Transcript Document

Topics
Survey Results
FY ’07 Overall Process
Verification and
Eligibility
Specialized Child Care
COPA 3455
IPACS
IMEDGE/Scanning
Policy andAppeals
Q &A
COPA

Can you produce a 3455?
60% Yes

40% No
Does the Activity Number show?
58% Yes
42% No
Top Topics for Discussion
COPA
Eligibility and Verification
IMEDGE
IPACS
Eligibility / Verification

What areas of eligibility are major concerns?
•
•

What areas of income verification need explanation?
•
•

Employment/Income Verification
Income Guidelines
Documentation
Cash payees
What areas of DCFS documentation need more clarification?
•
Homeless
•
Incapacitated Adult / Child
IMEDGE/SCANNING


Has your site been trained on the scanning process?
•
10% – Yes
•
90% – No
Some main topics regarding the scanning process?
•
Training
•
Equipment
•
Cost
•
Procedure
•
Technical Assistance
IPACS


Are you familiar with the Illinois Department of Human Services IPACS system?
•
25% Yes
•
75% No
Some main topics regarding IPACS?
•
Impact on eligibility process
•
Delay in approval process
•
Procedural changes
•
Inconsistent data
COPA
CYS3455
IMEDGE
CYS3455
&
Documentation
Scanning system
No
IMEDGE
Required
Documentation?
Scanning system
Yes
IPACS
system
No
Yes
Valid
Information?
CCMIS
Billings
Who’s affected by the changes?
1. CYS Delegates and
Partners who have
program models that
are funded wholly or
in part by IDHS
2. CYS Delegates and
Partners who receive
reimbursement from
CYS for IDHS
funded programs
(CCMIS)
COPA
CYS3455
CYS3455 Changes
Page 1
Required for COPA
• Ethnicity
• Educational Level
• Employment Status
• Revision Date
USE THE MOST
CURRENT 3455
ALWAYS
CYS3455 Changes
Page 1
Required for COPA
• Receiving WIC?
• Revision Date
CYS3455 Changes
Page 2
No major changes
• Revision Date bottom left
CYS3455 Changes
Page 2b
Members page
• Effective June 1, 2006
• All members counted in
the family size excluding
children
CYS3455 Changes
Page 3
Applicant
Certification
• Items 8,9,10
Item # 8
• I understand the information provided will be
checked using State databases, and if
inconsistencies are discovered, the processing of
my application may be delayed or denied.
Item # 9
• I understand that I am not required to provide
my Social Security Number and that if I
deliberately provide an incorrect or fictitious
Social Security Number I may be prosecuted
for fraud.
Item # 10
• My signature is my consent and authorization
for information to be released to the Chicago
Department of Children and Youth Services,
the Illinois Department of Human Services or
its agents that may establish my eligibility or
my continued eligibility for the Child Care
Program.
CYS3455 Changes
Page 4
Provider
Certification
• Item #10
• Revised Date
How to complete a COPA 3455
• Document in folder
• School Age 7 - 12
• Activity Number
School Age 7- 12
COPA - Activity# Missing?
• Activity #’s are agency, site and program
model specific.
• Contact La Tasha White-Grey @
[email protected]
INTRODUCING
IMEDGE
The
The Site Readiness Checklist
must be FULLY completed.
The vendor cannot install with
missing information.
Summary:
The End
PILOT AGENCY MEETING
• Meeting for last
summers pilot
agencies on 6/28/06 @
CYS Central office.
• Meeting start time
1:00P.M.
Verification and Eligibility
Verification
CYS will...
•
•
•
•
•
•
retrieve all child care documentation via IMEDGE
check for completeness and accuracy
verify all IDHS cases using the IPACS system
determine eligibility using the CCMIS system
update the IMEDGE system with rejection, denial and approval
information
publish child care billings every month for all delegates
Verification
Child Care providers must…
• post and distribute all Child Care Program requirements to
new and existing clients
• ensure that clients have been informed of and read items
#8,9,10 on page 3 under Applicant Certification
• gather all information from clients that will determine
child care eligibility
• notify clients of their right to appeal
Eligibility
State databases may not reflect termination of benefits and
delay the eligibility process if all required information is
not submitted
The following documentation will be used to determine
eligibility:
»
»
»
»
»
CYS 3455
Social Security number or other documentation
Current pay stubs or other income verification
HSEV (collaboration cases)
Other (RASP, employer verification letters, training
schedule, termination of benefits, etc…
Best Practices
Acquire the most accurate information from clients
Revise in-take questions for the client interview:
 ask for all information of members of household that are part of the
“Family Composition” (defined under 01.01.02 of the IDHS Child
Care Manual)
 ask if the client has received any “Non-exempt Income” (defined
under 01.02.02 of the IDHS Child Care Manual)
 ask if the client and/or family members have had more than one
employer during the last two quarters if the year
Best Practices
Request letters and documentation from all sources indicating
termination of payments and benefits
Ensure Social Security Numbers are valid
Accept documentation (defined under 01.01.01 IDHS Child
Care Manual) when Social Security Numbers are not
provided:
 Birth certificate (U.S. and other countries)
 Baptismal certificate
 Medical record, etc…
Time Lines
• CYS Child Care eligibility timelines have
not changed.
• Agency “route to” date to CYS will become
the stamp date.
• CYS processing time is approx. 10-15 days
Specialized Child Care
Specialized Child Care
While the fundamental objective for all CYS child care programs is to provide
services to children daily in a safe, nurturing environment that fosters their healthy
social, emotional, physical and intellectual development, it is through the CYS
Specialized Child Care component that special cases/special needs of enrolled
children and families are addressed. The following are the most often used
categories for Special Cases with no Co-Payment:
 Incapacitated Adult
 Special Needs ( Child with disability)
 Non-DCFS Social Service Referral
 DCFS Foster Child
 Child of Teen Ward
Incapacitated Adult: Single /Two -Parent Family
Documentation:(Adult)

On letterhead stationery (preferably typed) by the Physician, Psychiatrist or
other licensed practitioner.

The name & date of birth of the caretaker(s) parent(s) or guardian(s) who is
(are) disabled.

The nature of disability, including the physical limitations and onset date of
disabling condition.

The length of time the disability is expected to last, including whether the
condition(s) is temporary or permanent.

Recommendation that child care be provided during the period of disability
Eligibility
•Collaboration – 1 year
•Child Care – 6 months
Incapacitated Child (Special Needs/Incapacitated)
A child must be under 13 years old, unless the child is a foster child, to be considered for
eligibility in this category.
Documentation:(Child)

Documentation is submitted on letterhead stationery (preferably typed) by the
Physician, Psychiatrist or other licensed practitioner

Name and birth date of the child with the disability

Nature of the disability including the diagnosis, degree of developmental delay(s)
in specified areas of development and onset of disability

The length of time the disability is expected to last, including whether the
condition(s) is temporary or permanent.

How services will meet the special developmental need of the child.

Recommendation that child care is needed.
Eligibility
•Collaboration – 1 year
•Child Care – 6 months
Non –DCFS Social Service Agency Referral Cases
Clients/families referred through a certified, licensed, or registered professional due to an experience of or
discerned potential for child abuse, neglect, exploitation, or similarly harmful circumstances. Families
residing in homeless shelters that operate Children in Shelters Program (Salvation Army) or Recovery homes.
Documentation:

Must include an evaluation of the current child/family situation and need for the
children to receive child care service.

The printed/typed name, location, telephone number and signature of the
professional making the referral must be on the letter/evaluation

A description of the family situation , including all names, birth dates legal
guardianship for each child needing child care, current living
arrangement/whereabouts of all pertinent family members and all problems
and planned resolution(s), short term and long term must be provided.

A recommendation that child care is necessary to correct specified problem(s).

An indication that continued casework services (including and explanation of who
(name and agency name), what specific services and anticipated time frame of
services that will be provided to the family that is typed or legible.
Eligibility
•Collaboration – 1 year
•Child Care – 6 months
Foster Care
The case worker, from DCFS or a private agency that is contracted with DCFS,
must specify in a letter the special developmental (physical) need for child care services.
Documentation:

A letter that must state how child care will meet the special need of the individual
child or a DCFS Foster Child Referral Form.

Copy of the Medical Card – Case ID# begins with (98…), (J….)
Eligibility
•Collaboration – 6 months
•Child Care – 6 months
Child of DCFS Teen Ward
The child of a teen DCFS ward (in foster care) is not the foster child however the teen parent is
a ward (in foster care) until the teen becomes 21 years old or is emancipated through the Cook
County Juvenile Court(Judge) which can be before the teen’s 21st birthday.
Documentation:

An original letter from DCFS or the contracting agency, stating that the teen parent
is in school, employed or in a employment training program and child care is
needed.

The letter must also list the teen parents DCFS case ID number, Social Security
number, a copy of the birth certificate for each child and the case workers’
name, agency name and phone number

In addition to documentation from the school/training program/employer.
Eligibility
•Collaboration – 1 year
•Child Care – 6 months
CYS/DCFS SPECIAL CASE
Note:
Scenario #1
If a new family is submitting a application with the required documentation for
the first time and is not employed, there is no Co-Payment.
or
Scenario #2
If a Child Care Employment Related family circumstances change within the redetermination period, a application with the required documentations may be
submitted and no Co-Payment .
Both cases will be categorized as a DCFS Special Case.
The IPACS presentation is for
informational purposes only.
IPACS
IDHS
Bureau of Child Care and
Development
June 2006
IPACS
Illinois Public Aid Communication System
IDHS Promotes Access to Child Care
Through Partnerships
Multiple Delivery Systems

Chicago Department of Children and
Youth Services (CYS Delegate Agencies)

Child Care Resource and
Referral Agencies (CCR&Rs) and
INCCRRA

Site Administered Child Care Providers

Head Start Program Collaboration
Objectives
The Non-Child Care Eligibility system has been developed to
establish a consistent statewide process for CCR&R
Agencies, Site Administered Child Care providers, CYS and
IDHS Bureau of Child Care and Development for use when
processing Child Care Applications and Redeterminations.
The goal is to better utilize funding by ensuring applicants
meet all eligibility guidelines, using all available information.
This includes screens on the Non-Child Care Eligibility
system.
Information Sources
The information comes from sources outside the jurisdiction
of the Bureau of Child Care and Development. Therefore,
• The information is not specifically formatted to
determine Child Care eligibility.
• Information is to be used collaboratively with other
relevant
facts
in
determining
eligibility
EMPLOYER
CLIENT
PACIS
IDHS
Data Bases Used
• ACID (Automated Client
Information Database)
– RPY status
– Grant amount
– Assistance unit information
(DOB, SSN, relationships,
type benefits, living in
home)
– Earned and unearned
income codes
– RSP activity
Data Bases Used
• AWVS (Automated Wage Verification System)
– Unemployment Compensation
– Multiple employers
– Average monthly income amounts (for comparison to
check stubs)
• KIDS (Key Information Delivery System)
– Child Support payments
– SSNs
– Relationships
• Chicago Student On-Line
– Determine if child not on parents PACIS case has other
address and/or guardian listed
PACIS Basic Principles
For confirmation, not determination.
Use as a guide, not to decide.
When you cannot verify, you must clarify.
Screen print, baby, screen print.
First Step – Child Care Tracking
System
• CYS will check to see if the family has an
active child care case or a recently denied
application through IDHS or AFC
• IDHS and AFC will check COPA for active
or a recently denied CYS cases as well
CCTS Name Search Screen
Non-Child Care Eligibility
Inquiry Menu
ACID SCREEN 1
DATE : 04 15 02
TIME : 14 05 29
LAST NAME, FIRST NAME RPY
CASE ID: 04 - 215 - 06 - A12345
STREET ADDRESS AND APT.#
CSLD: 403 TA: 31 DEF: 1 TAR: 61
CITY OR TOWN, STATE
ZIPCODE-XXXX TERM ID: C501 EFF DATE: 03/02
NO552: 05 SCH: 06 LAST MED DET DT: 01/02
LAST OPEN:
12/01
REDER DATE: 01/02
SSA #:
123-45-6789
END MED DT:
CERT DATE:
EBT ACCT: 000000123
INST DATE:
DIR DEL CD:
OGRTRSN:
TRANOPA: 4
ID EXP DATE: 05/19/02
MEC REST:
CASE STAT: ACTIVE REGULAR CASE
BANK:
ACCNT:
FROM
94 215 00 B12345
BNK SSN:
PHONE: 312 793-3610 FOOD STAMP STAT: ACTIVE
OPA:
00 PROP:
0
LANGCDE: 00
FDST APP STAT: APPRV 1 MONTH
NATORG: 00 SPONSOR: 00 NOLVTOG: 08
SPEND-DOWN STAT:
RACE:
2 UTRENT: 01 #FSEATOG: 05
REDETERMINATIONS
MAJCR: 00 PUBLICH: 0 BX26:
SUPERV: 112233333
LIST CD:
FOODST: 1 LIVARR: 00
CASEWKR: 113344444
DISP CD: 1
REP CODE:
DATE APR: 02/07/02 CRITERIA: P-W
03/99 REPORT PROCESSED
AMT GR CHG:
.00
BX25:
DCFS/DHS:
->2001
->2002
PHONE2:
M J J A S O N D J F M A M J J A S O N D J F M A M
GRANT HISTORY
Y Y Y Y Y Y
MEDICAL HISTORY
Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y
FOOD STAMP HISTORY
Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y Y
2=NEEDS 3=PEOPL 4=HIST 5=2943 6=MED/PCIS
PF/F10:ARS
ACID SCREEN 2
CASE ID: 04 - 236 - 06 - EI0000
NEEDS
CODE
AMT/RIN
PERS
TCOST SBY
CODE
643
10/01
675
676
07/97
INCOME/DEDUCTIONS
CODE AMNT SCR NUM
RNO
599
215.00
999999000
802 0645H35
Y 999999000
401
PERS
10/01
RESERVES
CODE AMOUNT
701
35.00
BUS EXP
RNO
DCD AMT NUM
.00 999999000
.00 0
MTCH MTPRS
02
03
1=BASIC
AMT/RIN
TCOST SBY
1
FOOD STAMPS:
CASEINHH:
1 EARNED:
NOINHH:
03 UNERND:
NOEATTG:
03 DCC:
UTILIND:
1 HSECST:
CERTEX: 11/02 UTLCST:
EPA:
.00 MEDEXP:
NCA:
.00 CS:
EIE DT-CNT FIL:
.00 TOTINC:
00/00 00 CATELGIND: 8 BONUS:
NEWSHLTRMX:
PRO/RET:
TPERS PERALLW TNEEDS
TOTDED GRANT SURINC
03
377.00
377.00 215.00 162.00
3=PEOPL 4=HIST 5=2943 6=MED/PCIS
645.00
162.00
.00
100.00
255.00
.00
.00
461.00
217.00
P
RESERVE
35.00
PF/F10:ARS
ACID SCREEN 3
PAGE 1 OF 1
ASSISTANCE UNIT
CASE ID: 04 - 215 - 06 - A12345
01 00009999 FIRST NAME LAST NAME
BX78:
REL: 02 STAT MO/FA: --/-09/25/1974-F 123-00-0000V 04/15/92 ACT: - VET: 1 ED: F MAR: 1 WRK: 8
PC/H: 9 MT: 1 CT: 30 TPL: 000 AL#:
CL#:
BX64: -EDD:
I/FI:
CNT: 18
02 00000001 CHILD NO.1
BX78:
REL: 05 STAT MO/FA: 13/24
05/13/1992-F 1234-01-0000V 02/04/93 ACT: - VET: 1 ED: - MAR: - WRK: PC/H: - MT: 3 CT: 30 TPL: 000 AL#:
CL#:
BX64: -EDD:
I/FI:
CNT:
03 09700002 CHILD NO. 2
BX78:
REL: 05 STAT MO/FA: 13/24
07/28/1994-F 123-02-0000V 02/28/95 ACT: - VET: 1 ED: - MAR: - WRK: PC/H: - MT: 3 CT: 30 TPL: 000 AL#:
CL#:
BX64: -EDD:
I/FI:
CNT:
04 10700003 CHILD NO. 3
BX78:
REL: 05 STAT MO/FA: 13/24
09/26/1998-M 123-03-0000V 01/08/99 ACT: - VET: 1 ED: - MAR: - WRK: PC/H: - MT: 3 CT: 30 TPL: 000 AL#:
CL#:
BX64: -EDD:
I/FI:
CNT:
05 117000004 CHILD NO. 4
BX78:
REL: 05 STAT MO/FA: 13/24
12/15/1999-M 123-04-0000V 01/18/01 ACT: - VET: 1 ED: - MAR: - WRK: PC/H: - MT: 3 CT: 30 TPL: 000 AL#:
CL#:
BX64: -EDD:
I/FI:
CNT:
1=BASIC 2=NEEDS
4=HIST 5=2943 6=MED/PCIS PF/F8:MMIS PF/F10:ARS
ACID SCREEN 6
PAGE 1
ASSISTANCE UNIT MEDICAL/W & T ACTIVITIES
CASE ID: 04 - 215 - 06 - 000A12345
01 000009999 FIRST NAME 09/25/1974 EDD:
CARVE:
CHOICE: 5 LSSI:
HIB:
SMIB:
QMB:
RENAL:
CM:
ENROLL:
BEGIN:
END:
PRV:
ENROLL:
BEGIN:
END:
RRP:
TYP:
BX27:
B:
E:
ACT DT: 01/14/02 CDE: 0350 HR: 30 CNTL: 07/01/02 MGR: 215 TRANS: 075
05/06/99
3999
00
06/11/99
C83
000
Automated Wage Verification
System (AWVC)
MORE INFORMATION ON NEXT PAGE -- DEPRESS PA1
PAGE
1
04/17/2002
AWVS INQUIRY SYSTEM
OF
2
SSNO: XXX XX XXXX
YEAR:
QTR:
CLAIMANT: LAST NAME, FIRST NAME
BIRTH: 12/15/1970
STREET ADDRESS
SPOUSE:
CITY OR TOWN
STATE
ZIPCODE
COUNTY: 200 COOK
ALIAS SSNO:
CLAIM DATE:
12/31/2000 LATEST CHK:
07/18/2001
WKLY BASIC BEN:
111.00
BENEFIT PERIOD: 12/31/2000 THRU
12/30/2001
DEP ALLOWANCE:
36.00
MAX BEN AMT: 2,886.00
MAX BEN BAL:
WK BEN AMT:
147.00
EMPLOYER ID/NAME/PLANT/ADDR/CITY/ST/ZIP ---------- WAGES BY QUARTER ---------1/2001 2/2001 3/2001 4/2001
1705724 EMPLOYER NO. 1
000
STREET ADDRESS
CITY OR TOWN
STATE ZIPCODE
252
92
4205110 EMPLOYER NO. 2
STREET ADDRESS
CITY OR TOWN
STATE ZIPCODE
1248
PAY DATE
AMOUNT WKS PD
PAY END-DT | PAY DATE AMOUNT WKS PD PAY END-DT
07/18/2001
147.00
01
07/07/2001 | 07/05/2001 294.00 02 06/30/2001
06/20/2001
294.00
02
06/16/2001 | 06/06/2001 294.00 02 06/02/2001
05/23/2001
294.00
02
05/19/2001 | 05/09/2001 294.00 02 05/05/2001
04/25/2001
294.00
03
04/21/2001 |
KIDS Case Information
P0IMAOXX
DHSDXXXX
KEY INFORMATION DELIVERY SYSTEM
IV-D CASE INQUIRY PARTICIPANT LIST
04/17/02
11:56:30
PAGE: 1
IV-D NUM: C00000001
1
2
3
4
LAST NAME
=================
ROBERTS
ROBERTS
PRATT
ROBERTS
PART S O
FIRST NAME M RIN
TYPE T T
=========== = ========= ==== = =
BENJI
000000001 CHLD A 2
JULIA
000000002 CLI A
BENJAMIN
P 000000099 RR
A
BENITO
000000003 CHLD A 2
DOB
==========
08/13/1996
04/08/1967
12/09/1965
08/13/1996
REL
====
CHLD
MOTH
FATH
CHLD
SSN
=========
XXXXX0001
XXXXX0002
990000099
XXXXX0003
ENTER LINE NUM TO SELECT PART __
------------------------------------------------------------------------------ENTER-SELECT PART PF7-UP
PF8-DOWN
PF9-CASE SUMMARY
KIDS Account Information
P4IMAQAN
KEY INFORMATION DELIVERY SYSTEM
05/10/06
DHSD00000
PART NAME DOE
IV-D
DISBURSEMENTS TO CLIENT
*MORE* PAGE 1
JANE
RIN 00000000 SSN 111-22-3333 V V
IV-A 94-200-000AB00000
DOCKET
11:14:58
FIPS
N MAIL DATE NCP RIN CASE NUM AMT N MAIL DATE NCP RIN CASE NUM AMT
= ========= ========= ======== ======== = ========= ========= ======== ========
1 05/05/06D 123456789 C00000000 7.72 A 02/23/06D
123456789 C00000000 27.70
2 05/05/06D 123456789 C00000000 30.16 B 02/23/06D
123456789 C00000000 108.00
3 04/20/06D 123456789 C00000000 27.70 C 02/09/06D
123456789 C00000000 27.70
4 04/20/06D 123456789 C00000000 108.00 D 02/09/06D
123456789 C00000000 108.00
5 04/06/06D 123456789 C00000000
3.96 E 01/26/06D
123456789 C00000000 7.42
6 04/06/06D 123456789 C00000000 15.44 F 01/26/06D
123456789 C00000000 28.95
7 03/23/06D 123456789 C00000000 27.70
G 12/30/05D
123456789 C00000000 20.30
8 03/23/06D 123456789 C00000000 108.00
H 12/30/05D
123456789 C00000000 79.17
9 03/09/06D 123456789 C00000000 15.84
I 12/15/05D
123456789 C00000000 27.70
0 03/09/06D 123456789 C00000000 61.74 J 12/15/05D
123456789 C00000000 108.00
--------------------------------------- --------------------------------------M=MAIL,D=DIRECT ENTER LN# _ OR NCP RIN _________ DATE BEGIN VIEW 05/10/2006
Chicago Student On Line
PA5027AA
TERMID: DHSD000
PAGE: 01
INQUIRY CRITERIA:DOE
ILLINOIS DEPARTMENT OF PUBLIC AID
CSOC INQUIRY RESPONSE REPORT
3(6 YEARS)
JOHN
DATE: 05/10/06
TIME: 14:18:42
03/17/1996
CHICAGO STUDENT
MATCHED BY: NAME AND BIRTH DATE
JOHN
,DOE
03/17/1996
ADDRESS: 1111 N CHICAGO PLACE
GUARDIAN: JANE DOE
REL TO STUDENT: MOTHER
LEAVE DATE:
REASON:
SCHOOL NAME: ROBERT BATES ELEMENTARY SCHOO GRADE LEVEL: SECOND GRADE
STUDENT DATABASE: 05/08/2003 SCHOOL DATABASE: 01/10/2002
CYS Policy
Collaboration
BIG ISSUE:
What do I do with a collaboration child
no longer income eligible for the childcare
program?
Appeals Process
Appeals Process
Types of Appeals
Denial of benefits
Cancellation of benefits
Co-payment
Payment amount or nonpayment of child care subsidy
(Providers)
Appeals Process
Step 1: Client files an appeal
Call 1-800-435-0774 or send written appeal
within 60 days the notice is signed and mailed (04.04.01 IDHS Policy)
Local IDHS office serving the client or
IDHS Bureau of Assistance Hearing (BAH) or
CYS or Delegate Agency or
IDHS Bureau of Child Care and Development (BCCD)
Step 2: CYS receives written appeal
CYS forwards appeal to BAH within 48 hours
Appeals Process
Step 3: Notification of appeals
IDHS Local Office or CYS notifies BCCD that an appeal has
been filed.
Step 4: Hearing Scheduled
BAH schedules the hearing, allowing BCCD at least 2 weeks
to review the case and gather the required information and
evidence.
Appeals Process
Step 5:
CYS receives notification of hearing
Reviews the case
CYS pre-hearing conference
Attempts to resolve issue
If issue is resolved, contact the child care appeals coordinator
in Springfield.
Appeals Process
Step 6: Appeal Hearing
Hearing by telephone
BAH notifies appellant, CYS and local office
of hearing decision
Notice of Cancellation
Appeals
notification
Denial Notice
Appeals
Notification