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Special Investigations Advisory Committee
August 10, 2004
Wake Commons Building
Raleigh , NC
David Smith, Co-Chair, called the meeting to order. Minutes from the previous meeting on June 8, 2004 were approved as written.
Suzanne Marshall gave an overview of NCFAST. She said that Online Verification (OLV) is the first piece to be rolled out. OLV was released in August 2004 for pilot counties to be followed by a statewide rollout through October 2004. Pilot counties are: Cumberland , Haywood, Hertford, Onslow , Scotland , and Wake. The system will allow workers to use the Internet to perform the required verification for applicant/recipient information for assistance and services. The workers in your agency who are currently accessing the legacy and verifications systems to verify applicant/recipient information will be able to quickly access all of this in one place with OLV, with a single, secure login. It is anticipated that this will save time for all staff performing these functions.
In preparation for this system, counties need to insure that workers who will use OLV have either the Netscape 5.0 (or higher) or Internet Explorer 5.5 (or higher) browser installed on their computers. These versions of the browsers support the data security levels (SSL and 128 bit encryption) required for the system to function. If workers use an older version of either browser, please use this time to upgrade their systems so they can use the tool. No other software is required for this application.
The systems included in the OLV are ACTS (including New Hire), CNDS, EIS, EPICS, FSIS, SCCR (Child Care Reimbursement), DMV (STARS), DOC, ESC (wages and UIB), IEVS (Social Security SOLQ, SDX, BENDEX), LIEAP and CIP. The County Security Control Officer (CSCO) may need to review system access rights for the workers to confirm that they have the necessary access level to the systems required to perform OLV. If workers already have such access, no further actions are required from the CSCO. However, when workers need additional access, the CSCO should contact the DHHS Customer Support Center to request such access. Ms. Marshall said that they will be sending a spreadsheet to the CSCO prior to your scheduled rollout date that lists RACF's and information and ask what programs they work. They may make recommendations back to the CSCO on giving workers access for OLV.
The second piece of NCFAST will be the Service Delivery Interface (SDI) that is scheduled for June 2005. This will allow counties to use their county management systems to work in conjunction with NCFAST. When ready, a letter will be sent to all 100 counties asking if they are interested in interfacing with their county management system.
The third piece is the Case Management System and has three stages of rollout. They are currently importing systems from Wisconsin and Maine . They will be recruiting staff to help. Full rollout is expected August 2007.
No training will be provided but there is a Users Manual Online to walk you through it. Note: the manual is currently in draft form because of the changes but within the next month should be the final approval.
Ms. Marshall will be in touch with your county prior to rollout. If you have any comments or questions, please email: Suzanne.Marshall@ncmail.net .
Brenda Porter gave the report for DMA. She reminded us that Program Integrity have moved to 1 Hanover Square . She gave phone numbers as:
Quality Assurance 919-647-8140
Brenda Porter direct 919-647-8149
Shara Britt direct 919-647-8142
Kelly Brantham for Profiles 919-647-8141
Lynn Whitley, Claims Investigation 919-647-8151
She gave total collections for Medicaid for this fiscal year (July 2004 – August 2004) of $153,758.01. She noted that some counties are already doing an excellent job in collections and noted that Wake County has already collected over $20,000. She passed out a handout of the collections in further breakdowns.
She said that information had already been sent out regarding the changes in race/ethnicity codes and that the ESC Wage/UIB Matches are available online.
She also noted that if any counties were experiencing problems with outside groups not assisting clients properly in their applications to notify the MPR.
Sheila Dorsett with the Food Assistance and Energy Branch stated that they were currently reviewing Hurricane Isabel cases. She said the State is entering the referrals in the system. She also noted that the referral source code for those cases is 21.
She gave collections for Food Stamps for June 2004 as $308,070.99. Of that amount, TOP was $83,485.72, DOR was $4,584.92, and the retention was $67,996.97. She passed out a handout that gave further breakdowns.
She handed out a revised DSS 8648 (Food Stamp Investigation and Disqualification Report). She said it was revised due to information needed/not needed by USDA. She gave FS Manual Section 825.05 as reference. She said a Dear County Director Letter and this new form will be mailed out to the counties today.
She also asked that we let her know when we're planning our Network Meetings because she would like to attend.
Denise Shipman with Work First introduced herself. She gave her phone number as 919-733-4622, ext. 329. She said they are still not fully staffed and lacking one consultant. She gave collections for July 2004 as: AFDC $18,606.76 and TANF $31,746.99.
She said the top 5 counties for collections were:
Mecklinburg $10,117.61
Forsyth $4,185.33
Guilford $3,784.86
Columbus $3,006.23
Wake $2,591.95
Linda Peters reminded us to check XPTR for the report that lists when disqualifications end as we no longer are being notified of that. One region has suggested going into XPTR and pulling the report up for the past 6 months.
As requested by SIAC, Ken Maddox and Angela Sadler from the State Office were present to speak to us regarding confidentiality issues that have come about as a result of the recent Social Security Audit. Social Security suggested a front end to access data (SOLQ, etc.); ie: cannot access Social Security data without the person being part of CNDB. They stated that current policy states that a person's consent is needed to use their Social Security number to get information (ESC, SOLQ, etc.)
The State has requested clarification on consent, ie: if wife comes in and signs a consent, can she be acting as her husband's representative. They are waiting on clarification from that and when it's received they will have the Attorney Generals office offer a formal response then notify us of the answer.
The bottom line is: matches are done for applicants or recipients per policy. If not an applicant or recipient, you need their consent.
We were reminded that if the client refuses to give us the information we requested (ie: consent) that we can propose termination in 10 days.
Suzanne Marshall also let us know that we will no longer be able to obtain Social Security numbers through DMV because that is being fixed.
Rhonda McLamb responded for Food Stamps and said that if we obtained the Social Security number legally (not back dooring DMV) then we can use it. She said this may change when the interpretation comes back from the State.
Sherry Arnold from the Planning Committee went over the audit for the conference. A few suggestions were made. If you are the one that takes the money, you don't need to be the one writing the checks. It was also suggested to have two signatures on the checks. Another suggestion was to have the committee chairpersons request the money they need up front instead of the day of the conference.
David Smith said that there may be some changes from the Director's Association in how the finances for the conference are handled and that we're still waiting on word from that.
Sherry asked for nominations to chair next year's conference, but none were given.
Gary Douglass with the Site Committee said they visited the Outer Banks and suggested using the Ramada Inn there in 2006. He said the site for 2005 is the Radisson at High Point .
There being no further business, the meeting was adjourned.
Respectfully Submitted,
Sharon Beasley
SIAC Secretary
