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System Updates

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This page helps you stay up-to-date on the system issues that have been identified. Always refer to this page for the most up-to-date list of issues and system updates, and refer to both the Current Workarounds and Resolved Workarounds pages before reporting an issue.

*The project team has also posted the summary notes from the 12:30 User Experience calls for your review. These calls were conducted between December 9 and December 20.
 

Updated 06/29/2014: 

View Release 1.2.3 Notes

 

Updated 06/16/2014: 

View Hot Fix Release 1.2.2.5 Notes

 

Updated 05/23/2014: 

View Hot Fix Release 1.2.2.3 Notes

 

Updated 05/5/2014: 

View Release 1.2.2 Notes

  

Updated 04/18/2014: 

View Release 1.2.1.1 Notes

 

Updated 03/31/2014: 

View Release 1.2 Notes


Updated 03/21/2014:

View Hot Fix Release Notes

 

Updated 02/22/2014: 

View Release Notes

 

The release notes contain information and job aids for the Integrated Eligibility system update deployed over the weekend of February 21, 2014.

  Updated 01/12/2014:

  1. Full No-Touch functionality is now available in the Ohio Integrated Eligibility system. Whereas before the system only processed cases through Worker Assignment, it will now automatically carry cases through the entire processing cycle, unless the case falls out at one of the following steps:
    a.      File Clearance
    b.      Case Creation
    c.      Data Collection
    d.      Worker Assignment
    e.      Verifications
    f.     
    Run EDBC

    g.      Generate NOA


  2. Defect Fixes
    1 As of January 1, the Ohio Integrated Eligibility system was incorrectly denying e-applications from Ohio Benefits because system was setting the living arrangement start date to the application date, and when rules were determining eligibility, applicants were being denied because there was no living arrangement data available for the entire month (if the applicant applied any data after the first of the month). To correct this, the Living Arrangement Start Date will not default to the Aid Start Date.
    2 During the override approval process, the overridden eligibility spans were not being sent to MITS. This issue occurred because “Aid Codes” in the drop-down menu were incorrect, causing caseworkers to choose the wrong aid codes. Aid Codes have been corrected in the override screens and caseworkers now have a correct list of codes from which to choose.

    The project team will attempt to fix the impacted cases and for the cases that cannot be corrected, the team will reach out to respective counties with instructions for manually correcting those cases.

    PS: Override Job Aid will be published for the county workers. Job Aid will have detailed instructions to perform an override and generate manual NOAs (Currently, NOAs are not generated automatically for Overrides).
    3 The Ohio Integrated Eligibility system was improperly denying applicants despite correct eligibility end dates in MITS, noting, “Aided in Another System.” This issue has now been fixed. The project team will provide the list of impacted cases to the counties to re-run eligibility after which applicants will no longer be incorrectly denied.
    4 NOAs were being generating with an incorrect BDA (Begin Date of Aid). The issue has now been fixed.
    5 Previously, eligibility spans and billing numbers were not being updated in MITS correctly. This issue has now been fixed. A backend data clean-up activity will correct the impacted records. In addition, project team may reach out to impacted counties if needed.
    6 MITS billing numbers were being incorrectly generated in the MCI (11 digits instead of 12 digits). This issue has now been fixed. A backend data clean-up activity will correct the impacted records.
    7 County Security Administrators can now save changes to staff’s security groups in the Ohio Integrated Eligibility system. There is no longer a need to contact the Tier 1 Technical Helpdesk to make these changes. Previously, security coordinators could not save the changes to security groups due to some system issues.
    8 In some situations, multiple overlapping eligibility spans were being created in the Ohio Integrated Eligibility system for the same person/ aid code combination. The issue has now been fixed.
    9 Previously, MITS was receiving eligibility information for inactive individuals from the Ohio Integrated Eligibility system because of duplicate spans. The issue has now been fixed.
    10 The Ohio Integrated Eligibility system was displaying “inactive” MITS clients stored in the MCI allowing caseworkers to select these individuals from the “New Person” Search screen. This issue has now been fixed.


  3. Known Issues and Workarounds

    1. For case scenarios having pregnant women with children in the household, EDBC may deny them incorrectly when processing in the “No Touch” mode. This happens because an unborn child is not included in the household for children which may cause budgets/ eligibility for children to fail.
      1. Workaround: Counties will be provided a weekly report of denied cases with pregnant women. Counties will use the report to investigate the case for this scenario. If an incorrect determination is found, counties will need to perform an Override to approve the children on the case.
         
    2. For case scenarios having a pregnant woman with multiple fetuses, EDBC may deny when processing in “No Touch” mode. This happens because the “multiple fetuses” condition is not verified on the case.
      1. Workaround: Counties will be provided a weekly report of denied cases with pregnant women. Counties will use the report to investigate the cases , verify the multiple fetuses condition as per current policy/ business process and perform the following steps on the cases:
        1. Once the multiple fetuses condition is verified by the caseworker, update the Pregnancy details page (under the Non-Financial Information Section) as “Verified”
        2. Mark the case for “Re-application”. This can be done by navigating to Case Summary -> Medicaid -> View Details -> Edit -> Program Persons -> Reapply menu. The Caseworker will then save the changes and case status will change to “pending” again.
        3. Re –run EDBC to get correct outcomes.”

 

  Updated 12/23/2013:

The 1.0.7 version of the Ohio Integrated Eligibility system has been released today. It provides the following enhancements:

 

Ohio Benefits

The Error Message Code 8600 issue has been resolved. This error appeared when an applicant would click the Submit button more than once causing duplicate submissions of their application. The button will now be disabled after the first submission.

Applicants will no longer receive an error message when attempting to cancel their application.

The Error Message Code 8100 issue has been resolved. This error appeared when application data from Ohio Benefits was sent to the Ohio Integrated Eligibility system. Additional data validation checks were added in Ohio Benefits to control these errors.

 
Ohio Integrated Eligibility system

The Error Message Code 1100 issue has been resolved. This error appeared when a case worker clicked on their Task Portlet in the Ohio Integrated Eligibility S system.

During “No-Touch” processing of an application, all appropriate tasks will now generate automatically by the system. In the case of a “Fall-out”, case workers will be able to access the respective task in their task inventory (after worker assignment). If a “Fall-out” happens before a case worker is assigned , appropriate tasks can be accessed on the Case Summary page in the “Request ID Detail” section.

During reapplication processing, the NOAs that were generated were missing the Aid Start Date. This issue has now been resolved.

Billing numbers from MITS are no longer generating duplicates.

Fee for Service cards will now be generated for applicants who are approved for Medicaid (except applicants on managed care programs). These cards will be available as a PDF file under “Distributed  Documents” section and also will be mailed to applicants through central print.  In addition, a journal entry will be created indicating that the card was generated. 

For applicants on Managed Care Programs, the system will generate a journal entry stating that the individual was either enrolled or dis-enrolled into a managed care program performed by MITS.

The Error Message Code 8100 issue on Journal Entry has been resolved: Caseworkers will no longer receive the 8100 error while working with Journals.

Training Considerations

Occasionally, the Ohio Integrated Eligibility system home page does not show a case worker’s assigned tasks in the Task Portlet. It is recommended that case workers always go to the Task Inventory page to ensure that all tasks are displayed. This issue is being analyzed, and is targeted for resolution in the next release.

Case workers needs to manually mark a task complete from the Task Inventory’s “Assigned” queue once an action (case creation, worker assignment, verification, etc.) on the case is completed. In future versions of the system, this process will be automated. Click here for the corresponding job aid.
 

Updated 12/14/2013:

The 1.0.6 version of the Ohio Integrated Eligibility system has been released today. It provides the following enhancements:

Ohio Benefits

The “Pregnancy due date”, which appears if the applicant answers “Yes” to the “Are you Pregnant?” question, is now mandatory, on Ohio Benefits.

Ohio Integrated Eligibility system 

The Federal Hub “pinging” issue has now been resolved. The table below provides various scenarios, for verifying Income, that will be useful to determine whether the response from the hub was successful or if manual verifications are required.

If the income comes back as ‘Verified’ from the federal hub, the ‘Source’ field will be updated to ‘Automatic’ on the Verifications screen. Once you click on the ‘Income’ link, the Verification detail screen appears. Case workers should view the ‘Date Received’ field, the date the response came back from the Hub, and the ‘Description’ field should be updated to ‘Annually Verified’.

If there is a mismatch of income, the income reported by the applicant does not match the income that comes back from the hub, the ‘Source’ field will be updated to ‘Automatic’ on the Verifications screen. On the Verification detail page, the ‘Description’ field should be updated to ‘No Match Found’.If Income is not verified by the hub due to incorrect data e.g No record found for the person in IRS, Spouse not verified etc., the ‘Source’ field will be ‘Pending’ on the Verifications screen. On the Verification detail screen, the ‘Description’ field will be blank. For these cases, case workers will have to do a manual verification of income.If the ping to the hub comes back with no response, the case will be locked.

Fee-for-Services (FFS) cards are now available for the MAGI Medicaid -eligible applicants. These cards will be available both as physical cards (mailed to applicants) as well as PDF versions, available in the Ohio Integrated Eligibility system under the “Distributed Documents” section.

The JF03517 form (HealthChek Services Implementation Plan) is now available under the “Document Control” section.

Notice of Actions (NOAs) can now be generated with a Civil Rights snippet per the preferred language of the applicant (English/Somali/ Spanish).

The HealthChek/PRS Coordinator Security role is now available. This role can be assigned to the appropriate staff to provide them access to the HealthChek/PRS screens in the Ohio Integrated Eligibility system.

The Ohio Integrated Eligibility system can now access State Wage/Unemployment Coverage benefit databases as a secondary income verification source, if the ping to the primary source, Federal IRS, fails.The Identity Management System (IMS), which manages the security component of the Ohio Integrated Eligibility system, is now live. Counties can now add new Ohio Integrated Eligibility system users on their own.End users no longer experience the 8100 error when trying to select a person, already known to the MCI, during the Person Search step.

 

Updated 12/08/2013:

The 1.0.5 version of the Ohio Integrated Eligibility system has been released today. It provides the following enhancements:

 

Ohio Benefits

1. Ohio Benefits has been modified with new routing logic that directs residents to the correct Medicaid application. Click here for the corresponding job aid.

2. Spanish and Somali language translations are now available after applicants click “Apply” in Ohio Benefits. At that point, applicants are now able to choose which language they would like to use. The text displayed upon entering Ohio Benefits and up until the applicant clicks “Apply” will be available in Spanish and Somali on January 1, 2014.

 

Ohio Integrated Eligibility system

1. The rules for Medicaid Expansion are now enabled which allows the system to process cases with applicants seeking Medicaid benefits under Ohio’s Medicaid Extension policy. This group is comprised of:

a. Adults between the ages of 19 to 64, who are between 0 – 138% of the Federal Poverty Level (FPL) and are not eligible under another category of Medicaid

b. Parents that fall within 91-138% of the FPL

2. No Touch functionality has been enabled in the system through Work Assignment. This functionality allows the system to perform the following steps during case processing, automatically (without any human intervention) per county’s auto assignment settings:

a. File Clearance – Verifies applicant(s) against the MCI database

b. Case Creation – Converts an e-application to a case

c. Data Entry – Populates Ohio Benefits applicant’s data to the Ohio Integrated Eligibility system

d. Worker Assignment – Auto-assigns caseworker per county’s auto assignment settings

Journal entries are also populated during No Touch processing.

For now, the No Touch functionality is enabled through Worker Assignment. All cases will then fall-out before the Verifications step. At this point, caseworkers must complete the remaining steps: Verifications, Run EDBC and Generate NOAs.

Once Worker Assignment is automatically completed, caseworkers are able to access the assigned cases in their “Workload Inventory”, to finish processing. A caseworker’s “Task Inventory” will also have relevant task(s) populated as applicable.

Note: If the system is unsure that an applicant already exists in CRIS-E (by checking the MCI database), the applications will fall-out during the File Clearance step. At this point, caseworkers must “manually process” the application by searching for them via Case Info -> e-Tools -> e-application Search.

3. The “Potentially Eligible for Non-MAGI Programs Report” has been released. This report displays information about applicants who were denied Medicaid but may be eligible for some other non-MAGI Program. Click here for the corresponding job aid

4. When using Internet Explorer 8, users are now able to open and view documents attached to a case via the “View Documents” link.

5. If a change is made to a case where a Notice of Action (NOA) has already been generated and an EDBC is required, a second NOA can now be generated.

6. The applicant’s address field is now mandatory in the Integrated Eligibility system. If an address is entered in Ohio Benefits self-service portal, the field is automatically populated. If no address is entered into Ohio Benefits self-service portal, the casework must enter the address.

7. If a child is over income for a CHIP case, a denial reason will now display on the EDBC result screen.

8. Caseworkers no longer need to go into the US Citizenship List screen and manually change the "Verified" field (under the "Request Match History" section) to Pending in order to display the record on the Verifications screen. This fix allows Workaround/Issue #15 to be retired. Please destroy any printed copies Download

9. Case workers no longer have to manually add the “Relationship Start Date” on the Relationships screen in order for EDBC to run correctly. This fix allows Workaround/Issue #14 to be retired. Please destroy any printed copies Download

10. The “Request Match History” field has been removed from the US Citizenship screen.

11. If an applicant answers “No” to incarceration, the living arrangement status no longer defaults to the “Adult Community Alternative” type. It now defaults to “Independent (Home/ Apart/Trlr)”.

12. The system no longer skips the “Non-Financial” section of the application after a caseworker hits “Save and Continue” on the “Root Question” screen.

13. For cases where the primary applicant is a non-tax payer for the current year but a secondary applicant is a tax payer and a CIN is added during Case Creation, the system no longer displays the 8600 error.

14. Cases that have a future date as the “Benefit Start Date” now displays in the caseworker workload inventory.

15. When the federal HUB is pinged, the tax information for the latest available tax year is used. Caseworkers no longer have to update the “Tax Year” to be the same year as the benefit month. This fix allows Workaround/Issue #7 to be retired. Please destroy any printed copies Download

16. The following fixes have been made to existing reports:

o The report descriptions have been modified

o On the Demographics report, the format for the contact number has been corrected

o On the Demographic report, the address line concatenation format has been corrected

o On the Application Pending report, the Staff ID filter is now optional 

 

 

Updated 10/30/2013:

The 1.0.3 version of the Ohio Integrated Eligibility system has been released today. It provides the following enhancements:

 Ohio Benefits

Clicking  on “Forgot Password” no longer throws an 8600 error message

On the Income Details page, the “Supplemental Security Income” field was moved to be under the “Social Security Income” category

Ohio Integrated Eligibility system

If the “Begin Date” for Relationships is missing, the sytem no longer provides incorrect budget results after EDBC is run. This fix allows Issue #14 to be retired. Please destroy any printed copies Download

The Help Desk phone number now appears correctly when the “Forgot Password” link is clicked.

The system now successfully checks MITS to see if an applicant is already receiving benefits in CRIS-E.

On the Income Details page, the “Supplemental Security Income” field was moved and now appears under the “Social Security Income” category.

If an applicant answers “No” to the “Are you applying for medical coverage?” question in Ohio Benefits and the case is assigned to a worker, it no longer causes a duplicate program request in the Ohio Integrated Eligibility system.

Users should no longer receive the 8303 error message while working in the system,

When a new person is added to an existing case or when person details are edited on an existing case, EDBC results no longer appear incorrectly.

The Cancel button on the Medicaid Detail page no longer produces an 8600 error message.

The “Effective Date of Eligibility” on NOAs now appear correctly.

When EDBC runs on a pregnant woman and the results are Active, a budget line now displays.

Additional text was added to the NOA regarding pharmacy benefits.

Error Code “0” no longer appears when attempting to generate a NOA for an applicant who is denied eligibility because they are receiving benefits in CRIS-E.

 

As of 10/21/13:

The 1.0.2 version of the Ohio Integrated Eligibility system has been released today. It provides the following enhancements:

Ohio Benefits

  1. The Forgot Password link no longer produces the 8600 error.
  2. The message that would appear when an applicant failed to select a "Yes" or "No" answer to the “Health Coverage” question in Ohio Benefits, has been updated to now read “Required: Do you want Health Coverage?” It formerly read “Required: Do you want financial assistance?”
  3. All county office names now display the actual county name e.g. Fairfield Office of Public Assistance instead of just appearing as “Ohio County Office.”

Ohio Integrated Eligibility system

  1. Eligibility Supervisors are no longer required to conduct file clearance on an application before it can be assigned to an Eligibility Case Worker.
  2. An AEMA Medical Condition added to a case no longer prevents a budget from being created.
  3. English is no longer missing as an option from the language dropdown menu in the New Programs Detail page.
  4. End users should no longer experience login issues.
  5. The sporadic error message, when accessing the Workload Inventory page, no longer appears.
  6. Default portlets no longer need to be suppressed by removing the roles authorized to see them.
  7. The INS-151 section code dropdown menu no longer appears incorrectly on the Non-US Citizenship page.

 

As of 10/10/13:

1. The 10/09/13 system upgrade addressed the following defects.
·         Federal Hub ping not fully functional  (Temporary fix for Defect# 3666)
o    This is a temporary fix. Instead of using two nodes, only one node is being used because other node is not working properly.
o    Each node has a capacity of 10,000 pings per minute versus the maximum observed per day to date of observed 200 pings per day.
o    This defect will remain open until the node is brought online.
2. The 10/09/13 system upgrade addressed the following defects.
·         Reply Messages from Ohio Integrated Eligibility system to Ohio Benefits: Original message shows, reply does not (Defect# 3481)
o    Workaround for Issue# 3 is no longer needed.
·         Living Arrangement populated incorrectly from Ohio Benefits to Ohio Integrated Eligibility system (Defect# LA3435)
o    Workaround for Issue# 10 is no longer needed. Please destroy any printed copies: Download
·         After address normalization, county still appears as an editable drop down field (Defect# 3535)
·         Password is not using the 3 of 4 character criteria and therefore is not recognized as having valid construction. (Defect# 2172)
·         Ohio Integrated Eligibility system Worker Reassignment: Unable to find case in inventory, inter-county transfer not working. (Partial fix for Defect# 3434.)
o    The remaining functionality will be prioritized for a future system upgrade.
o    This defect will remain open until all functionality is delivered.
·         Invalid log in credentials causes account lock out. (Defect# 3093)
·         The automated message to anyone who wants notifications via email gets the “ACSSP” text and URL. (Defect# 3574)
·         Link in Ohio Benefits does not route to HealthCare.gov. (Defect# 3571)
·         Home Page to Forget Password to Home Page to Apply for Assistance issues error. (Defect# 3586)
·         MCI Changes: Ohio Integrated Eligibility system File Clearance process (Defect# 3378)
3. When reporting an errorplease include the appropriate screenshots in a word document and answer the following questions:
1.     What County are you from?
2.     What screen are you on when you get the error?
3.     What does the error read?
4.     What button or link did you click that produced the error?
5.     What business action are you trying to perform (ex. Case Creation, eligibility determination, admin, etc)?
6.     If there is no sensitive data, can you add a screenshot?
7.     What is the role/access level of the person receiving the error (ex. Supervisor, view-only, staff, eligibility staff worker)?
8.     What is your email?
4. Not all eligibility staff see the "Request Verification" button
·         User is not assigned to the Medicaid role group
·         To view the button, assign user to the Medicaid role group
·         The View Only role does not have access to this button
5. Task Inventory generates Error Code 1100: Resolution
·         User does not have privilege to the Task Inventory, OR,
·         User has the privilege but no tasks; when user has greater than 1 task they should not encounter this error
6. Error Code 404 generated when logging out: Resolution
·         Close all browser sessions and log back in, OR,
·         User can click anywhere within the application prior to clicking the Log Out button
 

 

 

 

 

Project Information

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IMPORTANT ANNOUNCEMENT:
This site will no longer be updated, please refer to the new Project Website for all updates. Materials on this site have been transitioned.


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For more information, please contact the project team at ohioiecommunications@das.ohio.gov