When to Apply Evidence on an IC When an IM-31A Needs to be Sent

Due to a change in household circumstances a IM-31A may need to be sent due to adding new participants or updating evidence. If a participant or evidence is added to a case, evidence is created and can be seen in Items to Verify and Evidence in Edit.

  • All evidence in “Items to Verify” should be verified that can be, before a IM-31A is sent.
  • Only certain evidences in “Evidence in Edit” should be applied, before a IM-31A is sent.
    • Address Changes; so the IM-31A will go to the correct address*Do not apply address change on an Add a Person only those currently on the case.
    • Missing mandatory evidence the system is requesting to send the IM-31A
  • Evidences located in “Evidence in Edit” that would change a LOC should not be applied if a IM-31A needs sent.
    • Applying all the “Evidence in Edit” before sending a IM-31A creates an incorrect proposed determination due to the system is determining coverage on the evidence currently in the system, and not the evidence requested to complete a reassessment of the case. This incorrect determinations is flowing downstream to MXIX and granting coverage to clients that may not be eligible without a finalization in MEDES.

NOTE: When an IM-31A is sent requesting evidence it will print the evidences that are currently in “Items to Verify” in MEDES on the front of the IM-31A. Additional evidence that does not have a verification item will need to be requested in the Free Form area of the IM-31A. If a new IM-31A needs sent this can be done at any point of the IM-31A process up to the last day of the Adverse Action Process. Re-sending a IM-31A from MEDES will restart the AA process and notices do not need to be deleted as new notices will be created.

 

ITEMS TO VERIFY AND EVIDENCE IN EDIT ON AN IC – Prior to Sending IM-31A

When completing a CIC you must first follow steps in MEDES resources on the type of CIC you are completing

ITEMS TO VERIFY- Prior to Sending a IM-31A

    1. From the Integrated Case page> Evidence sub-tab> Dashboard folder
    2. Click Items to Verify and make your verifications here.
      1. Once an item is verified, it moves to Evidence In Edit.
      2. Items left in Items to Verify will print on the front of a IM-31A. See Generate Request for Information on MEDES Resources for how to Generate a IM-31A.

EVIDENCE IN EDIT – Prior to Sending IM-3131A

    1. From the Integrated Case page> Evidence sub-tab> Dashboard folder
    2. Click Evidence in Edit this is the information that needs to be applied to a case to make a determination

NOTE: If a IM-31A needs sent, DO NOT apply any evidence that would make a LOC determination change on a case. Requested information is needed to make a determination so only apply evidence needed to send IM-31A or mandatory information the System is requesting to send the IM-31A

    1. Apply address changes if you have them.*If you have an “Add a Person” DO NOT apply there address information or MEDES will want all their mandatory evidence to be applied
    2. Click Send notice for…Outstanding Wizard to generate an IM-31A

NOTE: If you get an error that some mandatory evidence needs to be applied only apply the mandatory evidence the system is requesting you apply to send the IM-31A

    1. Complete the process in the Generate Request for Information

VERIFICATION ITEMS TURNED IN

    1. Verify all your Items in Items to Verify
    2. Apply the Evidence in Edit (EIE) if ALL the requested information has come in to make a determination on the case
    3. Review the proposed determinations and finalize if they are correct
    4. If the proposed determinations are not correct, troubleshoot the case until you receive the correct determinations and finalize

VERIFICATION ITEMS PARTIALLY OR NOT ALL TURNED IN

    1. If any or some of the requested verification is turned in anytime between the expiration of the IM-31A verify the Items you can verify.
    2. Do not apply the Evidence in Edit if there is still missing verification.
    3. Allow the case to start the Adverse Action process at the expiration of the IM-31A
    4. Send a Manual rejection notice to any client that was an “Add a Person” or CIC for a better LOC (example: MPW) and send a copy to the ECM.
    5. Do not apply any of the (EIE) let the system complete the Adverse Action Process and close the current LOC case for not providing Requested Verifications or Non-Cooperation.
    6. MEDES will send the closing notices on this case. See the Notices Triggers guide for clarification on what notices go when

NOTE: If the HOH reapplies after a case has been closed and still has Items to Verify and Evidence in Edit in MEDES, follow the instructions in the How To Handle Items To Verify & Evidence In Edit Left On Integrated Case guide