SR 11-45 Dated 11/11

STATE OF NEW HAMPSHIRE

INTER-DEPARTMENT COMMUNICATION

SUMMARY

This SR releases the following changes to several publicly used DFA phone numbers due to Brown Building’s transition to a Voice over Internet Protocol (VoIP) phone system:

Please Note: DFA Client Services’ main phone number will not be changing at this time. DFA Client Services will be moving to the Main Building in the very near future and the Main Building is not scheduled to be transitioned to a VoIP phone system at this time. Therefore, DFA Client Services will retain its Centrex phone number of (603) 271-4238 until the Main Building is also transitioned to a VoIP phone system. The fax number for Client Services has changed, however. The new DFA Client Services fax number is (603) 271-4230. The State Office fax line is not changing. It remains at (603) 271-4637.

The changes in the above phone numbers resulted in revisions to the following forms:

·   DFA Form 77d, Food Stamp Program, and its associated Bosnian and Spanish translations;

·   DFA Form 218, Food Stamp Employment & Training (FSET) Job Search Log;

·   DFA Form 752, Physician/Clinician Statement of Capabilities;

·   DFA Form 752HH, Physician/Clinician Statement of Necessary Patient Care for a Household Member; and

·   Form NHEP225, NHEP Planning for Success Job Readiness Portfolio.

POLICY

The phone numbers for several units within DFA have changed. The new phone numbers are listed below:

·   Food Stamp Employment & Training (FSET) Program: 1-800-852-3345 extension 9329 or 271-9329. This number can be found on all Food Stamp "open" and recertification notices as well as DFA Form 77d, Food Stamp Program, and DFA Form 218, Food Stamp Employment & Training (FSET) Job Search Log. All were edited to include the new VoIP phone number;

·   Portfolio Hotline: 1-800-852-3345 extension 9329 or 271-9329. This number is no longer being printed throughout Form NHEP225, NHEP Planning for Success Job Readiness Portfolio, which has been edited accordingly. Instead, the Portfolio Hotline number will be provided to clients who attend the NHEP Orientation Session;

·   Assessment and Intervention Unit (AIU): 1-800-852-3345 extension 9322 or 271-9322. This number is printed on the New HEIGHTS-generated WP0022, Level 3 Sanction Letter and Referral [Client Version], and located in the Family Assistance Manual (FAM), both of which have been updated accordingly;

·   State Office Main Phone Number: 1-800-852-3345 extension 9474 or 271-9474. The State Office fax line is not changing. It remains at (603) 271-4637.

·   Medical Exemption Unit (MEU): 1-800-852-3345 extension 9511 or 271-9511. When clients call this new number, they will be provided with an option to speak with the MEU or the FSSU, and then the call will be forwarded to the correct unit according to the client’s choice. This number is printed on the DFA Form 752, Physician/Clinician Statement of Capabilities, and DFA Form 752HH, Physician/Clinician Statement of Necessary Patient Care for a Household Member, as well as the New HEIGHTS-generated AE0070, Medical Review Process Notice, and AE0071, Notice of Medical Review Decision. All forms have been updated with the new VoIP number accordingly; and

·   Facilitated Social Security Unit (FSSU): 1-800-852-3345 extension 9511 or 271-9511. When clients call this new number, they will be provided with an option to speak with the FSSU or the MEU, and then the call will be forwarded to the correct unit according to the client’s choice. This number is printed on the New HEIGHTS-generated CM0025, FSSU Client Apply-Appeal Letter, and has been updated with the new VoIP number accordingly.

The following forms have been revised has described above:

·   DFA Form 77d, Food Stamp Program, and its associated Bosnian and Spanish translations;

·   DFA Form 218, Food Stamp Employment & Training (FSET) Job Search Log;

·   DFA Form 752, Physician/Clinician Statement of Capabilities;

·   DFA Form 752HH, Physician/Clinician Statement of Necessary Patient Care for a Household Member; and

·   Form NHEP225, NHEP Planning for Success Job Readiness Portfolio.

NEW HEIGHTS SYSTEMS PROCEDURES AND IMPLEMENTATION

Text in the following New HEIGHTS-generated letters was updated to incorporate the new FSET, AIU, MEU or FSSU VoIP numbers:

·   all Food Stamp "open" and recertification notices;

·   the WP0022, Level 3 Sanction Letter and Referral [Client Version];

·   the AE0070, Medical Review Process Notice and the AE0071, Notice of Medical Review Decision; and

·   the CM0025, FSSU Client Apply-Appeal Letter.

New HEIGHTS will release the revised WP0022, AE0070, AE0071, and CM0025 under separate cover at a later date for inclusion in the New HEIGHTS Letters and Notices binder.

DESCRIPTION OF REVISIONS MADE TO FORMS

The following DFA forms have been revised:

·   DFA Form 77d, Food Stamp Program, and its associated Bosnian and Spanish translations, as well as DFA Form 218, Food Stamp Employment & Training (FSET) Job Search Log, were revised to incorporate the new VoIP number for the FSET program;

·   DFA Form 752, Physician/Clinician Statement of Capabilities, and DFA Form 752HH, Physician/Clinician Statement of Necessary Patient Care for a Household Member, were revised to incorporate the new VoIP number for the MEU; and

·   Form NHEP225, NHEP Planning for Success Job Readiness Portfolio, was revised to eliminate references to the hotline phone number throughout the form.

The old Centrex numbers provided on the current supply of all these forms will continue to function as follows: when a person attempts to call the old Centrex number, the call will be automatically forwarded to the new VoIP phone number. The call-forwarding function will continue through June 2012. As such, the new versions of all the forms will not be printed until the current supply of each form has been depleted. No Certificate of Destruction has therefore been included in this SR.

POLICY MANUAL REVISIONS

Revised Family Assistance Manual Topics

PART 323  FAMILY/DOMESTIC VIOLENCE OPTIONS (FVO)

Section 808.09  Referral to NHEP Teams

IMPLEMENTATION

The new VoIP numbers became effective November 1, 2011. However, calls placed to the old Centrex phone numbers will be forwarded to the new VoIP numbers through June 2012. As such, the versions of the forms containing the new VoIP phone numbers will not be printed until the current supply of the forms containing the old Centrex numbers has been depleted.

CLIENT NOTIFICATION

No special client notification is planned or needed.

TRAINING

No special training is planned or needed.

FORMS MANUAL POSTING INSTRUCTIONS

DISPOSITION

This SR may be destroyed or deleted after 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 www.dhhs.nh.gov/DFA/publications.htm, effective December 5, 2011. Additionally, this SR, and printed pages with posting instructions, will be distributed under separate cover to all internal hard copy holders of the Forms and Family Assistance Manuals.

DFA/JBV:s