Use the Search Client Information section to search for a customer by their SSN or Customer #. If a match is found the customer's information will auto-populate in the Demographic Information section.
Use this procedure to record customer information.
Note: If a new household member is populated from RDE or CommonHelp during a Renewal or Report Change, you must add them to the case before moving to the next page. If you click Next before adding the individual(s), the error message “DC4197: All individual records need to be processed before moving to the next screen” will appear.
The Client Information page displays.
Review the customer information displayed.
In the Search Client Information section (only displays during Intake / Screening and while adding customers), you can:
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Use the Search Client Information section to search for a customer by their SSN or Customer #. If a match is found the customer's information will auto-populate in the Demographic Information section. |
Enter the customer's individual Input SSN.
Enter the Client #.
Click Search.
In the Client Name section:
Enter the customer's First name.
Enter the customer's Last name.
In the Demographic Information section:
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For child care waitlist converted cases, enter the correct Gender and DOB. Gender defaults to Unknown and the DOB defaults to 01/01/1900 for some converted cases. Do not assume the correct Gender or DOB is selected for the customer. |
Is this client being manually converted? is defaulted to Yes (only displays when performing a Manual Conversion).
Enter the Current Renewal Date (only displays when performing a manual conversion).
Select the customer's Gender (required).
Enter the customer's DOB or select the calendar icon and select the date (required).
Enter the customer's DOB Verification date.
Select the customer's DOB Verification from the dropdown menu.
Enter the customer's SSN.
Enter the customer's SSN Verification date.
Select the customer's SSN Verification for their Social Security Number.
For Medical Assistance, click the Verify Client button.
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By clicking the “Verify Client” button, the VaCMS will connect to the Federal Hub to confirm the customer's Social Security number and date of birth. The verification date will be populated in the Federal Hub Verification Date field. Verify Client only pertains to MA applications, and is only used when first name, last name, DOB, and SSN fields are completed. |
Select the customer's Primary Race (required).
Select the customer's Ethnicity (required).
Select the customer's Secondary Race, press and hold the CTRL key to select multiple races.
Select the customer's Primary Spoken Language (required).
Select the customer's Secondary Spoken Language (s), press and hold the CTRL key to select multiple languages. Secondary Spoken Language (s) cannot be the same as Primary Spoken Language.
In the Client Address if different from case address:
Select Yes or No to Is the Client same as case address?
Enter the Street # (required).
Enter the Address 2 / PO Box (required if Street # is not entered).
Enter the City (required).
Select the State (required).
Enter the Zip (required).
Select the Verification (required).
Complete the non-required fields as appropriate.
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A locality lookup is required the first time an address is entered. The locality lookup consists of the VaCMS recommending the proper locality [Federal Information Processing System (FIPS)] based on the household’s address. After a lookup is completed once, the worker can bypass the locality lookup and manually enter the locality code by selecting No in the Is the locality lookup required? dropdown menu. |
Click Validate Address / Get Locality.
In the Other Information section:
Select Yes or No to Does the Client have alias names?
Select Yes or No to Deceased?
If applicable, enter the customer's Date of Death.
Select Yes or No to Does the client meet an exception to the TANF Period of Ineligibility?
Select the What is the reason for meeting the exception? dropdown menu.
Click Next.
The Client Household Status page displays.
The customer information is recorded.
Updated 04/25/2016