Add a Note/Add an Authorized Representative

NOTE: MEDES does not have a field to capture Authorized Representative details.  Follow direction below to record notes regarding an authorized representative.

 

Authorized Representative (IM-6AR) form:

  • When all boxes are checked regarding the role of the Auth Rep, only the most restrictive option must be given to the Auth Rep.
  • Staff should try and contact the participant and discuss if they intended to restrict this representative.  If they did not, a new IM-6AR must be submitted with only the intended options selected.

 

For an Authorized Representative, a comment must be entered in MEDES on the Head-of-Household’s Person Page> Client Contact sub-tab > Notes folder regarding the Authorized Representative.

 

CUSTOMER SERVICE CENTER STAFF: Notes in MEDES:

  • Should be attached to the Head-of-Household (Primary Applicant) Person Page > Client Contact sub-tab > Notes folder
  • Subject line should be ‘(insert time of call and topic of call)’
  • Medical Information can be captured in notes if relevant to determining eligibility
  • Follow the same rules for the MEDES note content as the EUMEMROL comment
  • Anytime a change is reported or information provided on a MEDES case that can affect a FAMIS case, notes should be left in both systems and the change processed according to current procedures for both systems
  • All staff should always include the best call back number for the participant in every note entered

 

SOP: MEDES Notes and Comments SOP

 

TO ADD A NOTE FOR AN AUTHORIZED REPRESENTATIVE IN MEDES

    1. The list below are the items you must comment on for an Authorized Representative. Please copy this list and paste into the Authorized Representative comment on the Head-of-Household Person Page > Client Contact sub-tab > Notes folder:
      • Participant Name & DCN:
      • Date IM-6AR Signed by Participant:
      • Date IM-6AR Rec’d:
      • AR Org. Name:
      • Designated Person/Name of AR:
        • Address:
        • Telephone:
        • Email:
      • AR Responsible For:
      • Permission to Disclose PHI & Other Info:
      • Add’l Info:
    1. In the AR Responsible For field, copy the role the Authorized Representative and paste in the AR Responsible For field:
      • Helping apply for MHN.
      • Helping apply for Food Stamps.
      • Acting on behalf for MHN coverage, including reviews & reporting changes.
      • Acting on behalf for FS, including reviews & reporting changes.
      • Helping apply for MHN & FS.
      • Acting on behalf for MHN coverage & FS, including reviews and reporting changes.
      • Helping apply & acting on behalf for MHN.
      • Helping apply & acting on behalf for FS.
      • Helping apply & acting on behalf for MHN & FS.
      • (Not Indicated.)

NOTE: You must still manually type the Subject Line in the subject heading box.

    1. In the Permission to Disclose PHI & Other Info field, type Yes or No depending on the participant’s answer to this question.
    2. Select Save