NC DEPARTMENT OF HEALTH AND HUMAN SERVICES EIS MANUAL
ELIGIBILITY INFORMATION SYSTEM EIS 1057
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MASTER CLIENT INDEX
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EIS 1057 – MASTER CLIENT INDEX (MCI)
I. GENERAL INFORMATION
II. HOW MCI IS UPDATED
III. LOGON PROCEDURES
IV. MCI SUB MENU
V. INQUIRY FUNCTIONS
VI. LOGOFF PROCEDURES
VII. THE MATCH REPORT
EIS 1057 – MASTER CLIENT INDEX (MCI)
REISSUED 05/01/09 - CHANGE NO. 03-09
I. GENERAL INFORMATION
A. The Master Client Index (MCI) is a means of storing basic information (a record) about individuals who have applied for or received benefits or services in two automated systems: EIS and FSIS.
B. Twice a month, a file with individual data from MCI is sent to the Social Security Administration (SSA) to request validation of social security numbers (SSNs). The results of this match are displayed in MCI. A screen displays the social security number from the base system(s) and its validation status, and up to five additional valid social security numbers returned by SSA.
C. Once a month, all valid SSNs from MCI are submitted to the Internal Revenue Service (IRS) to match against their files to obtain resource and income information. The IRS requires that only one record per individual is submitted; MCI performs an “unduplicating” function to facilitate this match.
D. SSN validation information is also saved in MCI when an SOLQ inquiry is performed on an individual and the response is validated.
II. HOW MCI IS UPDATED
MCI is updated from the two contributing systems: EIS and FSIS. The information is sent in the nightly batch process the next work night following the date the information is keyed in the contributing system. For example, if an 8125 updating individual data is keyed on Friday, this information is sent to MCI on Monday night. The updated information is available for inquiry in MCI on Tuesday.
A. When an application is registered in EIS, information on each individual included on that application is sent to MCI. Food Stamp individuals are not sent to MCI until the application is disposed.
B. The following data keyed in a contributing system will send an update to MCI:
1. Name
2. Social Security Number (SSN)
3. Race (First Occurrence)
4. Birthdate
5. County Number
6. Aid Program Category
7. Medicaid Classification
REISSUED 05/01/09 - CHANGE NO. 03-09
II. B. (CONT’D)
8. Status (e.g., Active to Inactive)
9. Individual ID
10. Sex
11. County Case Number
12. Case ID
13. Office Number
14. District Number
15. SSI Status
16. Living Arrangement
III. LOGON PROCEDURES
A. To access the Master Client Index, the terminal screen must display the Banner Screen. See EIS 4900 Appendix A for an example of the Banner Screen.
B. On the Banner Screen, key “SCC4CICS”. Press ENTER. The message “WELCOME TO SCC4CICS 'EIS'” appears at the top of the next screen. This is the RACF screen.
C. From the RACF screen, key your USERID, BILLING CODE, and your PASSWORD. Press ENTER. A blank screen appears.
D. Key “EIS3”. Press ENTER. The Primary Menu Screen appears.
REISSUED 05/01/09 - CHANGE NO. 03-09
III. (CONT’D)
E. From the Primary Menu Screen, key Selection “10”. Press ENTER. The Master Client Index Sub Menu appears.
REISSUED 05/01/09 - CHANGE NO. 03-09
III. (CONT’D)
F. Instructions for navigation are displayed on the bottom of each screen.
1. To go to the next page of the same screen, press PF1.
2. To return to the previous page of the same screen, press PF2.
3. To return to the MCI Sub Menu, press PF3. Press PF3 again to return to the Primary Menu.
4. To perform other inquiries in SCC4CICS, you may enter the Selection from the Primary Menu and the Selection from the Secondary Menu in the Next Selection field, and information needed to perform the inquiry in the Keys field. For example, you may enter “05 04” and an SSN to go to the TPQY inquiry function.
IV. MCI SUB MENU
A. The MCI Sub Menu is used to select any of the functions of MCI. The function desired is selected by keying the two digit function number in the Selection field.
B. After selecting the desired function, additional key data is necessary to perform some functions. The chart below outlines the function and the additional data required to perform the function.
C. Further entries are necessary for some functions. Details are given under each of the function descriptions.
REISSUED 05/01/09 - CHANGE NO. 03-09
V. INQUIRY FUNCTIONS
A. Client Inquiry
1. The Client Inquiry function is used to determine if an individual has applied for or received benefits or services in any of the programs in MCI.
2. Key “01” in the Selection field on the MCI Sub Menu.
3. Press ENTER. The following screen appears.
4. Enter the data for the name inquiry.
a. The minimum information to be entered is:
(1) Last name and first initial; or,
(2) Last name and social security number.
b. More accurate matches are likely if additional data is given. If possible, also enter:
(1) First name, middle initial, last name, and suffix if there is one.
(2) Date of birth.
(3) Social security number.
5. Press ENTER. The following screen appears.
REISSUED 05/01/09 - CHANGE NO. 03-09
V. A. (CONT’D)
6. Information on the screen
a. MATCHES: Between the name and other data that was keyed and the list of names that are returned appears the header, MATCHES. A number appears to the left of the header. This indicates the number of potential matches found.
b. SEL: You may key “S” to select the MCI Individual Data Screen or “V” to select the MCI SSN Validation Data Screen.
c. FIRST NAME/MI/LAST NAME/SUF: The first name, middle initial, last name, and suffix for potentially matching individuals.
d. BIRTHDATE: The date of birth of the corresponding individual.
REISSUED 05/01/09 - CHANGE NO. 03-09
V. A. (CONT’D)
B. Individual ID Inquiry
1. You may use the Individual ID Inquiry function if the system assigned ID is known and specific information is needed about the individual. This inquiry displays all the records for the Individual ID in EIS or FSIS.
2. Key “02” in the Selection field and Individual ID in the Individual-ID field on the MCI Sub Menu.
REISSUED 05/01/09 - CHANGE NO. 03-09
V. B. (CONT’D)
3. Press ENTER. The MCI Display screen appears.
a. If the Individual ID occurs only once in EIS and/or FSIS, only one record is displayed on the MCI Display screen.
b. If the Individual ID occurs in more than one case in EIS and/or FSIS, then all records for the ID entered are displayed.
c. There is no ranking for multiple records since all match on Individual ID.
C. Case/Client Inquiry
1. The Case/Client Inquiry function is used if the program and Case ID are known. This inquiry displays all individuals in the case and all other cases for each individual.
2. Key “04” in the Selection field, the Program Code in the PROG-CODE field, and the Program Case ID in the PROG-CASE-ID field on the MCI Sub Menu. The PROG-CODE field is a two character indicator on this screen as follows:
a. AF: Aid to Families With Dependent Children or Work First Family Assistance.
b. MA: MAA, MAD, MAF, MIC, MPW, MQB, and MSB
c. SA: SAA, SAD, and SCD
d. FS: Food Stamps
REISSUED 05/01/09 - CHANGE NO. 03-09
V. C. 2. (CONT’D)
e. RF: Refugee Assistance
f. MI: IAS
g. MH: HSF
3. Press ENTER. The following screen appears. The Program and Case ID are displayed at the top.
4. Information for each individual in this case and all other cases for each individual are listed.
D. MCI Individual Data
1. From any of the screens listed in A., B., or C., you may key an “S” in the Selection (SL) field next to the individual to view Individual Data. Press ENTER. The following screen appears.
REISSUED 05/01/09 - CHANGE NO. 03-09
V. D. (CONT’D)
REISSUED 05/01/09 - CHANGE NO. 03-09
V. D. 2. (CONT’D)
c. Case ID: The Case ID associated with this individual in the specified system.
d. County Number: The county number associated with this individual and this case.
e. Off: For those agencies that have more than one location, this reflects the particular location.
f. Dist: The district number associated with this case. For Food Stamp cases, this is the worker number in FSIS.
g. SSI: An indicator of SSI status. It will be “Y”, “N”, or blank, if unknown.
h. MC (Medicaid Class): The Medicaid Class associated with this individual. Refer to EIS 4000 CODES APPENDIX for a description of these codes.
i. LA (Living Arrangement): The Living Arrangement associated with this individual. Refer to EIS 4000 CODES APPENDIX for a description of these codes.
j. Sys-Cd: An indicator of which system this individual and case are associated with.
E. MCI SSN Validation Data
1. From any of the screens listed in A., B., or C., you may key a “V” in the Selection (SL) field next to the individual to view SSN Validation Data. Press ENTER. The following screen appears.
REISSUED 05/01/09 - CHANGE NO. 03-09
V. E. (CONT’D)
REVISED 05/01/09 - CHANGE NO. 03-09
V. E. 2. (CONT’D)
c. Validation Date: The validation date changes when the validation status changes.
VI. LOGOFF PROCEDURES
A. Key “99” in Next Selection.
B. Press ENTER. The message "EIS SESSION TERMINATED" appears.
C. Key “LOGOFF” over this message.
D. Press ENTER. The Banner screen appears.
VII. THE MATCH REPORT
A. The Match Report is produced weekly. This report lists all individuals who are in MCI in which data inconsistencies in new and existing records exists. The report is printed in the State Office on Tuesday of each week and mailed to the county dss’s the next workday. The potential match report is also in NCXPTR at ‘DHRMCI POTENTIAL MATCH REPORT’.
B. When new individuals are added to a program, certain information is transferred to MCI. Records in which there are data inconsistencies between the new and existing records will appear on this report.
C. Existing records that are similar to new records but do not match on criteria such as date of birth, spelling of name, social security number or individual ID number are listed on the Match Report as problem individual and potential matches. The same ranking process by points of similarity described in Client Inquiry is performed.
D. If there are more than 18 potential matching records, only the first 18 records appear on the Match Report with the total number of potential matches shown at the bottom of the report. All exact and potential matches may be viewed in Client Inquiry.
E. Potential matches should be thoroughly researched to ensure that the records belong to the same person. When there is a question, an agreement that this is the same individual must be reached among all affected programs prior to updating data.
All name, date of birth, and social security number updates should be completed through the Common Name Data Service (CNDS). Refer to EIS 1056 for instructions. For instructions on combining duplicate individual ID numbers, refer to EIS 3300.
