Adding a Deemed Newborn to an MA Case or Application

When a child is born to an existing customer or as part of a new application, the newborn needs to be evaluated for eligibility. If the newborn’s Social Security Number (SSN) is known at the time of application, it should be entered into the VaCMS. Newborns, however, often do not have a Social Security Number (SSN) which would prevent them from being found eligible for assistance (assuming all other eligibility conditions have been met). To ensure newborns in this situation can be evaluated without a SSN, they can be considered a deemed newborn.

There are two possible ways a child can be considered a deemed newborn:

1. The mother is eligible for or receiving FAMIS, FAMIS MOMS, or Medicaid during the birth month.

2. A child is born to an alien mother requesting emergency services.

The information in this guide details instructions for entering a newborn in both scenarios. It also includes instructions for adding the SSN once it is received and adding a newborn to VaCMS who has already been enrolled in VaMMIS..

Add the newborn to an existing case using the Add Member case action. Complete all pages and fields using the information specific to the case you are entering, following these steps on the pages identified below:

1. On the Client Information page for the newborn, leave the SSN field blank.

2. On the Client Demographics page for the newborn, complete all fields as needed for the case; answer Yes to the US Citizen dropdown menu and Yes to the Citizen Verified Through Deemed Newborn dropdown menu and the applicable coverage for the mother under the Type of Medical Assistance mother received or expected to receive at the time of Child birth dropdown menu (FAMIS, FAMIS MOMS or Medicaid).

3. On the Client Demographics page for the newborn, ensure that No is selected for the Has an SSN been entered for this client? dropdown menu, and for the Refused SSN Reason dropdown menu, select Newborn.

4. For the mother, select a program from the Type of Medical Assistance mother received or expected to receive at the time of Child birth dropdown menu on the Client Demographics page.

5. When you complete these fields / pages, along with all other relevant case details, re-run eligibility and review your eligibility results. Authorize the results if correct.

Add the newborn to an existing case using the Add Member case action. Complete all pages and fields using the information specific to the case you are entering, following these steps on the pages identified below:

1. On the Client Information page for the newborn, in the SSN field, enter the newborn’s temporary social security number that was entered in the SSN field in VaMMIS.

Note: The worker must enter the SSN in VaCMS as reflected in VaMMIS.

1. • If the SSN is not known then use the pseudo #000-MM-DDYY.

   • If the pseudo in MMIS is not 000-MM-DDYY then update it prior to entering the member into VACMS.

2. On the Client Demographics page for the newborn, complete all fields as needed for the case; answer Yes to the US Citizen dropdown menu and Yes to the Citizen Verified Through Deemed Newborn dropdown menu and the applicable coverage for the mother under the Type of Medical Assistance mother received or expected to receive at the time of Child birth dropdown menu (FAMIS, FAMIS MOMS or Medicaid).

3. For the mother, select a program from the Type of Medical Assistance mother received or expected to receive at the time of Child birth dropdown menu on the Client Demographics page.

4. Under MMIS Lookup in VACMS; the results include the existing client information and Medicaid Recipient ID associated with the newborn.

5. When you complete these fields / pages, along with all other relevant case details, re-run eligibility and review your eligibility results. Authorize the results if correct.

If a newborn is on a new application because the mother is an alien and requesting emergency services, complete all pages and fields using the information specific to the case you are entering, following these steps on the pages identified below:

1. On the Client Information page for the newborn, leave the SSN field blank.

2. On the Client Demographics page for the newborn, complete all fields as needed for the case; answer Yes to the US Citizen dropdown menu and Yes to the Citizen Verified Through Deemed Newborn dropdown menu and the applicable coverage for the mother under the Type of Medical Assistance mother received or expected to receive at the time of Child birth dropdown menu (Medicaid is only possible coverage for the alien mom).

3. On the Client Demographics page for the newborn, ensure that No is selected for the Has an SSN been entered for this client? dropdown menu, and for the Refused SSN Reason dropdown menu, select Newborn.

4. On the Client Demographics page for the mother, select a program from the Type of Medical Assistance mother received or expected to receive at the time of Child birth dropdown menu and answer No to the US Citizen dropdown menu.

5. Complete the Alien Details page entirely as required to the specific details of the case you are entering, ensuring that you complete the Emergency / Restricted Coverage Dates section at the bottom of the Alien Details page.

6. When you complete these fields / pages, along with all other relevant case details, run eligibility and review your eligibility results. Authorize the results if correct.

Once a newborn receives an SSN, update the case following these instructions:

1. From the Left Navigation, click Data Collection and then click Case Action.

2. In the Case or Application or Screening # field, enter the case number associated with the newborn.

3. From the What action do you want to Perform? dropdown menu, select Change Case / Closure.

4. Click Next.

5. The Case Action Confirmation page displays. Select Yes from the Do you wish to continue? dropdown menu.

6. Click Next.

7. From the Left Navigation menu, click Individual Information.

8. From the Left Navigation menu, click Client; the Client Household – Summary page displays.

9. Click the edit icon (pencil) next to the newborn; the Client Information page displays.

10. In the SSN field, enter the newborn’s Social Security Number.

Note: The worker must enter the SSN in VACMS as reflected in VaMMIS. If the parent has provided the SSN to the worker, then VaMMIS must be updated with the correct SSN and then proceed with updating it in VaCMS.

11. In the Verification Source dropdown menu, select the appropriate verification document for your scenario.

12. Click Verify Client.

13. Click Next.

14. Update the Client Household Status page, if necessary, then click Save + Continue.

15. When you complete these fields / pages, along with all other relevant case details, re-run eligibility and review your eligibility results. Authorize the results if correct.

Updated 12/16/2016