Department of Human Resources 311 West Saratoga Street Baltimore MD Control Number: Issuance Date: December 1, 2006
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1 FIA INFORMATION MEMO Department of Human Resources 311 West Saratoga Street Baltimore MD Control Number: Issuance Date: December 1, 2006 TO: FROM: RE: DIRECTORS, LOCAL DEPARTMENTS OF SOCIAL SERVICES DEPUTY/ASSISTANT DIRECTORS FOR FAMILY INVESTMENT FAMILY INVESTMENT SUPERVISORS AND CASE MANAGERS, HEALTH OFFICERS, LOCAL HEALTH DEPARTMENT STAFF KEVIN M. MCGUIRE, EXECUTIVE DIRECTOR, DHR, FIA CHARLES E. LEHMAN, EXECUTIVE DIRECTOR, DHMH/OOEP MMIS CODES for MEDICAID CITIZENSHIP and IDENTITY PROGRAM AFFECTED: MEDICAL ASSISTANCE (MA) ORIGINATING OFFICE: OFFICE OF PROGRAMS SUMMARY: Effective July 1, 2006, due to federal regulatory changes based on the Deficit Reduction Act of 2005, all persons declaring to be U.S. citizens must provide documentation of their citizenship and identity at the time of the initial application or annual redetermination for Medicaid. In Maryland, this federal change applies to Medical Assistance (MA), Maryland Children s Health Program (MCHP), Long-Term Care, Primary Adult Care (PAC), HealthChoice, Women s Breast and Cervical Cancer Health Program (WBCCHP), and all Waiver Programs. It does not apply to Medicare beneficiaries, presumptively eligible newborns, and SSI recipients. DHMH will no longer be sending the DRA letter files to DSS or the LHD since the information will now be available on MMIS. The letters will continue to be mailed to the recipients. DHMH has created a new field on MMIS to display citizenship and identity codes. This new field is on Screen 1 and is the CITZ-IDEN field. This new field will contain a total of 4 characters. The first 2 characters will be a 2 digit alpha code to indicate citizenship verification by DHMH through various sources including data matches and the DHMH Central Repository. The second 2 characters will be a 2 digit numeric code to indicate identity verification by DHMH through the same sources. ACTION REQUIRED: Caseworkers must now check Screen 1 on MMIS to determine if the necessary proofs for citizenship and/or identity have already been obtained by DHMH. If the codes on Screen 1 indicate that the proof for citizenship has been obtained by DHMH, then the worker should not be requesting additional proof. Likewise, if the codes on Screen 1 indicate that the acceptable proof for identity has been obtained, no further proof of identity is needed.
2 There are codes that indicate Not Verified. If there is a ZZ in the citizenship field it indicates that DHMH has no acceptable proof for citizenship. Likewise, if there is a 00 in the identity field it indicates that DHMH has no acceptable proof for identity. In such cases, the caseworker must request the necessary proof from the applicant or recipient. If the caseworker later receives the proof of citizenship and/or identity, they must send a copy of the proof to DHMH Medicaid Verifications, P.O. Box 2075, Baltimore, Md , so that MMIS Screen 1 can be re-coded correctly. The new codes for MMIS are attached to this Information Memo. A copy of MMIS Screen 1 is attached with the new CITZ-IDEN field enlarged and in bold. The citizenship code is VS for Vital Statistic Record Match, and the identity code is 00 meaning Not Verified. INQUIRIES: For policy questions, contact the DHMH Division of Eligibility Policy and MCHP at or (select option 2 and request extension 1463). For CARES questions contact Cathy Sturgill at cc: DHR Executive Staff Constituent Services FIA Management Staff DHR Help Desk DHMH Management Staff 2
3 Citizenship Codes for MMIS Exempt: MC Medicare SI SSI Tier One: PP Passport CN Certificate of Naturalization CC Certificate of Citizenship Tier Two: VS Vital Statistic Record Match Tier Three: BC U.S. Birth Certificate MR Military Record (official military record of birth) CS Civil service employment by U.S. government AD Final Adoption Decree for a child born in the U.S. CA Certificate of citizen born abroad CI U.S. Citizenship identification card AI American Indian card NM Northern Mariana card Tier Four: HR Hospital Record IR Insurance Record (must show place of birth) Tier Five: FC Federal Census record for DR Doctor, hospital, clinic or other medical record showing a place of birth OR Other Records showing a U.S. place of birth and created at least 5 years before the initial application date for MA or MCHP: An amended U.S. birth certificate A U.S. State Vital Statistics official notification of birth registration Signed statement by a physician or mid-wife who attended the birth Institutional admission papers (e.g. nursing facility) Seneca Indian tribal census record Bureau of Indian Affairs tribal census records of the Navajo Indians Affidavits: AF All affidavits for citizenship Not Verified: HN Hospital newborn, categorically eligible, valid for 15 months from DOB (P03, P12) ZZ Nothing on file Revised October 25,
4 Identity Codes for MMIS Valid for ALL ages: 01 Medicare/SSI data match 02 Government Identification with photograph and/or identifying information included on drivers license---name, age, sex, race, height, weight or eye color (includes PP, CN, CC, MVA ID card) 03 Food Stamp data match 04 TCA data match (F01, 02 and 03) 05 Driver s License 06 U.S. military ID card or draft record or U.S. Coast Guard Merchant Mariner Card 07 U.S. Passport with limitation (can only be used for identity, not citizenship) 08 Certificate of Indian blood or other U.S. Tribal document 09 School ID Card /nursery or day care card with photograph 10 to 19 For future use Valid ONLY for children younger than 16: 20 School record/nursery or day care record 21 Written affidavits signed by the child s parent or guardian 22 Newborns made eligible through the 1184 process (good until age 16) Not Verified: 00 Identity not verified Revised October 25,
5 11/03/06 RECIPIENT ELIGIBILITY DISPLAY SCREEN 1 INQUIRY REISSUE: LAST TRANS: USER: 111 RECIP-ID: HOH/CASE-NUM: BATCH-UP: ORIG-ID: CARES-IRN: PREV-UP: CURR-ID: SSN: MEDICARE-NUM: NAME: ABCDEF GHIJKLM N A/P Y ELIG: 001 (PF1) HOH: ABCDEFG H IJKL APPL-DT: HMO: (PF2) ADDR: 1234 ABCDEF INSR: V9 TPL: MEDICARE: (PF3) ADDR: DEC-DT: LTC: (PF4) CITY: BALTIMORE BIRTH: WAIVER: (PF5) STATE: MD ZIP: RACE: C SEX: F MANAG-CARE: (PF6) PHONE: HOSP-NUM: NEW-IDS: 015 (PF7) RES-CNTY: 03 BALT COUNT DT-OF-ENTRY: SPECIAL PROGRAM (PF8) CITZ-IDEN: VS 00 DIST-OFF: 999 UNIT: DEATH: MCO: M (PF9) INCOME: ASSETS: ORIGIN: Z CARES-DT: SCREEN-DT: EPSDT: N RETURN-CD: VCN: 0 ISSUE-DT: ELIGIBILITY SPANS NO BEGIN END COV TYP CAT SCP SPLIT-AMT CIT SRC CN-RSN EVS-DT LST-TRAN G S09 N C D
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