benefit renewal dates for all programs provides better client service as it
reduces the number of times the client must complete a benefit renewal.
2. For SoonerCare
(Medicaid) rules, refer to:
Administrative Code (OAC) 317:35-6-61 for SoonerCare (Medicaid) benefits for
pregnant women and families with children;
(2) OAC 317:35-7-62 for a child in state or tribal custody;
(3) OAC 317:35-7-61 for SoonerCare (Medicaid) programs that
categorically relate to the aged, blind, or disabled population, such as:
State Supplemental Payment (SSP);
Qualified Medicare Beneficiary (QMB);
Specified Low-Income Medicare Beneficiary (SLMB);
Qualified Disabled and Working Individuals (QDWI);
Qualified Medicare Beneficiary Plus (QMBP); and
Equity and Fiscal Responsibility Act (TEFRA);
(4) OAC 317:35-15-7 and 317:35-15-9 for Personal Care;
(5) OAC 317:35-17-12 and3 17:35-17-15 for Advantage Waiver;
(6) OAC OAC 317:35-19-22 and 317:35-19-23 for nursing facility
3. (a) Methods the
recipient may use to submit the Supplemental Nutrition Assistance Program (SNAP) semi-annual or annual benefit renewal and Child Care Subsidy program annual
benefit renewal, or SNAP certification renewal
accessing www.okdhslive.org and submitting the benefit renewal electronically;
getting help from Oklahoma Department of Human Services (DHS) or a community
partner to access www.okdhslive.org and submitting the benefit renewal electronically;
downloading Form 08MP004E, Renew My Benefits, from DHS - Forms and Applications for Service and
completing, signing, and hand-delivering, mailing, or faxing it to DHS; or
into the local county office or a more convenient county office for the client
to complete the benefit renewal using the OKDHSLive kiosk available in the
lobby or with a worker using the Family Assistance/Client Services (FACS) system.
addition to the methods outlined in (a) of this instruction, the SoonerCare
(Medicaid) population in Oklahoma Health Care Authority (OHCA) online
enrollment may also submit the annual benefit renewal by using OHCA online enrollment or downloading federal Form OMB
No. 0938-1191, Application for Health Coverage & Help Paying Costs, from OHCA - Forms and Instructions, or
healthcare.gov and completing, signing, and mailing it to OHCA.
To complete a Temporary Assistance for Needy Families (TANF), benefit renewal, the
worker and recipient complete Form 08MP001E, Request
for Benefits, Form 08MP002E, Eligibility Information for Benefits, and Form
08MP003E, Responsibilities and Signature for Benefits using the Family
Assistance/Client Services (FACS) system or paper forms, when completed during
a home visit.
complete a SSP benefit renewal or a SoonerCare (Medicaid) benefit renewal for
recipients not in OHCA online enrollment, the worker and recipient complete:
08MP001E, Form 08MP002E, and Form 08MP003E;
08MA001E, Medical Assistance Benefit Review Report; or
08MP004E, Renew My Benefits.
recipient who is aged, blind, or disabled may access www.okdhs.org to complete the SSP and/or SoonerCare (Medicaid) renewal when
the recipient receives SNAP benefits and completes the SNAP certification
renewal at the same time. Before
completing the SSP and/or SoonerCare renewal when the recipient does not
receive Supplemental Security Income, the worker calls the recipient to inquire
about current resources and request needed verification.
complete a Supplemental Security Income-Disabled Children's Program (SSI-DCP)
renewal, the worker and family complete Form 08MA017E, SSI-DCP Service Plan.
4. (a) An electronic
signature is considered the same as a pen and ink signature.
worker documents in FACS Case Notes any additional proof received after the
recipient signs the benefit renewal.
5. (a) When an
interview is required for SNAP and the type of proof needed is unknown, the:
county office worker sends Form 08AD091E, Interview Notice, to schedule the
interview. The county office worker uses
Form 08AD091E instead of Form 08AD093E, Telephone
Interview Notice, because:
(A) it provides the
option of an office or telephone interview; and
(B) advises the applicant to send proof to the
local county office address; and
support center worker sends Form 08AD093E
because it only provides the phone interview option and advises the applicant
to send proof to the Customer Services Center address.
scheduling interviews for all programs except SNAP, send Form 08AD092E, Client
Contact and Information Request, because this form allows the worker to
schedule an office or a phone interview and request proof at the same time.
(c) When an interview is required, information discussed
with the recipient includes:
(1) changes reported on the benefit renewal and any proof
the recipient needs to provide or provided;
(2) information contained on the data exchange screens, when
inconsistent with recipient statement;
(3) for TANF, the recipient's TANF Work plan; and
(4) a reminder of the types of changes the recipient must
(d) When information is questionable, the worker may contact
a person outside of the household to confirm information provided by the
recipient or make a home visit. Refer to
OAC 340:65‑3‑4 for information regarding home visit requirements, collateral
contacts, and data exchange screens.
(e) When the recipient receives some benefits that require
an interview and some that do not, for the benefits that:
(1) require an interview, the benefit renewal is not
complete until the interview is conducted; and
(2) do not require an interview, the benefit renewal may be
completed prior to the interview for the other benefits.
6. Attempts to contact the recipient to determine continued
eligibility may be in person or over the phone. The worker documents all factors of
eligibility and any contact with the recipient in FACS case notes.
7. (a) After the
recipient completes the benefit renewal, the worker analyzes the information
for each program benefit to determine:
what changes occurred;
whether the recipient provided all required proof;
whether an interview occurred, when required; and
what changes must be made on the system.
benefit renewal is complete after the worker:
information contained on the benefit renewal, in the verification provided, and
on data exchange screens to determine if changes occurred and clears any
all benefit renewal information, including changes, in the Interview and
Eligibility Notebooks of the Family Assistance/Client Services (FACS);
any changes made and how continued eligibility was determined in FACS case
the system using Systems Help instructions for FACS and okdhslive
located on the Infonet under the Job Functions tab/Adult and Family Services/
(5) CWA reports are
available to help workers track the status of pending benefit
renewals. Information regarding
each CWA report is available on the Systems Help web page under Reports/CWA and
8. (a) When the worker
determines the benefit renewal is incomplete because the recipient failed to
sign the benefit renewal, did not provide all required proof, or did not
complete a required interview, the worker attempts to contact the recipient,
when a contact number is available, to inform him or her what is lacking. The worker documents the contact and any
attempts to obtain needed proof in FACS Case Notes.
When the recipient does not provide required proof timely, the worker closes
benefits effective the next advance notice deadline date per Appendix B-2,
Deadlines for Case Actions.
9. (a) After closure,
benefits may be reopened when the recipient provides the required proof by the
last day of the month of closure.
Benefits are reopened effective the date of closure for SoonerCare (Medicaid)
populations not in online enrollment, Child Care Subsidy, TANF, and SSP.
For SNAP, benefits are reopened and prorated to the date the recipient provided
all required proof per OAC 340:50-9-5(i).
The recipient must reapply when he or she waits until after the last day of the
month of closure to provide needed proof.