Adult Medicaid Admin. Letters

DMA ADMINISTRATIVE LETTER DMA-2-2010, (NEW PROCEDURES FOR RELEASING TAX INTERCEPTS AND CHANGES TO THE DEBTOR DETAIL SCREEN)

DSS ADMINISTRATIVE LETTER FNS-9-2010,

DSS ADMINISTRATIVE LETTER WF-10-2010,

DATE: March 25, 2010

SUBJECT: New Procedures for Releasing Tax Intercepts and Changes to the Debtor Detail Screen

DISTRIBUTION: Work First Managers and Supervisors

Food and Nutrition Services Managers and Supervisors

Medicaid Eligibility Supervisors and Staff

Program Integrity Supervisors and Investigators

I. General Information

The purpose of this letter is to explain the new procedures for releasing State and Federal Intercepts. Effective April 1, 2010, only State staff will have authorization to enter changes on claims in EPICS in the following areas: (1) NC Debtor Setoff Field, (2) TOP Intercept Indicator field, and (3) NC Debt Setoff Pending Intercept screen. The new process will improve the efficiency of the system and the integrity of the data in EPICS.

II. Protected Fields on the debtor Detail Screen

County staff will no longer have access to the NC Debt Setoff field or the TOP Intercept Indicator field on the Claim Debtor Detail screen. Counties are to notify the appropriate State staff, in writing on county letterhead if a debtor has filed bankruptcy, has litigation in process, or requested an appeal. All requests must be signed by the investigator and a Program Integrity Supervisor. The request must be documented on the EPICS notepad. Once the written notice is received, the State staff will enter the appropriate code on the indicator field.

III. NC DEBT SETOFF PENDING INTERCEPTS SCREEN

County staff will no longer have the ability to update the Appeal Indicated (APL) field from the NC Debt Setoff Pending Intercepts screen. If a county worker tries

to update the field (F9), the following error message will appear: “FRDPT0C Only State Level Users Can Update”. Counties are to notify the appropriate State staff in writing on county letterhead if a debtor waives their right to the appeal. The request must be documented on the EPICS notepad. All requests must be signed by the

investigator and a Program Integrity Supervisor. Once the written notice is received, State staff will enter the appropriate code on the APL Indicator field.

IV. Process to release a tax Intercept

Only State staff will have authorization to refund or release State and Federal interceptions. In the event a refund is warranted, the interception will be released to the appropriate debtor.

Mail or fax requests for interceptions on county letterhead to the appropriate State DMA or DSS staff to the following:

1. Mailing address: DMA, Quality Assurance Section – 18
2501 Mail Service Center
Raleigh, NC 27699-2501
Fax number (919) 715-7706

Mailing address: Economic and Family Services
Attn: FNS or WFFA PI Consultant
2420 Mail Service Center
Raleigh, NC 27699-2420
Fax number (919) 334-1266

2. The request must include:

Referral ID

Casehead Name

Program Case ID

Justification for refund of interception

Amount of the interception

Reason for the interception refund

Investigator’s signature

Program Integrity supervisor’s signature

3. Upon approval of the request, State staff will process release of the interception.

V. EFFECTIVE DATE

This policy is effective April 1, 2010.

Should there be additional questions, contact the PI Program Consultant for the appropriate assistance program.

Sincerely,

Dean Simpson, Chief

Economic and Family Services

NC Department of Social Service

Craigan L. Gray, MD, MBA, JD, Director
NC Division of Medical Assistance

DS/CLG/mh/sd/as

cc: Sherry S. Bradsher

Sarah Barham

Hank Bowers

Charisse Johnson

Debbie Hawkins

Carolyn McClanahan

Jeryl Anderson

Work First Local Support

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