Family and Children's Medicaid MA-3355 ENUMERATION PROCEDURES
II. ENUMERATION REQUIREMENTS
REISSUED 11/01/06 – CHANGE NOTICE 19-06
(II.A.)
3. If any assistance unit member is six months or younger and he does not have a SSN, ask the parent if he applied for a SSN using the birth certificate. If yes, verify that:
a. The birth certificate, including the mother's copy, shows in block 17c that the parent applied for the child's SSN, or
b. The Register of Deeds/Health Department states that block 17c on the birth certificate indicates the parent applied for the child's SSN.
c. Enter the correct code in EIS to indicate that the enumeration process has begun. Refer to the EIS Manual, Codes Appendix.
d. The child is enumerated on the date the birth certificate is signed by the doctor or the date the verification from the Register of Deeds is completed.
e. Advise the parent/caretaker to bring the SS card to the agency or call the agency to report the number on receipt.
4. If any assistance unit member is unable to provide his SSN, including children over 6 months old, he must be enumerated. Follow procedures in III. below.
B. Reenrollment
At each scheduled reenrollment, ensure each recipient meets the enumeration requirement.
Note: A child eligible for automatic newborn coverage does not have to meet the enumeration requirements until the newborn protection period ends.
1. If the recipient has provided his SSN and it is documented correctly in the case record and in EIS, take no further action.
2. If there are a.u. members six months or younger, determine if the birth certificate/verification from the Register of Deeds was used to enumerate the child. Request the SSN or SS card from the caretaker. If he has not received the SSN:
a. Do not require the caretaker to reapply for this child's SSN at this time.
b. Ensure the caretaker understands the importance of bringing the SS card in or calling as soon as he receives it.
REVISED 11/01/06 – CHANGE NOTICE 19-06
(II.B.)
3. If any recipient has never provided his SSN, including a child over 6 months old, or previous documentation appears incorrect, ask for the SSN on the appointment letter or in the interview. Give the recipient a deadline to return the SSN.
4. If the recipient states he has an SSN, verify the SSN by viewing the card, or use OLV to access BENDEX, SDX, State Online Query (SOLQ), Third Party Query (TPQY), or MCI. If a discrepancy exists, use the social security number from the online verification. When using MCI, only the SSN's with the codes "V", "B", "M" or "D" is acceptable. If there are other codes in MCI, you must use one of the other methods to verify the SSN.
5. When the SSN is verified:
a. Record the SSN in the case record. Document how the SSN was verified.
b. Key the SSN correctly into EIS using the Name Change Screen. Refer to the EIS Manual, Section 1056. Since this number is used to complete the automated matches, failure to key the SSN correctly into EIS could result in a Quality Control error.
c. Enter the correct code in EIS to indicate the SSN is verified. Refer to the EIS Manual, Codes Appendix.
6. If he states he never received the SS card, follow the appropriate procedures outlined in III. below.
7. Send a timely notice when:
a. He does not provide the SSN or cooperate in applying for a SSN by the deadline or,
b. He refuses to provide the SSN or never responds to your request.
8. If the recipient does not respond during the 10 workdays, terminate the case or delete the individual, whichever is appropriate, after the 10 workday deadline.
REISSUED 11/01/06 – CHANGE NOTICE 19-06
