Wednesday, 29 January 2003 Application Simplification Workgroup Present: Jeffrey Young, Liane Hiramoto, Barbara Luksch, and Cassandra Stewart. Next meeting: July 2003 1. Feedback on the New Application The response has been extremely positive from customers, outstationed eligibility workers, outreach workers, and Med-QUEST eligibility workers. Barbara read some comments: "Well this new application is the greatest thing I've come across since I started. There is space so everything fits and I like not having customers sign forms 1247 and 1247A. Only needing one adult signature helps with outreach since most of the time only one parent is at home and the other is working. Thanks again for the new application and all the hard work that was put into it." Michelle, Kahuku Hospital "When I first saw the new application, I wasn't too excited because it is longer. However, as soon as I started using it with customers, I couldn't believe how easy it is to fill out and that it actually takes less time to complete!" Terri, Waianae Coast Comprehensive Health Center "How nice to see a form that is user friendly! Someone's worked very hard." John, University of Hawaii at Manoa "The revised edition is much more efficient to use. It appears that the revised form will address the information in a more effective manner." Carolyn, Adoption Choices "The new application is wonderful! I have had several applicants call me after receiving notice of approval that they were very pleased with the assistance they received as well as the fact that the app is much easier to understand. The spaces are bigger, words are easier to understand, and having boxes to check is better than having to write everything in. I had one applicant that used the old blue form and was hesitant to do anther app, but when he saw the new one he was happy-the sigh he let out and the smile on his face said it all. Thank you to all who gave of their time and energy to make this new app possible." Charlette, Hoola Lahui Hawaii We also noted that page eight's list of Med-QUEST offices has been extremely helpful to customers and it eliminates telephone calls to numerous state offices requesting this information! 2. Tweaks We listed recommendations for improvement to get more complete information to expedite Med-QUEST's processing and still keep it user friendly. We will make the following changes: General * Change revision date to 03/03 * Add footer to pages one through five: "Please go to the next page and answer ALL questions" Page 1 * Change Med-QUEST to DHS in date received box * Change IMW to EW in "Official Use" box * Question 1: add "Also write your name and information in number 3A." * Question 2A add "Attach verification from a health care provider." * Question 2D add "Nursing Home Name" and "Placement Date" Page 2 * Question 3 instructions: change to "Please tell us about yourself and who lives in your household. List yourself first and use legal names. Write only family members who are responsible for each other, such as spouses, children under 19 years old, and the children's parents. Attach another paper if there are more than 8 persons." Pages 2 and 3 * Change "citizen" to "citizenship" * Add a checkbox titled "CFA DOA:" under citizenship Page 4 * Question 4B column 2: change to "Person Receiving Income" Page 5 * Question 6A instructions: change to "Check here if you are only requesting medical assistance for persons who are 0-18 years old or a pregnant woman and go to number 7 * Question 6B row 10: delete original purchase price from burial plans Page 6 * Question 8A instructions: change to "Does anyone have health or dental insurance or been offered health insurance by an employer?" * Question 8F column 2: change to "Expected Monthly Cost" * Question 10: add telephone number Page 7 * In the Bilingual, Sign Interpreter, or Other Accommodations section: change assess to access Page 7 and 8 * Add footer: "YOU MAY TEAR OFF AND KEEP" Page 8 * Add Kapolei information to the list Two suggestions were made by K"kua Kalihi Valley for sections in "Rights and Responsibilities." Liane will discuss them with Med-QUEST's Policy and Program Development Office and Lee-Ann Mitsunaga-Brewer at the Attorney General's office. 3. Absent Parent We discussed question 2E because it deters single parents and guardians from applying for health insurance only for their children. There is serious concern about requesting absent parent information for a child-only application: * When does HAWI trigger a referral to CSEA? * "Under federal law, states may ask but are not permitted to require families to supply information about paternity and an absent parent on a child-only Medicaid application." (Kaiser Commission on Medicaid and the Uninsured). * Form 1301 (Absent Parent Referral to Child Support Enforcement Agency) is mailed by Med-QUEST to the applicant but there is no qualifying information that explains the adult can be denied but not the child if this information is not provided. We must do more research on this important topic as soon as possible. 4. HIPAA Med-QUEST suggested a full page be added to the application with detailed HIPAA information. We reviewed the handout and decided it is better to have it sent when an approval/denial letter is mailed for these reasons: * The information is difficult to read and impossible to understand. Not only is it written for high school graduates, the document has not been field tested with customers and contains extensive legal jargon. * The design is intimidating. * More pages should not be added to the application. 5. Notes The Training and Public Education Workgroup wrote a new script for the video "How to Complete the Med-QUEST Application." It will be updated with the above changes and production will start next week. The video is a valuable training component for outreach workers who help customers fill out the application. 6. Next Steps The workgroup members will review a draft of revisions and the new version will be sent to the printer.