Sending Notices to Authorized Representatives

When the IM-6AR Authorized Representative form has more than one conflicting authorization box checked, the most restrictive option must be applied to the participant.

• • • Example (MHN): Both options “Act on my behalf if I/we get MO HealthNet, including annual renewals and reporting changes” and “Submit an application on my behalf, but have no other authority to act on my behalf or receive correspondence from FSD. This person is not allowed to receive protected health information” are selected. Honor the most restrictive option.
      • • Exception: Honor both options when “Help me/us apply for MO HealthNet coverage” and “Act on my behalf if I/we get MO HealthNet, including annual renewals and reporting changes” are selected.
    • Example (SNAP/TA/MHN): If both “Access FSD Account Online” boxes are selected:
      • • SNAP/TA: The “only after I die” box negates the current access for online account access.
        • MHN: Not an issue. It authorizes both current and after death.
        • Note: The “Access FSD Account Online” boxes do not negate any of the other boxes. They are specifically about online account access. 

It is advisable to contact the participant and discuss if they intended to restrict this representative. If they did not, a new IM-6AR should be submitted with only the intended options selected.

For MHN, copies of system notices are sent to the participant’s designated authorized representative depending on what they have been appointed for:

• • • “Submit an application on my behalf” (MHN)– does not allow the authorized representative to receive any PHI or notices. 
    • “Help me/us apply”- authorized representative receives notices during the application process.
    • “Act on my behalf”- authorized representative receives notices until their appointment is revoked.

The authorized representative can only receive information about the participant(s) who signed the IM-6AR granting them access. They should not receive any information about any adults, age 18 or older, who have not signed an IM-6AR granting them access.

Notices that include information for those that did not sign the IM-6AR cannot be shared with the authorized representative. This includes:

• • • The participant’s spouse
    • The participant’s children, age 18 or older
    • Other HH members age, 18 or older

Their information must be redacted prior to sharing the notice with the authorized representative.  Generate manual notice(s) including only the information the authorized representative is authorized to receive. Mail a copy to the authorized representative and save a copy to the ECM.

NOTE: This does not apply to SNAP or TA cases as all participants are considered one household.

Prior to sending any notices to an authorized representative, staff must review what the authorized represented has been appointed for and what participants they are designated for. This information can be found on the IM-6AR or the authorized representative note on the person page. DO NOT send the notice to the authorized representative if:

• • • The authorized representative is not appointed to receive notices.
    • The authorized representative appointment is expired/revoked.
    • The notice(s) include information for other participants that did not sign the IM-6AR or designate the authorized representative.

The notice(s) can be shared after the information for the other participants has been redacted. Generate manual notice(s) including only the information the authorized representative is authorized to receive. Mail a copy to the authorized representative and save a copy to the ECM.

Authorization Details evidence populates on the Application Case when an Agency applies on behalf of the participant. This evidence does not qualify the Agency as an authorized representative; their authority is limited to making the application valid.

Follow the below steps to send a notice to an authorized representative:

1. 1. 1. If the Authorized Representative comment is not already present under the HOH Person Page then enter per Add a Note/Authorized Representative guide.
      2. Finalize the case. System notices in the Notice Queue will be generated and mailed in the overnight batch.
         • NOTE: Notices cannot be printed directly from the Notice Queue.
      3. Pause task in Current™ using reason Agency Action Required to be followed up on the next business day.
      4. System notices that print in the overnight batch will be available in the Communications folder to send to the authorized representative the next day.
         • From the HOH Person Page > Client Contact Sub Tab> Communications Tab > Toggle open the selected notice > Click the blue hyperlink next to View Notice to download notice.
      5. Print and mail the notice(s) and envelope addressed to the authorized representative.
         • Address can be found on the IM-6AR or the authorized representative notice on the person page.
         • Follow local office protocol to print and mail.
      6. Save a copy of the notice(s) and envelope to the ECM.
      7. Enter a comment on participant’s person page including what notices were sent to the authorized representative and complete task in Current™.

Prior to sending any notices to an authorized representative, staff must review what they have been appointed for and what participants they are designated for. This information can be found on the IM-6AR or the Representative Detail/FMJG screens in FAMIS.

In order to receive case information about a SNAP case, the Sub Program code in the “SUB PRG” field on AUTHREP/FMJ1 must say FSP.

DO NOT send the notice to the authorized representative if:

• • • The authorized representative is not appointed to receive notices.
    • The authorized representative appointment is expired or revoked.

The system will automatically send notices to the authorized representative for Non-Magi cases. Always check DOCQUE to make sure there is a “Y” to the far right under AR (Authorized Representative), if there is not a “Y”, check the MHABD Representative Detail/FMNG screen to make sure it is filled out correctly for notices to be sent to the authorized representative.

Follow the below steps to send a notice to an authorized representative for SNAP and TA:

1. 1. 1. If the authorized representative comment is not already present under the Representative Detail/FMJG screen, make a comment to record the representative’s information that is not recorded on that screen as well as verification. This includes requests made through EBT Hand Off.
         • To view the Representative Detail/FMJG screen from the AUTHREP/FMJ1 screen, select the authorized representative and press CTRL.
      2. Follow Generating FAMIS Documents to generate necessary notices manually; print 2 copies of each notice and mail manually to the authorized representative.
         • For approval, denial, or other notices that cannot be generated manually, print 2 copies of each notice and manually mail one to the participant and one to the authorized representative.
      3. After the notices are generated follow Editing FAMIS Documents to fill out the notices with the information needed.
      4. Print and mail the notice and envelope addressed to the authorized representative.  Staff must check the address to ensure the notice(s) are going to the correct individual(s).
         • The authorized representative’s address can be found on the IM-6AR or the Representative Detail/FMJG screen.
         • The participant’s address can be located on PRSNDTL/FM01 or ADRES/FM1G.
         • Follow local office protocol to print and mail. If using the Mailout Request make sure to do two separate requests, one for the participant and one for the authorized representative.
           • Some notices do not show as an option on the FAMIS Forms section of the Mailout Request, scroll to the bottom of the request and check the box next to “Other” then list the notice and any information regarding the notice.
      5. Staff must enter a comment on EUMEMROL including what notices were sent to the authorized representative and the address the correspondence was sent to.
      6. Complete/mark the task in Current™ accordingly.