CBMS | PEAK June 2016 Enhancements for County Users

Counties ● Employment & Benefits Division ● Food Assistance Medical Assistance ● OIT ● Universal Application On Sunday, June 26, 2016, numerous enhancements will be made across CBMS and PEAK to decrease application processing times, reduce errors, and improve the overall user and customer experience. The following information is a high-level overview of the CBMS and PEAK enhancements and the impact they might have on county workers. The Staff Development Center (SDC) will provide training webinars on June 21 and 22, 2016. See page 5 for details. Additionally, page 5 of this document contains tips on how to best utilize the new and improved CBMS Online Help.

PROJECT

TRAINING

COUNTIES

Automating Kinship Payments

CBMS users will be able to enter Kinship Care payments more efficiently with the addition of a Frequency field that allows either one-time only or monthly payments to be entered. #9546 For ease of use, unused fields will also be hidden.

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Caseload Revisions

Caseload Assignment will be more flexible to meet the needs of counties and add functionality to allow appropriate MA programs to be pulled. Connect for Health Colorado will be able to pull an MA program assigned to a county, and the county will be able to pull #9615 an MA program assigned to Connect for Health Colorado.

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EMPLOYMENT & BENEFITS

Adult Financial Verifications Time Frame 10+1

CBMS will align with Adult Financial policy allowing only 10+1 days to provide verifications, so CBMS users will be able to authorize failure to provide discontinuances or denials one day earlier. CBMS will allow for the Agreement Not to Sponsor (ANTS) form to be requested through the Verification Checklist and will send the form to the customer at the same time. CBMS users #9591 will have the ability to pend for the ANTS form through CBMS rather than manually.

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Client Correspondence: Phase II

This update to Adult Financial and Colorado Works client correspondence is part of an ongoing effort to more clearly communicate case and benefits circumstances to customers. NOAs will be more clear to customers, in turn reducing the number of calls for EBD notices.

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#9754 Note: The projects listed in this document are scheduled for the June 2016 Build. Testing is still in progress. Projects are subject to change. Page 1

PROJECT

TRAINING

Exception Process Updates: Phase II

EMPLOYMENT & BENEFITS DIVISION (EBD)

Modifications will be made to the Mass Update Exception (MUE) process in order to reduce the number of Adult Financial (AF) and Colorado Works (CW) cases that exception out. This will reduce user workload and limit instances of customers not receiving benefits to which they are entitled. Additionally, a new column will be added to the Exception report to provide a reason when the exception is due to a High-Level Program Group (HLPG) set to Pending or Suspend Status. Additionally, common Exception error messages will be rewritten to provide workers more information about the likely means by which they can resolve the errors on #9615 the case in question.

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June 2016 Maintenance-of-Effort (MOE) Payment

A $300 supplemental payment will be issued for the June 2016 benefit month for all Adult Financial Home Care Allowance (HCA) aid codes. A Mass Update will run to identify all eligible Maintenance of Effort (MOE) customers. To be found eligible for the June 2016 MOE issuance, a customer must have received HCA in both March and June 2016. The issuance #9615 will be made by July 31, 2016.

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Temporary Assistance for Needy Families (TANF) Federal Reporting Fixes to Increase Work Participation Rate (WPR)

To improve the State’s WPR, EBD identified multiple areas of opportunity to correct data submissions and monitor progress. State level CBMS users will only be able to make changes in the County House for activities. All other CBMS users will: ◊ Not notice a change to the Cognos Work Participation Rate (WPR) reports other than potential small fluctuations in the numerator denominator and related percentage ◊ Not be able to edit the Description field and Type field in the County House #9626 ◊ See a radio button if an Activity is federal indicated by Y

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Food Assistance Added to Medical Assistance-Only Apps in PEAK

PEAK users applying for Medical Assistance (MA) only will be given an additional opportunity to request Food Assistance (FA) just prior to submitting their applications. If applicants choose to add FA, the signature page will display information for both FA and MA in the #9650 What I Should Know section.

FOOD ASSISTANCE (FA)

Client Correspondence Fixes

Specific Food Assistance Notices of Action (NOAs) will be updated to ensure that the correct #9649 FA rule is referenced along with updates in wording in both English and Spanish.

Cognos Reports Enhancements

Cognos reports will be enhanced to improve sorting ability and provide better tracking #9652 information for certain state data.

eDRS Generation IV Updates

To ensure FA Intentional Program Violation (IPV) data can be properly transmitted to and received by eDRS, CBMS updates will be made to align with the new functionality of eDRS Generation IV. A new column for eDRS Response Date will be added to the View DRS/FA Disqualification page. This column will display the date eDRS last responded to a query from CBMS. Additionally, if CBMS users select the Trigger eDRS button and there are no records found, the Response Date will be recorded, and users will receive a message stating: eDRS has #9648 been called - no records found. Page 2

PROJECT

TRAINING

Non-Citizen Updates

Users will see the newly added statuses and class codes in the drop-down menu on the CBMS Non-Citizen page. Upon selection of one of these new values, individual should be considered an eligible non-citizen for MA as long as all other criteria are met. In addition, effective July 1, 2016, the five-year bar will be lifted for lawfully residing pregnant women and children eligible for non-MAGI programs. This change was previously implemented for lawfully residing pregnant women and children eligible for MAGI Medicaid and CHP+. #9559

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Cognos Reports Modifications

The weekly and monthly Centers for Medicare & Medicaid Services (CMS) Cognos reports will be updated to be in compliance with the CMS Performance Indicators Reports request. In addition, users will be able to utilize the Long Term Care Level of Care (LTC LOC) #9824 reports.

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MEDICAL ASSISTANCE (MA)

MAGI Annualized Income

Effective July 1, 2016, the Department of Health Care Policy & Financing will start using annualized income for certain MAGI Medicaid and Child Health Plan Plus (CHP+) eligibility determinations for individuals with income from self-employment, seasonal employment, and/or commission-based employment. CBMS users will notice the following: ◊ An MA annualized amount will display in CBMS Wrap Up if the annualized income methodology was applied ◊ MA eligibility will continue to be determined on a monthly basis ◊ The RRR packet will display annualized income, if applicable, and will request that #9573 clients indicate if their earned income is commission-based or seasonal

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Medicaid Rebranding: Health First Colorado (Colorado’s Medicaid Program)

The Medicaid name will be updated to Health First Colorado (Colorado’s Medicaid Program). CBMS, PEAK, client correspondence (NOAs, Forms, Speed Letters, etc.), and the PEAKHealth app will be updated to reflect the new name. For more information, visit: #9624 https://www.colorado.gov/hcpf/hfc.

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PEAK Return Scheduled Payments

PEAK will be updated to streamline how scheduled payments are made and processed. Note: These changes will only impact users who post Buy-In payments/refunds in CBMS. PEAK and CBMS will also be updated to enhance the interface with Cybersource and KeyBank. CBMS users will notice the following: ◊ A new Deposit Date field will be added on the Medicaid Buy-In Premium Payment/ Refund Details page. This is a new, mandatory field. ◊ Transaction Date will be renamed to Post Mark Date on the Medicaid Buy-In Premium Payment/Refund Details page. This field will only be populated via the #9582 KeyBank interface.

OIT

County Financial Management System (CFMS) Payroll and Recovery Files Updates CBMS will be updated to add a default address to CFMS payroll and recovery files when the addresses for payees are not entered into the system. A default address selection will be added to eliminate CFMS file process failures for no address. If case payees do not have a home or mailing address entered, CBMS will default to the County of Residence Main Office #9707 address when sending a Cash or Food benefit to CFMS.

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PROJECT

TRAINING

Disallow Data Entry of Invalid Social Security Numbers: 900-998

OIT

This project will ensure that the system will no longer allow users to enter an invalid Social Security Number where the first three digits are in the 900 through 998 series. Additionally, the system will no longer allow users to enter in a Date of Death that is prior to the Date of #9939 Birth.

SDX File Process Update

CBMS will no longer drop SDX records that contain special characters in SDX A/N fields. CBMS will replace the special characters with spaces for the following fields: ◊ Individual’s Name ◊ Recipient’s Mailing Address #9710 ◊ Residence Address

CCCAP: Phase III

UNIVERSAL APPLICATION

This project will complete the data mapping functionalities and web services needed to streamline the application process utilized by CCCAP clients through PEAK and completed by CHATS users. A new communication mechanism will allow CHATS users to send CCCAP application statuses (e.g., Pending, Denied, and Approved) to PEAK. Note: Users will no longer need to enter all data into the CHATS system but will still have the ability to manually enter data if necessary. #9553

SafeCare® Benefits in PEAK

Applicants will be able to apply for SafeCare® benefits through PEAK. This will not impact CBMS users. Counties do not need to address SafeCare® applications if they are sent to the PEAK Inbox. SafeCare® is an in-home parent education program that provides parenting, home safety, and child health skills training. SafeCare® is available through 11 services sites that serve 39 Colorado counties and two Native American tribes. For more information, visit: http://www.coloradoofficeofearlychildhood.com/#!safecarecolorado/c1yw0 #9553

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ADDITIONAL SUPPORT March Build Knowledge Transfer Call ÂÂ Thursday, June 16, 2016 | 12-1:30 p.m. Conference Line: 720.279.0026 (Local) or 1.877.820-7831 (Long Distance) | Passcode: 349141# Command Center: Counties can call in to report issues and provide feedback on the March Build for CBMS and PEAK projects. ÂÂ Monday, June 27, 2016 and Tuesday, June 28, 2016 | 8 a.m.-4 p.m. Conference Line: 720.279.0026 (Local) or 1.877.820-7831 (Long Distance) | Passcode: 349141# Note: Please open a Service Desk Ticket prior to calling the Command Center so that you can provide the ticket number to staff. Community partners should be directed to [email protected] to report technical issues with PEAK. Post-Build Call: Summary of System Performance and Known Issues ÂÂ Monday, June 27, 2016 through Friday, July 1, 2016 | 12-1 p.m. Conference Line: 720.279.0026 (Local) or 1.877.820-7831 (Long Distance) | Passcode: 349141#

TRAINING The Health Care and Economic Security Staff Development Center (SDC) will be hosting two webinars for the upcoming June CBMS Build: ÂÂ Tuesday, June 21, 2016 | 9-11 a.m. | Food and Cash Assistance Projects ÂÂ Wednesday, June 22, 2016 | 1-3 p.m. | Medical Assistance and CCUG Projects The June 2016 CBMS Build document includes a summary of all projects and the training modality for each project. This document will be available on the SDC website, www.TrainColorado.com, on or before June 16, 2016. NOTE: You do not need to print this document prior to the webinar since we will not be walking through it during the session. Webinar Information ÂÂ Online Meeting Room: http://cohuman.adobeconnect.com/cbmsbuild/ ÂÂ Teleconference Number: 1.866.244.8528 | Pass Code: 247023# It is recommended that you test your computer prior to logging in to the Adobe Connect meeting room. You can do this by going to: http://admin.adobeconnect.com/common/help/en/support/meeting_test.htm. This connection test will check your computer to make sure all system requirements are met. If you have any questions about the webinars, please contact the SDC at [email protected]. To request a PEAK training, complete the PEAK Training Request form located at www.peakoutreach.com/ training.

HELPFUL LINKS Staff Development Center (SDC) – Training Registration: www.traincolorado.com PEAK Outreach Initiative – Training & Materials: www.peakoutreach.com Additional information can be found within the CBMS Community on the Portal. Page 5

F ingertips ... at your

H elp

Did You Know? Access CBMS Online Help (OLH) any time by either using the F1 key on your keyboard (while logged into CBMS) or by clicking the

Question Mark icon in the CBMS Title Bar.

Once you have accessed OLH, be sure to click the Show Menu link in the top-left corner of any OLH topic. Doing so enables extensive research tools and browsing options, including: ÂÂ Table of Contents, broken out into Field Level Help (field, button, and table descriptions and useful information for every page in CBMS) and Task Level Help (task-oriented guidance and useful information for broader CBMS tasks and processes). ÂÂ Index, to quickly review topics related to predefined index terms. ÂÂ Search, to easily search for terms across both Field and Task Level Help topics in all of OLH, sorted by best match, using appearances of keywords in the page title and content placement. ÂÂ Glossary, to scroll through definitions of key terms related to CBMS. These definitions are also used as pop-up definitions throughout OLH. Please send any feedback, questions, or comments directly to the CBMS Online Help Team at [email protected].

Colorado.gov/PEAK

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