On Target April 2010 OHP Standard Reservation

April 2010
On Target
April ‘10 Contributors
Catherine McDonald
Melanie Tavernier
Don Main
SNAP Policy Analysts
SSP Medicaid Policy Analysts
Lauri Stewart
In this issue:
OHP Standard
Can We Talk?
Returned Mail for SNAP 2
Self-Employment and
SNAP honor roll
New Tools
CHIP Power Point
Medicaid honor roll
The latest Child Care
Provider Guides are now
May Calendar
Didja Know??
Click here to link to the
Family Services Manual
OHP Standard Reservation
Due to the increasing number of selected applicants, understanding the
OHP Standard Reservation List (SRL) is more important than ever. At last
count, in March approximately 6,000 reservation numbers were selected
from the SRL.
This article is to compliment the VCONS, netlinks, and transmittals that are
available to assist workers in negotiating the SRL.
Date of Request
The 7210R mailing date is not the Date of Request (DOR). The 7210R
mailing date starts the 45 day period for the client to establish a DOR. If
a client submits an application before the 7210R mailing date, then the
earliest start date for OHP Standard medical will be the 7210R mailing
date. Example: On April 10th, Sheri applies for medical for herself and
her two children. Sheri’s children are on CHP, ending April 30,
2010. The worker verifies Sheri is on the Standard Reservation List
and that Sheri’s name was selected and that she will be mailed an
OHP 7210R on May 3rd. The worker determines eligibility for the
entire OHP filing group, and finds the children eligible for OPC and
Sheri eligible for OPU. The worker recertifies the children as OPC
starting May 1st. In this situation, the earliest Sheri can start medical
is May 3rd as this is the date her 7210R has been mailed.
Reservation Numbers
Workers have been confronted with complex situations regarding
reservation numbers. Here’s a few clarifying remarks about reservation
• If a client does not respond within 45 days of the 7210R mailing
date, the reservation is no longer valid. • If a person has left the household and no forwarding address has
been established, the person who has moved out will not receive
the 7210R. On the other hand, if a person does report a change
of address, then the client will still need to request an application. This would be considered his date of request. The database is not
set up to automatically send out another 7210R when there is a
change of address.
• Siblings over age 19 who have different reservations numbers
and who live in the same household will not be able to share a
reservation number if one sibling has been selected. The same goes
for roommates.
SSP Medicaid Policy Analysts
Page Face-to-Face, Interview, Conversation – Can We Talk?
Federal SNAP regulations require an interview as part of every eligibility determination: application, recert, first
time, every time. The interview can be face-to-face in the office or the client’s home, or take place over the phone.
FNS encourages phone interviews whenever travel to the office creates a hardship for the applicant. Hardship
reasons include – but are not limited to – physical or mental disability, elderly adults, transportation problems and
other barriers (e.g., illness, bad weather, conflicting work hours, etc.).
The purpose of the interview is to review eligibility, fill in gaps and resolve unclear information. Regulations
specify that the interview be conducted by an eligibility worker; a quick screening by front-desk staff doesn’t count.
When an applicant is interviewed, then denied for failure to complete the process within 30 days, they sometimes
establish a new filing date the following month by sending in pended items. New filing date, new interview. In
these situations, though, the conversation can be much more brief: contact the client to
discuss anything that has changed since their original, expired filing date. Be sure to
narrate this conversation as you would any other interview.
Interviews take time, but they can be a time-saver, too. Any incomplete or conflicting
information that can be cleared up by a conversation (and narrated, of course) is one
less reason to pend. Bottom line: interviews can’t be skipped, but you should fit the
conversation to the situation.
SNAP Policy Analysts
Returned Mail for SNAP
Policy has received some questions about returned mail, and whether or not we still act on it. The answer is Yes, we
must still act on it. The returned mail policy has not changed. Business as usual! You can find the policy on Returned
Mail in Multiple Program Worker Guide 20.
What has changed is the requirement for SRS clients to report a change in their mailing address (please reference
SS-PT-10-004), but this does not affect how we treat returned mail.
When you receive returned mail, always check for a more up-to-date address by looking at TRACS, UCMS, FCAS,
incoming mail that has not been processed, and the case file. If an updated address is located and the certification is
not expiring at the end of month, update the mailing address on SNAP and CM cases, narrate the change and resend
the mail to the correct address.
If there is no updated address available, close the case, using RM, for the end of the current month and narrate the
exact wording on the return label. If the case is expiring at the end of the month, narrate only and take no action on
the case.
If the client contacts the department before the case closes, gather the new address information and any other
information that affects the case such as household comp. Act on any changes necessary following the applicable
notice requirements.
If the client contacts the local office during the first month of closure, gather necessary information
and reopen the case with a ROP back to the first of the current month. Do not prorate benefits. Do not
take a new application or do a REC action - this is not a recertification. Issue the SNAP benefits.
If a client contacts the department more than a month after the closure, they have to reapply. SNAP Policy Analysts
Page Self-Employment and ERDC
Even though it’s been almost a year since ERDC stopped providing child care benefits for self-employed workers,
there is still some confusion about it.
Here’s a little quiz:
1. If a client’s income comes exclusively from self employment:
A. They are not eligible for ERDC unless they are an S-Corporation, and pay themselves a salary.
B. They are not eligible for ERDC, period.
2. If a client works part time in their own business, and part time for an employer:
A. They are not eligible for ERDC, period.
B. You would count income from both jobs, but only authorize hours of care for the work hours they are not
3. If a couple applies for ERDC, and one is employed, the other is self-employed, you must:
A. Determine they are eligible based only on the work hours of the employed parent.
B. Assume the self-employed parent is available to provide care, leaving the family ineligible.
The correct answer to all three questions is B. Self-employed clients are not eligible for ERDC benefits for their
self-employed work hours. If they also have a regular wage-earning job, we can cover their work hours at that
regular job only. The distinction in question 1, about S-corporate status, applies only to SNAP. ERDC uses the
criteria below.
So what is self-employment?
Self-employment income is received directly from one’s own business, trade or profession, rather than earning a
salary or wages from an employer.
The language in the Family Services Manual, Counting Client Assets, (section C. Self-Employment and Microenterprise Income) comes straight out of rule 461-145-0910. Basically, clients are considered self-employed if they:
1. Are considered independent contractors by the business that employs them; or
2. Meet at least four of the five criteria listed in the rule: they are “engaged in an income-producing
enterprise”; control what work is done and how; are responsible for expenses, risks and profits
of the business; do not get a W-4 from an employer or have federal taxes withheld from their pay
check; are not covered under an employer’s liability or worker’s compensation.
Be careful with clients who work under the table; they will almost always meet the last two criteria,
but generally not the second and third criteria. Home care providers paid by SPD are not considered self-employed, but adult foster care providers
paid by SPD are. Child care providers paid by DPU are also considered self-employed. Lauri Stewart, ERDC Policy Analyst
March 2010
Page Targeted SNAP Reviews
100% Accuracy Honor Roll
0111 Baker City SPD
0411 Warrenton ADS
1911 Woodburn ADS
0302 Oregon City SSP
0511 St. Helens SPD
2011 Eugene LCOG
0310 Canby SPD
1103 Willamette SSP
2202 Lebanon SSP
0311 Oregon City SPD
0313 Milwaukie SPD
1211 John Day SPD
1311 Burns SPD
2911 Tillamook ADS
3013 Hermiston SPD
0314 Estacada SPD
1517 Medford DSO
3112 Enterprise SPD
90% or Better
96.67 Corvallis SSP
95.00 Milton-Freewater SSP 3004
92.00 Toledo SPD
96.67 Astoria SSP
95.00 Florence SSP
92.00 LaGrande SSP
96.67 St. Helens SSP
94.74 Maywood SSP
92.00 Beaverton SPD
96.00 Redmond SPD
93.75 Bend SPD
91.11 Springfield SSP
96.00 Roseburg DSO
93.33 Newport SSP
91.11 McMinnville SSP
96.00 North Salem ADS
93.33 Albany SSP
90.91 Warm Springs SSP
96.00 South Salem ADS
93.33 Dallas SSP
90.32 Rogue Family Center
96.00 Portland West ADS
92.68 Klamath Falls SSP
90.00 Baker City SSP
96.00 Hillsboro SPD
92.50 Albany SPD
90.00 Ontario SSP
96.00 E Multnomah ADS
92.31 Burns SSP
90.00 Hood River SSP
95.00 N/NE Portland ADS 2818
92.00 Portland SE ADS
90.00 Beaverton SSP
95.00 Tillamook SSP
92.00 Grants Pass DSO
90.00 Hillsboro SSP
92.00 Klamath Falls SPD
New Tools
SNAP Policy has added new tools to the SNAP Webtools pages. The Oregon Business Registry (Secretary of State
Page) has been there for a long time. But thanks to some great feedback, we have now added the California, Idaho,
and Washington Business Registry pages as well. Please remember, if you have a great tool, cheat sheet, helpful
website or other work saving idea you would like to see posted on the SNAP Webtools pages, please let Sarah
Lambert or Dawn Myers know.
SNAP Policy Analysts
CHIP Power Point
Need to get up to speed quickly on the CHIP medical program? The Self-Sufficiency Program Accuracy Team
(SSPAT) has developed a Power Point presentation explaining CHIP eligibility. The Power Point is available
to HSS4’s and leads for local training as well as to individual staff who would like to view it for themselves.
The Power Point has been closely reviewed by our medical policy analysts and our medical training staff. Special thanks to Yelena Levchenkova and Clark Russon for putting it together! http://www.dhs.state.or.us/training/caf_ss_medical/index.htm
SS Program Accuracy Team
March 2010
Page Targeted Medicaid Reviews
100% Accuracy Honor Roll
0101 Baker City SSP
1603 Warm Springs SSP
2701 Dallas SSP
0401 Astoria SSP
1702 Cave Junction SSP
2801 NE Portland SSP
0501 St. Helens SSP
1802 Lakeview SSP
2803 NE Processing Center
0903 LaPine SSP
2002 West Eugene SSP
3003 Hermiston SSP
1103 Willamette SSP
2003 Cottage Grove SSP
3005 Boardman SSP
1201 John Day SSP
2101 Newport SSP
3101 LaGrande SSP
1404 Refugee Branch
2202 Lebanon SSP
3102 Enterprise SSP
1503 D8 Processing Center
2203 D4 Processing Center
3301 The Dalles SSP
1505 Rogue Family Center
3302 Hood River SSP
90% or Better
96.67 Grants Pass SSP
93.33 McMinnville SSP
3601 90.00 Alberta SSP
95.00 Hillsboro SSP
92.86 Albany SSP
2201 90.00 Bend SSP
94.44 Klamath Falls SSP
92.86 Ontario SSP
2301 90.00 St. Johns SSP
93.33 Redmond SSP
90.63 North Salem SSP
2402 90.00 Tillamook SSP
93.33 Springfield SSP
90.00 Corvallis SSP
0201 90.00 Milton-Freewater SSP 3004
93.33 Keizer SSP
90.00 Florence SSP
The latest Child Care Provider Guides are now available!
The new English edition of the ERDC Provider Guide (DHS 7492)
is now available. (Staff will be notified when translations of Spanish,
Russian and Vietnamese are available.) The guide contains updates to policies, contact information, and
expanded information in some sections. It is the same color as the
previous edition, but with a different cover photo.
To order copies, contact your office’s forms coordinator if you have
one, or send a request to Forms.Distribution@das.state.or.us, or call
Distribution Services at (503) 373-1342.
The guide can also be accessed online at http://dhsforms.hr.state.
or.us/Forms/Served/DE7492.pdf and on the Provider page of the new
ERDC Website: http://www.oregon.gov/DHS/children/childcare/.
Older editions may still be used until they are gone.
Lauri Stewart, ERDC Policy Analyst
Didja Know?? Countable self-employment income is the gross income
less allowable costs. For SNAP this means 50 percent of the
SEC income or 100 percent of the SEN income.
National BBQ Month
National Family Month
May 1: Kentucky Derby
May 5: Cinco De Mayo May 6: No Diet Day
May 9: Mother’s Day
May 23: World Turtle Day
May 30: Hug Your Cat Day
May 31: Memorial Day/Closed
Have a SNAP policy question?
Contact our SNAP Analysts at
Group Wise: Policy, FS
Have an SSP medical policy
Contact our SSP Medical Analysts at
Group Wise: SSP-Policy,Medical