FSIS Users Manual FSIS 200 - FSIS Name /SSN Search/ID Assignment/ Name Change

FSIS 200 - FSIS Name /SSN Search/ID Assignment/ Name Change

Change #1-2011

August 1, 2011

200.01 NAME/SSN SEARCH AND INDIVIDUAL ID ASSIGNMENT

This function is used to search the Common Name Database for existing Individual ID’s and Individual ID assignment.

A. Name Search Access Procedure

From a blank screen, key SLNS. Press Enter. The following screen is displayed.



B. Screen Description

1. CASE ID - Enter the FSIS case ID to view individuals included/associated with that FSIS case.

2. F - Function

Key one of the following:

S - Search

Key an ‘S’ to complete a social security number (SSN) or name search.

A - Assign

Key an ‘A’ to assign an Individual ID to an individual after a name and social security search (if available) has been completed.

3. FIRST M LAST - Name Fields

4. SUF - Name Suffix

5. DOB - Date of Birth (Must enter MMDDCCYY -> 09211957)

6. S - Sex - M (Male) or F (Female)

7. CO - County Number - If entered, the search is made on the individuals in that county only. To ensure a thorough search, do not enter the county number. A statewide search is then completed based on the search criteria entered.

8. INDIVIDUAL - Individual ID - (Do not key in this field.) The Individual ID displays when an individual is selected as a match from the list of potential matches or Individual ID assignment is performed.

9. SSI - SSI Indicator - (Do not key in this field.) The SSI Indicator displays when an individual is selected as a match from the list of potential matches.

Y - This person receives SSI.

N - This person does not receive SSI.

10. Press PF3 to end the SSN/Name Search function.

11. Press PF5 to refresh (clear) the SSN/Name Search screen.

12. Press PF7 to page backward from a list of potential match ID’s.

13. Press PF8 to page forward from a list of potential match ID’s.

C. Name Search Only

This function is used to identify an existing Individual ID. Up to thirteen (13) individuals may be listed and searched from one Name Search screen.

1. Enter ‘S’ in the F (Function) column.

2. Enter a minimum of first name, last name, and sex code; however, to narrow the search, enter date of birth, and the social security number.

3. Enter county number to search ID’s in a specific county.

4. Press Enter.

5. FSIS displays a list of potential match ID’s.

D. Social Security Number (SSN) Search Only

This function is used to identify individuals with the same Social Security Number (SSN) and potential matches when the last 4-digits of the SSN are used. Up to thirteen (13) individuals may be listed and searched from one Name Search screen.

1. SSN Search Using Entire SSN

a. Enter ‘S’ in the F (Function) column.

b. Enter the SSN in the SSN column.

c. Press Enter.

d. FSIS displays a list of potential match ID’s.

2. SSN Search Using Last 4-Digits of SSN

a. Enter zeroes for the first 5-digits of the SSN followed by the last 4-digits of the SSN.

b. Enter Individual’s First Name and Last Name.

c. Enter if available Date of Birth, Middle Initial and County Number to narrow the search of potential matches.

d. Press Enter. FSIS displays a list of potential match ID’s.

E. Name/Social Security Number Search and Individual ID Assignment

Use this function to do a complete Name Search. You may identify an existing Individual ID or assign a new ID. When completing Name Search for an application, you may search all individuals, up to thirteen (13), from one Name Search screen.

The minimum data to assign an individual ID is the first name, last name, date of birth, race, and sex code. Examples of names are outlined below. Further, no assignment of an individual ID is allowed with a social security number that is already present in the Common Name Database.

EXAMPLES:

Incorrect	Correct
Rip Van Winkle	Rip VanWinkle
Sarah B. Jones	Sarah B Jones
John Al-Amin	John AlAmin
B. Smith Jr.	B Smith Jr
Maria Rivero Gonzales	Maria RiveroGonzales

1. Enter ‘S’ in the F (Function) column. If more than one individual listed, enter ‘S’ for each individual.

2. Enter, at a minimum, first name, last name, date of birth, race code, and sex code. Enter the SSN, if available. If an individual has had multiple names, complete a name search using each name.

NOTE: HISPANIC NAMES SHOULD BE ENTERED IN FSIS AS RECIPIENT’S FIRST NAME, MIDDLE INITIAL, AND AS MUCH OF BOTH LAST NAMES POSSIBLE.

EX. Recipient’s name is Jose R Gonzales Bonilla. Jose is the recipient’s first name, R is the middle initial, last name Gonzales is the father’s last name and Bonilla is the Mother’s maiden name. Enter it into FSIS as Jose R GonzalesBon.

NOTE: IT IS MOST IMPORTANT THAT THE SEX CODE AND FIRST LETTER OF THE LAST NAME ARE KEYED CORRECTLY TO ENSURE A PROPER NAME SEARCH.

3. DO NOT ENTER A COUNTY NUMBER. If you are performing Name Search for an application, a statewide search is required, even if there may be an existing Individual ID. You CANNOT assign an Individual ID if you enter a county number.

Enter the necessary information following instructions listed above. Press Enter. FSIS searches one individual at a time, beginning with the individual on the first line. FSIS uses the data entered to screen each individual against all individuals in the Common Name Database. The individual may have FSIS case history, EIS history, or both. Only FSIS case history displays in Name

Search through FSIS. You must inquire in EIS to view EIS history. You can identify an ID having EIS history and/or FSIS case history if a county number is displayed under ‘ES CO’ (EIS) and/or ‘FS CO’ (FSIS).

You may use any Individual ID assigned to an individual. If an individual has more than one ID and one ID has EIS history, always use the ID that has the EIS history. If no ID has EIS history but has multiple FSIS ID’s, use the most current ID unless associated with a claim.

FSIS displays the following screen. When the Social Security Number is entered as part of the search criteria, FSIS completes name and SSN search at the same time. Individuals who match on SSN display first, then individuals who match on name and date of birth within 5 years. Only the first 120 potential matches display. When there are more than one page of potential matches, press PF8 to page forward one screen. Press PF7 to page backward to a previous screen.



4. From this screen you could identify the individual you are searching for, determine that an individual ID must be assigned, or determine that more research is needed.

Ü PF2 ENDS THE NAME SEARCH FUNCTION

Ü PF3 RETURNS YOU TO THE POTENTIAL MATCHES SCREEN

Ü PF4 RETURNS YOU TO THE INITIAL SSN/NAME SEARCH SCREEN

Ü PF9 Displays REL Screen all individuals.

a. If you have identified the individual you are searching for, enter an ‘X’ in the S (Select) column beside the matched individual and press PF3. FSIS returns you to the initial SSN/Name Search screen along with the demographic data from the Common Name Database.

b. If you have determined that an individual ID must be assigned, press PF3. FSIS returns you to the initial SSN/Name Search screen. Enter an ‘A’ to the left of the individual under F (Function) for which you wish to assign a new ID. Press Enter. This will take you to the REL Screen. Enter the appropriate codes and press PF1 to assign the ID.

c. Select R and press enter to view R/E/L for the individual.

d. If you have determined that more research is needed, enter ‘S’ under S (Select) column to view the FSIS Case Information List. Press Enter. FSIS displays the following screen.

e. Enter ‘S’ in the S (Select) column to view the FSIS case you wish to view. The C field indicates whether the case is active (A) or inactive (I). The I field indicates if the individual is part of the case. If an ‘N’ is present, the individual is not part of the case. The SLIN - Food Stamp Inquiry screen is displayed.

Ü PF2 ENDS THE NAME SEARCH FUNCTION

Ü PF3 RETURNS YOU TO THE POTENTIAL MATCHES SCREEN

Ü PF4 RETURNS YOU TO THE INITIAL SSN/NAME SEARCH SCREEN

f. From this screen, you may view dependents on the case by entering P/2, PF2 to return to the initial SSN/Name Search screen, or PF3 to return to the FSIS Case Information screen within the Name Search function. The SLIN - Dependent Inquiry screen is displayed below:

g. From this screen, you may view the case by entering P/I, PF2 to return to the initial SSN/Name Search screen, or PF3 to return to the FSIS Case Information screen within the Name Search function.

h. Continue the process until you have researched each individual entered on the initial SSN/Name Search screen. When each individual on the initial SSN/Name Search screen has been searched and matched information or an ‘A’ is displayed for the individual(s), press Enter.

(1) FSIS displays a message ENTER ADDITIONAL INFORMATION OR PF1 TO ASSIGN INDIV ID.

(a) If you entered an ‘A’ to assign an individual ID, FSIS displays the R/E/L Screen. Choose appropriate Race, Ethnicity and Language codes. Press PF1 to assign ID.

(b) If you had a matched individual, FSIS updates with the match ID.

NOTE: NO ASSIGNMENT OF AN INDIVIDUAL ID IS ALLOWED WITH A SOCIAL SECURITY NUMBER THAT IS ALREADY PRESENT IN THE COMMON NAME DATABASE.

(2) FSIS displays the message UPDATE COMPLETE-CONTINUE.

(3) FSIS retains the name, date of birth, race code, sex code, and SSN already associated with that individual in the Common Name Database. If any of this data needs to be changed, use the Name Change function after completing the Name Search ID assignment process for the group.

NOTE: PRESS PF3 BEFORE PRESSING PF1 TO EXIT NAME SEARCH WITHOUT UPDATING.

PRESS PF5 BEFORE PRESSING PF1 TO REFRESH (CLEAR) THE NAME SEARCH SCREEN WITHOUT UPDATING.

F. Inquiry of Active/Inactive Individuals Associated with a FSIS Case ID

This function is used to identify all individuals (with individual ID numbers) associated with the same FSIS Case ID.

From the SSN/Name Search screen, enter the FSIS Case ID by the CASE ID field. Press Enter. FSIS displays the following screen listing the individuals associated with the case.