WAG 02-05-02: Registration

PM 02-05-02

  1. revised manual textReview the paper application Request for Cash Assistance, Medical Assistance, Supplemental Nutrition Assistance Program (SNAP) (IL444-2378B) for completeness and required signatures. The paper application is scanned via Datacap, and a task is created for workers to process in the Screen New Application queue. It must be accepted as a valid application to register even if:
    • The customer submits a version that does not have the updated (Yes) or (No) option. Do not require the customer to complete another IL444-2378B; or
    • It only contains a name, address and signature and other sections are incomplete. If received with just a name, address and signature, register the application for Cash, Medical and SNAP (see PM 02-04-04 , WAG 02-04-04); or
    • The customer submits and only checks one box. For example SNAP is checked, but does not check a box for Medical and Cash, the application must be registered for all programs; or
    • Medical is the only program selection, the application is registered for medical benefits only. This includes applications marked with a (Yes) or (No) response to a program request to indicate whether a person is applying for the benefit. This may be a hospital application, an application for long-term care, a short spenddown application, or a QMB or SLIB application or an MSP application. If additional information is needed, send a Verification Checklist (IL444-0267) requesting the information needed to process the medical only application. If the customer does not respond or there is an inadequate response, the application is denied; or
    • It is submitted without a program choice, but other sections are completed and there is a name, address and signature, register the application for all programs.
    • Do not return the application to the customer simply because a program selection was not made. At the interview, confirm the customer's request for benefits. Take the appropriate action to review and update the program requests. The Review/Update Program Request Wizard provides instructions to assist workers in determining if all requested programs have been registered and all individuals requesting the programs have been added to the request. Other program requests may be added, if necessary. Document all action taken, including the customer's decision to not apply for a benefit even if eligible
  2. revised manual textIf applying through ABE,
    1. The customer must select (Yes) for at least one benefit program and every benefit question must be answered for each person applying for benefits before the customer can continue with the application process.
    2. If the customer selects (No) for every program, an error message will display to select (Yes) for at least one program.
    3. If the customer does not answer (Yes) or (No) for each program, an error message will display to select (Yes) or (No) for each program.
  3. Initial applications for Cash, SNAP, or Medical must be registered in IES.
  4. Once an ABE application is selected from the EDM, or the paper application IL444-2378B is received, or the walk-in customer is seen, proceed to Application Registration in IES.
  5. If an ABE application was submitted, then retrieve the ABE application from the EDM Inbox and continue to Application Registration. In Application Registration, review the data that was prefilled from ABE. 
  6. If a paper application IL444-2378B is submitted or a person walks in to a local office and is able to be seen that day, go to Application Registration.
    • The newer version of the paper application will have the (Yes) or (No) options for the customer to indicate the program benefits they are requesting. 
    • If an older version of the paper application IL444-2378B is received and does not have the (Yes) or (No) options, accept the application if it meets all other requirements to be a valid application.
  7. In Application Registration, enter the data either from the receipt of the paper application or based on the interview with the applicant.
  8. Customers that are able to walk-in to the FCRC and be interviewed that day do not need to complete an ABE or paper application IL444-2378B but the FCRC may choose to have the customer complete a paper application while they wait for the interview.
  9. If the customer did not complete and sign a paper application in the waiting room, then the caseworker prints the Combined Application Form (CAF) for the customer to review and the Application Summary and Rights and Responsibilities page in IES for the applicant to sign.
  10. The caseworker scans the signed entire paper application or the signed Application Summary and Rights and Responsibilities page in IES and uploads to IES.
  11. Add the correct programs for each individual. If a worker must add or withdraw a program on the application after clicking submit, they must add or withdraw the program from the case in Data Collection.
  12. At the end of Application Registration, the application is routed to either a worker or a queue based on the office setup.
  13. If routed to a queue, then the application is routed to the No Interview - Initiate Data Collection queue or the Interview Required - Initiate Data Collection queue. Even though the system routes applications based on IES routing rules, the worker can immediately navigate to Data Collection to reassign the application to themselves if the interview is being conducted the same day. After the application is routed the worker enters the date of the scheduled appointment on the Application Registration Summary screen.

ABE Application on Active Cases

revisedx manual textIf an ABE application is received from someone that has an active case or is trying to complete a redetermination, search to see if a there is an existing case or application. If is determined that the application needs associated, select the type of association from the dropdown. See Associate Application (ARASC), Application Association and Register Application - Application Wizards.

Program Request

Workers need to add the correct programs for each individual. If staff must add or withdraw a program on the application after clicking submit, they must add or withdraw the program from the case in Data Collection.

Application Date

The application date cannot be changed after clicking submit in the application registration process. If the incorrect date is entered, staff need to re-enter the correct date prior to hitting submit. Make sure the correct date is entered. If the correct date is not entered, withdraw the application and re-register.

Scanning and Uploading Documents

After the Application Registration process, the worker can upload customer documents and associate with the application on which they are working. The worker will be able to view these documents in IES.

  • Items are indexed to the individual/case in IES and loaded into Content Manager.
  • When scanning original documents provided by the customer, verify the document is scanned and legible and return the original document to the customer.
  • Once documents are uploaded into IES and verified, shred any paper copies and delete the pdf from the hard drive to avoid overloading the memory on computers.
  • When staff print the CAF and has the customer read and sign the signature page, the worker only needs to scan the signature page to upload to IES.

After the case is certified, workers can view the documents in Worker Portal by selecting "View Data Collection Screens (Read Only)" case action and selecting the ECR icon on any page in Data Collection.