SR 02-36 Dated 06/02

STATE OF NEW HAMPSHIRE

INTER-DEPARTMENT COMMUNICATION

SUMMARY

This SR releases the reorganization and centralization of the Children’s Health Assurance Program (CHAP) from the Division of Family Assistance to the Office of Health Planning and Medicaid, Medicaid Administration Services (MAS) and:

·   revises CHAP responsibilities for District Office Family Services Specialists;

·   indicates new client procedures resulting from the CHAP centralization; and

·   describes the new case management procedures for CHAP cases.

BACKGROUND

The reorganization and centralization of CHAP functions was initiated by representatives from DFA and MAS to:

·   provide consistent information to CHAP-eligible families about available services;

·   provide statewide follow-up and referral for requested CHAP services;

·   provide more efficient phone and caseload coverage during planned and unplanned absences of CHAP Case Aides;

·   facilitate access to care for newly enrolled families;

·   unify programmatic efforts about benefits counseling and education;

·   combine resources to ensure that CHAP activities occur statewide; and

·   provide consistent onsite supervision for CHAP Case Aides.

On July 2, 2002 with the physical move of the CHAP Case Aides to MAS offices at Hazen Drive, the CHAP reorganization was complete.

DISTRICT OFFICE PROCEDURES

The following describes the new District Office procedures resulting from the CHAP centralization:

·   Since CHAP Case Aides, even those remaining in District Offices, will no longer answer non-eligibility related Medicaid questions, DFA staff will utilize the MAS Referral Directory to refer clients, the public, and Family Services Specialists to the appropriate MAS personnel. This directory has been attached to the SR for reference and an electronic version is available by contacting MAS at 271-4823.

·   DFA staff are no longer responsible for informing clients about CHAP services as this function is now the responsibility of MAS. However, because the CHAP Unit is an "informing unit" only and will not be doing follow-up, requests for services received by District Offices, including requests for services indicated on Form 283, EPSDT/CHAP Service Request Form, must still be addressed. Family Services Specialists must contact the client via letter or phone and refer the individual to the appropriate MAS unit as directed on the MAS Referral Directory received in June.

·   CHAP case records that were opened or closed prior to June 15, 2002, including CHAP manila file folders containing copies of Form 283, were boxed as a result of the moving of CHAP positions. These records will be stored in District Office file rooms and are subject to DFA records retention policy before being sent to archives. The centralized CHAP unit will maintain all CHAP files established on or after June 15, 2002.

·   Managers of Administration and DFA Supervisors must ensure that the phone extensions of former CHAP Case Aides have information referring clients to MAS Client Services to answer any questions they may have regarding Medicaid services and referring clients to their Family Services Specialist to answer questions regarding Medicaid eligibility.

NOTE: It is critically important, not only from a CHAP perspective but also for case accuracy, to have the correct client address and telephone number on New HEIGHTS. CHAP Case Aides will be relying upon this information to contact clients.

FORMS

Form 283, EPSDT/CHAP Service Request Form, is a Medicaid Administrative Services (MAS) form used by CHAP Case Aides and Family Services Specialists in District Offices that did not have CHAP Case Aides, to verify that clients were informed about CHAP services. The CHAP Unit developed a new "Welcome" letter and referral list to reduce the number of Form 283s received by the District Offices after the CHAP Unit moved to Hazen Drive. However during the transition to this new welcome letter and referral list, DFA staff may continue to sporadically receive Form 283s in the mail and will continue to be responsible for making the appropriate referrals as indicated in the DISTRICT OFFICE PROCEDURES section above.

IMPLEMENTATION

CHAP centralization was implemented statewide beginning June 15, 2002.

CLIENT NOTIFICATION

No special client notification is planned or necessary.

TRAINING

No special training is required for this procedural change.

DISPOSITION

This SR may be destroyed or deleted after its contents have been noted and the SR has been posted to the On-line manual.

DISTRIBUTION

This SR will be distributed according to the electronic distribution list for Division of Family Assistance policy releases. This SR 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/DHHS/DFA/LIBRARY/Manual/A1.htm, effective September 1, 2002.

DFA/JR:jbv