- TO:
- ALL COUNTY OFFICES
- FROM:
- ALYSON CAMPBELL, DIRECTOR
- SUBJECT:
- DUPLICATE DEPARTMENT CLIENT NUMBERS
DISCUSSION:
The purpose of this memorandum is to remind staff of the importance of careful search for existing departmental client numbers (DCNs) before assigning a DCN. There are increasing numbers of duplicate DCNs being assigned to individuals. In some instances, individuals have as many as five DCNs. There have been instances where an individual has two DCNs and is active in two separate cases.
NOTE: Once a DCN is assigned it CANNOT be deleted.
Topics covered in this memorandum include:
- Automatic DCN assignment
- Searching for an existing DCN
- Entry of the race/ethnicity and language proficiency coding
- UPDATE SUPD AND FAMIS SCREENS
- Duplicate DCNs
Automatic DCN assignment
The Department of Health and Senior Services (DHSS) assigns DCNs to each child born in Missouri for whom they are registering a birth certificate. Please review information carefully pertaining to children's names or name changes. View DEPARTMENT HEALTH - BIRTH NAME INQUIRY (IBTH) screen, if needed, to clarify the child's correct name and prevent DCN errors. IBTH also displays the DCN for the child.
Searching for an existing DCN
Policy related to assigning DCNs has not changed. Always perform a thorough search before assigning a DCN. This will prevent having to make changes to correct the problems a duplicate DCN causes.
When determining if a DCN exists:
- Begin with the SOCIAL SERVICES CLIENT NAME INQUIRY (SNME) or the SOCIAL SERVICES CLEARING MENU (SCLR) search screens.
- Carefully review information displayed from the common area pertaining to the specific criteria entered.
- Entering an individual's full middle name or initial can help identify an individual with an existing DCN.
- When an individual has a double or hyphenated last name, search using that name, but if the individual is not found search using both names separately prior to assigning a new DCN.
The SNME query requires entry of the
- last name,
- first initial,
- year of birth, and
- the gender of the individual.
The SNME query produces a list of names (including alias information) that are similar to the search criteria. The results list DCN, individual's full name, date of birth, race description, Social Security Number (SSN) or unknown, and the verification flag for the SSN.
This is a sample SNME query for Faye Jones, a female born in 1963.
SNME MM/DD/YY PAGE 01
SOCIAL SERVICES CLIENT NAME INQUIRY
KEY - LAST NAME: JONES 1ST INIT: F BIRTH YEAR: 1963 SEX: F
CLIENT NO CLIENT NAME A D.O.B. RACE SSN VER
12345678 JONES FLO 01/01/1963 WHITE 111-22-3333 V
23456789 JONES FLOSSY 02/02/1963 WHITE 222-33-4444 V
34567890 JAMMIN FIORD 03/03/1963 BLACK 333-44-5555 V
45678901 JONES FAYE B 04/04/1963 UNKNOWN 444-55-6666 V
56789012 JONES FLOSSY SUE A 02/02/1963 WHITE 222-33-4444 V
67890123 JONES FLORA A 03/06/1963 BLACK 555-44-3333 V
PREVIOUS YEAR CAN BE SEARCHED
The screen displays variations on the last name, including Jammin as well as differing first names. The bottom two names display with an 'A' prior to the D.O.B. which indicates an Alias. An Alias is a prior name associated with the DCN displayed. The Alias could represent a misspelling of the name, a maiden name, a former married name, or even the biological name for adopted individuals.
When performing function F14=CLRCLT from the Supercase Member Clearance (SCMBR/FMOE) screen to add an individual to a Supercase, SCLR is used. The SCLR query requires the entry of additional information to search. Enter the:
- appropriate System Code (I/M, F/S),
- individual's legal last name,
- legal first name,
- complete middle name or initial if known,
- sex,
- complete date of birth (2 digit month, 2 digit day, and four digit year without spaces, slashes or hyphens),
- Social Security Number if known, and
- 'Y' to perform a Wide Search.
This is a sample of SCLR query for Faye Jones, a female with date of birth 04/04/1963.
SCLR SOCIAL SERVICES MM/DD/YY
CLEARING MENU DCNI023
SYSTEM CODE : I/M
NAME (LAST) : JONES
( FIRST) : FAYE
(MIDDLE) :
(SUFFIX) :
SEX : F
BIRTH DATE : 04041963
SOC. SEC. NO. :
WIDE SEARCH : Y
The results of SCLR are shown on S025, Social Services Name Search screen.
S025 SOCIAL SERVICES MM/DD/YY
NAME SEARCH
LAST NAME: JONES FIRST INT: F SEX: F DOB: 04/04/1963
DCN NAME R/S DOB SSN VER
12345678 JONES FLO 1/F 01/01/1963 111-22-3333 V
23456789 JONES FLOSSY 1/F 02/02/1963 222-33-4444 V
34567890 JAMMIN FIORD 2/F 03/03/1963 333-44-5555 V
45678901 JONES FAYE B U/F 04/04/1963 444-55-6666 V
56789012 JONES FLOSSY SUE 1/F 02/02/1963 222-33-4444 V
67890123 JONES FLORA 2/F 03/06/1963 555-44-3333 V
PFK1:HELP PFK2:PARTICIPATION PFK3:SCLR PFK4:WIDE SEARCH
S008: END OF DATA.
The SCLR results are the same as the SNME results except it displays the Race Code instead of Race Description and the latter two names are not marked with the 'A' for the Alias identifier. In addition, if the results do not match the person you are looking for, from the S025 screen you can perform PFK4: WIDE SEARCH.
PFK4 performs an expanded search to the next birth year. This can be helpful in the event there was a typographical error entered on SCLR. Below is the screen print displaying the results from performing PFK4 on Faye Jones. This list identifies individuals with the First Name beginning with F, and the Last Name similar to Jones (includes Jam and Jon), who were born in 1964.
S035 SOCIAL SERVICES MM/DD/YY
WIDE NAME SEARCH
SEARCH YEAR: 1964
LAST NAME: JONES FIRST INT: F SEX: F DOB: 04/04/1963
DCN NAME R/S DOB SSN VER
65432101 JONES FRIEND 1F 12/01/1964 123-11-2222 V
54321012 JONES FOE UF 11/02/1964 234-22-3333 V
43210123 JAM FOOTAN 2F 10/03/1964 345-33-4444 V
32101234 JON FAY UF 09/04/1964 456-44-5555 V
21012345 JONES FLO 1F 08/05/1964 567-55-6666 V
10123456 JONES FELECIA 5F 07/06/1964 678-66-7777 V
PFK1:HELP PFK2:PARTICIPATION PFK3:SCLR PFK4:ASSIGN DCN
S008: END OF DATA. YR(S) SEARCHED 1964
If the individual is not located using SNME and SCLR, an additional way to search for a DCN is entering the individual's Social Security number without hyphens on the SOCIAL SERVICES SOCIAL SECURITY NUMBER INQUIRY (SSSN), SOCIAL SERVICE SSN SEARCH (S024), or SOCIAL SERVICES CLEARING MENU (SCLR) screens. Sample screen shots of S024 and SSSN screens for Faye Jones are shown below.
S024 444556666 SOCIAL SERVICES MM/DD/YY
SSN SEARCH
SSN: 444556666
DCN NAME R/S DOB SSN VER
45678901 JONES FAYE B UF 04/04/1963 444-55-6666 V
PFK1:HELP PFK2:PARTICIPATION PFK3:SCLR
S008: END OF DATA.
___________________
SSSN 444556666 06/28/13 PAGE 01
SOCIAL SERVICES SOCIAL SECURITY NUMBER INQUIRY DCNI003
SOCIAL SECURITY NUMBER 444-55-6666 VERIFICATION INDICATOR V
CLIENT NO CLIENT NAME D.O.B. RACE
45678901 JONES FAYE B 08/06/63 UNKNOWN
END OF SEARCH PFK2: RACE/ETHN/LANG
The S024 and SSSN search display the individual with that Social Security Number IF the SSN had been entered or updated for a DCN. Searching using only the SSN, does not guarantee that the individual has not already been assigned a DCN.
Avoid using SSSN, S024, and SCLR screens with only the SSN when searching for DCNs of children, particularly newborns. At the time the original DCN is assigned for a newborn, no SSN is available to add to the common area. Later searches for a child who has since received an SSN would result in SSN not found.
Entry of the race/ethnicity and language proficiency coding
These are the previous and currently used race codes for the client clearing process:
1 White |
1 White |
2 Black |
2 Black/African American |
3 Spanish American |
3 Discontinued |
4 American Indian |
4 American Indian/Alaska Native |
5 Oriental |
5 Asian |
6 Not Used |
6 Native Hawaiian/Pacific Islander |
7 Not Used |
U Unable to determine |
8 Other |
|
9 Unknown |
7 A system-assigned code is displayed in the common area for an individual with dual races. Race code 7 cannot be assigned by a user. |
Accurate entry of the race/ethnicity and language proficiency coding is important to prevent duplicate DCN assignment. Numerous duplicate DCN issues are a direct result of entering 'U' for Unknown as a Race Code when the original DCN had the proper Race Code entered.
UPDATE SUPD AND FAMIS SCREENS
Individuals may be unable to access their benefits due to incorrect vital information being associated with their DCN. Changes to an individual's date of birth in FAMIS do not change the information for that individual in the common area. Update the SOCIAL SERVICES COMMON CLIENT DATA UPDATE (SUPD) screen to make changes to the common area information. Changing information for an individual on the SUPD screen does not change the information for that individual in the FAMIS system. The Birth/Death Information (BIRTH/FMAQ) screen in FAMIS also needs to be updated.
Duplicate DCNS
When a duplicate DCN is discovered, please send an email to Cole.CoIDM@dss.mo.gov with information on the individual and the duplicate DCNs, so appropriate action may be taken.
When FAMIS staff becomes aware of a duplicate DCN, thorough analysis of the Legacy system, Missouri Automated Child Support System (MACSS), Family and Children Electronic System (FACES), and the Family Assistance Management Information System (FAMIS) is performed. A cross-check with the MO HealthNet Division (MHD), DHSS, and sometimes the Department of Mental Health (DMH) is completed. The Social Security system, the Employment Security system, and the DHSS Bureau of Vital Records information (for evaluation of birth and death records) may also be used. Careful scrutiny is given to vital information to ensure that it is the same individual who has been assigned a duplicate DCN, prior to any corrective action being taken.
If FAMIS staff determines that linking the DCNs is appropriate, the DCNs will be linked. FAMIS staff linking the DCNs does not prevent the need for additional work to be completed to correct the benefits for the individual.
After FAMIS staff determines the impact the duplicate DCN has on the various systems and benefits, email correspondence with specific instructions will be sent to the eligibility specialist (ES) and ES supervisor (ESS) who appear on the Eligibility Unit Summary (EUSUMM/FM0J) screen for the individual's case(s). FAMIS staff enters comments about the duplicate DCN in FAMIS on the Eligibility Unit Member Role (EUMEMROL/FM3Z) screen.
If you are the recipient of a duplicate DCN email and are no longer responsible to take action on the case, immediately forward the email message containing the instructions to the appropriate county office email, and to the ES and ESS if known, with a copy to Cole.CoIDM@dss.mo.gov, Roz.D.Spry@dss.mo.gov and Pamela.K.Gillette@dss.mo.gov.
When taking action to correct duplicate DCNs, follow each step of the instructions that are provided. Failing to take even one of the steps can result in incorrect benefits.
NECESSARY ACTION:
- Review this memorandum with all appropriate staff, especially those who routinely clear information to assign DCNs.
- Complete all steps as instructed in a timely manner when emailed about a duplicate DCN.
- If you receive email correspondence related to a duplicate DCN for which you are no longer responsible (due to caseload changes, work share, etc.,) please forward that email to the appropriate ES and ESS with a cc to Cole.CoIDM@dss.mo.gov, Roz.D.Spry@dss.mo.gov and Pamela.K.Gillette@dss.mo.gov.
RDS