SR 02-07 Dated 02/02

STATE OF NEW HAMPSHIRE

INTER-DEPARTMENT COMMUNICATION

BACKGROUND

In analyzing District Office activity and workload, the Process Workgroup noted that a significant number of cases are closed or denied for assistance due to the individual’s failure to provide verification at application or redetermination. In many of these cases, the individual denied or terminated for assistance provides the required verification within 30 days. However, because the case has now been denied or closed, the individual must file a new application and, for most programs, participate in another interactive interview before the case is opened or reopened for assistance. This reapplication process for cases denied or closed for assistance due to failure to provide verification was simplified to:

·   reduce the time requirements made on applicants, former recipients, and District Office staff; and

·   improve workflow efficiency in the District Office.

SUMMARY

This SR releases a simplified reapplication process for applicants or recipients of all categories of financial and medical assistance who fail to provide required verification at application or redetermination. The following chart summarizes the changes:

Reapplication requirements remain unchanged for:

·   Food Stamp households; and

·   cases in any category of assistance that are closed as a result of failure to provide verification of a case change.

Family Assistance Manual (FAM) and Adult Assistance Manual (AAM) Chapters 100 were revised accordingly.

POLICY

Extended Timeframes for Denied Applicants

An applicant who was denied for services for failure to provide required verification within the allowable timeframes for their request for assistance, will be permitted to participate in a simplified reapplication process if the individual provides all the missing verification within 30 days of the denial notice. The following table outlines the revised process:

Extended Timeframes for Former Recipients

A recipient whose case was closed for assistance due to failure to provide required verification for the redetermination will be permitted to participate in a simplified reapplication process if the individual provides all the required verifications within 10 days of the last day of the advance notice period. The following table outlines the revised process:

Note: Individuals who fail to provide required verifications within the ANP timeframes for mail-in redeterminations, are also allowed to participate in the simplified reapplication process, as long as the individual:

·   provides all the needed verification within the 10 days following the last day of the ANP; and

·   completes the Form 800HP as described in the Simplified Reapplication Process section below.

Simplified Reapplication Process

Those individuals who provide all the required verification within the extended timeframes specified above, may use the simplified reapplication process which entails filling out the following select information on the paper version of the HEIGHTS Application Form, Form 800HP:

·   name;

·   address;

·   program of assistance; and

·   signature.

No interactive interview is required, and no further written information on Form 800HP, other than that specified above, is necessary. However, Case Technicians must review pertinent case information with the individual to ensure that:

·   the household meets all program eligibility requirements; and

·   no additional changes in the case have occurred.

NOTE: Individuals may not use the simplified reapplication process if:

·   subsequent changes affecting eligibility have occurred in the case after the request for verification was made; or

·   the individual makes a request on the Form 800HP for additional program services other than those which were originally terminated or denied.

District Office Procedures

Mail Procedures

Most individuals will mail their missing verification to the District Office when they receive notice that their case has been closed or denied for assistance due to failure to provide required verification. Mailed-in verification will go directly to the Case Technician who will then determine whether provision of the missing material falls within the extended timeframes allowing the simplified reapplication process. If applicable, the Case Technician will notify the individual that they may use the simplified reapplication process and what that entails.

Phone Procedures

Individuals who call the District office with concerns about having received a closing or denial notice due to failure to provide required verification, should be encouraged to provide the missing verification as soon as possible. Notify the individual that based upon the information the individual provides to their Case Technician and when the information is provided, the individual may be able to participate in a new simplified reapplication process that takes approximately 15 minutes. Emphasize that the timely provision of their verification could eliminate the need for the individual to participate in another full application interview which could require an hour or more of their time.

Walk-in Procedures

Follow the steps specified below when an individual arrives at the District Office with missing verification and states they were denied or closed for services due to failure to provide:

1. If information found on the "Case Assistance Group (AG) Information" screen under the "Inquiry" function in New HEIGHTS indicates the client is potentially eligible for the simplified reapplication process, notify the individual’s Case Technician that the individual is in the office for a meeting. However, if the individual clearly does not meet the parameters for the simplified reapplication, process the case accordingly.

2. When meeting with the client, the Case Technician must verify that:

·   the client has provided all required verification within the extended timeframes appropriate to their case status of having been either closed (former recipient) or denied (new applicant) for assistance;

·   no additional changes have occurred in the case; and

·   no additional program services have been requested other than those which were terminated or denied.

3. If the individual meets the criteria allowing use of the simplified reapplication process, open or reopen the case based on the new application date. When processing the case in New HEIGHTS, assume the individual has requested retroactive medical assistance coverage back to the date of the case closing, if appropriate.

UNRELATED POLICY CLARIFICATION

In SR 01-33, dated December 2001, policy was released adding new entry "alien sponsor" to all three manuals. "Alien sponsor" was added to the Glossaries to clarify that when deeming the sponsor’s income, "sponsor" refers only to individuals and does not apply to churches, agencies, or organizations. The phrase "when deeming the sponsor’s income," was inadvertently omitted from the narrative of the SR although it was correctly written in the paper and electronic versions of the glossary pages. No district office action is necessary and no policy was altered, therefore no new pages will be re-released.

POLICY MANUAL REVISIONS

Revised Family Assistance Manual Topics

PART 129 PENDING INFORMATION

Section 161.07 Termination at Redetermination/Recertification

Revised Adult Assistance Manual Topics

PART 123 PENDING INFORMATION

Section 155.05 Required Verification for Redetermination

IMPLEMENTATION

The changes identified in this SR will be implemented statewide beginning February 1, 2002 for current cases, and will apply to any new cases processed on or after that date.

CLIENT NOTIFICATION

No special notification is necessary. Individuals will be advised of the revised policy on an individual as needed basis, or when reapplication for benefits is requested.

TRAINING

A training on the simplified reapplication procedures released by this SR was conducted on November 20 and 21, 2001 during the DFA Administrative and Line Supervisors meetings. Further trainings will be scheduled as needed or requested.

DISPOSITION

This SR may be deleted or destroyed once its contents have been noted and the revised manual topics released by this SR have been posted to the On-Line Manuals.

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 http://www.dhhs.state.nh.us/PMIndex.htm, effective March 1, 2002.

This SR, and printed pages with posting instructions, will be distributed under separate cover to all hard copy holders of the Family Assistance and Adult Assistance Manuals.

DFA/JBV:s