MEMORANDUM

DISCUSSION:

Conversion of additional MO HealthNet Aged, Blind and Disabled (MHABD) programs to FAMIS will occur on the weekend of February 18, 2012. During conversion, active MO HealthNet Supplemental Aid to the Blind Vendor, Section 1619, MO HealthNet for Disabled Children, MO HealthNet Vendor for Children, Missouri Children with Developmental Disabilities (MOCDD) Waiver, and cases with pending applications for these programs will be converted to FAMIS. Closed and rejected cases will not be converted.

MO HealthNet case information will remain available and current in Legacy until the time of conversion. Legacy cases will close with closing reason "88" at conversion. Once the legacy case is closed, information will no longer be updated in the Legacy system. Reports will continue to be produced for Legacy cases and cases on the Manual Conversion List (MCL). FAMIS will generate reports for cases that have converted to the FAMIS system. Once cases are converted to FAMIS, staff will not be able to register or approve applications, complete interim changes or issue benefits in the Legacy system for these MHABD programs. All changes and new applications must be processed in FAMIS. Process converted cases as soon as possible to ensure automated processes work as designed.

NOTE: Each case will be placed in the MCL or controlled flow under the Eligibility Specialist whose worker number appears on the Legacy case. Placement on either list is not based on the load number.

CASES CONVERTED TO THE CONTROLLED FLOW

Cases may be placed into the controlled flow at conversion or following resolution of a Manual Conversion List problem(s). Cases without address problems, multiple Eligibility Units at the same address, unknown Eligibility Unit members, or missing or incomplete data or dates in Legacy will convert into the controlled flow.

Cases with one or more of the above problems will be placed on the Manual Conversion List for resolution of the problems prior to being placed in the controlled flow.

While a case is in the controlled flow, new actions cannot be completed and FAMIS cannot manage the case as designed. Delaying the completion of the conversion process can lead to eligibility problems resulting from the system not having all necessary information to process case actions.

NOTE: Previously staff was instructed to process the converted controlled flow all the way through and wait until the next day to do an add-a-person application. This process is different for MHDC cases. MHDC cases will require an add-a-person application on the same day to ensure that the spend down amount does not change.

The alert, "CONVERTED CASE PLACED IN CONTROLLED FLOW" will display and remain on the Alert Reminder List screen when a case is placed in the controlled flow. This alert remains on the Alert Reminder List screen until the case is processed through the flow. For information on accessing cases in the controlled flow, refer to FAMIS User Guide Entering the Interrupted Controlled Flow.

CASES CONVERTED TO THE MANUAL CONVERSION LIST

Cases that cannot be converted to the controlled flow at conversion will be placed on the Manual Conversion List (MCL). Individuals will continue to receive the level of care assigned in Legacy until the case is processed through the controlled flow. For instructions on viewing the MCL, refer to FAMIS User Guide Viewing and Updating a Manual Conversion List and Requesting Conversion. Cases are placed on the MCL as a result of one or more of the following problems:

• The mailing address passes Code-1 but does not have a valid residential address.
• The residential address is in use by another Supercase. Refer to FAMIS User Guide Resolving Address Problems on the MCL for more information.
• Multiple Eligibility Units exist at the same address.
• An Eligibility Unit member is known to FAMIS. The Eligibility Unit member may currently not be active in FAMIS. FAMIS participation is reviewed to determine if the Legacy case can be converted to an existing Supercase. For instructions on resolving these cases, refer to FAMIS User Guide Legacy Case Member in FAMIS .
• There is missing or incomplete data or dates in Legacy.
• The "M" field is added and displays before the Case Number field. This field displays "Y" when Legacy cases with multiple heads of household have common members and the conversion process combines these into a master case. This master case concept is new with this conversion process and staff must review the members to determine whether they are to be part of one or multiple Eligibility Units and one or more Supercases. Therefore, when this indicator displays "Y," a Supercase Number cannot be entered in the SCN field until the case information has been reviewed and a determination made as to where these individuals belong. To review the information, enter "S" in the "C" field to select the case and press F15=CSMGMT to go to the new Medicaid Conversion Legacy Case Management screen. A list of the Eligibility Units displays on this screen. Enter the Supercase Number to which the Eligibility Units are to convert. Then press F20=CONVERT. Upon return to the Manual Conversion List screen, the Supercase Number displays and "Y" is populated in the Convert field.
• When a case converts to the MCL, all conversion problems display and can be reviewed on the MCL screen. The message, "Multiple Reasons" displays in the "Reasons" field when more than one conversion problem exists. To view these problems, select the case and press F18=MCLRSN.

NOTE: In most instances, cases which display multiple problems will convert after fixing the address problem. Therefore, fix the address problem and request conversion the first night. If the case appears on the MCL screen again after correcting the address, utilize the listing of problems to resolve the remaining issues.

Entries may be changed on the MCL the same day they are entered. If an error is not corrected, the system may convert the EU incorrectly. For instructions on changing an entry, refer to FAMIS User Guide Viewing and Updating a Manual Conversion List and Requesting Conversion .

CONVERSION TIPS AND INFORMATION

Supplemental Aid to the Blind (SAB) Vendor

Individuals on converted cases which are receiving SAB vendor payments must have the original SAB information entered into FAMIS during the conversion controlled flow. Entries on the Disabled (DISABLED or FMMX) screen will be the type of disability that the individual qualifies for, BLD (BLIND) is not a valid code for this program. Eligibility Specialists will make entries on the Facility Placement (FACPLACE or FMJ4) screen depending on the type of facility and bed the individual resides.

Individuals Qualifying Under Section 1619 of the Social Security Act

During conversion of individuals with 1619 A or B status, eligibility specialists will make an entry of S19 on the Disabled screen (FMMX or DISABLED) to identify which type of MHABD coverage these individual will be recommended for. When participants with 1619 coverage are added to supercases where a spouse is currently receiving another type of MHABD coverage, the 1619 participant will be added to the active case. Complete the controlled flow for the 1619 participant and then take action to close the converted 1619 case by entering a WICL with reason "COV". Wait overnight, and then add the 1619 participant to their spouse's case following the steps outlined in FAMIS User Guide Adding a Member to the Supercase and/or Eligibility Unit .

MO HealthNet for Disabled Children (MHDC)

To correctly convert MHDC cases to FAMIS, the eligibility specialist must complete the controlled flow twice on the same day.

MO HealthNet for Disabled Children cases must be fully converted to FAMIS in the name of the child as they were in Legacy to prevent case errors. On the same day the case is taken through the flow, the eligibility specialist must complete an add-a-person application to add the parent and siblings who were included in the MHDC Legacy case determination to the FAMIS case. Failure to complete both controlled flows on the same day will result in an incorrect eligibility determination. Refer to FAMIS User Guide Adding a Member to the Supercase and/or Eligibility Unit for assistance, as needed.

When converting MHDC cases to FAMIS, the eligibility specialist should carefully review and use the case information from the last review or contact. Incorrect data entry of case information (i.e.: income, resources, and assistance group) will result in incorrect budgets and can result in an incorrect eligibility determination.

Parents and siblings of the disabled child should be included in the supercase (SC). Establish and verify relationships as needed. FAMIS will determine the assistance group based on relationships and will deem the parent's income to the disabled child. Failure to add all siblings will result in incorrect deeming. Parent's resources, with some exceptions (401K's, etc.), are deemed to the disabled child's case and count in entirety. Enter the appropriate disability code for the disabled child on the DISABLED (FMMX) screen.

If parent(s) are known to FAMIS, information from the parent's case such as, income, birth, residency, SSN's, citizenship verification for the child, and disabled codes will populate the child's MHDC case/application.

MO HealthNet Vendor for Children

To prevent case errors, MO HealthNet Vendor for children cases must be fully converted to FAMIS in the name of the child as they were in Legacy.

The eligibility specialist should use the information from the case record when converting MO HealthNet cases to FAMIS. Changing case information (i.e.: income, resources and assistance group) will result in incorrect budgets and can result in an incorrect eligibility determination.

Eligibility Specialists should make entries on the Facility Placement (FACPLACE or FMJ4) screen, depending on the type of facility and bed the individual resides. The Facility Placement screen is updated to include an entry field for the IM-71 received for children in JCAHO and the date of receipt.

Missouri Children with Developmental Disabilities (MOCDD) Waiver

During conversion of the children on the MOCDD waiver, staff will make entries in FAMIS on the Missouri Children with Developmental Disabilities Info (MOCDD\FMJ8) screen. This screen is currently not accessed during the controlled flow, so staff will access this screen in maintenance mode prior to entering the controlled flow, or upon completion of the controlled flow, by typing FMJ8 or MOCDD on the FAMIS command line. Upon completion of entering required data on the Missouri Children with Developmental Disabilities Info (MOCDD\FMJ8) screen, staff will complete either the controlled flow or an eligibility resolution (EDRES), and review coverage recommendations. Refer to FAMIS User Guide Adding MOCDD Coverage for more information on entering MOCDD coverage in FAMIS.

NECESSARY ACTION:

• Review this memorandum with appropriate staff.
• Develop a plan of action to fully convert cases on the Manual Conversion List (MCL) and in the controlled flow as soon as possible.
• If an unexpected result occurs at conversion, stop where you are in the process and contact the FAMIS Unit at 1-800-MOFAMIS for systems questions or Income Maintenance Program and Policy (through appropriate supervisory channels) for policy issues.

ATTACHMENTS:

• Adding MOCDD Coverage user guide

KS/TM/DH