Category: IM Memo

FROM: KIM EVANS, DIRECTOR

SUBJECT: ELECTRONIC VERIFICATION SYSTEM (EVS) MANUAL UPDATES

MANUAL REVISION #

DISCUSSION:

The EVS portion of the General Information Manual is updated.

Updates made to:

• simplify the EVS manual,
• reflect current data sources used by the Family Support Division (FSD),
• general terminology, and
• document FSD’s updated interpretation of the Fair Credit Reporting Act (FCRA) requirements.
  •  Authorization to use EVS, including sources that have FCRA requirements, is received when a valid application is received.
  • The authorization to review EVS data sources remains valid until:
    • FSD rejects the application;
    • Benefits are terminated; or
    • FSD receives a written and signed revocation.

NECESSARY ACTION:

• Review this memorandum and manual section updates with appropriate staff.

KE/rnr

FROM: KIM EVANS, DIRECTOR

SUBJECT: RETURNED MAIL REQUIREMENTS DURING THE TRANSITION PERIOD FOR ALL MO HEALTHNET (MHN) PROGRAMS

MANUAL REVISION #
0890.010.00
1885.020.00
1895.010.00

DISCUSSION:

The Consolidated Appropriations Act, 2023 (CAA, 2023) outlines temporary, required conditions for MO HealthNet (MHN) returned mail. Family Support Division (FSD) is required to use available resources to obtain up-to-date mailing addresses and contact information both prior to and during the transition period. The first step is for MO HealthNet cases to run against the National Change of Address (NCOA) Database at the beginning of the annual renewal process.

Note: Transition period refers to the conclusion of the Continuous Enrollment Condition and restart of annual renewals. Missouri’s transition period is from April 1, 2023 through May 31, 2024.

Additionally, effective April 1, 2023 through May 31, 2024, follow the instructions below when mail is returned for MHN programs. The instructions given below temporarily replace existing returned mail policy during the transition period.

Screen All Mail
Screen all returned mail and check the eligibility systems to ensure the mailing address was correct. Make corrections to the address, such as adding an apartment number, and resend the mail to the corrected address. If the address is correct, determine if the mail is a renewal form or other returned mail.

Renewal Forms and Requests for Information related to an Annual Renewal
When a renewal form or Request for Information related to an Annual Renewal is returned by the post office, FSD is required to attempt to contact the participant using two methods, such as phone, text, mail, email, or updates to an online account.

If the address was correct or the mail was returned a second time:

1. Look for a forwarding address. If the mail does not have a forwarding address, attempt to contact the participant using two additional methods.
2. If the mail has a forwarding address, including out of state addresses, send the returned mail to the forwarding address and attempt to contact the participant to update the address using another method.

Note: When sending a Request for Information that is related to an Annual Renewal, staff must state on the Request for Information that the request is related to information needed for an Annual Renewal.

All Other Returned Mail
For returned mail that was not sent regarding a renewal of eligibility, attempt to contact the participant to obtain an updated address. If an address is not confirmed with the participant and:

1. The returned mail has an in-state forwarding address, send notice (request for contact) to the participant at both the address on file and the forwarding address. Update the address to the forwarding address and do not close coverage, even if the participant does not respond.
2. The returned mail has an out-of-state forwarding address, send notice to both the address on file and the forwarding address. If the participant does not respond or responds and confirms the out-of-state address, send an adverse action notice and after closing, a closing notice.
3. The returned mail has no forwarding address, close the coverage. If the participant reports an in-state address after closing but prior to the end of the certification period, reopen the coverage back to the date of termination.

Note: These temporary returned mail requirements apply to MHN programs only.

Please refer to FAMIS Resources and MEDES Resources for returned mail processing information during the transition period.

NECESSARY ACTION:

• Review this memorandum with appropriate staff.

KE/ers

FROM: KIM EVANS, DIRECTOR

SUBJECT: SPEND DOWN FLYER INTRODUCED

FORM REVISION #
IM-4 SPEND DOWN
IM-4 SPEND DOWN – SPANISH
Spend Down Frequently Asked Questions – Obsolete

DISCUSSION:

The English and Spanish versions of the IM-4 SPEND DOWN have been updated in the internal and public forms manuals. The format has changed from a brochure to a flyer.

The Spend Down Frequently Asked Questions document in the internal forms manual is now obsolete. The information has been updated and is available on the Income Maintenance Frequently Asked Questions (FAQ) page. The FAQ document is titled Spend Down.

NECESSARY ACTION:

• Review this memorandum with appropriate staff.
• Discard any versions of the form with an earlier date than 01/2023 and begin using the new version (01/2023) immediately.

KE/rnr

FROM: KIM EVANS, DIRECTOR

SUBJECT: INTRODUCING NEW INFORMATIONAL NOTICE FOR MO HEALTHNET (MHN) ANNUAL RENEWALS RECEIVED 90 DAYS OR MORE BEFORE THE ANNUAL RENEWAL PERIOD

FORM REVISION #
IM-34 ERRN

DISCUSSION:

On April 1, 2023, Missouri resumed completing annual renewals. Family Support Division (FSD) initiates annual renewals by first attempting to complete the annual renewal without contacting the participant. An annual renewal form will only be required and sent to the participant if FSD is unable to complete the renewal with available information.

If an annual renewal form is submitted 90 days or more before the annual renewal period, the annual renewal will NOT be completed. FSD will review the form for reported changes and will send the participant an Early Renewal Received Notice (IM-34 ERRN).

The IM-34 ERRN notifies the participant that the annual renewal was not completed and provides the MO HealthNet Annual Renewal webpage, mydss.mo.gov/renew, for more information.

If an annual renewal is received more than 90 days prior to the annual renewal period, FSD staff or contracted staff must:

• Send the IM-34 ERRN to the participant.
• Scan and add the IM-34 ERRN to the participant’s electronic file.
• Document in the eligibility system that an annual renewal was received 90 days or more before the annual renewal period and is considered a Change in Circumstance, any changes reported on the form, and the date the IM-34 ERRN was sent to the participant.

The IM-34 ERRN is located in the internal forms manual for staff to utilize when an annual renewal is received 90 days or more before the annual renewal period.

NECESSARY ACTION:

• Review this memorandum with appropriate staff.

KE/cj

FROM: KIM EVANS, DIRECTOR

SUBJECT: PUBLIC HEALTH EMERGENCY (PHE) AND MO HEALTHNET (MHN) APPLICATION FLEXIBILITIES ENDING

MANUAL REVISION #
0890.005.00
1895.005.00

DISCUSSION:

The Coronavirus Disease 2019 (COVID-19) PHE has been in place since January 27, 2020 and has been renewed throughout the pandemic. The U.S. Department of Health & Human Services (HHS) has announced plans for the PHE to expire at the end of the day on May 11, 2023. Missouri has used several flexibilities to expedite MHN application processing during the PHE.

Effective April 17, 2023, discontinue using the flexibilities listed below as they are not tied to the end of the PHE:

• Allow Self-Attestation for Most Eligibility Factors
  PHE Flexibility: Allow self-attestation for MHN eligibility factors except ID, citizenship, trusts, and annuities.

Starting April 17, 2023:

• • Review policy in the General Information Manual section 0110.000.00 Verification Requirements for MO HealthNet and Adult Cash Assistance Programs and its subsections for verification requirements when processing Non-MAGI applications.
  • Review policy in MAGI Manual section 1805.000.00 Eligibility and Verification and its subsections for verification requirements when processing MAGI applications.

• Alternative Signatures

PHE Flexibility: Regulation allowing someone to sign an application on the applicant’s behalf is extended to include individuals quarantined due to COVID.

Starting April 17, 2023:

• • Review policy in MAGI Manual section 1802.020.00 Signing the Application and its subsections for application signature requirements. Policy is the same for MAGI and Non-MAGI programs.

Effective May 12, 2023, discontinue using the flexibility listed below as it is tied to the end of the PHE:

• CHIP 75 30 Day Waiting Period Waived
  PHE Flexibility: The 30-day mandatory waiting period was waived for CHIP 75 approvals.

Starting May 12, 2023:

• • Review policy in the Family MO HealthNet (MAGI) Manual section 1840.015.00 Begin and End Dates for Chip Coverage for processing applications and approving CHIP eligibility.

This memo has been added to the following MO HealthNet for the Aged, Blind, and Disabled (MHABD) and Family MO HealthNet (MAGI) manual sections:

0890.005.00 Unwinding the Coronavirus Disease 2019 (COVID-19) Public Health Emergency (PHE)
1895.005.00 Unwinding the Coronavirus Disease 2019 (COVID-19) Public Health Emergency (PHE)

NECESSARY ACTION:

• Review this memorandum with appropriate staff.

KE/sh