CBMS | PEAK September 2016 Enhancements for County Users CBMS Users ● Employment & Benefits Division Food Assistance ● Medical Assistance ● OIT On Sunday, Sept. 18, 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 Sept. 13 and 14, 2016, for projects denoted with a check mark in the right column. The Colorado Department of Human Services will provide training for Food Assistance projects. See page 6 for details.

USERS

PROJECT PEAK RRR Updates

CBMS users will be able to see for which programs an RRR has been submitted in the PEAK Inbox. This includes all programs (Adult Financial, Colorado Works, Food Assistance, and Medical Assistance). #9820

TRAINING

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EMPLOYMENT & BENEFITS DIVISION

2016 Home Care Allowance (HCA) Grant Increase

The monthly benefit Home Care Allowance (HCA) amount and the Personal Needs Allowance amount will be increased to meet the 2016 Maintenance of Effort (MOE) requirement. The HCA grant will increase $55 for each tier. Clients will receive correspondence alerting them of the HCA grant increase. #10125

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Online Work Readiness Assessment (OWRA) Tool Update

The OWRA tool will be upgraded to increase security and provide additional features critical to the Colorado Works program. Users might have to enter data that was not previously requested in the older version of OWRA, which might result in an increase in workload. #9988

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Simplifying the Interim Assistance Reimbursement (IAR) Process

When Aid to the Needy Disabled (AND) participants are approved for federal disability benefits, the state and counties share the IAR, a federal reimbursement of AND benefits paid while the federal application is pending. Today, the state and counties collect only a portion of what they could due to problems with the federal interface and challenges associated with many manual steps. To address these issues, the following changes will be made: ◊ The data entry process will be clarified, simplified, and reduced for completing an IAR claim. ◊ The required IM-19 form will be auto-generated. ◊ The IAR Rejection report will be modified to ease research and resolution to ensure SSA is notified. #9590

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Note: The projects listed in this document are scheduled for the September 2016 Build. Testing is still in progress. Projects are subject to change.

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PROJECT

TRAINING

Adding Extra Days to Address Confidentiality Program (ACP) Notices

Individuals participating in the ACP have their mail rerouted to a safe address in an attempt to prevent further escalations of domestic violence. These individuals must be afforded extra time on their public benefits notices in order to retrieve their mail from the designated safe address. CBMS functionality will be updated to account for this additional mailing time before any action can be taken to reduce, deny, or terminate benefits. When the ACP special indicator has been enabled on a CBMS case, VCL Due Dates and Adverse Action time frames will be adjusted to account for the revised mailing times outlined below: Intake AF = 10+ 5 days CW = 10+5 days (case level) or 30+5 days (individual level) FA = 10+ 5 days

RRR/Ongoing AF = 10+5 days CW = 11+5 days (case level) or 30+5 days (individual level) FA = 10+5 days #9935

FOOD ASSISTANCE (FA)

Discrepancy Creation When Case Fails for Dual Participation Updates

Invalid Food Assistance (FA) discrepancies will be prevented from being created when benefits are denied for dual participation in the application month. When attempting to upload an application for FA from the PEAK Inbox, or when attempting to attach an application to an existing case in Application Initiation (AI), CBMS users will receive an error message if the household previously received FA during the application month. The new error message will read: Household was already active for FA in the application month. To prevent discrepancies and possible claims, please review the case and rescind to continue benefits.

Provided by Food Assistance

CBMS users will then have the option of attaching the application to a different Case Number or canceling the application and rescinding the existing case. #9932

Exempt Financial Aid Income

Adult Financial (AF), Colorado Works (CW), and Food Assistance (FA) policies will be aligning to exclude financial aid income from eligibility calculations effective November 1, 2016. A Mass Update will run prior to November benefit issuance so that any active AF, CW, or FA case on which financial aid income is currently counting will begin exempting this income as of November 1, 2016. Financial aid verification will no longer be required to determine eligibility for students for CDHS programs. For ongoing Food and Cash clients with financial aid income that is currently countable, November benefits will be adjusted and will likely result in an increase to the grant. #9949

PEAK Inbox Updates

Data tracking will be updated in the PEAK Inbox to reduce mismatches in PEAK Submit Dates and FA Application Dates. When PEAK Tracking Numbers are entered on the Applicant Information page in AI, CBMS will display an error message if the entered Tracking Number cannot be validated. The message will state: Entered PEAK Tracking # not found in PEAK Inbox. Please enter a valid PEAK Tracking number. A warning message will also display on the Programs Requested page in AI if the Application Date entered on the Applicant Information page does not match the PEAK Application Date. The new message will read: Application Date must equal PEAK Application Date to proceed. Additionally, a Case Comment field will be added to the Process Summary page in the PEAK Inbox, so users can provide more information if there is a discrepancy between when the FA portion of the case is processed and when other programs are processed to completion. #10152

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PROJECT

TRAINING

FOOD ASSISTANCE (FA)

Retain Eligibility for Qualified Non-Citizens

Qualified non-citizens, such as refugees, asylees, and victims of trafficking, are eligible to participate in the Food Assistance (FA) Program without having to meet an additional condition. However, when a non-citizen who was eligible under one of these protected statuses applied to become a Legal Permanent Resident, CBMS incorrectly imposed the 5-year bar when the individual’s status was changed. Logic will be added to CBMS so that non-citizens who were initially recognized as being in a qualified non-citizen status will retain their eligibility for FA when their status is subsequently updated. A new informational notice will display in Wrap Up when an individual is highlighted on the Individual Eligibility Summary page. The new message will read: Previous qualified non-citizen status retained when an individual with a former qualified non-citizen status record continues to pass in spite of a record update. #9934

Provided by Food Assistance

Verification Process

FA generates a Verification Checklist (VCL) more often than any other program in CBMS. The Verification Source of Client Statement typically causes FA cases to pend until a valid Verification Source is received. CBMS will be updated to allow Client Statement to be an acceptable Verification Source for items that do not require a higher burden of proof or are unrelated to eligibility criteria. When a VCL is created mid-certification, the due date will now be set to the 10th of the RRR/PR due month so as not to disrupt benefits during the simplified reporting period. Logic will also be added to prevent unnecessary verification requests for household members who are considered ancillary or who are no longer in the home. #10059

MEDICAL ASSISTANCE (MA)

CBMS Updates -- interChange

As part of the Colorado Medicaid Management Innovation and Transformation (COMMIT) Project, the Colorado Department of Health Care Policy and Financing (HCPF) will be transitioning to a new claims system – interChange – to replace the current claims system (MMIS). CBMS users will access a new CBMS page to view the member’s Medical Assistance Eligibility Span Summary and Details. In addition, a new Cognos report will display any errors with the Medical Assistance (MA) Eligibility Span records that were sent to the interChange the day prior. These errors may require user intervention to correct any data entry discrepancies. This functionality will be effective October 31, 2016. #9584

Client Correspondence Updates

The appeals language contained within Medical Assistance Notice of Action client correspondence will be updated. These changes will more clearly communicate who to contact to file an appeal. #9838

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Cost of Living Adjustment (COLA) Disregard -- Update Applicable Categories

The Cost of Living Adjustment (COLA) disregard will be removed for all MAGI categories and certain Non-MAGI categories to be in compliance with the Centers for Medicaid and Medicare Services (CMS) audit corrective action plan, with the exception of the Medicare Savings Programs (https://www.colorado.gov/hcpf/medicare-savings-programs-msp). There will be no impact to CBMS users. However, Medical Assistance members’ eligibility may be impacted when their income is increased due to a COLA. #9839

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PROJECT

TRAINING

Incarceration Updates

Medical Assistance (MA) Members will remain eligible for coverage of inpatient claims when hospitalized for at least 24 hours while incarcerated. In addition, CBMS will be updated to no longer consider the Living Arrangement values for halfway houses as incarcerated. For APTC/CSR/QHP eligibility, individuals will no longer be considered incarcerated if they are living in a halfway house.

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Client Correspondence will be modified to include language to notify an intake or ongoing member when his or her benefits have been limited due to incarceration and when his or her benefits are no longer limited upon release. CBMS users might receive inquiries regarding the correspondence sent to a member. #9837

MAGI Updates to CHP+, Parent/Caretaker and Work Study Incomes

PEAK and CBMS will be updated for certain MA programs to ensure that the individual is determined eligible for assistance correctly and that the individual has access to the benefits to which he or she is entitled.

MEDICAL ASSISTANCE (MA)

The MAGI Adult category of Med will be updated to include a check for Minimum Essential Coverage (MEC) for any dependents that the adult reports. Work-study income will be added to the Grants/Scholarships Gateway question in PEAK to distinguish income that is taxable and what is used for living expenses in relation to the MA income calculation. The pend logic for individuals who do not provide an SSN and those whose Citizenship Status is Unknown will change to 10+5 days instead of providing the former 90 day ROP to provide this missing information. If customers answers“no” to the citizenship status question, the functionality will not be impacted by this project. Customers will continue to have 90 days to provide documentation of their citizenship status if it cannot be verified by an electronic data source. The pend logic for SSN or citizenship status is only applicable to Health First Colorado/CHP+, not APTC/CSR eligible individuals. APTC/CSR eligible individuals will continue to receive the standard 90-day Reasonable Opportunity Period (ROP).

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Finally, a trigger will be added for CHP+ and CHP+ Newborns to automatically run their eligibility when they are turning 19 and one year of age, respectively, to place them in a new category of MA if found eligible. #9877

PEAK: Add Former Foster Care

Change Reports for name, date of birth, and Social Security Number (SSN) changes reported in PEAK will be sent to the PEAK Inbox for processing. In depth training will be provided by the Staff Development Center (SDC). #10147

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PEAK: Chat Feature Enhancements

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Minor format changes will be made to the PEAK online question forms that customers see when submitting Medical Assistance questions online. #10149

PEAK: Show CHP+ in Benefit Summary

PEAK will be updated to correctly display “CHP+ Assistance” instead of “Health First Colorado,” when appropriate on the Medical Assistance Details and Results pages. There will also be a PDF of the new CHP+ card. Additionally, Members will be able to locate the page to request Health First Colorado and CHP+ cards more easily. Electronic signatures and dates (applications only) will be mapped into CBMS directly. In depth training will be provided by the Staff Development Center (SDC). #10148

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PROJECT

TRAINING

PEAKHealth App -- Add Voter Registration

MEDICAL ASSISTANCE (MA)

The PEAKHealth app will be updated to ask Medical Assistance (MA) recipients if they want to register to vote and provide the opportunity to register to vote. This is in compliance with the National Voter Registration Act (NVRA) and aligns the app with current functionality in PEAK. #9926

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PEAKPro Updates -- VITAL

As part of the Colorado Medicaid Management Innovation and Transformation (COMMIT) Project, the Colorado Department of Health Care Policy and Financing (HCPF) will be transitioning to a new Long-Term Services and Supports Case and Care Management System – VITAL. CBMS users will receive additional Level of Care (LOC) Determinations for both Medical Assistance and Adult Financial benefit categories and receive additional mailing address Change Report forms within the PEAK Inbox for processing. The automated process should expedite the receipt of LOC Determinations and the eligibility determination process for Long-Term Services and Supports members. #9585

Program for All-inclusive Care for the Elderly (PACE) and Home and Community Based Services Spinal Cord Injury (HCBS SCI) Update -- Remove County of Residence Restriction

CBMS will no longer include a county check as part of the eligibility determination for the Program for All-inclusive Care for the Elderly (PACE) and the Home and Community Based Services Spinal Cord Injury (HCBS SCI) Medical Assistance (MA) categories. CBMS users will be able to process eligibility determinations correctly when a Level of Care (LOC) determination is received for either PACE or HCBS SCI. #9840

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PEAK Registered Trademark

OIT

The State of Colorado will be granted registered trademarks for the PEAK suite of logos and word marks in the coming months. In September, the PEAK homepage will be updated to include registered trademarks “®” on the following three marks: ◊ Colorado PEAK® word mark ◊ PEAKPro® word mark in dropdown ◊ PEAK logo #10156

PEAK Manage My Account Process Security Updates

A number of Security measures for the PEAK Manage My Account (MMA) process will be added and updated. PEAK clients will need to verify their email addresses with this change. The process will send a verification code to the PEAK clients’ email. PEAK clients will need to enter their confirmation codes in PEAK to confirm their email addresses. In addition, PEAK will be updated to no longer automatically send a new temporary password to PEAK clients when they have three (3) or more failed login attempts. PEAK clients will have to enter their email addresses to be sent temporary passwords to gain access. #9882

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ADDITIONAL SUPPORT Knowledge Transfer Call ÂÂ Thursday, Sept. 8, 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 CBMS/PEAK major build. ÂÂ Monday, Sept. 19, 2016 and Tuesday, Sept. 20, 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, Sept. 19, 2016 through Friday, Sept. 23, 2016 | 12-1 p.m. Conference Line: 720.279.0026 (Local) or 1.877.820-7831 (Long Distance) | Passcode: 349141#

TRAINING The Staff Development Center (SDC) will be hosting two webinars for the upcoming September 2016 CBMS Build: ÂÂ Tuesday, Sept. 13, 2016 | 9-11 a.m. ÂÂ Wednesday, Sept. 14, 2016 | 1-3 p.m. 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]. Food Assistance training information will be provided by the Colorado Department of Human Services. 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.

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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].

Colorado.gov/PEAK

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