Registering DCFS Applications in IES

Processing Steps for DCFS Applications

The following outlines the general steps DCFS staff take when registering and maintaining DCFS cases. The DCFS application is a DCFS authorization for medical coverage. As an administrative function, there are no actual applications associated with these cases. The section that follows includes specific scenarios and how to handle each scenario in IES.

Fields marked with a red star (*) are mandatory.

IES Tip: Before registering an application, perform an Individual Inquiry for the Head of Household and all other individuals listed on the application to see if they have an open case. IMPORTANT: The Active column on the Individual Search page indicates if the Individual ID is active in IES, NOT if the customer has an active case. Searching by name and date of birth returns the most accurate results for Individual IDs that are active in IES. If an active match is found, click the name hyperlink in the Search Results to view all associated cases and determine if the individual is already receiving benefits.

STEP 1: Begin Application Registration

  1. 1. From Left Navigation, select Application Registration - Register an Application.
  2. The Register Application-Application page displays.

3.   Complete the page

    1. Policy Tip: Enter only required fields:
      • Date Received: Should reflect the case open/placement date
      • Written Language/Spoken Language: If the written and/or spoken language is not known, leave as English and update when information is available
      • Source: Select Fax-in
      • Primary Applicant: Enter the child/youth's name here

4.Date Received: Should reflect the case open/placement date

5. Written Language/Spoken Language: If the written and/or spoken language is not known, leave as English and update when information is available

7. Source: Select Fax-in

8. Primary Applicant: Enter the child/youth's name here

9.  Click [NEXT].

  • The Register Application- Address page displays.

IES Tip: Access IES Wizards, helpful step-by-step instruction on completing each page in IES, by clicking the Help icon in the top  right-hand corner of each page in IES. Page-level help can also be found by clicking the icon next to the page title.


STEP 2: Record Child's Address

  1. Enter the child's address. Click [Add].
  2. Review the address in the Address Summary section.
  3. If the address is correct, click [Next]. The Register Application - Type page displays.

IES Tip: The address entered on this page is used to mail the child's medical card.

Helpful Wizards

  • Begin Application Registration
  • Record an Approved Representative
  • Record an Address


STEP 3: Select the Type of Application being Registered

  1. On the Register Application- Type page, if the worker is a DCFS user, the question, Is this a DCFS application?, defaults to 'Yes'. All other fields are marked, 'No'.
  2. Click [Next]. The Register Individual - Individual page displays. Complete this page. Refer to the Help Wizards below for assistance in completing the Application Registration pages.

Policy Tip: The individual entered on this page is the DCFS ward (not the foster parent, guardian or adoptive parent).

Policy Tip: If the child's SSN is not available, leave the field blank.

3. Click [Next]. The File Clearance - Results page displays.

Helpful Wizards

  • Register Individuals
  • Record an Alias Name


STEP 4: Determine if the Child is Already has an Individual # in IES


1.  Individuals display with similar names and dates of birth that are already known to IES, on the File Clearance Results page.

IES Tip: IES only returns a score of 100% if all six data elements for an applicant: First and Last Name, Month, Day, and Year of Birth, and SSN are exactly the same as in the MCI, and will not establish a new Individual Number for the applicant.

For other potential matches not matching all six data elements, caseworkers must review the search results to determine if the individual exists or not in the MCI.

2. Determine if the child is already included in the Master Client Index (MCI) and has been assigned an Individual #.

3. Indicate whether or not this is a new individual.

IES Tip: IES performs file clearance on the ward that has been entered as the primary applicant, not the foster parent, guardian or adoptive parent. Keep in mind that a foster parent may be an approved representative on several cases if more than one child is in this person's care.

4. Click [Next]. The Register Individual - Summary page displays.

5.The child now has an Application Number and an Individual #. If all the information is correct, click [Next].

6. The Register Application - Clearance Results page displays. This page displays information that IES is able to verify about the child using electronic data sources.

7. Click [Next]. The DCFS Individual - Details page displays

Helpful Wizards

  • Review File Clearance Results
  • Associating Individual Numbers and Case Numbers
  • Register Other Individuals
  • View Clearance Results in Application Registration

STEP 5: Complete the DCFS Individual - Details page

This is the first DCFS specific page queued for the DCFS intake cases. This page collects individual information on the DCFS ward such as citizenship status, verification of SSN and temporary RIN. Payee Information and Facility/Provider information are collected, if applicable. Information is prefilled from electronic data sources if an SSN for the individual was provided on the Register Individual - Individual page and the interface/clearance returns a valid result.

  1.  Complete the following fields for the DCFS ward within the Individual Information section as needed:
    •  SSN: Displays the individual's social security number. If the SSN is not available, this field is blank
    •  SSN Verification: Select the social security number verification from the drop-down list
    •  US Citizen?: Select whether or not the individual is a US Citizen from the drop-down list
    •  Citizen Verification: Select the US Citizenship verification from the drop-down list
    •  Non-Citizen Status?: Select the Non-Citizen status from the drop-down list
    •  Non-Citizen Verification: Select the Non-Citizen status verification from the drop-down list
    •  State of Residence?: Select the individual's state of residence
    •  Residency Verification: Select the individual's state of residence verification
    •  Existing RIN #: Displays the individual's RIN number assigned by IES
    •  Temporary RIN #: Enter the temporary RIN
    •  DCFS ID: Enter the individual's DCFS ID
  2. In the Payee Information section, the ward's name appears as default. The medical card is addressed and mailed to the primary applicant (the ward). Complete the following fields within the Payee Information section, as needed, to record the person or entity providing foster care or the KinGap guardian or adoptive parent:
    • Prefix: Select the Payee's prefix from the drop-down list
    • First: Enter the Payee's first name
    • Middle: Enter the Payee's middle name
    • Last: Enter the Payee's last name
    • Suffix: Select the Payee's suffix from the drop-down list

3. Complete the following fields within the Facility/Provider Address section, as needed:

  • Facility Type: Select the facility/provider type from the drop-down list
  • Facility/Provider #: Select the facility/provider number from the drop-down list
  • Facility/Provider Name: Select the facility/provider name from the drop-down list

4. Complete the following fields within the Facility/Provider Address section, as needed:

  • Street #: Enter the facility/provider street number
  • Fraction: Enter the facility/provider address fraction if applicable
  • Pre-Direction: Select the facility/provider pre-direction from the drop-down list
  • Str. Name/Rural Addr: Enter the facility/provider street or rural address name
  • Street Type: Select the facility/provider street type from the drop-down list Dwelling Type: Select the facility/provider dwelling type from the drop-down list
  • #: Enter the facility/provider dwelling number
  • Address Line 2/PO Box: Enter the facility/provider address PO Box
  • Residency County: Select the facility/provider county of residence from the drop-down list
  • City: Enter the facility/provider city
  • State: Select the facility/provider state from the drop-down list
  • Zip Code: Enter the facility/provider zip code

5. Click [Next]. The DCFS Eligibility - Details page displays.

STEP 6: Complete the DCFS Eligibility - Details

The DCFS Eligibility - Details page is the second DCFS specific page queued for DCFS intake applications. The purpose of the DCFS Eligibility - Details page is to collect the DCFS Eligibility Information, as well as allow workers to request a new medical card.

Medical cards requested on this page trigger a new Medical card to be mailed out after the worker clicks [Submit] on the final page. The MANGP code is automatically generated in the background and sent to the RDB after the application is submitted.

IES Tip: When this page loads, IES checks for the following conditions:

  • Individual is 18 years old
  • DCFS Medical Category is Foster Care
  • Medicaid Eligible is Yes
  • Has the individual met the eligibility test for ACA Former Foster Care is NOT set to Yes (instead is blank or No)

If all conditions are met, a message displays at the top of the page stating "This individual may meet the criteria for ACA-Former Foster Care, please review."

  1. Complete the following fields within the Eligibility Information section, as needed:
    • Has this individual been determined IV-E eligible?: Until enhancements are made to the IES Application Registration module for DCFS, always answer Yes or PEND from the drop down list to determine whether the individual been determined IV-E Eligible Instructions for determining Former Foster Care eligibility will be issued separately
    • Date Determined: Enter the date that the IV-E eligibility was determined
    • DCFS Medical Category: Always select the DCFS Medical Category. The drop-down list includes Adoption Assistance, Child of Ward, DOC, Foster Care, and KINGAP
    • Medicaid Eligible: Select from the drop-down list whether the individual is Medicaid Eligible. Until enhancements are made, do not select PEND.
    • If no longer with DCFS reason: Select from the drop-down list the reason why the individual is no longer DCFS eligible. If the DCFS case is to remain active and IES is requiring a reason, confirm the answer in the IV-E determination question is Yes or PEND
    • Has this individual met the eligibility test for Former Foster Care?: Select whether the individual has met the eligible test for Former Foster Care from the drop-down list. Leave the default as "NO" unless the case is being canceled
    • Does the individual qualify for Continuous Eligibility?: Select whether the individual qualifies for Continuous Eligibility from the drop-down list. Leave the default as "NO" unless the case is being canceled
    • Out of state placement?: Select whether the individual has out of state placement from the drop-down list
    • State: Select the state if there is out of drop-down list
    • Eligibility Begin Date: Enter the eligibility begin date. This is the date the DCFS Medical Category began/ changed or the date Continuous Eligibility began. Future dates are not allowed. Dates more than 6 months in the past are not allowed.
    • Eligibility End Date: Enter the date DCFS closed the case. If Continuous Eligibility is authorized, enter the date it ends. For Continuous Eligibility, the End Date will be a date in the future. For children aging out, the end date coincides with the month the child turns age 19. Ending eligibility always ends on the last day of the month
  2. Complete the following fields within the Medical Card Request section, as needed:
    • Does a new Medical Card need to be sent?: Select whether a new medical card needs to be sent from the drop-down list
    • Payee: Select the name of the payee from the drop-down list
    • Date Requested: Enter the date of the new medical card request
    • Reason: Enter the reason why a new medical card was requested from the drop-down list
  3. Click [Add]. The information entered displays on the bottom of the page.

4. Review the following columns at the bottom of the page for accuracy before proceeding in the driver flow:

  • Individual
  • Medial Card Request
  • Date Requested
  • Reason

IES Tip: To edit information that was entered click the Edit  Icon for the individual whose information needs to be updated. Then click [Update]. The information displays at the bottom of the page.

5.  Click [Next]. The Register Application - Summary page displays.


STEP 7: Complete the Registration Application - Summary

  • This is the final page in application registration. Click [Assign] to activate the [Submit] button. Then click [Submit]. IES displays a "Submission Successful" message.
  • Registration Application - Summary > End of Application Registration Process
  • Congratulations! Application Registration is Complete!
  • The child has been enrolled in Medicaid. Logout of IES or return to Left Navigation and click Register an Application to enroll another child.

Q. Can I edit a DCFS application in IES after submitting it?

A. Workers can edit DCFS application by searching for the application and then using the Maintain Application - Application page in IES.

Refer to Search for an Application and Maintain an Application Wizards in IES for specific steps regarding how to search for and edit existing applications.

Key DCFS Processing Scenarios

In addition to DCFS processing scenarios, this section also addresses situations when a child is receiving Cash, Medical or SNAP assistance and was removed from the home by DCFS.

DCFS takes a child/youth into custody and learns the child/youth is active on a case or is a Requester on an Application for Cash, Medical and/or SNAP case.

Child/Youth's Age DCFS Case Status1 & End Date2 IES Edit Tasks DHS/HFS Business Process
Under age 19

Active

None-child active on other benefits

  • DCFS can register a DCFS 'application' for the child.
  • FCRC cannot register child for cash or medical assistance
  • IES sets a task for the FCRC to follow up
  • None
Child must be removed from other assistance once DCFS takes custody of the child.
Under Age 19

Canceled

End date greater than 30 days in future

FCRC cannot register child for cash or medical assistance None Remove the child from the Cash or Medical request
Under Age 19

Canceled

End date is within 30 days or date is past

FCRC can register child for other assistance using the application FCRC received from ABE (or in person or by mail/phone) None * Proceed with the application for cash, SNAP or medical. Child may qualify for All Kids Assist until IES recognizes the child has reached age 19 and is considered an adult. Check for FFC eligibility.3
Age 19 or Older

Active

No end date

FCRC can register child for other assistance using the application FCRC received from ABE (or in person or by mail/phone) IES sets task for DCFS to follow up Check for FFC eligibility.3
Age 19 or Older

Canceled

End date is within 30 days or is greater than 30 days in the future

FCRC can register child for other assistance using the application FCRC received from ABE (or in person or by mail/phone) None Proceed with the application for cash, SNAP or medical. Check for FFC eligibility.3 Use the application submitted by the applicant to proceed with data collection.
  • DCFS Case Status is active if there is no Eligibility End Date.

  • Continuous Eligibility end date is the same as the DCFS end date in IES.

1. DCFS Case Status is active if there is no Eligibility End Date.

2. Continuous Eligibility end date is the same as the DCFS end date in IES.

3. Checking for FFC eligibility can be done one of 2 ways: DCFS enters an end date on the DCFS case and transfers the application to DHS/HFS; or DHS/HFS checks MMIS for a specific MANGP code.

Scenario 1: Child 1 (Joe) is on a SNAP & Medical case in the Uptown office. He is

taken into DCFS care and is given a temporary RIN.

Steps:

  1. A DCFS worker registers Joe in Application Registration and selects DCFS on the Register Application - Type page.
  2. Since Joe is known to IES (because he is on an active case), Joe is listed in the File Clearance results. Since Joe's SSN was entered, there is a 100% SSN match and the worker is forced to choose Joe in the File Clearance results.
  3. His demographic information (citizenship) is prefilled from the clearance results since his SSN was provided on the DCFS Individual - Details page.
  4. His Temporary RIN is entered on the DCFS Individual - Details page, and is retired in favor of his old/permanent RIN.
  5. Complete the Medical Card Request section of the DCFS Eligibility - Details page to reissue a medical card after retiring the temp RIN.
  6. Click [Assign] and [Submit] on the Register Application - Summary page to send the information to the RDB.
  7. IES generates a task in the Changes queue in Uptown for a DHS/HFS Caseworker to remove Joe from his existing case, run eligibility, verify the results and certify the case.

Scenario 2 - Part A: Child 2 (Haley) is unknown to IES. She is now in Foster Care.

Steps:

  1. A DCFS worker registers Haley and selects YES for DCFS on the Register Application - Type page.
  2. Since Haley is unknown to IES, establish a new individual. IES assigns a new RIN.
  3. If her SSN is entered, demographic information is prefilled on the DCFS Individual - Details page. If not, complete that information.
  4. Complete the Medical Card Request section of the DCFS Eligibility - Details page to issue a new medical card for reason New Application.
  5. Click [Assign] and [Submit] on the Register Application - Summary to send the information to the RDB.

Scenario 2 - Part B: Haley goes into the KINGAP program.

Steps:

  1. If KinGap (or Adoption Assistance) is selected, the RIN is retained and the temp RIN field is cleared. If a temp RIN is entered, the existing RIN is retired and replaced with the temp RIN entered.
  2. A DCFS worker edits the application by searching for Haley under Individual Inquiry or Maintain Application and click the Edit icon next to the T-number associated with her DCFS application.
  3. Update Haley's last name if it changed and the RIN stays the same. If the SSN changes, enter the new SSN in the Reported field and update the SSN.
  4. Update the DCFS Medical Category to Adoption Assistance or KINGAP and update the Eligibility Begin Date.
  5. Click [Submit] on the Register Application - Summary page to send the updated information to the RDB.

Scenario 2 - Part C: Haley's KinGap arrangement does not work out and she re-enters Foster Care:

Steps:

  1. DCFS worker: Edit the application by searching for Haley's application under Maintain Application and click the Edit icon next to the T-number associated with her DCFS application.
  2. Click [Next] if information on the previous pages is the same (or can update if applicable).
  3. Update the DCFS Medical Category to Foster Care and update the Eligibility Begin Date.
  4. Click [Submit] on the Register Application - Summary to send the updated information to the RDB.

 Scenario 3 - Part A: Child 3 (James) is age 5 and has an active Foster Care case. His grandmother applies on ABE and includes him as a requester for Cash and Medical.

Assumption: IES blocks the FCRC from proceeding with the ABE application until the DHS worker removes James from the application.

Scenario 3- Part B: Child (Betty) is age 11 and has a canceled DCFS case, but the end date for continuous eligibility is 10 months in the future.

Assumption: IES will block the FCRC from proceeding with the ABE application for cash and medical until the DHS worker removes Betty from the application.

 Scenario 4 - Part A: Child 4 (Matt) age 16 has a canceled Foster Care case but has an end date within 30 days of today's date. He appears on an ABE application for assistance.

Assumption: IES will permit the FCRC to proceed with an All Kids Assist application for Matt. No further action is required by DCFS since there is an end date for this individual.

Scenario 4 - Part B: Child (Aaron) is age 18 and receiving adoption assistance with an end date that is within 30 days of today's date. He applies on ABE requesting medical assistance.

Assumption: Aaron is not eligible for Former Foster Care when he turns age 19. IES will determine eligibility for All Kids Assist then switch to ACA Adult the month after he turns age 19 during the initial approval period. No further action is required by DCFS since there is an end date for this individual.

 IES Tip: Workers should not override Continuous Eligibility for children aging out of DCFS. If the child applies for ACA Adult and becomes income ineligible, they lose medical coverage they otherwise would have had under Continuous Eligibility.


Scenario 5: A child that is actively enrolled in KinGap turns 19 and applies for Medical on ABE.

Steps:

  1. DCFS worker: Edit the case by searching for the child's application under Maintain Application and click the Edit icon next to the T-number associated with the DCFS application.
  2. Update the DCFS Eligibility Details page:
    • If no longer with DCFS: Select the reason Aged out
    • Has the individual met the eligibility test for Former Foster Care? Select No
    • Does the individual qualify for Continuous Eligibility? Select No
    • Eligibility Begin Date: Enter the eligibility begin date. This is the date the DCFS Medical Category began/ changed or the date Continuous Eligibility began
    • Eligibility End Date: Enter the last day of the month prior to the date the child applied for medical
  3. Transfer the application to the DHS/HFS office that registered the child.
  4. Clear the task created by IES.

 IES Tip: The soft message IES displays regarding a child who is potentially eligible for Former Foster Care is based in part on the response to the IV-E question. Until enhancements are implemented, the response to the IV-E question should always be Yes or PEND. Determine Former Foster Care eligibility independently of the soft message. Former Foster Care eligibility exists when:

  • The child/youth ages out of foster care;
  • The child/youth was Medicaid eligible; and
  • The child/youth lives in Illinois