Monday, 28 April 2008 Process Simplification (Cit Docs Team) Present: Aileen Befitel, Liane Hiramoto, Lillian Koller, Barbara Luksch, Kookie Moon-Ng, Rochelle Sparko, Kathy Swink, and Alan Takahashi. 1. Welcome and Introductions The purpose of the meeting was to resolve two citizenship documentation issues: a. Med-QUEST link with Child Welfare Services (CWS) files containing U. S. birth certificates and photo identifications and b. Hospital records for newborns whose mothers have private health insurance. 2. Form 1106 Med-QUEST designed a new CWS/MQD/BESSD Communication Form for foster children. Our Citizenship Team requested two checkboxes be at the top: Photo in CWS File and U.S. Birth Certificate in CWS File. This system link means children who leave the foster care system do not have to submit these documents for Med-QUEST eligibility because CWS files are kept in perpetuity and the documents are confirmed by the CWS case worker. Federal Law 435.407 explains appropriate ID documents include “At State option, a State may use a cross match with a Federal or State governmental, public assistance, law enforcement or corrections agency's data system to establish identity if the agency establishes and certifies true identity of individuals. Such agencies may include food stamps, child support, corrections including juvenile detention, motor vehicle, or child protective services.” Therefore, it was decided for identification: a. CWS case worker will print the child’s photo, write the child’s name and current date, and sign it; and b. A checkbox on Form 1106 will read: Photo in CWS File. This will serve as a system link between CWS and Med-QUEST. Med-QUEST PPDO will write a communication memo explaining eligibility worker procedures for inputting U.S. citizenship and photo identification codes to show these requirements were met. 3. U.S. Citizenship Documents for Newborns We discussed a hospital record that can be used for newborns whose mothers have private health insurance. It would be a temporary document until the Hawai‘i State Department of Health issues the baby’s birth certificate. We decided to change these items on the current hospital form: a. Location: Will now be “City and State” b. Birth Date: Will now be “Date birth registered with Hawaii State Department of Health.” Med-QUEST PPD (05/12/08) and documents Barbara sent to hospital representatives (05/16/08)was distributed. Thursday, 1 May 2008 Process Simplification (PERM Team) Present: Paul Higa (Med-QUEST Policy and Program Development Office), Connie Liu (Legal Aid Society of Hawaii), Barbara Luksch (Hawai‘i Covering Kids), Kookie Moon-Ng (PERM Project Leader), Rochelle Sparko (Legal Aid Society of Hawaii), Alan Takahashi (Med-QUEST Eligibility Branch), and Christine Wong (Med-QUEST Policy and Program Development Office). Next Meeting: 5 September 2008 at 12:00 NOON 1. Self-Declaration It will continue, however some processes will change. 2. Outstationed Eligibility Workers (OEW) Guidebook The front cover has the State of Hawai‘i and Med-QUEST logos along with the title “Department of Human Services Med-QUEST Division Eligibility Branch Outstationed Eligibility Workers Reference Guide.” Inside it states: “This reference guide is meant to assist outstationed workers at the various hospitals, health clinics, and other places in the community who are assisting persons completing medical assistance applications; and assisting med-QUEST Division Eligibility Branch with the interviewing of Medicaid/QUEST applications.” Based on these details, it was decided information written on form 1100A and submitted with a Med-QUEST application is official. 3. Form 8000J: Request for U. S. Citizenship, Alien Status, and Photo Identification Documents We will add brief information to explain what must be attached for applicants to comply with PERM paperwork. 4. Notice Revisions We will request the Application Simplification Workgroup revise Med-QUEST’s ten-day pending and application denial letters. 5. Recommendations We thoroughly reviewed the following information to assure accuracy and consistency: a. PERM Implementation Recommendations b. PERM Filter for Med-QUEST Applicants c. Med-QUEST’s Internal Communication Form. Final copies will be issued by Med-QUEST and Barbara will meet with OEWs statewide to outline process changes.