PM 22-01-04.

Enrollment

  1. Enroll a Medical client in a long term care facility in the Group Care Batch Mail System for:
    • new approvals (TA 11)
    • actions to restore assistance (TA 12)
    • transfer-in of active cases (TA 40)
    • regular roll actions (TA 31)
    • SWAPs to Medical (TA 81 or TA 82)
    • to correct a basic number (TA 62).
  2. Enter the long term care facility's identifying 4-digit agent code in Item 45 of Form 552. This number is in the Group Care Batch Mail Directory.
    1. Enter a dash in the first position.
    2. Enter the 4-digit agent code for the long term care facility in the last 4 spaces.
    3. Enter Items 11-23. Enter code 13 or 15 in Item 20. If code 13 or 15 is not entered, the entry will not process.

Example: A client lives in a long term care facility and applies for Medical. See WAG 17-02-04 to approve the case. Enter a dash in the first position of Item 45, followed by the long term care facility's 4-digit agent code.

Client is Exempt

  1. Enter the 5-digit exemption code in Item 45 of Form 552. The first digit will be E. Client has a legally appointed guardian or conservator who has requested that the MediPlan Card be mailed to them.

    The last 4 digits are the month and year the Form 552 is coded, for example: E0896. 

Change of Long Term Care Facility

To change a Long Term Care address to a different facility within the same FCRC boundaries via ACM, see WAG 18-07-02-b.

Disenrollment

When a long term care client moves out of a facility, disenroll the client from the Batch Mail System.

  1. Follow WAG 18-07-02 and see WAG 26-04-08 to use Long Term Care Update Authorization Document.
  2. Line out the agent code number in Item 45.
  3. Make sure Item 20, Shelter Arrangement, is not coded 13 or 15. The entry will not process with either code.
  4. Send Form 552 showing the client's new address.
  5. Transfer the case to the appropriate caseload.

Case Transfers

When a long term care client moves to a facility outside the FCRC boundaries, see WAG 18-07-03.

Monthly Listing

Local offices receive a monthly updated report called, "Batch Mail System - Group Care Listing". Cases are listed in alphabetical order within the long term care facility. The list contains:

  • client's name,
  • case number,
  • facility's name and address, and
  • facility's Batch Mail Agent Code.

Check the long term care facility caseload against the listing to make sure Item 45 is completed correctly.