Register Social Service Applications Job Aid – Updated 8/18/2015 Page 1

Register Social Service Applications Job Aid

Processing Steps for Social Service Applications

The following outlines the general steps Social Service staff take when registering and maintaining Social Service cases. The Social Service application is a Social Services authorization for medical coverage. As an administrative function, there are no actual applications associated with these cases.

Fields marked with a red star (*) are mandatory.

Step 1: Begin Application Registration

1. From Left Navigation, select Application Registration – Register an Application.

The Register Application-Application page displays.

This Job Aid is designed to

help you understand how to

register Social Service

applications in IES.

Table of Contents

Processing steps for Social Service

Applications…………………………………….Page 1

Social Services Case Maintenance…………Page 11

Register Social Service Applications Job Aid – Updated 8/18/2015 Page 2

Register Social Service Applications Job Aid

2. Complete the page.

Policy Tip: Enter only required fields:

Date Received: Should reflect the case open date and be a state business/work day.

Written Language/Spoken Language: If the written and/or spoken language is not known, leave as English and update when information is available.

Source: Select Phone-in.

Primary Applicant: enter the name of the child/youth for which HFS Social Services is being authorized.

3. Click [NEXT]. The Register Application- Address page displays.

IES Tip: Access IES Wizards, helpful step-by-step instruction on completing each

page in IES, by clicking the Help icon in the top right-hand corner of

each page in IES. Page-level help can also be found by clicking the icon next

to the page title.

Step 2: Record Child’s Address

Register Social Service Applications Job Aid – Updated 8/18/2015 Page 3

Register Social Service Applications Job Aid

4. Enter the Child/youth’s physical address. Click [Add].

5. Review the address in the Address Summary section.

6. If the address is correct, click [Next]. The Register Application – Type page displays.

IES Tip: The address entered on this page is used to mail the child’s medical card.

Helpful Wizards

Begin Application Registration

Record an Approved Representative

Record an Address

Step 3: Select the Type of Application being Registered

7. On the Register Application- Type page, if the worker is a DHS or HFS Social Services

user, the question, Is this a DHS or HFS Social Services application?, defaults to ‘Yes’.

All other fields are marked, ‘No’.

8. Click [Next]. The Register Application – Individual Summary page displays.

Policy Tip: The individual entered on this page is the child. These cases are single individual cases only. In the case of siblings, open a separate case for each.

YES

Register Social Service Applications Job Aid – Updated 8/18/2015 Page 4

Register Social Service Applications Job Aid

9. Click [Next]. The File Clearance – Results page displays.

Helpful Wizards

9. Review information for accuracy, click [Next].

10. Enter child/youth’s date of birth and SSN.

11. Click [Next].

Register Social Service Applications Job Aid – Updated 8/18/2015 Page 5

Register Social Service Applications Job Aid

Policy Tip: If the child’s SSN is not available, leave the field blank.

Step 5: Determine if the Child Already has an Individual # in IES

12. Individuals display with similar names and dates of birth that are already known to IES, along

with a percentage match.

13. Determine if the child is already included in the Master Client Index (MCI) and been

assigned an Individual #.

14. If there is no match, answer YES to the question at the bottom right of the page, “Do you

wish to establish as a new individual

15. Click [Next]. The Register Individual – Summary page displays.

Register Social Service Applications Job Aid – Updated 8/18/2015 Page 6

Register Social Service Applications Job Aid

16. The child now has an Application Number and an Individual #. If all the information is

correct, click [Next].

17. The Register Application – Clearance Results page displays. This page displays

information that IES is able to verify about the child using electronic data sources.

Register Social Service Applications Job Aid – Updated 8/18/2015 Page 7

Register Social Service Applications Job Aid

18. These clearances do not impact Social Service registrations. Click [Next]. The Social

Services and IDOC – Details page displays.

Register Social Service Applications Job Aid – Updated 8/18/2015 Page 8

Register Social Service Applications Job Aid

Step 6: Complete the Social Services and IDOC – Details page

This is the first Social Services specific page queued for the Social Services cases. This page

collects information on existing or temporary RIN, eligibility and entry dates and Facility/Provider

information.

19. Check the drop down value for the first question and if needed, change it to read HFS Social

Services.

20. Eligibility Begin Date- enter the date Social Services Eligibility begins

21. Eligibility End Date – enter one of the following dates:

90th day (including the begin date) for the Initial Authorization

30th day (including the begin date) for an Extension

3rd day (including the begin date) for an MCO case

22. Enter the provider # in the Facility/Provider # field. The Address Book is not available for

providers. Enter the number accurately.

23. Date Entered Facility: Enter the date the services (or inpatient hospitalization) begins

24. Enter the provider name in the Facility/Provider name field.

Click [Add]

Register Social Service Applications Job Aid – Updated 8/18/2015 Page 9

Register Social Service Applications Job Aid

Check the accuracy of Provider Number and Facility Name

IES Tip: To edit information that was entered click the Edit Icon for the individual

whose information needs to be updated. Then click [Update]. The information

displays at the bottom of the page.

25. Click [Next]. The Register Application – Summary page displays.

Register Social Service Applications Job Aid – Updated 8/18/2015 Page 10

Register Social Service Applications Job Aid

Step 7: Complete the Registration Application – Summary

This is the final page in application registration. Click [Assign] to activate the [Submit] button.

Then click [Submit]. Make sure not to click [Submit and go to Data Collection]!

Registration Application – Summary > End of Application Registration Process

Congratulations! Application Registration is Complete!

The child has been enrolled in Medicaid. Logout of IES or return to Left Navigation and click

Register an Application to enroll another child.

Register Social Service Applications Job Aid – Updated 8/18/2015 Page 11

Register Social Service Applications Job Aid

Case Maintenance

Case maintenance on these cases is done through Application Registration, under Maintain Application.

1. Select search application, enter the case name, application number, SSN or other searchable information and click [Search]

2. Select the case from the search results by clicking on the pencil icon. This will pull up all information on the child/youth.

Register Social Service Applications Job Aid – Updated 8/18/2015 Page 12

Register Social Service Applications Job Aid

3. Click through screens and make the necessary updates

4. To make changes to child/youths demographic information, click the pencil icon.

5. Click [Next] to go on to the Social Services and IDOC Details screen. Extensions are authorized

here.

6. On all changes, be sure to click [next] until you get to the Maintain Application Summary screen.

7. Click [Assign] and [Submit].

Register Social Service Applications Job Aid – Updated 8/18/2015 Page 13

Register Social Service Applications Job Aid