Yearly Archives: 2017

IHSS electronic timesheets

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The California Department of Social Services has issued instructions regarding electronic timesheets for In Home Supportive Services (IHSS) providers.  IHSS timesheets can now be submitted electronically using the Electronic Timesheet Service (ETS).  The ETS allows providers and recipients to enter time worked and submit timesheets, and view the previous three months of timesheet history.

ETS is optional.  To use it, both the provider and the recipient need to enroll.  After both the provider and the recipient are enrolled, the provider submits the timesheet and the recipient approves it.  Providers will not be able to submit their timesheets for recipient approval if the timesheet has errors.  Examples of errors that will block submitting the time sheet are hours claimed exceed remaining recipient authorized hours , hours claimed exceed remaining provider assigned hours,  no remaining recipient authorized hours , no remaining provider assigned hours, hours claimed exceed weekly maximum, and hours claimed exceed monthly overtime maximum and hours exceed overtime exemption limitation.

Providers and recipients can opt-out of ETS at any time.  (ACL 17-76, July 14, 2017.)

State AFDC-FC eligibility for registered non-California guardianship orders

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The California Department of Social Services has issued instructions implementing the court order in Ramirez v. Lightbourne, Sacramento Superior Court No. 34-2015-80002216, regarding eligibility for State AFDC Foster Care (AFDC-FC) benefits for guardians with non-California guardianship orders.  The state AFDC-FC program provides cash aid to non-relative legal guardians.  (See Welf. & Inst. Code § 11405; MPP § 45-203.)  Previously, non-relative guardians with non-California guardianship orders could only be eligible for State AFDC-FC by obtaining a California guardianship order.  Ramirez held that non-relative legal guardians with non-California guardianship orders are eligible for State AFDC-FC if the guardianship order is registered with a California court.

Counties must inform applicants for State Only Foster Care benefits who have a guardianship order issued by another state that they may be eligible for benefits either by registering their non-California guardianship order with a California court or by obtaining a new guardianship order from a California court.  (ACL 17-82, July 27, 2017.)

Non-MAGI Medi-Cal Application Supplemental Forms

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For Non-MAGI Medi-Cal determinations, DHCS has provided supplemental forms and a flow chart to help evaluate cases for proper eligibility.  Non-MAGI evaluations are required when an applicant requests such a determination, when MAGI does not apply, or when there is potential non-MAGI eligibility for those not income-eligible for MAGI.

If an ex parte review reveals the need for additional information, county eligibility workers need to send applicable supplemental forms to get that information.  Workers must attempt to contact the applicant at least twice.

DHCS ACWDL 17-26 (July 20, 2017).

Medi-Cal Standards for Dental Anesthesia Services

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DHCS issued a Dental All Plan Letter to provide instructions on how to process TARs for intravenous sedation and general anesthesia services for dental procedures.  Providers must submit TARs or prior authorization requests for these services as of 11/1/15.  This letter includes six criteria and documentation requirements based on whether local anesthesia or conscious sedation had failed or was not feasible, as well as information about how the dental treatment plan affects what documentation must be submitted.

DHCS Dental APL 17-004 (June 28, 2017).

International child support enforcement

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The Office of Child Support Enforcement (OCSE) of the United States Department of Health and Human Services has released instructions that 14 forms for international child support cases have been approved for use.

The United States ratified the Hague Convention on the International Recovery of Child Support and Other Forms of Family Maintenance on August 30, 2016.  The Hague Child Support Convention provides a legal framework and administrative procedures for international child support cases, speeds up the enforcement of U.S. orders by limiting the circumstances under which a court can review and object to an order those similar to grounds now allowed under United States law, recognizes United States due process requirements, and provides standardized time frames and procedures for international case processing.  (See OCSE DCL 16-11.)  31 countries have signed the Hague Child Support convention.

Child support agencies must use the approved forms for case processing with convention countries unless the responding countries has different form requirements.  (OCSE AT 17-06, July 11, 2017.)

CAPI application procedures

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The California Department of Social Services has issued instructions regarding applications for the Cash Assistance Program for Immigrants (CAPI).  Any person can apply for CAPI by telephone, in writing to the county social services agency or in person at the county social services agency office.  For individuals applying by telephone, the county must complete the CAPI application form over the phone.  Counties must have a face-to-face contact with the applicant as part of the application process.  The county should begin the application process and follow up by making an in person appointment.  If the applicant cannot travel to the local social services agency office for a face-to-face contact because of a disability or other good reason, the county must make alternative arrangements.

Counties cannot refer applicants or recipients to apply for SSI before evaluating immigration status.  Counties cannot refer applicants or recipients to apply to SSI if the county determines the applicant is not a qualified immigrant or the applicant or recipient has applied for SSI in the last six months and was denied solely because of immigration status.  When the county refers an applicant or recipient to apply for CAPI, the applicant or recipient must do so within 30 days.

Counties must make all CAPI forms available in each of the threshold languages in the county.  CDSS has translated the CAPI forms into the state threshold languages.  When the client’s primary language is other than one of the state’s or county’s threshold languages, the county must provide an in person interpreter or use a telephone interpreter service to communicate in the client’s primary language.

Counties must make a decision to approve or deny CAPI as soon as possible but no later than 30 days following the date of application.  The county cannot delay making a decision to wait for a decision on a SSI application.  The date of application is the date an individual expresses the desire to apply for CAPI by telephone or in person, or the date the county receives a written request.

CDSS policy is to make an exception to the 30 day period for applicants under age 65 claiming disability and a Medi-Cal disability determination has not been made.  In those cases, counties have 30 days from the date the county obtains a disability determination from the Disability Determination Services Division (DDSD) to make a determination.

When benefits are granted, the applicant is entitled to benefits retroactive to the first day of the month following approval.  In cases delayed by waiting for a DDSD determination, benefits are granted retroactive to the first day of the month following the application date.  (ACL 17-31, May 18, 2017.)