WAG 02-05-03: Screening and Registration for Mail-in or Faxed Applications

PM 02-05-03.

  • Review an application form received via mail or fax from a customer (or a 3rd party representing a customer) or hospital deleted manual textfor completeness and required signatures. If application forms from these sources are incomplete, do not register them. Return them to the sending source for completion.
  • If the Application for Payment of Medicare Premiums, Deductibles and Coinsurance (HFS 2378M) is received without the required signature, do not register it. Return it to the applicant for completion.
  • new manual textLong term care Nursing Facility (NF) and Supported Living Program (SLP) providers must submit applications using ABE when filing an application for an individual in their facility. Do not accept paper applications submitted by an LTC or SLP facility including Mail-In Application for Medical Benefits (HFS 2378H) or Request for Cash Assistance - Medical Assistance - Supplemental Nutrition Assistance Program (SNAP) (IL 444-2378B). When a facility submits a paper application, return the paper application and request the facility resubmit using ABE. Never request a paper application when the application has been submitted using ABE. Facilities are encouraged to scan and upload HFS 3654/HFS 3654S, Additional Financial Information for Long Term Care Applications and any available verification documents when submitting the ABE application to expedite processing. The FCRC sends HFS 3654, (PM 01-02-01-a, WAG 01-02-01-a) when the form is not included with the application. Accept hard copy HFS 3654 and verification documentation from the facility. Accept paper applications when an individual or someone applying on behalf of an individual, other than the facility, submits the application.
  • revised manual textThe Request for Cash Assistance - Medical Assistance - Supplemental Nutrition Assistance Program (SNAP) (IL444-2378B) must be accepted as a valid application and registered if:
    • Only the first page is received with a name, address, and signature; or 
    • The customer submits a version that does not have the updated (Yes) or (No) option; and/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, 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) to the customer 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.
  • new manual textDo 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.
  • new manual textAll paper applications should be scanned through DataCap. After processing in Datacap, IES will create a task in the Screen New Applications queue.
  • revised manual textRegister the application the same day as received or by the next work day, if possible.  For paper applications, the application date is the first workday the office receives the application before 5:00 p.m. See PM 02-04-06 and Application Registration Wizard. For SNAP households that are eligible for expedited service in the month of application, a prompt review and registration of the application is important to ensure that expedited SNAP benefits are available to the household no later than close of business on the 5th calendar day after their application date.