How to Handle Multiple Applications and/or an Existing Integrated Case

When a participant files an additional application while there is already an Application Case or Integrated case, follow the directions below for the specific situation.

    1. Application Case Already Exists
    2. Participant applied multiple times and systematically withdrew the most recent application(s), leaving the original
    3. Integrated Case Already Exists

 

 

Application Case Already Exists

NOTE:

    • If ONLY registering (not trained to process), do not register the new paper application. Update Current™ task for NL CHANGE MAGI and re-queue per Incorrectly Queued Current Tasks guide.
    • If registering and processing, do not register the new paper application.
    1. Compare information in the new Application Case or paper application to information in the old Application Case

NOTE: The lower Application Case reference number identifies the older Application Case

 

    1. If information in the new Application Case or paper application is different than the old Application Case, edit the information in the old Application Case to match the new Application Case
    1. Withdraw all other pending Application Cases and do not register the new paper application
    2. Delete automated notices from the Notice Queue
    3. Make a comment on the HoH Person Page to include:
        1. The withdrawal of the new application
        2. Any changes between the two applications
        3. The duplicate application was used to update the pending Application Case already in MEDES

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Participant has applied multiple times and systematically withdrew the most recent application(s), leaving the original

    1. Go to the Person Page of each case in which you work to locate a comment indicating the application you are processing falls into this category.
    2. The comment will state ‘Multiple applications received. Newest application(s) systematically withdrawn; worker will review new application(s) to address any changes reported.’
    3. If this comment is located, navigate to the Person Page for the HOH and click the Information sub- tab to locate the application that was withdrawn.
    4. The application will display a status of ‘Closed’.

NOTE: There may be multiple applications that have been withdrawn. You will need to continue to use the approved process of only looking at the most current application for any changes in information.

 

    1. Once the latest application is located, view the Evidence Dashboard to determine if any changes need to be made to the original application (i.e. address, phone, household composition, etc.)
    2. Update the information from the most current application to the original application following normal processing procedures.

NOTE: You may find a person page with multiple applications remaining. This should be due to applications have been received from a different HOH. These cases will need to be worked with the same process of working the oldest application with the most current information.

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Integrated Case Already Exists

Tools: Application Processing when an Integrated Case Already is Active

Compare information in the new application or Application Case (AC) to information in the active Integrated Case (IC). Take one of the following actions based on what you find:

    1. Are the HoH the same (or spouses of each other) on both the application and IC? Review IC and AC for HOH: Evidence Dashboard > Application Filer > HOH is the participant listed as the application filer.
        • Yes- Follow direction in Managing an Integrated case guide and treat the app as a Change in Circumstance (CIC).
            • NOTE: Refer to the Annual Renewal MAGI guide if the IC has the “Under Renewal” watermark, or IM-1SSL was received within 90 days of the case closing due to failure to return IM-1U. Use the application to complete the renewal.
            • Do not register the application, if the application is already registered then the AC can be withdrawn.
            • If not trained to process changes. Update the Current™ task for ‘NL CHANGE MAGI’ and re-queue per Incorrectly Queued Current Tasks guide.
        • No- Register the application per the Entering an Application in MEDES guide under the Person Page of the person who signed the application, if not already registered, then process the application per the Processing an Application Case guide.
            • NOTE: This could also be an add or remove person.
            • If not trained to process, register the application only. A processing task will be created in Current™.

 

PENDING VERIFICATION

    • Verification required on IC:
        1. Do not apply evidence changes unless an address change was also reported, then follow direction in MAGI Address Change on IC guide.
        2. Send 31A from IC.
        3. If the participant fails to provide the requested verification, the system will start the adverse action period to end benefits for the HH.
    • Verification required on AC:
          1. Send 31A from AC.
          2. If the participant fails to provide the requested verification, the system will reject the AC

       

 

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