Fiscal Year 2008: DHR Documents by Issue Date


Issue Date: 7/1/2007
Control #: 08-15 Attachment 6

Subject: Notification From DEAP To The Local Department
Effective Date: 7/1/2007
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0815attach6.pdf

Completed by the DEAP Client Advocate to the LDSS Case Manager

„A CUSTOMER COOPERATING WITH DEAP

1. Social Security claim filed. Attached completed DHR/FIA 340 form- Refer to SRT; 2. Change in Representative. Attached completed SSA-1696 U4 form; 3. Customer continues to cooperate; 4. Reconsideration filed. Attached completed DHR/FIA 340 form - Do not refer to SRT; 5. Appeal filed. Attached completed DHR/FIA 340 form-Do not refer to SRT; CUSTOMER FAILED TO COOPERATE WITH DEAP 1. FAILED TO KEEP SCHEDULED APPOINTMENT(S) OR RESPOND TO DEAP. See attached copy of letter to customer; Provider for consultative examination. See attachment; Social Security Administration. See attachment; Need medical lab work. See attachment; Other_______________

2. FAILED TO COMPLETE /SUBMIT THE FOLLOWING INFORMATION; DHR/FIA 340; SSA 1696 U4 form; Proof of other representation; Proof of continuing to pursue SSA benefit claim; Other__________.


Issue Date: 7/1/2007
Control #: 08-15 Attachment 5

Subject: DEAP Referral and Notification Form
Effective Date: 7/1/2007
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0815attach5.pdf

From The LDSS Case Manager To The DEAP Client Advocate

„A REFERRAL

1.Attached completed DHR/FIA 402B; 2.Attached completed 402W form (TCA Only); 3. Attached completed DHR/FIA 434C (TCA Child Only); 4. Attached completed DHR/FIA 4204; 5. Attached completed Project Home Certificate; 6. Attached other medical documentation; 7.Attached CARES DEM2 and UINC screens; 8. Attached Consent For Release of Social Security Data form; 9. Attached Copy of eligibility letter from the Social Security Administration (when available); 10. Other_______Comments___________


Issue Date: 7/2/2007
Control #: 08-02

Subject: Referral to Specific Medical Provider – A Prohibited Practice
Effective Date: 7/2/2007
Program(s) Affected: Temporary Cash Assistance, Temporary Disability Assistance Program, Medical Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0802.pdf

FIA has received reports that some Local Department of Social Services offices have inappropriately referred applicants to one specific provider for the completion of the Medical Report (DHR/FIA 402B) form. A customer’s continuity of care may be seriously disrupted when the customer is directed to a provider different from the customer’s established medical provider. Local departments should not direct applicants to one particular provider over others. That practice may result in a Medical Report DHR/FIA 402B form completed by a provider unfamiliar with the individual’s medical history, or not completed as fully as possible, resulting in an incorrect eligibility determination. Some medical providers may enroll a patient in their practice as a condition of getting the DHR/FIA 402B completed, but when the individual becomes eligible for PAC or Medicaid this provider may be different than the PAC or Medicaid approved provider. A customer who must have a DHR/FIA 402B completed, will also be given a cover sheet (See Attachment A) by the local office. The cover sheet will refer the customer to his/her regular health care provider. The local department must not give the customer advertisements for any provider nor staple such advertisements to the DHR/FIA 402B form. The local department may refer the customer to the DHMH hotline at 1-800-492-5231 for assistance in locating a provider in their area , or may refer the customer to the HealthChoice broker if one is stationed in the office.


Issue Date: 7/2/2007
Control #: 08-01

Subject: Deadline for Issuing a Notice of Adverse Action
Effective Date: 7/2/2007
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0801.pdf

The United States Department of Agriculture (USDA) recently provided clarification about the deadlines for acting on a reported change that decreases the food stamp benefit.

Section 420.7 A of the Food Stamp Manual states that for a decrease in benefits or ineligibility, the case manager must issue a notice of adverse action to a household within 10 days of the date a change is reported unless one of the exemptions to the notice of adverse action applies. This information memo will clarify the meaning of issuing a notice of adverse action within 10 days of the date the household reports a change or the local department becomes aware of a change.


Issue Date: 8/1/2007
Control #: 08-05

Subject: Medicaid Citizenship and Identity Requirements and New Citizenship and Identity Fields on the Maryland Medicaid Information System (MMIS)
Effective Date: 9/1/2006
Program(s) Affected: Medical Assistance (MA), Maryland Children's Health Program (MCHP), and Temporary Disability Assistance Program (TDAP)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0805.pdf

On July 2, 2007 the federal government issued the final regulations and guidelines pertaining to the citizenship and identity documentation requirements. This Action Transmittal reflects changes and updates to the federal requirement, combines policy and procedures for verifying Medicaid citizenship and identity requirements, changes the verification requirements for SSDI recipients, and revises certain codes used on MMIS. It adds clarifications for pregnant women, newborns, and children in out-of-home placements (E01 and E02), and a new affidavit of identity, (DES/AF4) that will be filed on behalf of an individual with a disability residing in a residential facility. This action transmittal obsoletes FIA Action Transmittal 07-05 (Revised) and FIA Information Memo 07-14.


Issue Date: 8/10/2007
Control #: 08-03

Subject: Adding a Person to an Existing Case
Effective Date: 8/1/2007
Program(s) Affected: Temporary Cash Assistance (TCA) Only
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0803.pdf

Changes in federal work participation requirements are requiring that we review existing policies and procedures. The TCA manual currently states that an individual must be added to an existing TCA AU the month following the month that the customer reports the change; this includes newborns. FIA now recognizes that adding an infant in this manner negatively affects the Work Participation Rate (WPR). When an infant is added to the case the month after the customer reports the change, CARES counts the mother of the child as mandatory for the WPR in the month the infant was born, when she may be exempt. This transmittal changes the procedure for adding all individuals to an existing TCA case.


Issue Date: 8/15/2007
Control #: 08-04

Subject: Relocation of DEAP Contractor Health Management Associates, Inc.
Effective Date: 8/15/2007
Program(s) Affected: Temporary Cash Assistance, Temporary Disability Assistance Program, and Public Assistance to Adults
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0804.pdf

This information memorandum is to advise the Local Departments of Social Services of the relocation of Health Management Associates, Inc. (HMA), the contractor for Maryland’s Disability Entitlement Advocacy Program (DEAP), from their office at 301 North Charles Street. Effective September 1, 2007 HMA will be located at 1 North Charles Street, thereby remaining in the metropolitan Baltimore area. The relocation of HMA has no impact on local department customer referrals to DEAP. DEAP telephone and fax numbers will remain the same. See below for a listing of fax and telephone numbers. To ensure customer notification of the relocation, HMA will mail two address change notification postcards to customers with an active or a recently closed DEAP case. The first will tell customers that the DEAP central office is moving as of the date of relocation and the second will say that the DEAP central office has moved.


Issue Date: 9/12/2007
Control #: 08-07

Subject: Updated Food Stamp Change Reporting Guide
Effective Date: 9/12/2007
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0807.pdf

Attached is an updated Food Stamp Change Reporting Guide for hat local departments may use to inform food stamp applicants and recipients about their reporting requirements. The guide reflects the increase in the 130 percent of the federal poverty guidelines income limit for simplified reporters. The updated guide in Spanish and English is also available on the FIPNet - click on Online Forms.

Quality Control Errors: There has been an increase in Quality Control errors caused by customers who do not report when their income exceeds the gross income limit (130 percent of the federal poverty level). Households with income in excess of the 130 percent gross income limit but below the 200 percent categorical eligibility limit are especially error prone. It is very important to discuss the change reporting rules and the income threshold for the household size at each contact with applicants and recipients.


Issue Date: 9/13/2007
Control #: 08-06

Subject: National Voter Registration Act of 1993 Update
Effective Date: 9/13/2007
Program(s) Affected: All Programs
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0806.pdf

The National Voter Registration Act (NVRA) of 1993 became effective on January 1, 1995. The intent of NVRA is to increase the number of citizens registered to vote and establish safeguards that ensure voter’s rights for all citizens. State and Federal laws require all state agencies to offer every customer who will be 18 years of age on or before the next general election an opportunity to register to vote. These laws require the Family Investment Administration (FIA) to record and track every response given by a customer when voter registration is discussed.


Issue Date: 9/14/2007
Control #: 08-08

Subject: Food Stamp Program and Temporary Cash Assistance Mass Changes – October 2007
Effective Date: 10/1/2007
Program(s) Affected: Food Stamp Program and Temporary Cash Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0808.pdf

Each August, the United States Department of Agriculture (USDA) publishes the updated Thrifty Food Plan, which determines the maximum food stamp allotments. The USDA also publishes the new income standards for the year. The income standards, the maximum food stamp allotments, standard deductions and excess shelter deduction have increased. The homeless shelter deduction did not change. TCA grants will also increase effective October 1, 2007. The attached tables show the increases for Food Stamps and TCA. The attached Food Stamp manual pages also contain the updates for October 1st. CARES automatically generates all customer notices for increases and decreases at the time of the mass change. The mass modification should take place on September 8, 2007.


Issue Date: 10/9/2007
Control #: 08-09

Subject: State Review Team (SRT) Cover Sheet for Submission of Additional Medical Information
Effective Date: 10/9/2007
Program(s) Affected: Temporary Disability Assistance Program (TDAP)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0809.pdf

The State Review Team (SRT) receives additional medical information on a daily basis, the Cover Sheet will assist to properly identify all information and keep the flow of work from being disrupted. This form is to be used when the local department has received additional medical information for a customer and SRT has not returned a decision. The SRT Cover Sheet for Submission of Additional Medical Information becomes a reliable tool for ensuring that additional medical information reaches the correct case.


Issue Date: 10/11/2007
Control #: 08-11

Subject: Purchase of Child Care Changes Related To Payment Processing
Effective Date: 10/15/2007
Program(s) Affected: Purchase of Child Care
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0811.pdf

Effective October 15, 2007, the Office of Child Care Subsidy is making some changes in the regulations that may affect the way child care subsidy payments are calculated. ACTION REQUIRED: There are no new actions required. The following changes will be modified in the system and/or COMAR:

•Calculation of payments from monthly to weekly – payments will be calculated based on weekly rates.

•Service period – the two week period for which child care providers can provide service and receive payment.

•Service days in a month – the average number of days in the month that are used to calculate payment is 21.69.

•1/3 and 2/3 – the numbers multiplied by the weekly rate to get the one (1/3) and two (2/3) unit regional weekly rates.

•Non-traditional care percentages – child care providers who offer care during nontraditional hours will receive 5% above the regular rate for one unit of care, 10% above the regular rate for two units of care, and 15% above the regular rate for 3 units of care.


Issue Date: 10/11/2007
Control #: 08-12

Subject: Purchase of Child Care and Early Head Start
Effective Date: 10/11/2007
Program(s) Affected: Purchase of Child Care
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0812.pdf

The Office of Child Care Subsidy (OCCS) would like to clarify the policy for offering a subsidy to Head Start children. According to COMAR, 13A.14.06.09A(3), a child care subsidy is available to children “…enrolled in Head Start.” The OCCS would like to ensure that staff understand that Head Start can refer to the regular Head Start year, as well as Early Head Start. If a parent becomes overscale or loses his or her activity, and a child is enrolled in Early Head Start, the child can continue care throughout that year AND into regular Head Start. If the program is not year round, POC will not pay for the summer, but will suspend the voucher and resume it when the child begins regular Head Start. This is allowed to offer the child the best preparation possible for school and to retain continuity of the program.


Issue Date: 10/11/2007
Control #: 08-10

Subject: Purchase of Child Care Provider Rate And Copayment Change
Effective Date: 10/15/2007
Program(s) Affected: Purchase of Child Care
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0810.pdf

Effective with October 15, 2007 service period, the Office of Child Care Subsidy is increasing the rates to formal and informal child care providers. The copayment to parents may also increase since it is based on the rate. Formal Rate – The formal rates will change so the POC payment rates for regulated child care are increased to the 45th percentile of the 2005 market rate survey.


Issue Date: 10/23/2007
Control #: 08-13

Subject: Homeless Households and Residents of Drug and Alcoholic Treatment Programs
Effective Date: 10/23/2007
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0813.pdf

Recently, advocates, federal legislators and the Food and Nutrition Service have raised questions about how we handle applicants and recipients who live in housing for drug addicts and alcoholics, when the center is not certified or licensed by the Department of Health and Mental Hygiene. Many of these facilities provide supportive services for individuals in treatment. Although we cannot consider these facilities as drug addiction and alcoholic (DAA) treatment centers, we can consider many of them as shelters for homeless persons. Additionally, in researching how local departments are handling these cases, we found instances of residents in certified DAA treatment centers who do not have an authorized representative. This action transmittal is to review the policy for residents of homeless shelters and DAA treatment centers


Issue Date: 10/29/2007
Control #: 08-14

Subject: Non-Compliance Tracking Sheet
Effective Date: 10/29/2007
Program(s) Affected: Temporary Cash Assistance (TCA)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0814.pdf

Although tracking instances of non-compliances for TCA program requirements can be tedious and detailed, it is necessary to keep track of the number of instances of non-compliance a customer has accumulated. This ensures that the customer performs the cure for the correct length of time in relation to the instance of non-compliance. Some local departments have not been able to develop a good way to track non-compliant behavior and the conciliation and sanction process and requested help doing so. This action transmittal introduces two tracking sheets for local departments to use for tracking instances of non-compliance. One tracking sheet includes work requirements only and the other includes all TCA requirements subject to conciliation and sanction for non-compliance. Local departments may choose to use either one and local departments that have developed a tracking sheet may continue to use it. However, use of a non-compliance tracking sheet is necessary for accurate sanctioning.


Issue Date: 11/9/2007
Control #: 08-15

Subject: DEAP Referral Process
Effective Date: 11/1/2007
Program(s) Affected: Temporary Disability Assistance, (TDAP), Temporary Cash Assistance and (TCA) Public Assistance to Adults (PAA)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0815.pdf

This Action Transmittal obsoletes AT #05-10 and AT #06-35 and provides new instructions for referring individuals to the Disability Entitlement Advocacy Program (DEAP). It also provides clarification of policies regarding long-term TDAP (eligibility for more than 9 months in a 36-month period). On April 13, 2007 FIA emailed local departments about the nationwide issue concerning sharing of Social Security data and its impact on the DEAP contractor. To enable the sharing of Social Security data with the DEAP contractor, FIA and the Social Security Administration worked together to create a consent form for the release of Social Security data to the DEAP contractor


Issue Date: 11/9/2007
Control #: 08-15 Attachment

Subject: Customer Declaration of Disability Form
Effective Date: 11/9/2007
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0815attach.pdf

Check the system used:SDX, SOLQ,SVES,The above checked system shows no application filed for Social Security benefitsThe above checked system indicates one or more of the following:The customer filed and application for Social Security Benefits, and the claim is pending

•The Social Security Admin. determined the customer not disabled, benefits denied• The customer filed a Reconsideration or an Appeal on the denied Social Security claim.

The customer states their TDAP application is based on: (Indicate on the chart.)The same impairment (s) alleged in the Social Security benefit application shown on the above checked system; New evidence of the impairment(s) alleged in the Social Security benefit application shown on the above checked system; A new impairment (s) than alleged in the Social Security benefit application shown on the above checked system; A different impairment (s) than alleged in the Social Security benefit application shown on the above checked system; A change in the impairment (s) alleged in the Social Security benefit application shown on the above checked system; Deterioration of the impairment (s) alleged in the Social Security benefit application shown on the above checked system.


Issue Date: 11/9/2007
Control #: 08-15 Attachment 4

Subject: Consent for Release of Information - Instructions
Effective Date: 11/1/2007
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0815attach4.pdf

By signing this consent form you are authorizing the Social Security Administration (SSA) to check claims records and release information to the Disability Entitlement Advocacy Program (DEAP). Specifically, SSA will provide the following information:

If you filed a claim for Supplemental Security Income (SSI) or Social Security Disability Insurance (SSDI); If you have an SSI record that has been terminated, including the date it was terminated; If you have a current SSI or SSDI claim or appeal awaiting a decision, including the date it was filed. If your SSI or SSDI claim or appeal was denied and if so, the date and reason it was denied; If you have an Interim Assistance Reimbursement Agreement (IAR) recorded on your SSI claim, including the current status; If your SSI or SSDI was awarded and, if so, the eligibility dates.


Issue Date: 11/9/2007
Control #: 08-15 Attachment 2

Subject: Customer Declaration of Disability Form
Effective Date: 11/1/2007
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0815attach2.pdf

Complete this form during the initial face-to-face interview with all applicants applying for Temporary Disability Assistance Program (TDAP), and Public Assistance to Adults (PAA) benefits and all Temporary Cash Assistance (TCA) applicants and recipients that screen disabled. PART I

•Print legible; Complete all requested information. PART II

•Check the box for the system used to determine if the customer has filed a claim for Social Security benefits. If all three systems are used, check each box; Check the appropriate box that indicates the claim status on the SDX, SOLQ or SVES; Complete the chart indicating whether the TDAP application is based on: Same impairment as alleged in the Social Security benefit claim; New evidence as alleged in the Social Security benefit claim; New impairment then alleged in the Social Security benefit claim; A different impairment then as alleged in the Social Security benefit claim; A change in the impairment alleged in the Social Security benefit claim; A deterioration in the impairment alleged in the Social Security benefit claim; File the completed form in the case record.


Issue Date: 11/12/2007
Control #: 08-15 Attachment 3

Subject: Consent for Release of Information
Effective Date: 11/1/2007
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0815attach3.pdf

This consent for release of information is in effect from ___ to __ no to exceed 1 year.

I want this information released because I am pursuing entitlement to Social Security programs. I am the individual to whom the information/record applies or that person's parent (if a minor) or legal guardian. I declare under penalty of perjury that I have examined all the information that I provided on this form and that it is true and correct to the best of my knowledge. I understand that anyone who knowingly gives a false or misleading statement about a material fact in this information, or causes someone else to do so, commits a crime and may be sent to prison, or may face other penalties, or both.


Issue Date: 11/21/2007
Control #: 08-16

Subject: Changes to The Electronic Benefits Transfer (EBT) System
Effective Date: 1/20/2008
Program(s) Affected: Food Stamp Program (FSP), Temporary Cash Assistance (TCA), Refugee Cash Assistance (RCA) and Temporary Disability Assistance Program (TDAP)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0816.pdf

Effective January 20, 2008, a new contractor, Affiliated Computer Services (ACS) State and Local Solutions, will operate the EBT system in Maryland. Under this new contract, the Independence Card design will remain the same, however the issuance and usage fees will change as follows:

•Customers will receive both new and replacement Independence Cards in the mail. If a newly opened case is known to EBT, a card will not be automatically sent. If a customer has a card, they can begin using it again. If the customer had a card in the past, but no longer has it, they need to call the Customer Service Call Center for a replacement. •For emergency and hardship situations, local departments will have a supply of vault cards that that they can issue to customers immediately. •Cash customers will receive three (3) free ATM cash transactions per month. Each additional transaction will deduct 85 cents from their cash account.


Issue Date: 12/4/2007
Control #: 08-17

Subject: State Review Team (SRT) Referral Batch Sheet
Effective Date: 12/4/2007
Program(s) Affected: Temporary Disability Assistance Program (TDAP)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0817.pdf

The State Review Team (SRT) receives hundreds of referral packets from the local departments weekly; the Referral Batch Sheet will assure uniformity and benefit both the SRT and the local department. The SRT Referral Batch Sheet becomes a reliable tool for tracking the status of referrals between the LDSS and SRT by providing a written record of the date information is submitted to SRT and received, by SRT. The SRT Referral Batch Sheet will help to ensure accountability by both the local department and SRT during the referral process. The form will also ensure consistency in the flow of work.


Issue Date: 12/11/2007
Control #: 08-18

Subject: Increase in Utility Allowances and Increase in Telephone Allowance
Effective Date: 1/1/2008
Program(s) Affected: Food Stamp Program
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0818.pdf

Every year we review the utility and telephone allowances to determine if they should increase, decrease or stay the same. Based on the most recent Consumer Price Index (CPI) for the Baltimore/ Washington area, the standard and limited utility allowances will increase. A recent survey of telephone service providers indicates that phone rates have gone up this year. The telephone allowance will increase slightly


Issue Date: 12/26/2007
Control #: 08-20

Subject: Social Security (RSDI) and SSI Cost-Of-Living Increase
Effective Date: 1/1/2008
Program(s) Affected: Cash Assistance and Food Stamps
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0820.pdf

Historically, Social Security Retirement, Survivors, and Disability Insurance (RSDI) and Supplemental Security Income (SSI) benefits have increased each year. This is usually true for Railroad Retirement and Veterans Benefits also. The mass change process to take these changes into account for cash assistance and food stamps purposes is described in this transmittal


Issue Date: 12/27/2007
Control #: 08-21

Subject: Social Security (RSDI) and SSI Cost-of-Living Increase and Related
Effective Date: 1/1/2008
Program(s) Affected: Medical Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0821.pdf

Historically, Social Security Retirement, Survivors, and Disability Insurance (RSDI) and Supplemental Security Income (SSI) benefit payments have increased each year. This is usually true for Railroad Retirement and Veterans Benefits also. The mass change process to take these changes into account for Medical Assistance purposes is described in this transmittal. Action transmittal 08-20 covers the effect of the Social Security cost-of-living adjustment on cash assistance and food stamps


Issue Date: 1/1/2008
Control #: 08-19

Subject: Updated Lists of Local Department Liaisons and Department Of Aging Senior Health Insurance Coordinators for the QMB/SLMC Mail-In Application
Effective Date: 1/1/2008
Program(s) Affected: All Programs
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0819.pdf

Information Memo 07-22, Changes to the QMB/SLMB Mail-In Application-

Updated Lists of Local Departments and Department of Aging Senior Health Insurance Coordinators issued March 28, 2007, included address lists for the Local Departments of Social Services and the Senior Health Insurance Coordinators. Attached are updated versions of those lists for your information and use.


Issue Date: 1/16/2008
Control #: 08-22

Subject: Change in Funeral Expense Amount for Burial Assistance
Effective Date: 1/16/2008
Program(s) Affected: Burial Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0822.pdf

This action transmittal provides new policy about an increase in the maximum allowable expense of a funeral. In the past the cost of the funeral could not exceed $1500. This amount has increased to $2500. The burial assistance amount has not changed and is $650


Issue Date: 2/20/2008
Control #: 08-23

Subject: Child Care Subsidy Case Transfer Policy
Effective Date: 2/20/2008
Program(s) Affected: Child Care Subsidy
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0823.pdf

This action transmittal outlines the policy and procedures regarding the electronic and paper transfer of a Child Care Subsidy case following the implementation of CCATS.

When a customer moves from one jurisdiction to another, the child care case should be transferred electronically on CCATS and the paper record forwarded to the new local department. The transfer is done by a supervisor who also notifies the receiving county of the pending case transfer. It is important to communicate with the receiving county regarding the transfer of both the paper and electronic records. The case can be transferred at any time during the certification. The sending county should end all authorizations and vouchers prior to the transfer. The original case record or a copy of the required information must be sent to the receiving jurisdiction within five working days along with the Case Record Transfer Form to satisfy audit requirements. The copy and form is sent to the new jurisdiction by certified mail.


Issue Date: 3/10/2008
Control #: 08-24

Subject: Technical Eligibility, Forms, and Frequently Asked Questions and Answers
Effective Date: 3/10/2008
Program(s) Affected: Public Assistance to Adults (PAA) and Food Stamps (FS)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0824.pdf

FIA recently provided training on the Public Assistance to Adults (PAA) program. During the training we heard reports that reflected inconsistencies in gathering information and documentation the case manager needs before making an eligibility decision. This action transmittal provides answers to questions pertaining to eligibility raised during the training, discusses the completion of the DHR/FIA 900, DEAP Consent to Release Information form, as a technical eligibility requirement (see attachment A), provides a list of basic information needed (forms) before making an eligibility decision, and updates to the PAA manual. Finally, the Rehabilitative Residence Certification form which had been issued by the Department of Health and Mental Hygiene, is now issued as a DHR/FIA form with the same number, DHR/FIA 4352.


Issue Date: 4/2/2008
Control #: 08-26

Subject: Service Access and Information Link (SAIL) Application Processing
Effective Date: 4/9/2008
Program(s) Affected: All Programs
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0826.pdf

SAIL, a web-based screening, application, interim change, and redetermination system was implemented on December 4, 2006 to increase access to benefits. A signature page was developed for the customer to sign, fax and/or mail into the local department. The process of matching the SAIL application to the signature page is cumbersome for local departments and creates a backlog in processing applications. In an effort to assist local departments and customers, we have developed an electronic signature functionality that meets the approval of the State’s Office of the Attorney General. Effective April 9, 2008, we will implement the functionality of the electronic signature in the SAIL on-line application. The customer will have the option to sign electronically or print out the signature page to sign and fax or mail to the local department. For electronic signature, the head of household will be required to provide their social security number and date of birth. They must also acknowledge and agree to the electronic process.


Issue Date: 4/3/2008
Control #: 08-27

Subject: Medical Report Forms DHR/FIA 402B AND 402W
Effective Date: 2/1/2008
Program(s) Affected: Temporary Disability Assistance, Temporary Cash Assistance and Medical Assistance Programs
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0827.pdf

This Action Transmittal obsoletes AT 07-23, which clarified who can sign the Medical Report forms DHR/FIA 402B and 402W. We have determined that the policy in AT 07-23, although correct, slowed the application process for individuals who claim a disability. Regulations require evidence from an acceptable medical source to establish a medically determinable impairment. Other medical sources may still provide supporting evidence used to determine the severity of the impairment. The SRT will obtain evidence from an acceptable medical source when none has been provided


Issue Date: 4/15/2008
Control #: 08-25

Subject: DEAP Referral Process
Effective Date: 4/15/2008
Program(s) Affected: Temporary Disability Assistance Program, (TDAP)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0825.pdf

This Action Transmittal (AT) obsoletes AT 08-15, which provided instructions for referring individuals to the Disability Entitlement Advocacy Program (DEAP) and clarified when an individual may receive long term TDAP (eligibility for more than 9 months in a 36-month period). After further review we determined that the policy and instructions in AT 08-15, while correct, created a difficult DEAP referral and TDAP process


Issue Date: 4/17/2008
Control #: 08-29

Subject: Collection of Race and Ethnicity Data
Effective Date: 3/1/2008
Program(s) Affected: All Programs
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0829.pdf

In October 1997, the federal Office of Management and Budget issued a notice -Revision to the Standards for the Classification of Federal Data on Race and Ethnicity. CARES was recently changed to reflect these federal requirements for collecting information about race and ethnicity. This action transmittal is to inform you of the changes in CARES for collecting information about the race and ethnicity of applicants and recipients.


Issue Date: 4/17/2008
Control #: 08-28

Subject: Availability of Resources from Military Personnel Deployed Overseas
Effective Date: 4/17/2008
Program(s) Affected: Food Stamp Program, Temporary Disability Assistance Program, Temporary Cash Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0828.pdf

We recently received guidance from the Food and Nutrition Service (FNS) about resources in bank accounts that belong to military personnel who are deployed overseas. Because of the deployment the person may have given parents or other individuals access to his or her bank accounts to allow them to handle his or her affairs. According to current food stamp policy we must consider jointly owned resources as available in their entirety to each household unless the applicant household verifies that the resources are inaccessible. Under the current policy some persons who have access to resources of deployed military personnel are ineligible for food stamps


Issue Date: 4/28/2008
Control #: 08-30

Subject: Iraqi and Afghan Special Immigrants
Effective Date: 4/28/2008
Program(s) Affected: All Programs
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0830.pdf

Recent federal laws have given certain Iraqi and Afghan immigrants special status beyond their status as a legal permanent resident (LPR). Individuals and family members granted this special immigration status are eligible for resettlement assistance, food stamps, Temporary Cash Assistance, Refugee Cash Assistance and Refugee Medical Assistance on the same basis as refugees admitted under section 207 of the Immigration and Nationality Act (INA), except this period of special eligibility cannot exceed 6 months from the date of entry into the United States for Afghans or 8 months from the date of entry into the United States for Iraqis. After this 6 or 8 month period, the immigrant is not eligible for benefits on the same basis as a refugee, but since they are legal permanent residents (LPR), they are qualified immigrants. The case manager must determine the eligibility of recipients beyond the 6 or 8 month period, based on each program’s policy.


Issue Date: 5/1/2008
Control #: 08-31 Revised

Subject: TDAP Application Process
Effective Date: 5/1/2008
Program(s) Affected: Temporary Disability Assistance Program, (TDAP)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0831rev.pdf

This Action Transmittal further refines the application process for individuals applying for TDAP benefits. Please note: TDAP applicants are no longer referred to the State Review Team for a disability determination on the cash assistance.

A TDAP recipient continues to be eligible for TDAP as long as the individual is pursuing a final decision of eligibility for Social Security disability benefits. This change in policy has no adverse effect on applicants' eligibility for benefits. The goal of this revision is to streamline and expedite the TDAP eligibility process. This policy precedes a similar amendment of TDAP regulations in COMAR, which is planned for the near future. This Revised Action Transmittal makes obsolete the policy in Action Transmittal 08-31.


Issue Date: 5/5/2008
Control #: 08-32

Subject: Medicaid Expansion
Effective Date: 7/1/2008
Program(s) Affected: Medical Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0832.pdf

During the 2007 Legislative Special Session, Governor O’Malley proposed and the legislature passed Senate Bill 6 (SB 6), the Working Families and Small Business Health Coverage Act. SB 6 included a provision to expand Medicaid eligibility to low income families with dependent children with incomes up to 116% of the Federal poverty level. Currently, Medicaid covers parents/caretaker relatives and their children with incomes up to approximately 30% of the FPL. As a result of this expansion, many more parents and their children will be eligible for Medicaid. DHMH and DHR are working to implement Medicaid Expansion, which requires systems modifications in CARES and MMIS. Additional policy clarification will be forthcoming as systems modifications are completed


Issue Date: 5/7/2008
Control #: 08-33

Subject: Update of Medical Report Form Cover Sheet
Effective Date: 5/7/2008
Program(s) Affected: Temporary Cash Assistance, Temporary Disability Assistance Program, Medical Assistance
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0833.pdf

This Information Memo provides an update of the cover sheet given with the Medical Report form DHR/FIA 402B (See Attachment). The language on the cover sheet now matches the policy in AT 08-27. The cover sheet will refer the customer to his/her regular health care provider


Issue Date: 6/4/2008
Control #: 08-34

Subject: Completion of the Purchase Authorization and Invoice Form 312 For Disability Medical Examinations and Laboratory Work
Effective Date: 6/4/2008
Program(s) Affected: Temporary Disability Assistance Program (TDAP), Temporary Cash Assistance (TCA) and Medical Assistance (MA)
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0834.pdf

Recently, Local Departments of Social Services have raised questions about how to use the Purchase Authorization and Invoice form (DHR/FIA 312) for medical examinations and laboratory work. This Action Transmittal provides procedures for completing this form.


Issue Date: 7/1/2008
Control #: 08-32Attachment

Subject: Medicaid
Effective Date: 7/1/2008
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0832attach.pdf

Coverage Group, Income Counted, Verification of Income Required, Assets


Issue Date: 7/1/2008
Control #: 08-32Attachment2

Subject: Coverage Group List
Effective Date: 7/1/2008
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0832attach2.pdf

Families & Children (FAC); Pregnant Women & Maryland Children’s Health Program (PW/MCHP); Maryland Children’s Health Program (MCHP) Premium; Foster Care & Subsidized Adoptions; Refugees; Aliens; Home & Community Based Waivers & PACE; Aged, Blind or Disabled (ABD), Medicare & Pharmacy; Families & Children Long Term Care; Aged, Blind or Disabled Long Term Care; Women’s Breast or Cervical Cancer Health Program.


Issue Date: 7/1/2008
Control #: 08-32Attachment3

Subject: Income & Asset Guidelines
Effective Date: 7/1/2008
Program(s) Affected:
Link to Document: http://www.law.umaryland.edu/marshall/dhr/0832attach3.pdf

Pregnant Women and Children; Medical Assistance; Maryland Primary Adult Care Program (PAC).


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