MEMORANDUM

DISCUSSION:

The purpose of this memorandum is to provide clarification of the location and types of Notes and Comments needed in MEDES.

This memorandum will discuss the following:

• Entering Notes in MEDES
• Topics to include in Case Notes
• Entering Evidence Comments
• Types of Evidence found in MEDES
• Types of Evidence requiring Comments
• Entering Verification Comments

Notes are associated and located on each individual’s person page. Notes must be entered on the Head of Household person page regarding participant contact, case actions or other relevant information.

Entering Notes In MEDES

1. Select Head of Household person page
2. Select Client Contact tab
3. Select Notes
4. Select New
5. Name the note in the Subject* line
6. Record note in the large box below
7. Save

System Issue Or Incident Report

If the case has a system issue such as an internal server error, unhandled server error, or an incorrect eligibility determination and should not be authorized, Notes must be made in MEDES. These Notes must contain a detailed description of the issue and actions taken to address said issue.

Emergency Spreadsheet Cases

If a case has to be sent up to add coverage through the Emergency Spreadsheet process, Notes must be made in MEDES. These Notes must contain information regarding those coverage was requested for, the start date of coverage and the Mo Healthnet Eligibility Code for each person entered on the spreadsheet. ES will also include notes regarding spreadsheets for NEWBORN coverage requests.

Forms Completed Offline

Record information regarding forms that are completed offline, the reason for the form, and the outcome.

EXAMPLE: An IM31A Request for Information is sent including the information requested along with the requested timeframe of return.

EXAMPLE: Corrected IM32 Approval Notice or IM33 Notice of Case Action is sent and the reason it was sent.

Reopening An Application Case Closed In Error

In the Note explain the circumstances leading to the reopening of a closed Application Case, including when information was reported, when verification was received, etc.

IMES/IIVE

The Note must contain the date this information was reviewed and for whom.

Changes Known/Reported At Application

If while completing a MEDES application, changes are reported that may have an effect on active FAMIS, make a Note in MEDES. In this situation, it would also be appropriate to paste the MEDES Note on the corresponding open case in the Family Assistance Management Information System (FAMIS) under (FM3Z) Eligibility Unit Member Role.

NOTE: Procedures are in development for sending those changes to the FAMIS Offices for action.

General Information

Record a general Note including what was reported and any other relevant information that is not captured or recorded elsewhere. The Note should give enough information about the action that anyone reading the Note will know where to look in MEDES for detailed information.

Responding To Email From Family Support Division Information Center

Record if contact was made with participant and what was discussed. If you are unable to contact the individual, record that an effort was made to reach participant and the phone number(s) used during the attempt.

Rules Cases Referred to in IM Email Memo #2 Dated 1/13/2014 CASE SCENARIOS NOT TO AUTHORIZE IN MISSOURI ELIGIBILITY DETERMINATION AND ENROLLMENT SYSTEM (MEDES)

NOTE: This memo provides instructions regarding the placement and wording of Notes for Rules Cases.

Reinvestigations

Refer to Memo IM-13 Dated 3/19/14 and Email Memo #034 Dated 4/11/14 TRANSITIONING FAMIS TO MEDES AT ANNUAL REVIEW and PART 2: TRANSITIONING FAMIS TO MEDES AT ANNUAL REVIEW

NOTE: These memorandums provide instructions regarding the placement and wording of Notes for Reinvestigations.

Comments are associated and located in Evidence and Verifications. A Comment is entered when an explanation of Evidence or Verification is needed.

Entering Evidence Comments:

1. Select Evidence Tab
2. Select Evidence Type
3. Select the List Actions Menu
4. Select Edit
5. Record text in the Comments box
6. Save

There are several areas of Evidence that will require Comments. The list below contains all Evidence Types that may be included on an Application Case or Integrated Case in MEDES.

NOTE: Not all Evidence Types will be included on every case and may or may not require additional comments.

Household Evidence:

Address	Annual Tax Return	Application Details
Application Filer	Application Filer	Covered Member
DHSID Details	Demographics	Disability
Email Addresses	Employer Sponsored Insurance	Enrolled Member
Enrolled Plan	Enrolment	Former Foster Care
Incarceration	Insurance Policy Details	MO Family Planning Services
MO Gateway Info	MO Healthnet for Kids Enrollment	MO Loss of Coverage
MO Override Eligibility	MO Parents as State Employee	Medical Bills
Member Relationship	Military Status	Newborn Details
Phone Numbers	Pregnancy	Religious Sect Membership
Student	Substance Abuse	Tax Filing Status
Tax Relationship

Income Evidence:

Benefit	Deductions	Excluded Income
Income	Projected Annual Income

Participant Data:

Authorization Details	Authorized Rep	Birth and Death Details
Citizenship Status	Contact Preferences	Gender Details
ID Details	MO Medical Support Non-Cooperation	Participant Address
State Residency

External System:

Citizenship Status	Employer Sponsored Insurance	Incarceration Details
Income Details	Minimum Essential Coverage	Social Security Number

NOTE: The External System Evidence is automatically accessed by the Federal HUB or other electronic methods. Further verification may be needed depending on what information was provided by the Federal HUB.

Income:

Record any information regarding income source, reason ended, or anything else regarding a particular income source that requires further explanation.

Record any information regarding the income amount and how that was determined.

EXAMPLE (Earned Income):  Employer Name, how often the individual is paid, if averaging; provide an explanation of how you arrived at the average used in the budgeting process. If you exclude portions of the reported earnings, an explanation is needed.  Forms (IM12 Employer Information Request, Work Number, statement from employer, paystubs, Federal Tax Return) or other acceptable sources used to verify income.

EXAMPLE (Unearned Income): IMES should be used to verify Unemployment Compensation. The Comment should list the amount, how often the payment is received, balance remaining and date reviewed.

Deductions:

Record the verification used if verification is required by policy or because of questionable information to explain deductions.

Authorized Representative:

Record information regarding the authorized representative type and role

Non-Citizens:

Record additional information contained on the document/verification. If the household member chooses to not consent to sponsor contact or declines to declare status, record that decision. Record information obtained through Systematic Alien Verification for Entitlements (SAVE) and the date obtained.

Students:

Record the hard copy of verification if used, for those attending high school or higher education.

Generally explanation of the Verification will be addressed by the drop down options in the section Item*. Once an Item* is selected from the drop down box more information may be needed; if so you can add an explanation to the Comments area.

Entering Verification Comments:

1. Select Items to Verify
2. Select the Item for Verification
3. Select the List Actions Menu
4. Select Add Item
5. Record text in the Comments box
6. Save

NECESSARY ACTIONS:

• Review this memorandum with appropriate staff.

AC/mfw