. Select the Designated For from the drop-down list: Anthony

20. Click [Next]. The Burial Asset - Space Items page displays.

Tip: Our customer reported that he has $7000.00 in exempt merchandise for his Burial Asset. We will record each item separately.

Burial Plot: $2000.00

Casket: $2000.00

Headstone: $1000.00

Vault: $500.00

Open and close site: $900.00

Plaque: $600.00

21. Enter the Burial Asset - Space Items information.

Item: Burial Plot

Value: $2000

Paid in Full: Yes

Designated: Yes

Designated For: Anthony

22. Click [Add]. Information will populate at the bottom of the page.

23. Repeat step 18 for all exempt items.

24. Click [Save and Continue]. The Burial Asset – Transfer page displays.




Lesson 2: Transfer an Asset on a LTC Case



Our customer reported that he transferred his Liquid Asset to his son that is not on the case or living in the household.

Exercise Steps:

1. From Left Navigation, select Data Collection, Assets, and then select Liquid Assets. The Liquid Asset – Summary page displays.

2. Click the Edit icon next to the Money Market Account record. The Liquid Asset – Details page displays.

25. Scroll down to the Transfer / Joint Ownership section.

Was liquid asset transferred?: Yes

26. Click [Save and Continue]. The Liquid Asset – Transfer page displays.

3. Individual Information and Dates populate from the Liquid Asset – Details page.

4. Scroll down to the Transferred Asset Information section, complete the following fields:

Asset Type: Default from previous page

Verification: Transfer documents

Fair Market Value: $5000

Amount Received: $1000

Proved undue hardship?: No

Has asset been returned?: No

5. Scroll down to the Transferred to section, enter the Transferred to information:

Transferred to: Enter First and Last Name – Marcus XXXX

Relationship: Son

6. Click [Save and Continue]. The Liquid Asset – Summary page displays.

Tip: Remember to ALWAYS re-run Eligibility anytime you make a change to a case

before certification. If you do not run Eligibility after making changes, the Eligibility results for requested programs will not change.




IES Data Collection - Collecting Assets Summary Module Objectives

This module taught you how to navigate through and enter the correct information on the pages that IES queues for the customer’s specific assets.


Understand the Questions - Assets page listing the various types of assets

Know how to navigate through the pages that IES will queue based on the customer’s specific assets

Understand that entering the correct information will allow IES to calculate and determine eligibility results for the requested programs


Record Asset information on a LTC case 1.

Transfer an Asset on a LTC case 2.

Course: AG08 LTC Caseworker Module: Eligibility and Certification in IES

IES ELIGIBILITY STUDENT GUIDE Page 1 of 18 Updated 1/20/2015

Table of Contents

LTC Eligibility and Certification in IES .............................................................................................. 2 Module Objectives ........................................................................................................................... 2 Lessons in this Module .................................................................................................................... 2

Lesson 1: Run Eligibility and View Eligibility Summary.................................................................. 3 Exercise Instructions: ....................................................................................................................... 3

Exercise Steps: ......................................................................................................................... 3 How to Find Information on the Eligibility Summary Page ....................................................... 4 How to Find Information in a Budget ........................................................................................ 5 Review Questions ..................................................................................................................... 7

Lesson 2: View Verification Checklist ............................................................................................... 8 Exercise Instructions: ....................................................................................................................... 8

Exercise Steps: ......................................................................................................................... 8

Lesson 3: Upload Verification to Resolve Outstanding VCL Items.............................................. 11 Exercise Instructions: ..................................................................................................................... 11

Exercise Steps: ....................................................................................................................... 11

Lesson 4: Certify the Results ........................................................................................................... 12 Exercise Instructions: ..................................................................................................................... 12

Exercise Steps: ....................................................................................................................... 12

Lesson 5: Prevent Duplicate Benefits ............................................................................................. 15 Exercise Instructions: ..................................................................................................................... 15

Exercise Steps: ....................................................................................................................... 15

Eligibility and Certification in IES Summary ................................................................................... 18 Additional Resources for this Module ............................................................................................ 18

Wizards ................................................................................................................................... 18 Important Things to Remember About Eligibility and Certification in IES ..................................... 18 Module Objectives Review ............................................................................................................ 18



LTC Eligibility and Certification in IES


Module Objectives

This module teaches you how to run eligibility for a case, upload documents required for verification, and certify eligibility results.



Upload documents to applications/cases

View budget information and validate eligibility results for each program

View and interpret the eligibility determinations for the case

Process a override of the eligibility determination for household individuals

Certify results of eligibility after you verify they are accurate to start benefits for the customer


1. Run Eligibility and View Eligibility Summary

2. View Verification Checklist (VCL)

3. Upload Verification to Resolve Outstanding VCL Items

4. Certify Results

5. Prevent Duplicate Benefits

6. Determine Eligibility for a Case on Your Own



Lesson 1: Run Eligibility and View Eligibility Summary





After completing Data Collection for our customer Anthony, you are now ready to run eligibility to determine if he is eligible for the programs requested. You will also check for any pending verifications on the verification checklist.

Exercise Steps:

1. From the Left Navigation select Eligibility and then select Run Eligibility. The Wrap-Up Run Eligibility page displays.

2. Enter the Case #, Click [Next]. The Eligibility Summary page displays.

Tip: IES will compare the case circumstances recorded in Data Collection, with the

policy rules built into the system. IES also uses this information to update the preliminary EDGs that were created after Individual Information.

EDG information is updated based on the income, expenses, non-financial factors, sanctions, and assets that were recorded for the household.

When you complete intake or make changes to a case, IES automatically directs you to this page, and pre-fills the Case #.

3. When the Eligibility Summary page displays, it contains the following information:

The EDG Name the person requesting the program.

The Benefit Periods that were tested for each requested program.

The EDG Status for each requested program/benefit period: Approved, Denied, or Pending or Closed.

The Benefit/Spenddown Amount for each approved EDG/benefit period.

Tip-Medical Assistance:

LTC NH EDG was created for the Medical Assistance request upon entering the facility and ongoing.

AABD SPD EDG was created for the Medical Assistance request for the community months prior to the customer entering the facility.

Policy rules for Medical eligibility are built into IES. It knows which programs to approve and when.

All of the eligibility results for a case, including the reasons why a particular EDG is approved, denied, pending, or closed and the complete budgets for each EDG are accessible from this page – the Wrap-up – Eligibility Summary.

It’s important to know how to access information from this page.



How to Find Information on the Eligibility Summary Page

1. Eligibility Overrides: Click the Exception Summary tab to view exceptions for the case or add a new exception. Eligibility overrides can be requested or approved on the Exception Detail page. Only an Override Request Coordinator can approve an Eligibility Override.

2. VCL Pending Reasons: Click the Eyeglasses icon in the VCL column to view reasons why an EDG is pending for outstanding verifications.

3.

Other Pending Reasons: IES displays NA if there are no other reasons for a pending EDG

other than outstanding verifications. If there are other reasons, the eyeglasses display. Click

the Eyeglasses icon in the Other column to view reasons why an EDG is pending other than for outstanding verifications.

4. Budgets: Click the Benefit Period hyperlink to view the budget for each EDG/Benefit Period.

5. Certification: After you have reviewed the eligibility results and are confident they are accurate, click [Next] to certify them.

6. Certify Temporary Medical: Click to navigate to the Temporary Medical Certification page to certify temporary medical for TANF cases, if applicable.

Tip: Certify Temporary Medical button is disabled if:

TANF is not requested during Application Registration

The application date is more than 30 prior to the current date

The Cash EDG is certified

Temporary medical was previously certified on the case

There is no approved medical EDG on the case

All cash EDGs are denied

1

2

3 4

5 6



4. Click the open-ended (no end date) LTC NH Benefit Period hyperlink. The LTC NH – EDG Summary displays.

Tip: You may want to take this page out of this section for reference during our other modules to remind you how the eligibility summary is laid out until you are familiar with it.

When you click the Benefit Period hyperlink, notice that it has several tabs at the top of the page.

To access complete budget details, you need to visit each of these tabs.

You also need to know how to navigate within the budget.

How to Find Information in a Budget

1 Tabs: Budget information is stored on separate tabs. Click the tabs to access additional budget information. Although every Type of Assistance has a Summary and Notice Reasons tab, the tabs are different for various Types of Assistance.

2 EDG Summary: This section provides a quick summary of the EDG status and Certification Period. Note that the EDG status and Case status may be different.

3 EDG Information: This section indicates whether the household passed each eligibility test,

any supplement/benefit amount that will be added/deducted from the approved benefit amount, if applicable, and whether a deductible has been met.

1

2

3

4

5

6



4 Name hyperlink: Click an individual’s name hyperlink to view their individual budget. This will

display the specific reasons why an individual passed or failed eligibility requirements, as well as their own income, assets, and expenses that were used in the budget.

5 Participation Status: This lists each individual’s EDG Participation Status.

6 Eligibility Summary: Click this button to return to the Eligibility Summary page.

Tip: Descriptions of the LTC NH- EDG Summary page

Page Header: The page header contains information for the entire case, not the specific EDG we’re looking at. Remember, the Case Status can be different from the EDG status (although in this example, they’re both the same – Pending).

EDG Summary: This tells us that LTC NH is pending, and lists Benefit Period and Certification Period as open-ended. This is due to the EDG pending.

Certification Period and Review Due Date will be assigned after the EDG is approved and you certify the results. IES automatically determines the length of the certification period and establishes the Review Due Date.

EDG Information: Provides a summary of each eligibility test. We can see that LTC NH is pending for verification reasons.

Last Authorized Amount for this Month: If approved, this would show the last benefit amount that was authorized for this EDG/Benefit Month. When you make changes to a case and run eligibility again, compare this to the Current Benefit/Deductible Amount to determine if the change you made impacted the month’s benefits.

EDG Section (bottom of the page): Lists each household member and if they were included or excluded from the EDG. Notice the Certified Group (Y/N), Participation Status, Work Participation Status, and Deferral/Participation Reason.

Individual Name hyperlink: Click one of these hyperlinks to determine why a particular individual passed or failed eligibility, as well as their personal income, assets, and expenses that were included in the budget.

5. Click on the Notice Reasons tab. The LTC NH- Notice Reasons page displays.

Tip: The following information appears on the LTC NH – Notice Reasons tab.

Notice Reasons for EDG: Lists the reason(s) why the household passed or failed eligibility determinations.

Notice Reasons for Individual: If you clicked the Name hyperlink on the Summary page, you will see the notice reasons for the individual, if any.

6. Click on the Income tab. The Non - MAGI Medical Income page displays.

Tip: This page lists the Income Test Results for Step 1-Part A and Step 1-Part B.

RSDI Income Test: This tab lists every countable source of, the allowable deductions that were made, and lists the total Countable Income for LTC.

7. Click on the Group Care Credit tab. The Group Care page displays.

8. Click [Eligibility Summary] to return to the Eligibility Summary page.



Let me Try!

Answer the Review Questions based on Anthony’s budget in the Student Guide on your own.

Review Questions

A. Click on the hyperlink of the 1st

benefit period (begin/end dates) for the AABD SPD and answer the following questions.

# Question Answer

1 What is the Eligibility Status of the AABD SPD EDG?

2 What is the scope and coverage for AABD SPD Benefits?

3 What is the Spenddown amount and Met Date?

4 What are the Notice Reasons for Individuals?

B. Click on the hyperlink of the 2nd

benefit period (begin/open-ended date) for the AABD SPD and answer the following questions.

# Question Answer

1 What is the Eligibility Status of the AABD SPD EDG?

2 What is the Spenddown amount and Met Date?

3 What is Jane’s Participation Status for this EDG?




Lesson 2: View Verification Checklist





Now that you have run eligibility for your customer Anthony, you see that the EDG’s are pending. Review Anthony’s verification checklist to view what verifications are needed to determine eligibility for the pending program.

Exercise Steps:

1. Click [Eligibility Summary] to return to the Eligibility Summary page. (Or from Left Navigation select Eligibility then Eligibility Summary and enter Case #.)

2. Click the Eyeglasses icon in the VCL Pending Reasons column next to the LTC NH EDG. The Verification Checklist - Details page displays.

Tip: This page lists the items that the case must verify before an EDG can be

approved or denied.

When you run eligibility and customer information needs to be verified, a Verification Checklist (VCL) is automatically generated for a case.

Click the VCL hyperlink to view the Data Collection page where you can update the verification method.



1 VCL Extension Date: Use this field to extend a verification due date, if necessary, according to policy rules.

2 Individual: Lists the individual whose information must be verified.

3

Pending Verification hyperlink: Lists the specific information that requires verification. If you

click the hyperlink, IES directs you to the specific page in Data Collection where the information was recorded. You can update the Verification Method on this page in Data Collection, if necessary.

Note: After you update a verification method in Data Collection, you must run eligibility again for the change to take effect.

4 Eligibility Summary: Click this button to return to the Eligibility Summary page.

5 Verification Received Date: IES automatically populates this with the date a valid verification method is recorded in Data Collection.

6 Verification Due Date: IES automatically establishes this date according to policy rules.

7 Verification Generated Date: IES automatically establishes this date according to when eligibility is run and the VCL is created.

Tip: A new EDM Inbox task is also automatically created in IES and routed to the Ready to Certify queue when verifications are overdue by 2 or more days. IES automatically closes the old In Progress task in the Data Collection queue and creates the New task in the Ready to Certify queue.

If verifications are not received by the Verification Due Date, a Verifications Past Due Task/Reminder is also created.

The Due Date for the Task/Reminder is the same as the date it was created

A worker can click on the Verifications Past Due hyperlink and a new VCL Checklist-Details pop-up page displays pending verifications for the case from the Task/Reminders page

1

2 3 4

5 6

7



3. Click [Eligibility Summary] to return to the Eligibility Summary page.

Tip: Per policy, verifications are due within 10 days of the processing date. If

needed, you have the option to push the verification due date out by putting a different date in the VCL Extension Date

4. Click on the calendar next to VCL Extension Date, click on (last day of the month - or a date that is at least 3 weeks out). The date will change to that date.

5. Click on Eligibility Summary, the Eligibility Summary page displays, click on the eyeglasses icon for a pending program, the Verification Checklist – Details page displays with the new Verification Due Date listed.




Lesson 3: Upload Verification to Resolve Outstanding VCL Items


Let Me Try!



Anthony has mailed a copy of his paystub to your office. Upload the verification to his Electronic Case Record.

Refer to the Application Registration Module 5 – Lesson 5 in your Student Guide for specific process steps. After completing the document upload, change the Verification Method to reflect receiving the pay stubs.

Exercise Steps:

1. Click the Eyeglasses icon in the VCL Pending Reasons column next to the LTC NH EDG. The Verification Checklist - Details page displays.

2. Click on the RSDI Retirement Benefits (Primary) hyperlink. The Unearned Income – Summary page displays.

3. Click the Edit icon next to Anthony’s information. The Unearned Income – Details page displays.

4. Click [Next]. The Unearned Income - Pay Details page displays.

5. Click the Edit icon next to the pay stub at the bottom of the page.

6. Change the Pay Verification to Recent Check Stub(s).

7. Click [Update]. The change will reflect in the information at the bottom of the page

8. Click [Next]. The Unearned Income – Expenses page displays.

9. Click [Save and Continue]. The Unearned Income – Summary page displays.




Lesson 4: Certify the Results




Tip: Remember that every time a change is made to a case, you must run Eligibility again.


Certify the Eligibility results for Anthony’s case.

Exercise Steps:

1. From the Left Navigation, select Eligibility, and then select Run Eligibility. The Run Eligibility page displays.

2. The Case # field should be populated. If not, enter your case number here.

3. Click [Next]. After eligibility finishes running, the Eligibility Summary page displays.

Tip: The AABD SPD was approved for the 1st month that the customer was living at

home. The program closed with the Eligibility Status of Closed for the following month.

The customer moved into the LTC after the 1st of the month and he is approved for

LTC NH for this month ongoing until the IES generated redetermination date.

4. When you have finished reviewing the budget details for accuracy, click [Next]. The Pending Casework page displays.



Tip: If you have manual Tasks/Reminders that have been completed but not marked as Task Complete, the pending casework page will continue to generate throughout the Eligibility/Certification process.

Best Practice: mark the Tasks/Reminders complete before approving the case in certification. There are 2 ways to mark the Tasks/Reminders complete.

1. Mark the Tasks/Reminders complete directly on the pending casework page by choosing an option for the Tasks/Reminders from the dropdown list next to the Tasks/Reminders.

2. Mark the Tasks/Reminders complete by clicking on the ECR button at the top of the page, the Tasks/Reminders page will display, choose an option for the Tasks/Reminders from the dropdown list next to the Tasks/Reminders. Click [Submit].

5. Click [Next] The Issuance – Details page displays.

Tip: This page lists the Issuance Method and Name of the individual who will receive the benefits for each approved EDG.

In this example, we cannot select anyone other than Anthony to review the benefits

because she is the only one in the household. If necessary, you can use this page to: Indicate if there is an Authorized Representative or Payee for the case. If you answer YES, IES will require you to complete the Alternate Payee page.

6. Review the issuance information and click [Save and Continue] since no changes are required.

The Certification page displays/

7. Check the Certify boxes next to the Type of Assistance (TOA)/Benefit Period combination for all Approved, Denied or Closed assistance programs.

Tip: As a best practice, you should check the boxes next to the EDGs that you need to certify one-at-a-time.

If you check Select All, you may inadvertently check an EDG that is not ready to be certified.

Note: you cannot certify Pending EDGs.

8. Click [Next]. The Certification (Part 2 of 2) page displays.

Tip: Review the following items on this page:

TOA/Benefit Period: Each Type of Assistance and Benefit Period that was listed on the Eligibility Summary will be listed here. You will certify each TOA/Benefit Period one-at-a-time.

Authorization Status: After you certify an EDG, this status changes to Approved or Denied. Otherwise, it will remain Pending.

Type Action and Type Action Reason: Indicates the reason for which an EDG is Approved, Denied, or Pending. Notice that you cannot certify EDGs with a Pending Eligibility Action.

You can view a full list of TARs here: http://www.dhs.state.il.us/page.aspx?Item=21225

http://www.dhs.state.il.us/page.aspx?Item=21225



9. Select the appropriate Type Action Reason (TAR) from the drop-down list for each EDG and each Individual.

10.Click [Certify]. The page refreshes, but each row on this page now has a read-only Certify

check box.

Tip: Review the following items on this page:

The Certify button is disabled.

This means that there are no remaining EDGs to certify.

The Authorization Status next to the EDGs we certified (Medical and

SNAP) now reads Authorized.

The authorized Benefit Amounts are also populated.

11. Click [Next] to continue. Always click [Next] until you can’t go any further.

Tip: You must certify (or authorize) every benefit approval and denial to indicate that

you are confident the results are correct.

When do you certify eligibility results in IES?

Benefits are authorized – issuance information will be sent to the EBT (Electronic Benefits Transfer) and/or CDB systems during the next nightly batch process.

Since benefits are issued and the Notice of Case Action is generated after the case is sent to the CDB at night, it is very important that you only certify results that you have determined to be accurate.

After you certify an EDG, the Certify checkbox is disabled. This means that even though the certification process is complete, you have not finished the driver flow!

12. Click [Next]. The Case Assignment page displays.

13. The Case Assignment page displays the name of the Caseworker who IES has assigned to manage the case in case-based offices.

14. You must still review the case assignment. The Case Assignment page displays.

Tip: The Case Assignment page displays the name of the Caseworker who IES has assigned to manage the case. If it is a task-based office it will list

If the Caseworker who performed intake does not manage the programs that have been approved, IES will automatically reassign the case to a Caseworker whose IES profile indicates that they manage that program.

15. Click [Next]. The Case Comments – Details page displays. 16. Enter Type of Contact: Choose from the drop down list.

17. Enter Comments. Click [Submit]. An message will display at the top of the page.

18. From Left Navigation, select Data Collection then select Case Comments, The Case Comments – Summary page displays.




Lesson 5: Prevent Duplicate Benefits


Show Me!

Watch the demonstration provided by your instructor.


Latrice Nelson and her son Derrick Nelson were approved for SNAP and Medical benefits in IES three months ago. Latrice gained temporary employment and benefits were cancelled in the Legacy system due to her income now being over the limit. Latrice’s employment recently ended and based on household circumstances, she is now eligible for SNAP benefits again.

A worker must override the current benefit determination in IES, as IES thinks she is still receiving benefits because the CDB and IES do not communicate with each other after certification.

Exercise Steps:

Tip: The Prior IES Approval/Prevent Duplicate Benefits page can be accessed anytime during Data Collection. A new application must already be registered in Application Registration prior to taking this action in Data Collection.

1. From the Left Navigation select Eligibility and then select Run Eligibility. The Run Eligibility page displays.

2. Enter the Case #.

3. Click [Next]. The Eligibility Summary page displays.

4. The EDG Status for the SNAP programs is denied, if the customer was previously approved for ongoing benefits during the Benefit Period.



5. Click the initial (first) SNAP Benefit Period hyperlink. The SNAP – EDG Summary displays.

6. Click the Notice Reasons tab to view the reason for the program denial.

Individual is eligible for this program in another case displays for each member in the household approved through the previous case

7. From Left Navigation select Data Collection, select Miscellaneous, and then select Prior IES/Prevent Duplicate. The Prior IES Approval/ Prevent Duplicate Benefits page displays.

8. In the Household Information section:

Does IES eligibility need to be overridden for each individual in the household?: Select YES from the drop-down list

Name: Prefills to the Head of Household, the field is disabled and cannot be edited

Individual #: Remains blank

Tip: If No is selected for “Does IES eligibility need to be overridden for each individual in the household?” the Name drop-down list is enabled. Select the

individual who requires an override. The Individual fills for the household member selected.

9. In the Programs Affected section:

Select the checkbox next to SNAP to override the SNAP eligibility results

Begin Date: Enter the Begin Date

Tip: The Begin Date is the effective date that the household is eligible or ineligible for benefits based on the current household circumstances.



End Date: Enter date End Date

Tip: The End Date is the date the override expires for the household. The field is optional and a worker should only enter a date if applicable to the case.

Benefit Result: Select Approved from the drop-down list

Tip: The Benefit Reason represents the desired result of the override. If denial is required because of duplicate benefits select Denied from the Benefit Result drop-down. If benefits were canceled in the CDB, and the customer is now qualified for assistance again, select Approved from the drop-down.

10. Click [Add] to save the record.

Click the Edit icon to update the information for a specific record

Click the Delete icon to remove a specific record from the summary section

Tip: Multiple overrides for different programs can be processed at one time by selecting the check box for each program and entering the required information.

If overrides are required for select individuals, the override process must be completed for each individual separately.

11. Click [Submit] to process the override results. A Submit Successful message displays at the top of the page.

Tip: Run Eligibility to verify the EDG and EDG Status were updated based on the override.




Eligibility and Certification in IES Summary


Additional Resources for this Module

Wizards

Data Collection Module

Prior IES Approval/Prevent Duplicates

Eligibility Module

Run Eligibility

Certify Eligibility Results

View Eligibility Results (during Data Collection)

View a Verification Checklist (VCL)

View Other Pending Reasons

View EDG Summary

View Notice Reasons

View Budgets

View Historical Eligibility Results

Retrieve Eligibility Results

EDM Module

Upload Documents

Important Things to Remember About Eligibility and Certification in IES

Every time you make any change to a case, you MUST re-run eligibility,

Only certify when you are certain that everything is correct because you cannot make changes to a case after it’s certified.

A new application must be submitted and registered prior to completing an benefit override for a customer


This module taught you how to run eligibility for a case, upload documents required for verification, and certify eligibility results.


Run eligibility after data collection so IES can automatically determine eligibility and calculate benefits for the requested programs.

View budget information and validate eligibility results for each program.

View and interpret the eligibility determinations for the case.

Process an override of the eligibility determination for household individuals

Upload documents to applications/cases

Certify results of eligibility after you verify they are accurate to start benefits for the customer