VLSSE Financial Services Committee
May 20, 2016 Minutes
Attendees: Cindee Steinhauser, Chair [Henrico], Bev Long [Goochland], Jo Johnson [York-Poquoson], Lisa Butler [Northumberland], Tiffany Gordon [Matthews], Deana Bennett [Prince Edward], Rebecca Harris [Chesterfield-Colonial Heights], Michael Muse [Stafford]; via teleconference: Polly Hewitt[Staunton], Justine Carter-Moats [Stanton], June Fisher [Campbell], Donna Nicely [Norfolk], Lisa Tatum [Fairfax], Kathy Sumby [Prince William], Tanya Verlik [Henry/Martinsville].
The Financial Services Committee met at Central Regional Office on May 20th. The new name for the committee was introduced; Benefit Programs Committee effective July 1, 2016 as voted on by VLSSE membership in their May meeting.
Toni Washington, Assistant Director, Benefits Programs and Niki Cox, SNAP Program Manager presented to the committee. An overview of pilot activities as required by FNS was provided with 10 agencies participating 4/25/16-7/25/16. These 10 agencies are only piloting new and reapplications; TANF will be added in July with July 11th as a goal date. To date 1400 applications have been input into VaCMS with 488 approvals and 180 denials. Testing is ensuring all demographics are correct to include; student policy, migrants. Overpayment or Fraud claims are still managed in ADAPT at this point in time. No interim reports have been tested in the pilot as the length of time will not provide an opportunity. Parallel processing is occurring with VaCMS and ADAPT to ensure the same results to include a SNAP calculation if issues are seen.
Some concerns noted were:
Lack of documentation in VaCMS
ABAWD – 36 month clock differences have occurred [batches overnight]
Notices
Prorate month
Shelter issues
Weekly meeting are scheduled with the pilot agencies. The length of the interview process in VaCMS was noted as approximately 45 minutes. This will present concerns with ensuring timeliness of issuance.
Conversion will be implemented by region. Currently Piedmont and Northern will convert in October with Central and Eastern following in November. Discussion regarding the short time to convert was expressed by the committee members. A question was raised by the committee – Can larger agencies be allowed to move up in the conversion process? Niki is to bring this back to Home Office.
A mock conversionis scheduled in June. Comparisons will need to be made with demographics to ensure match in Medicaid in VaCMS and SNAP in ADAPT. Pending cases in ADAPT will NOT convert. As of 10/3/16 ne applications and reapplications can be entered by the agencies. An edit will be in ADAPT not to allow in applications on and after 10/3. Foster Care IV-E is not in the pilot; Auxiliary Grant cases are not in VaCMS. The commented was again made that self-directed applications slows the process in VaCMS. Members did express kudos for the training the consultants have received in VaCMS. This is a greatbenefit to LDSS staff.
Toni Washington provided information regarding five [5] regional meeting to be held in September. The audience is undetermined at this time.
Training Schedule shared by Toni: 8/8/16-9/30/16
SNAP – 2 days hands on 1st and then TANF
ESP/VIEW – 1 day
Fraud – 1 day
Appeals [DMAS/VDSS] – 1 day
Energy 1 day ** Energy cases will NOT be combine in VaCMS
The training will have prerequisites in eLearning. Forms will be required for those who are proficient in VaCMS for training purposes. The Training Advisory Group is determining what should be taught in Basics – VaCMS.
As of 6/30/16 no further ADAPT training will be offered by the State.
Toni provided information about the State Processing Unit that she is supervising. Their focus is overdue reviews. Once under control, they may be able to look at applications.
For those cases that the State has aligned with SNAP renewals, if a renewal packet is received treat as a CHANGE.
The committee discussed rationale for LDSS to continue to provide services to all categories in the Medicaid Program as it appears that DMAS is interested in managing all MAGI cases. Each member will provide comments for discussion with the League.
Future meeting will present conversion for ABD and Energy in VaCMS.
Respectfully submitted,
Cindee Steinhauser, Chair