CBMS | PEAK March 2017 Updates for County Users

County User Group ● Employment & Benefits Division (EBD) Food Assistance ● Medical Assistance ● Women, Infants, and Children (WIC) On Sunday, March 19, 2017, 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 CBMS users. Important training information is listed on page 7. Additionally, page 8 of this document contains tips on how to best utilize CBMS Online Help.

PROJECT

TRAINING

COUNTIES

Add Consolidated Interface Pages

In addition to the individual interface pages, a new page will be accessible from the Interactive Interview Queue and Left Navigation Panel. This page has consolidated interfaces in order to streamline county interface processes. #10382

CBMS Discrepancy Research Page

CBMS users will be able to quickly determine the reason for a discrepancy by using links to review and update parent and child pages. Users may then return to Wrap Up and continue through to authorization, or rerun EDBC if any updates are needed. This will reduce the amount of time spent on researching discrepancies. #10372

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SDC

EMPLOYMENT & BENEFITS (EBD)

Address Confidentiality Program (ACP) Address Updates

With this project, CBMS users will need to capture the ACP Authorization Number. They will continue to capture the Unit Number but will no longer need to type in the full ACP address and create the Case Special Indicator. Participants in ACP will now have to provide their nine-digit Authorization Number when applying for programs (or when changing to participate in the program). If the Authorization Number and Unit Number are entered, the case will be considered ACP. An ACP Special Indicator will be auto-created upon saving this information on the Individual Address page. Participants in ACP will now be able to apply for benefits through PEAK. Participants in ACP who enter their Authorization Number and Unit Number will be able to self-select their County of Residence. #10423

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EBD during SDC webinar

Adult Financial (AF): Burial Program Determination Fix

CBMS burial logic will be modified to allow the correct amount of burial assistance based on AF and Colorado Works (CW) rules. Clients will potentially be eligible for two maximum burial benefit amounts: either $1500 or $1000. #10467

Note: The projects listed in this document are scheduled for the March 2017 Build. Testing is still in process. Projects are subject to change.

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PROJECT

TRAINING

AF/CW: Claims ‘Researched-Not Recovered’ Option and Logic

CBMS will be updated to add research statuses for CW and AF claims when documenting the outcome of claim research. Display Claim Recovery Detail: ◊ A new status of Researched-Not recovered will be added as a Research Status option. ◊ A new automatic research comment template will be created to satisfy the required criteria for this status. This will be saved in Case Comments.

EMPLOYMENT & BENEFITS DIVISION (EBD)

CW and AF Claims Notices: Claims notices will be updated to reflect the original Denial/ Discontinuation/Reduction Reason, as well as the appropriate rule citations, in order to reduce the number of customer calls to counties. #10406

AF: Denial Hierarchy Updates

The AF Individual Compliance Reasons will be moved up in the hierarchy that is applied when determining if the program should be denied or pended. Additionally, unused Individual Compliance Reasons will be removed, and logic will be tied to new reasons. CBMS users will find that AF cases should deny for the correct Individual Compliance Reason rather than pending for unnecessary verification. CBMS users will also see a change in the options available when data entering on the Individual Compliance page. #10698

CW: Payable Work Activities Updates

The Payable Work Activities Indicator will be moved from the EDBC rule sheet to a Reference Table. The table will also be updated to reflect the current list of activities that are considered payable. #10700

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EBD during SDC webinar

Med-9 Form Update

Prior to the March Build, the Medical Conditions page could only have the Qualifying Disability or the Residual Functional Capacity Scoring Matrix (RFSCM) score completed. CBMS users will now have additional information necessary for completing the RFCSM when Box 2 of the Med-9 is selected by the medical provider. The Med-9 form sent through CBMS will be updated to the most current version. Section 1 of the Med-9 form (client information) will be auto-populated with client information from CBMS. #10373

PEAK Notifications

The EDMS Indicator will be modified to reflect the total number of documents in a case that are awaiting review. The number will decrease as documents are reviewed. In addition, the indicator will show the number of documents based on the track-eligibility and workforce. If a document applies to both tracks, both tracks will show that document as needing action. Action taken in one track will not affect the other track.

FOOD ASSISTANCE

Users will also be able to opt in to receive notifications via email when documents are submitted, which will allow them to work documents more quickly. This feature is mandatory for Workforce coaches. #10610

Cash Grant from Companion Cases Applied to Food Assistance (FA)

Currently, if FA and either Adult Financial (AF) or Colorado Works (CW) are on the same case, the cash grant is correctly applied to the FA program. However, if there is an additional cash grant on a separate case from the combined CW/FA case, then the cash grant is not being applied. This project will ensure that all applicable cash grant amounts are being used and displayed in the FA eligibility determination, even if the cash program is on a separate case. #10676

 Food

Assistance Training

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PROJECT

TRAINING

FOOD ASSISTANCE (FA)

FA: Denials Missing Sponsor Verification

Denial or termination of sponsored non-citizens due to failure to provide verification of sponsor information will occur at an individual level rather than at a case level. Only sponsored non-citizens who have not provided verification of sponsor information will be denied or terminated. All other household members eligible to receive assistance will receive assistance. Data entry will not change with this project. #10393

FA: Ineligible Non-Citizen Students Income Considered

Per policy rule, CBMS will look at the citizenship status first to determine whether or not to prorate income and then evaluate student eligibility in order to correctly determine income on a case that has a non-citizen who is also an ineligible student. Ineligible non-citizens who are students need to have their income prorated and counted against the household when determining benefits. #10677

 Food

Assistance Training

FA: Shelter Cap and 6-Month Certification Period Criteria

Individuals receiving State Aid to the Needy Disabled (AND), State AND Home Care Allowance (HCA), or State AND Personal Needs Allowance (PNA) will not qualify for a 24-month certification or have the shelter cap lifted. #10675

CHP+ Other Health Insurance

Currently, individuals who are enrolled in CHP+ and report they have other health insurance are continuing to be enrolled in CHP+ instead of being terminated. Functionality will be added to properly deny/terminate individuals from CHP+ when they report having other health insurance coverage. This project impacts CHP+, CHP+ Prenatal, and CHP+ Needy Newborn categories. #10400

MEDICAL ASSISTANCE (MA)

MA: Allow Coverage through Term Month When New Application in the Same Month

This project will create the ability for an application to be created in CBMS. Customers will not be negatively impacted by this new application in months they were previously approved. The purpose of this project is to allow individuals the ability to submit a new application the same month they are denied, without negatively impacting the current months’ eligibility. No changes will be required when entering a new application in CBMS as the system will evaluate the appropriate months and make the proper Aid Code/Med Span updates based on the logic that is being implemented. When there is an overlapping application, CBMS users may see current/termination month benefits remain the same or change depending on the new evaluation. There will be no changes to client correspondence with this project. #10399

 SDC

MA: Client Correspondence Enhancements – IEVS

The IEVS Discrepancy letter template will be updated to make it easier for members to understand the notification and any action required. Updates to format, language, and dynamic language will be made. A new page will be created in PEAK to allow the member to respond to the IEVS Discrepancy letter: Response Needed about your income. Responses received on this page will be mapped to both the Reasonable Compatibility and Additional Information pages in CBMS. The State Relay language within the Non-Discrimination section of the NOA template will be updated to the following: If you are deaf, hard of hearing or have a disability that affects your speech and use a TTY, you can contact State Relay by dialing 711. #10411 Page 3

PROJECT

TRAINING

MA: Income Calculation Enhancements

Marketplace programs do not currently use income records for any source except for selfattested income, including IEVS records. This can cause individuals who received an IEVS interface record to terminate in Medicaid and then be force-passed back onto Medicaid due to their self-attested income record being within the MA federal poverty (FPL) limits.

MEDICAL ASSISTANCE (MA)

Additionally, self-employment expenses continue to be deducted after the selfemployment has ended when a Marketplace determination is made, which incorrectly force-passes individuals into Medicaid. This project will ensure that individuals will not roll back to Medicaid when determined ineligible due to an interfaced income. This project will also update PEAK and CBMS to help ensure that the Annualized Self-Employment Income and Expenses are correct when they are end-dated. CBMS users will see a pop-up message reminding them to review Annualized Income and APTC Expense Summary pages when end-dating self-employment records. #10672

MA: Non-MAGI Income Disregard Updates

CBMS MA Non-MAGI rules will be updated to allow the remainder of the $20 unearned income disregard if customers receive less than this amount, or the full $20 disregard if they do not receive any unearned income as an additional disregard towards their earned income. #10403

MA: Pend at RRR

Currently, when an MA redetermination is made, CBMS users are not able to systematically pend for verifications that are not verified via an electronic source, such as selfemployment income, earned income from sources not reported to the Colorado Department of Labor & Employement (CDLE), Unearned Income Types such as Private Retirement, and resources specific to non-MAGI categories of MA. Functionality will be added to systematically pend prior to RRR, so current data can be collected and used for the next recertification period.

 SDC

CBMS users will... ◊ Need to ensure they are updating received verifications for an MA RRR prior to auto reenrollment so to not negatively impact the clients’ RRR approval. ◊ Need to update the date verified for received verifications on the applicable pages so that the system will recognize that information has been received. ◊ Have the ability to pend for additional verifications as needed prior to RRR. ◊ Be able to receive verifications and update the system if not received timely, and CBMS will reapprove individuals based on the date the verification is received. #10402

MA: Transition to Transitional Medicaid from MAGI/Parent Caretaker

The rules in CBMS will align with HCPF policy, ensuring that individuals are placed into Transitional Medicaid based on the correct federal poverty level (FPL) limit. Mass Update will run to identify individuals who are currently on MAGI Adult and meet the revised criteria for Transitional Medicaid. CBMS users may see clients moving between MA categories when the project is implemented. #10398

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PROJECT

TRAINING

MEDICAL ASSISTANCE (MA)

MA: Updating Denver Health Address

The Denver Health address (655 Bannock Street, Denver, CO 80204) will be updated on the correspondence below: ◊ CHP+ Enrollment Fee Due Form (English and Spanish) ◊ Buy-in Premium Letter (English and Spanish) ◊ NSF Letter (English and Spanish) ◊ CHP+ NSF Letter (English and Spanish) ◊ Email sent to PEAK user when an online payment is declined #10401

See Release Notes

PEAK Application Changes from CMS (HCPF Only)

Federal regulations require approval from the Centers for Medicare & Medicaid Services (CMS) in order to use an alternative application in the State of Colorado. This project will implement certain CMS requirements for the online PEAK application and changes to CBMS to accommodate the changes in PEAK. Detailed information on the changes will be provided during the Build Training. #10493

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SDC

PEAKHealth Mobile App – Design & Content Updates

The following functionality will be added/updated in the PEAKHealth mobile app: ◊ App users will be able to choose to stay logged in to the app. ◊ Certain transportation services will be added in the app, including the Mountain Ride and Pueblo County Medical Transport request form. ◊ Colorado Crisis Services contact information will be added. ◊ Recurring and declined payment summaries will be added. #10594

OIT

Customer & Community Partner IPT PEAK Text Updates

These language updates will be made to improve the overall PEAK customer experience: ◊ The description on the home page will be more inclusive of all early childhood programs in PEAK, not just child care assistance. ◊ The About PEAK page will be rewritten to contain helpful content and user-friendly language. ◊ A question on the Citizenship page will be rewritten. Instead of asking if customers have an eligible immigration status, the question will read: “Does [name] have a Non-Citizen Document?” If customers answer “yes,” they will be prompted to fill out Non-Citizen document information. ◊ A prompt that encourages customers to input a telephone number on the Contact Information & Correspondence Notification page will be updated to read more clearly. #10724

See Release Notes

PEAKHealth Mobile App Registered Trademark Logo Update

The State of Colorado received a registered trademark from the United States Patent & Trademark Office for the use of the PEAKHealth white mountain logo on the mobile app. The logo will be added to the About screen on both iOS and Android versions of the PEAKHealth mobile app. #10793

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PROJECT

TRAINING

WIC

WIC Referrals in PEAK and PEAKHealth Mobile App

The Special Supplemental Nutrition Program for Women, Infants, and Children (WIC) provides healthy foods, nutrition education, breastfeeding support and other services free of charge to to Colorado families who qualify. Pregnant woman and children under 5 years of age who are enrolled/eligible for Health First Colorado (Medicaid), Food Assistance (SNAP) or Colorado Works (TANF) are income-eligible for WIC. Beginning on March 20, 2017, WIC will be added as a program available in PEAK on the Apply for Benefits page and Report My Changes. Currently, WIC is only included in the screening tool in the PEAK system. The goal of this project is to increase referrals to WIC and allow for targeted outreach to potentially eligible clients. Designated local agency WIC staff will access the new WIC Referrals PEAKPro Inbox and contact individuals/families interested in enrolling in WIC. #10590

See Release Notes

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ADDITIONAL SUPPORT Knowledge Transfer Call ÂÂ Thursday, March 9, 2017 | 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 CBMS/PEAK major build. ÂÂ Monday, March 20, 2017 and Tuesday, March 21, 2017 | 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. Post-Build Call: Summary of System Performance and Known Issues ÂÂ Monday, March 20, 2017 through Friday, March 24, 2017 | 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 March 2017 CBMS Build: ÂÂ March 14, 2017 — 9-11 a.m. — HCPF Projects ÂÂ March 15, 2017 — 1-3 p.m. — CCUG and EBD Projects The March 2017 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 March 13, 2017. The Staff Development Center is tracking the participation in build trainings. Registration Instructions: You will need to log into your CO.Learn account and search for ‘Build’ and select the CBMS Build Training. Upon registration, you will receive an email confirmation with the Adobe Room link and conference line number. You may log in and register for the build training in Co.Learn. Please email soc_ [email protected] if you have any questions or concerns. Note: For the MA Incentive Program, you will need to register and attend on your own computer to receive credit for this training. The build training will also be available as a recording after this live event for those who cannot attend this training on their own computer. March 2017 Build SNAP Chat ÂÂ March 15, 2017 — 10-11 a.m. — Food Assistance Projects Join Adobe Connect through this link: http://cohuman.adobeconnect.com/snapchats/ Conference Line: 877-820-7831 | Participant Code: 722435 HCPF Stakeholder Meeting on Pend at RRR—Recording Now Available On February 9, 2017, the Department of Health Care Policy and Financing held a meeting with stakeholders to discuss the upcoming Pend at RRR project (Project #10402). Click here to view the slides from the presentation.

HELPFUL LINKS PEAK Outreach Initiative – Training & Materials: www.peakoutreach.com Additional information can be found within the CBMS Community on the Portal.

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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].

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