SR 23-17 Dated 04/23 |
STATE OF NEW HAMPSHIRE
DEPARTMENT OF HEALTH & HUMAN SERVICES - DIVISION OF ECONOMIC STABILITY (DES)
Bureau of family assistance (bfa)
INTER-DEPARTMENT COMMUNICATION
FROM THE OFFICE OF: |
Director of Division of Economic Stability (DES), Karen Hebert |
BFA SIGNATURE DATE: |
March 17, 2023
|
FROM THE OFFICE OF: |
Director of Division of Medicaid Services (DMS) Henry Lipman |
DMS SIGNATURE DATE: |
March 15, 2023 |
AT (OFFICE): |
Bureau of Family Assistance Division of Medicaid Services
|
TO: |
All BFA Staff
|
SUBJECT: |
Clarification on the Reuse of an Application After Denial or Closing Due to Error or Failure to Provide Verifications |
EFFECTIVE DATE: |
Upon Release |
SUMMARY
This Supervisory Release (SR) releases clarification on when an application for assistance can be reused after denial or closing and guidance on the Simplified Reapplication process when an application was denied for failure to provide verifications.
POLICY
For all programs of assistance: An application for assistance that has been denied or closed can be reused if the denial or closing was due to an agency error. The application date is the date the application was first filed. If any changes have occurred since the application, the FSS must document those changes and the individual must provide any required verification.
§ Example: An application dated September 3rd is denied on September 26th. On October 5th the individual calls the District Office and it is determined the application was denied due to an agency error. The application must be opened with the original application date of September 3rd.
For all programs except SNAP and child care: An application for assistance that has been closed or denied for failure to provide verifications can be reused for the Simplified Reapplication process, as long as the applicant provides all required verification within 30 days of the denial notice or the former recipient provides all required verification within 10 days of the end of the advance notice period. If verification is provided within those timeframes, follow these steps:
o The applicant/former recipient must fill out a new BFA Form 800, Application for Assistance, with their name, address, program of assistance requested, and signature. The information provided on the original denied or closed application is reused, but does not have to be completed again on the new Form 800.
o The FSS must briefly meet with the individual, in person or over the phone, to ensure the household still meets all program eligibility requirements, all missing verifications have been received, no additional programs have been requested, and no additional changes in the case have occurred since the original application (and interview, if applicable).
o The date the new/simplified BFA Form 800 is filed is the new application date.
§ Example: An application dated November 10th is denied on November 22nd for failure to provide verifications. On December 14th the applicant comes into the District Office with all missing verifications. This is within 30 days of the denial notice so the Simplified Reapplication process can be used by taking the following steps:
· The applicant fills in the name, address, program of assistance requested, and signature on a new BFA Form 800, dated 12/14.
· The FSS meets briefly with the applicant to ensure all missing verifications have now been provided, the household still meets all eligibility requirements, no changes have occurred since the November 10th application and initial interview, and the individual is not requesting any additional programs.
· The requested program is opened using December 14th as the application date.
o Important: If any changes are reported since the original application or if any new programs are being requested, the Simplified Reapplication process cannot be used. The individual must file a new, complete application and participate in another interview (if required).
o Exception: This policy does not apply to redeterminations for medical assistance, as there is a 90-day reconsideration period when medical assistance has been closed for failure to provide a redetermination and/or the required verification.
NEW HEIGHTS & NH EASY SYSTEMS PROCEDURES
There are no changes to the New HEIGHTS system or NH EASY.
DESCRIPTION OF REVISIONS MADE TO FORMS
There are no form revisions associated with this SR.
POLICY MANUAL REVISIONS
Revised Adult Assistance Manual Topics
Section 109.09 Reuse of an Application After Denial or Closing
Revised Family Assistance Manual Topics
Section 109.07 Reuse of an Application After Denial or Closing
Revised Medical Assistance Manual Topics
Section 109.07 Reuse of an Application After Denial or Closing
IMPLEMENTATION
Policy and procedure outlined in this SR is effective upon release of this SR. All manual pages will be updated effective 04/03/2023.
CLIENT NOTIFICATION
No special client notification is planned or needed.
TRAINING
No special training is planned or needed.
DISPOSITION
This SR may be destroyed or deleted after its contents have been noted and the revised manual topics released by this SR have been posted to the Online Manuals.
DISTRIBUTION
This SR will be distributed according to the electronic distribution list for BFA policy releases. The SR and revised On-Line Manuals will be available for agency staff in the Online Manual Library, and for public access on the Internet at https://www.dhhs.nh.gov/sr_htm/sr.htm, effective 04/03/2023.
BFA/DMS:sh