CLAIMS HANDBOOK - Department of Human Services
CLAIMS HANDBOOK - Department of Human Services
CLAIMS HANDBOOK - Department of Human Services
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BENEFIT RECOVERY (<strong>CLAIMS</strong>) <strong>HANDBOOK</strong><br />
DOCUMENTATION<br />
Claim information is documented on the NARRATIVE screen for the head <strong>of</strong> household.<br />
This screen is client specific, not tied to any single case number and is accessible for<br />
documentation when the debtor is active. The ADDR/NARR screen can be updated on<br />
closed cases by accessing the last active month <strong>of</strong> any related case.<br />
Claims ADTs are provided for FS/TANF AE/IHE, suspected IPV and invalid/error claims.<br />
Use is strongly recommended but not required. Accessibility to the claim ADTs can be<br />
obtained by pressing the tilde key (~) at the ADDR screen and selecting the appropriate #<br />
for claim documentation.<br />
Supporting documentation <strong>of</strong> AE/IHE errors will include:<br />
• The date and method <strong>of</strong> discovery<br />
(When was the agency first notified <strong>of</strong> the change and how was the information<br />
received?)<br />
• The cause and amount <strong>of</strong> the overpayment<br />
(What action did the case manager take and why did the case manager take the<br />
action to create the overpayment – how much is owed?)<br />
• The date <strong>of</strong> the action<br />
(When did the worker make the corrections in the system?)<br />
• Liable AU members<br />
(List the head <strong>of</strong> household and any other AU members who were 18 years <strong>of</strong> age or<br />
older at the time the overpayment occurred, including SSN and DOB)<br />
• Follow up data regarding receipt or non-receipt <strong>of</strong> the repayment agreement<br />
(Did the customer respond to the letter mailed by the system and did the agency<br />
discuss the overpayment with the customer?)<br />
• Returned mail or subsequent contact with the debtor<br />
(Was the repayment agreement returned by the post <strong>of</strong>fice as undeliverable? Did the<br />
customer request a fair hearing? Was there any other discussion with the<br />
customer?)<br />
• Subsequent claim actions<br />
OFI case managers should follow up at application and review to assure a repayment<br />
agreement is on file for any AE and/or IHE claim the customer owes. If an agreement<br />
has not been completed, the case manager or claims manager needs to negotiate a<br />
repayment agreement and have it signed by the customer. The presence <strong>of</strong> a claim<br />
in collectible status is indicated in the upper right corner <strong>of</strong> the STAT screen by a<br />
purple “Y” in the claim indicator field. RMEN can be accessed from STAT by<br />
pressing “F20”.<br />
Rev December ‘10 9