SR 13-05 Dated 07/13

STATE OF NEW HAMPSHIRE

INTER-DEPARTMENT COMMUNICATION

SUMMARY

This SR releases:

·   changes in NH Electronic Application SYstem (NH EASY), which allow individuals who legally represent the casehead, such as guardians, conservators, and protective payees, and individuals the casehead chooses as a representative, such as authorized representatives (ARs), and individuals with power of attorney, to create NH EASY accounts on behalf of the clients they represent;

·   the merging of the provider version of NH EASY with the client version of NH EASY so there is only one NH EASY system that is used by both clients and enrolled providers alike, and only one system to maintain and update;

·   the expansion of NH EASY to allow Alternate Payee organizations access to certain enhancements in the organizations’ NH EASY provider account. The term Alternate Payee organization refers to organizations which provide guardian, conservator, protective payee, authorized representative, and power of attorney services to NH citizens;

·   the automation of the provision to prevent the issuance of cash benefits via paper check to guardians, conservators, and protective payees per DFA SR 12-19 dated November 30, 2012; and

·   the related expansion of New HEIGHTS to allow Family Services Specialists (FSS) limited information related to clients’ NH EASY accounts.

To support the changes identified above, the following DFA Forms or New HEIGHTS-generated letters were created or obsoleted:

·   the creation of DFA Form 776, Client Consent to Grant Access to NH EASY, and its associated instructions;

·   the creation of DFA Form 777, NH EASY Provider Enrollment Form, and its associated instructions;

·   the creation of New HEIGHTS–generated CS0027, Online Rede Letter (Client Version);

·   the creation of New HEIGHTS-generated BI0009, Information Required to Process Electronic Funds Transfer (EFT); and

·   the obsolescence of New HEIGHTS–generated BI0006, EFT Notice to Alternate Payee.

POLICY

Individuals Who Represent the Casehead Can Now Create NH EASY Accounts

Individuals who legally represent the casehead, such as guardians, conservators, and protective payees, and individuals the casehead chooses as a representative, such as ARs and individuals with power of attorney, are now able to create NH EASY accounts on behalf of the clients they represent. However, there can only be one NH EASY account per case. If an individual other than the casehead chooses to create a NH EASY account on behalf of the casehead, the casehead cannot also have a NH EASY account.

Unlike the requirements for organizations, an individual who represents the client does not need to contact the District Office, provide any verification demonstrating they have received the client’s permission, and/or sign any forms to create a NH EASY account on behalf of a client. However, if the client wishes to deactivate the NH EASY account created by another individual, the client must do so by contacting the District Office in writing.

Merging of the Provider Version of NH EASY With the Client Version of NH EASY

The provider version of NH EASY has been merged with the client version of NH EASY so there is only one NH EASY system that is used by both clients and enrolled providers alike. The separate provider version system was discontinued, resulting in deactivation of all NH EASY provider accounts that had been created in the old version. There is now only one system used by both clients and enrolled providers alike. NH EASY providers must re-enroll in the new version of NH EASY using new DFA Form 777, NH EASY Provider Enrollment Form.

Additionally, a special training is no longer required for providers to create NH EASY accounts.

Enhancements to NH EASY Provider Accounts for Alternate Payee Organizations

Enhancements in NH EASY now allow Alternate Payee organizations who are enrolled as NH EASY providers to not only aid individuals in applying for benefits, but also to choose to utilize their NH EASY provider accounts to:

·   access their client’s case information via NH EASY; and

·   view an EFT report to verify the semi-monthly financial assistance benefits the Alternate Payee organization receives on behalf of clients. This resulted in the obsoletion of the New HEIGHTS-generated BI0006, EFT Notice to Alternate Payee. Organizations will no longer receive separate notices for every semi-monthly EFT deposit.

Alternate Payee organizations who choose to access clients’ case information via NH EASY must return a completed DFA Form 776, Client Consent to Grant Access to NH EASY, as well as:

·   DFA Form 778, Authorized Representative Declaration, if the Alternate Payee organization is designated as an AR for the client; or

·   documentation of the Alternate Payee organization’s legal relationship with the client.

The FSS must review the file to verify that the correct documentation has been received, and that the Alternate Payee organization represents the casehead of the case, prior to linking the case to the Alternate Payee organization (see the “New HEIGHTS Systems Procedures and Implementation” section of this SR for more information on how to link an Alternate Payee organization to a client’s case).

By signing DFA Form 776, clients permit the Alternate Payee organization that represents them access to their case information in NH EASY, and agree to the restriction of not being allowed a NH EASY account of their own. NH EASY accounts created by clients prior to the client granting NH EASY access to the Alternate Payee organization will be deactivated.

Note: Authorized representative organizations can access client’s case information via NH EASY for the clients they serve, and are linked to New HEIGHTS as an organization. However, per federal regulations, DFA Form 778 must continue to reflect the individual within the organization who is acting as an AR on behalf of a client receiving Food Stamp benefits.

Alternate Payee organizations that are able to access their clients’ NH EASY case information because a DFA Form 776 has been completed and returned:

·   are also responsible for completing the client’s redeterminations/recertifications online, unless the organization indicates on DFA From 776 they wish to opt out of this responsibility; and

·   may also opt to “Go Green” to prevent paper issuance of client notifications.

Clients who are linked to Alternate Payee organizations who act as ARs or who are granted power of attorney may choose to complete their own paper redetermination/recertification, regardless of the organization’s intent to complete the redetermination/recertification online as indicated on DFA Form 776. The month before the month the redetermination/recertification is due, a new New HEIGHTS–generated letter, CS0027, Online Rede Letter (Client Version), will be generated to clients who are linked to either one of these two types of Alternate Payee organizations to notify the client:

·   of the date the redetermination/recertification is due;

·   that the client’s Alternate Payee organization intends to complete the redetermination/ recertification; and

·   that the client may request to complete a paper version of the redetermination/recertification by contacting the local District Office.

New HEIGHTS will release this new letter under separate cover at a later date.

Automation of the Provision to Prevent the Issuance of Cash Benefits via Paper Check

DFA SR 12-19 dated November 30, 2012 stated, “until New HEIGHTS system changes can be put into place, Paper check must not be selected from the payment option dropdown box on the Benefit Issuance screen for cases involving guardians, conservators, and protective payees. Only EFT or EBT may be chosen.”

As of the effective date of this SR, selecting “Paper Check” from the payment option dropdown menu on the “Benefit Issuance” screen in New HEIGHTS, for cases involving guardians, conservators, and protective payees, will cause a pop-up error message, stating “Check is not a valid issuance method.”

Related Expansion of New HEIGHTS to Provide FSS Limited NH EASY Client Information

Via the new “NH EASY Account Information” screen in New HEIGHTS, FSS will now be able to:

·   reset client NH EASY passwords;

·   view client user IDs so if the client cannot remember it the worker can tell them; and

·   view clients’ historical NH EASY information.

The FSS may only share information on the “NH EASY Account Information” screen, and reset the NH EASY password, upon contact with the casehead or the casehead’s representative.

DESCRIPTION OF NEW FORMS

DFA Form 776, Client Consent to Grant NH EASY Access

DFA Form 776, Client Consent to Grant NH EASY Access, is a single page, double-sided, electronic document that must be completed by Alternate Payee organizations and the client they represent. DFA Form 776 provides the client the opportunity to permit the Alternate Payee organization access to the client’s case information via NH EASY, if the Alternate Payee organization has enrolled with NH EASY as a provider via DFA Form 777, NH EASY Provider Enrollment Form. Instructions for both the Alternate Payee organization and the client are located on the backside of DFA Form 776, and must be reviewed prior to completion. The Alternate Payee organization is responsible for returning this form to the Central Scanning Unit after completion. If this completed form is not returned, the organization does not have permission to access the client’s case information via NH EASY.

The client may additionally be represented by a legal representative who is not affiliated with the client’s Alternate Payee organization. The client’s legal representative may be an individual guardian, conservator, protective payee, or power of attorney, or a different Alternate Payee organization. The Alternate Payee organization that is completing DFA Form 776 must contact the client’s FSS to verify the client’s legal representative signature requirements in Section 2 of DFA Form 776. Prior to submitting DFA Form 776, the Alternate Payee organization is responsible for obtaining all required signatures, so that all individuals and/or organizations representing the client are aware of, and agree to, the Alternate Payee organization’s access to the client’s NH EASY case information. When contacted by the Alternate Payee organization about the client’s legal representative signature requirements, the FSS must notify the Alternate Payee organization of the following:

·   If the legal representative’s relationship with the client is that of a “guardian” (regardless of person or estate) or a “conservator,” than the legal representative must sign DFA Form 776 in lieu of the client;

·   If the legal representative’s relationship with the client is that of a “protective payee,” than both the legal representative and the client must sign DFA Form 776; and

·   If the legal representative’s relationship with the client is that of a “power of attorney,” than the legal representative and/or the client may sign DFA Form 776.

NOTE: ARs are not considered legal representatives, thus ARs are not authorized, nor are they required, to sign Section 2 of DFA Form 776 on behalf of the client.

Alternate Payee organizations that have been permitted via DFA Form 776 to access the client’s NH EASY case information are also responsible for completing the client’s redeterminations/recertifications online. If the Alternate Payee organization does not want to complete the client’s redeterminations/recertifications online they must opt out of doing so on this form by marking the check box next to “My organization does not want to complete this client’s paper redeterminations online.”

DFA Form 776 is retained as a permanent part of the case record.

DFA Form 777, NH EASY Provider Enrollment Form

DFA Form 777, NH EASY Provider Enrollment Form, is a 1-page, double-sided electronic form that is provided to and completed by any organization interested in enrolling as a NH EASY provider. By enrolling as a NH EASY provider, the organization’s administrator will be able to create other users to access the organization’s NH EASY account. The organization’s administrator must sign the confidentiality agreement on the second page of DFA Form 777, which states the administrator understands that the administrator and any user the administrator creates is bound by all federal laws, rules, regulations, and DHHS policies regarding confidentiality. The organization completes DFA Form 777 and returns it to NH EASY Provider Enrollment, which is the New HEIGHTS unit responsible for keeping the returned forms and enrolling all providers in NH EASY. NH EASY Provider Enrollment is responsible for retaining DFA Form 777 in the NH EASY Provider’s file.

NH EASY SYSTEMS PROCEDURES

The provider version of NH EASY has been merged with the client version of NH EASY so there is only one NH EASY system that is used by both clients and enrolled providers alike. All NH EASY Provider accounts in the old version of NH EASY were deactivated in June, and NH EASY providers are required to re-enroll in the new version of NH EASY. The following enhancements have been made in NH EASY for organizational use:

Organization Account Creation

Prior to the organization’s initial login to NH EASY, NH EASY Provider Enrollment must complete the new “NH EASY Representative Administration” screen in New HEIGHTS. This New HEIGHTS screen contains information regarding the NH EASY administrator chosen by the organization, referred to as the “admin user”. Admin users are able to create and manage other users within the organization through NH EASY. Once NH EASY Provider Enrollment has entered the admin user’s information into New HEIGHTS, an email is then sent to the admin user with instructions on how to complete the enrollment process.

The admin user completes the enrollment process via the “Splash” screen of the new merged version of NH EASY. The “Splash” screen serves as the initial account creation point and login point for all NH EASY accounts.

Organization Login

Organization will now log in on the same screen as individual NH EASY account holders. NH EASY recognizes the “User ID” entered on the “Splash” screen as being a user from an organization, and will bring the user to the “Representative Log – In” screen. The “Representative Log – In” screen looks similar to the “Log – In” screen for individual NH EASY accounts, but includes the below confidentiality statement, which was also included on the log in screen of the old provider version of NH EASY:

Every client has a right to privacy and confidentiality of his or her case information, including all information contained in NH EASY. By logging – in to NH EASY, I am showing that I understand, and agree to fully comply with, the Department of Health and Human Services’ Confidentiality Policy. I also promise that I will not do anything to violate the confidentiality of any information I see while logged into NH EASY.

Organization “Home” Screen

Alternate Payee organizations and NH EASY providers have access to NH EASY screens that are not accessible by clients or individual guardians, conservators, protective payees, ARs, or individuals who have power of attorney. The organization’s “Home” screen is a new screen that was created specifically for Alternate Payee organizations and NH EASY provider organizations, in which the organization can access a “Case Dashboard” tab, “Application Dashboard” tab, “Child Care Report” screen, “EFT Report” screen, and a modified version of the “Client Homepage.”

Admin users have access to additional screens in NH EASY, which the users created within the organization cannot access. These screens are used to maintain the NH EASY account, and include the “Email” screen, and the “Admin” screen.

Case Dashboard Screen

Alternate Payee organizations who choose to access clients’ case information via NH EASY access those cases through a case dashboard. The client’s case information is linked to the Alternate Payee’s case dashboard through New HEIGHTS (see the “NEW HEIGHTS SYSTEMS PROCEDURES AND IMPLEMENATION” section of this SR for more information on this process). The Alternate Payee organization can view information and take action on the client’s case on behalf of the client, including:

·   reporting changes in household circumstances for an existing/open case;

·   applying for additional benefits for which the client may be eligible;

·   reading the client’s letters and notices online;

·   reapplying for the client’s benefits if the client’s case closes; and

·   completing a redetermination/recertification if the client is scheduled for what would usually be considered a paper/online redetermination/recertification.

All open, closed, and pending cases linked to the Alternate Payee organization through New HEIGHTS are viewable on the “Case Dashboard” screen. Case information is displayed in a table format, as follows:

·   Casehead name, which also serves as a hyperlink to the “Client Homepage” for that particular case;

·   Case Number;

·   City/Town;

·   Case status, either Open, Closed, or Pending;

·   The number of unread notices;

·   The most recent notice date;

·   Redetermination/recertification date; and

·   Redetermination/recertification method.

NH EASY providers who are not Alternate Payee organizations will not have access to this screen.

Application Dashboard Screen

NH EASY providers begin the application process for an applicant who has never applied for benefits, or view applications already submitted by the organization, on the new “Application Dashboard” screen. The organization starts the application process for a new applicant by clicking on the “Start New Application” link at the top of the screen. Any user within an organization can use the new search function to retrieve any application initiated by the organization, and can view the following application information:

·   the name of the individual applying for benefits;

·   the application number;

·   the status of the application;

·   the date the application was initiated; and

·   the date the application was submitted.

Child Care Report Screen

This screen is now accessed via a tab on the organization’s new “Home” screen, and uses the same functionality as the NH EASY Child Care Report link in the former provider version of NH EASY. This screen is not accessible by Alternate Payee organizations.

EFT Report Screen

This new screen lists all EFT disbursements issued during each pay period. This screen is accessible to all Alternate Payee organizations who receive financial benefits on behalf of clients.

Client Dashboard Screen

The “Client Dashboard” screen is a case specific screen, and is accessed by Alternate Payee organizations who are linked to a client’s case. The casehead’s name on the “Case Dashboard” screen serves as a hyperlink to the “Client Dashboard” screen. When the “Client Dashboard” screen is accessed by an Alternate Payee organization, the screen functions exactly like it would when accessed by a client or individual guardian, conservator, protective payee, AR or power of attorney, except for the following:

·   the “Profile” tab is not visible;

·   the “Email” tab is not visible; and

·   a new “Back to My Account” link is located at the top of this screen and each subsequent screen while the user is in the case specific screens. When a user selects this button, the user is brought back to the organization’s “Home” screen.

Email Screen

The “Email” screen is only assessable when the admin user logs into the organization’s NH EASY account. The “Email” tab is used to update the organization’s email address or “Go Green” status. If the organization decides to “Go Green” the organization will not receive paper notices for any of its clients, except those paper notices required by federal law.

Paper notices that have been issued prior to the creation of the NH EASY account are not visible in NH EASY. Notices can only be viewed in NH EASY if the notice was issued from the date the NH EASY account is created, going forward.

Admin Screen

The “Admin” screen is only assessable when the admin user logs into the organization’s NH EASY account. The “Admin” screen is used to maintain and/or deactivate users the admin has created within the organization as well as add new users. The admin user maintains the following information regarding the users the admin has created:

·   first name, middle initial (optional), and last name;

·   email address;

·   phone number (optional);

·   user ID; and

·   password.

NEW HEIGHTS SYSTEMS PROCEDURES AND IMPEMENTATION

To support the expansion of NH EASY, New HEIGHTS screens have been updated or created to:

·   maintain a database, which includes all Alternate Payee organizations, and individual guardians, conservators, protective payees, ARs, and individuals who have power of attorney;

·   provide FSS limited NH EASY client information; and

·   allow the FSS to link clients’ case information to Alternate Payee organizations’ NH EASY provider accounts.

New New HEIGHTS Database

FSS no longer add Alternate Payee organizations or individual guardians, conservators, protective payees, ARs, and individuals who have power of attorney using free form text on the “Details” tab of the “Alternate Payee” screen. This information must be pulled from the new database using the new “Find” function located on this screen. The new “Find” function launches the “Maintain Representative – Search” screen where the FSS can search the new database for either an Alternate Payee organization, or an individual guardian, conservator, protective payee, AR, or individual who has power of attorney. Once found, the FSS can select the desired individual or organization to associate to an assistance group within a case. This individual or organization’s information will then auto-populate on the “Alternate Payee” screen.

Proper documentation of the client’s relationship with the Alternate Payee organization or the individual guardian, conservator, protective payee, AR, or individual who has power of attorney must be received prior to adding this organization or individual on the “Alternate Payee” screen. Examples of proper documentation include:

·   court ordered guardianship or conservatorship paperwork;

·   power of attorney paperwork;

·   DFA Form 787, Authorization for Protective and Vendor Payments, signed by the District Office supervisor (see Adult Assistance Manual PART 113, Protective Payees, and Family Assistance Manual PART 113, Protective Payees, for more information about this form); or

·   DFA Form 778, Authorized Representative Declaration.

NOTE: Individuals designated by the Social Security Administration (SSA) as Representative Payees as far as receiving SSA benefits on behalf of the client, have no corresponding legal authority to act on behalf of the client for any DHHS-issued benefits. If a client would like an SSA-designated Representative Payee to act on his or her behalf for DFA-issued benefits, DFA Form 778 must be completed and submitted naming the SSA-designated Representative Payee as an AR. The Representative Payee is then entered into New HEIGHTS as an AR.

Once a single Alternate Payee organization, or an individual guardian, conservator, protective payee, AR, or individual who has power of attorney is associated with the case though the “Find” function, the “Alternate” button also located on the “Details” tab can then be used to associate the same Alternate Payee organization, or an individual guardian, conservator, protective payee, AR, or power of attorney to other assistance groups within a case.

If the individual guardian, conservator, protective payee, AR, or individual who has power of attorney has not been stored in the database, the FSS can add this new individual’s information on the “Information” tab of the “Maintain Representative” screen. Once the FSS enters and saves an individual guardian, conservator, protective payee, AR, or power of attorney on the “Informaiton” tab, a clearance process is initiated to prevent duplicate entries for the same individual.

The “Representative Clearance” screen only appears if the clearance process yields potential matches. The FSS can choose one of the potential matches to associate with the case, or can choose to add the new individual to the database.

If the FSS cannot locate an Alternate Payee organization in the database, the FSS contacts the New HEIGHTS Help Desk to request that the Alternate Payee organization be added.

NH EASY client information

The new “NH EASY Account Information” screen is designed to provide FSS with access to limited client NH EASY account information through New HEIGHTS, which can only be shared with the casehead or the casehead’s representative. Creation of the new “NH EASY Account Information” screen will allow FSS to:

·   reset client NH EASY passwords;

·   view client user IDs so if the client cannot remember it the worker can tell them; and

·   view client historical NH EASY information;

FSS can now reset passwords for clients’ NH EASY accounts by clicking on the “Reset Password” button on the “Account History” tab of the “NH EASY Account Information” screen. When this Password Reset button is clicked:

·   a pop-up box appears stating “The New Password will be XXxx99”;

·   the new password is system generated and conforms to the existing password requirements;

·   if the FSS clicks “OK” in the pop-up box, the password will be changed to the system-generated password.

Clients will then need to log into NH EASY using the system-generated password, and can then change the password to one of their choosing.

The FSS can use the “Summary”, “Case History”, “Email History”, and “Account History” tabs of the “NH EASY Account Information” screen to access NH EASY account information, including:

·   NH EASY ID;

·   account status;

·   “Go Green” status;

·   email address; and

·   historical data.

Information located on these screens is read only, and cannot be edited by the FSS.

NOTE: NH EASY Provider Enrollment can deactivate any NH EASY account via the “NH EASY Account Information” screen. When clients contact the District Office in writing to indicate they wish to have a NH EASY account deactivated, District Office staff must forward this information to the New HEIGHTS Help Desk.

Linking Clients’ Case Information to NH EASY Provider Accounts

FSS can link and/or de-link a client’s case information to an Alternate Payee organization’s NH EASY account on the “Organization Linkage” tab of the “NH EASY Account Information” screen. Alternate Payee organizations who do not have NH EASY accounts will not appear on the “Organization Linkage” tab. Upon receipt of DFA Form 776, the FSS must review the client’s case file to verify that the Alternate Payee organization is, in fact, the casehead’s representative, and the correct documentation is in the client’s case file.

The FSS then links the alternate payee organization’s NH EASY account to the selected case by selecting “Yes” from the drop down menu of the “Grant NH EASY Access” field, and then selecting “Verified” from the “Verification Status” field. After the run of New HEIGHTS' nightly batch, the Alternate Payee organization will be able to view and update clients’ case information, via NH EASY.

The FSS must de-link the organization’s NH EASY account from the client’s case by selecting “No” from the drop down menu of the “Grant NH EASY Access” field when the client, or the client’s legal representative, indicates they want to restrict the Alternate Payee organization’s access to the client’s case information via NH EASY.

The Alternate Payee organization uses DFA Form 776 to indicate their intent to opt out of completing the individual client’s rederterminations online. If the organization:

·   checks off that the organization would like to opt out of completing the client’s redeterminations online, the FSS must select “Yes” from the drop down menu for the question “The Client has requested to opt out of doing online redes through their NH EASY account” on the “Eligibility Interview Summary” screen in New HEIGHTS; or

·   does not check off that the organization would like to opt out of completing the client’s redeterminations online, the FSS must select “No” from the drop down menu for the question “The Client has requested to opt out of doing online redes through their NH EASY account” on the “Eligibility Interview Summary” screen in New HEIGHTS.

Clients who are linked to an authorized representative or power of attorney organization may choose to complete their own paper redetermination/recertification, regardless of the organization’s intent to complete the redetermination/recertification online. The month before the month the redetermination/recertification is due, the new New HEIGHTS – generated CS0027, Online Rede Letter (Client Version), will be generated to clients who are linked to an authorized representative or power of attorney organization to inform the client:

·   of the date the redetermination/recertification is due;

·   that the client’s representative organization intends to complete the redetermination/ recertification online; and

·   that the client may request to complete their own paper redetermination/recertification by contacting their local District Office.

If the client contacts the District Office to request a paper redetermination/recertification, the FSS must switch “No” to “Yes” from the drop down menu for the question “The Client has requested to opt out of doing online redes through their NH EASY account” on the “Eligibility Interview Summary” screen in New HEIGHTS. If this switch happens before the 15th of the month prior to the month the redetermination/recertification is due, the FSS does not need to physically mail a paper redetermination/recertification to the client. The paper redetermination/recertification will be sent automatically. However, if the switch occurs after the 15th of the month prior to the month the redetermination/recertification is due, the FSS must physically mail the paper redetermination/recertification form to the client.

Automation of the Policy Released in SR 12-19

To support the policy released in SR 12-19, New HEIGHTS automated the provision to prevent the issuance of cash benefits via paper check to guardians, conservators, and protective payees. As of the effective date of this SR, selecting “Paper Check” from the payment option dropdown menu on the “Benefit Issuance” screen in New HEIGHTS, for cases involving guardians, conservators, and protective payees, will cause a pop-up error message, stating “Check is not a valid issuance method”.

A new “EFT Form” button has been added to the following New HEIGHTS screens:

·   Payment History;

·   Liquid Resources;

·   Assistance Group Benefit Issuance; and

·   Electronic Funds Transfer (EFT).

Clicking on the “EFT Form” button will trigger the new New HEIGHTS-generated letter, BI0009, INFORMATION REQUIRED TO PROCESS ELECTRONIC FUNDS TRANSFER (EFT), to be generated to the client through nightly batch or to be printed from the screen. New HEIGHTS will release this new letter under separate cover at a later date.

POLICY MANUAL REVISIONS

Revised Family Assistance Manual Topics

Glossary A-words

Revised Adult Assistance Manual Topics

Glossary A-words

Revised Food Stamp Manual Topics

Glossary A-words

IMPLEMENTATION

The policy released in this SR is effective July 1, 2013.

NOTIFICATION

Notifications regarding NH EASY expansion were sent as follows:

·   On May 16, 2013, a one-time mailing was sent to approximately 112 NH EASY providers, stating:

- The organization’s current NH EASY account will be deactivated as of May 31, 2013;

- The organization must re-enroll by completing and returning DFA Form 777, NH EASY Provider Enrollment; and

- NH EASY has expanded.

·   On May 16, 2013, a one-time mailing was send to approximately 118 Alternate Payee organizations that are not NH EASY providers, stating:

- The benefits of becoming a NH EASY provider; and

- NH EASY has expanded.

The notifications sent to NH EASY providers stated that the organizations’ NH EASY accounts would be deactivated on May 31, 2013. New HEIGHTS had to change the deactivation date to May 28, 2013 and then mid-June to allow more time for NH EASY systems changes. The notifications did not reflect this change in deactivation date as the notifications had already been printed and sent. Because of this, NH EASY Provider Enrollment notified NH EASY providers via email of the deactivation date changes.

Notification of the change in the expansion of NH EASY will be published in the NH Rulemaking Register, Office of Legislative Services, in late summer of 2013. A public hearing on the amended Administrative Rules will be held in early fall of 2013. No other special client notification is planned.

TRAINING

A remote training was conducted for field workers the week of May 27, 2013, and was recorded for future use.

FORMS MANUAL POSTING INSTRUCTIONS

DISPOSITION

This SR may be destroyed or deleted after its contents have been noted.

DISTRIBUTION

This SR will be distributed according to the electronic distribution list for Division of Family Assistance policy releases. This SR, and revised On-Line Manuals, will be available for agency staff in the On-Line Manual Library, and for public access on the Internet at www.dhhs.nh.gov/DFA/publications.htm, effective July 29, 2013. Additionally, this SR, and printed pages with posting instructions, will be distributed under separate cover to all internal hard copy holders of the Adult Assistance, Family Assistance, Food Stamp, and Forms Manuals.

DFA/LRB:s